TECHNOLOGY INTEGRATION ACADEMY: TECH TIPS!
General Windows Tips
Quickly Zoom In and Out of Your Office Documents
 Hold down the CTRL key and use the wheel button on a scrolling mouse to quickly
zoom in and out of a document, OR
 CTRL+Plus (+) to zoom in to a webpage
 CTRL+Minus(-) to zoom out of a webpage
 CTRL+Zero (0) to view webpage at 100%
Screen Shots
 Take a screen shot of your entire screen by pressing PRNT SCRN (Print Screen) key on
your keyboard.
 To paste the image into a document, Right-Click > Paste.
 Use the Crop tool in the Format Picture Tools tab, Size section to get rid of unwanted
parts.
 Use ALT+PRNT SCRN to capture only the active window.
Cycle Through Open Programs/Documents
 Cycle through all the open applications on your computer by using ALT+TAB. Hold
the Alt key down and press the Tab key.
 The first time will bring you to a menu of programs or documents that are currently
open on your computer. Each time your press TAB, it will move to the next icon.
When you get to the one you want, release the Alt key and that program or
document will appear on your screen.
 Press ALT+TAB again to return to the previous program or document.
Keyboard Information/Shortcuts

http://www.seoconsultants.com/windows/keyboard/ - great website with a picture
of a keyboard and information on all of the keys and their functions
 Keyboard Shortcuts often use Control (CTRL) or ALT or a combination of different
keys.
 Favorite Keyboard Shortcuts :
 CTRL+C (Copy)
 CTRL+X (Cut)
 CTRL+V (Paste)
 CTRL+Z (Undo) - This lets you undo your most recent action, whether you are
working in a document or even deleting a file off your computer.
 DELETE (Delete)
 BACKSPACE (View The Folder One Level Up In My Computer Or Windows
Explorer)
 ESC (Cancel the current task)
 CTRL+Enter (Adds www + .com to a URL)
 CTRL+T (Open a new Tab in Internet Browser)
 F5 key (Refresh or Update the active window)
Microsoft Office Tips
Setting Up Defaults
Set defaults for Page Layouts (margins, orientation, etc.), Fonts (font, size, color, etc.),
Paragraph styles (spacing, etc.) so that all of your new documents will already have these
settings:
 Page Layout tab >Page Setup group, click the small pop-out arrow in the lower right
corner; Make desired changes; Click Set as Default button, OK
 Home tab > Font group, click the small pop-out
arrow in the lower right corner; Make desired
changes; Click Set as Default button, OK
 Home tab > Paragraph group, click the small
pop-out arrow in the lower right corner; Make
desired changes; Click Set as Default button, OK
Quick Access Toolbar
You can add common tasks to your Quick Access Toolbar in each
of the different Office Applications:
 Click the small arrow at the right of the Quick Access
Toolbar
 Select (check) commands from the list, or choose More
Commands
 Select a command from the first column, click Add, OK
 You can move the Quick Access Toolbar below the
ribbon if that is your preference.
Changes Defaults for Saving Files
Your documents will automatically save to your My Documents folder, but you can set up
another location as your default:
 File > Options, Browse to find and set a new Default location, OK.
 You can also change how often AutoRecover saves your documents from 10 minutes
to more often
Quickly Replicate Text or Graphics
Here's a quick way to make copies of text or graphics in Word:
 Select the item or text you want to copy.
 Press and hold down the CTRL key.
 Then use the mouse to drag the item to the desired position.
Change Text Case Quickly
 Select the text you want to change and press SHIFT+F3. Each time you press the F3
key, the text case switches between Title Case, UPPERCASE, and lowercase.
Shrink to One Page
Use Shrink One Page to fit a document that is slightly longer than one page onto a single page.
This tool used to be available in the Print Preview window. It is still available, but somewhat
hidden. If you want to use this tool, you can add it to your Quick Access Toolbar or add it to
the Ribbon:
 To add tool to Quick Access Toolbar:
o File > Options > Quick Access Toolbar
o From the drop down menu for Commands, choose All Commands
o Scroll through and find Shrink One Page, Click Add, OK
 To add tool to the Ribbon, first determine where you want to tool to appear
o File > Options > Customize the Ribbon
o In the right column, create a New Tab or New Group
o Select the desired tab or group
o From the drop down menu for Commands (on the left), choose All Commands
Scroll through and find Shrink One Page, Click Add, OK
Adjusting the Spacing in Word
By default, Word 2010 adds a space between paragraphs. You cannot delete this space by
backspacing. To turn off the space between paragraphs:
 Home > Paragraph group, click the
Line Spacing icon
 Click Remove Space After
Paragraph
 To make additional changes, click
Line Spacing Options (Remember
that you can set defaults here too!)
To quickly increase/decrease spacing in a document, select the text then:
 Press CTRL+1 for single-spaced lines
 Press CTRL+2 for double-spaced lines
 Press CTRL+5 for one and a half-spaced lines
Spell Check Features
 Quickly check for spelling mistakes by scrolling to the top of your document and
pressing F7 (function key at the top of your keyboard)
 If you see a misspelled word (red squiggly line underneath!), just right-click it and
select the spelling correction you want from the shortcut menu.
 To automatically advance to the next misspelled word, press ALT+F7
Favorite Keyboard Shortcuts for Office Documents:
 CTRL+F (Find and replace)
 SHIFT+F3 (Change Case - all caps, lower case, sentence text)
 CTRL+HOME (go to beginning of document)
 CTRL+END (go to end of document)
 F7 (Spell Check)
 CTRL+A (Select All)
 CTRL+S (Save)
 CTRL+P (Print)
 CTRL+O (Open)
Microsoft Office: Microsoft Word 2010
Saving Keystrokes in MS Word
 To start a bulleted list, just type *, a space, and begin typing.
 To start a numbered list, just type 1, a period or parentheses, and begin typing.
Insert Current Date/Time in MS Word
 To insert the current date, press ALT+SHIFT+D
 To insert the current time, press ALT+SHIFT+T
To Move a Paragraph Up and Down
Select and move an entire paragraph by pressing a single key combination.
 Place the insertion point anywhere in the paragraph. Move the paragraph up (that
is, before the previous paragraph) by pressing SHIFT+ALT+UP ARROW.
 Move the paragraph down (that is, after the next paragraph) by pressing
SHIFT+ALT+DOWN ARROW.
Search for a Synonym in MS Word
Need to quickly search for that oh-so-perfect word?
 Right-click the word you want to replace in your text
 Click on Synonyms from the shortcut menu
 Click the synonym you want and it automatically replaces the
original word in your document
For more information, click Thesaurus from the right-click shortcut menu
Repeating Headings in Tables in MS Word
If you have a table that spans more than one page, Word can repeat the
header rows on each page to make the pages easier to read.
 Select the row or rows that contain the header information
 Table Tools > Layout tab
 Click Repeat Header Rows in the Data Section
Create a cent sign in MS Word
 CTRL+/, then press c
Typing Accented Characters in MS Word
All of the accented characters can be typed using a shortcut key combination. To do this, press
[Ctrl] and the second symbol together, let go, and then type the letter.
Characters
Shortcut Keys
à, è, ì, ò, ù
À, È, Ì, Ò, Ù
[Ctrl]+[`] (accent grave), the letter
á, é, í, ó, ú, ý
Á, É, Í, Ó, Ú, Ý
[Ctrl]+['] (apostrophe), the letter
â, ê, î, ô, û
Â, Ê, Î, Ô, Û
[Ctrl]+[Shift[+[^] (caret), the letter
ã, ñ, õ
Ã, Ñ, Õ
[Ctrl]+[Shift]+[~] (tilde), the letter
ä, ë, ï, ö, ü, ÿ
Ä, Ë, Ï, Ö, Ü, Ÿ
[Ctrl]+[Shift]+[:] (colon), the letter
å, Å
[Ctrl]+[Shift] +[@], a or A
æ, Æ
[Ctrl]+[Shift] +[&], a or A
œ, Œ
[Ctrl]+[Shift] +[&], o or O
ç, Ç
[Ctrl]+[,] (comma), c or C
ð, Ð
[Ctrl]+[' ] (apostrophe), d or D
ø, Ø
[Ctrl]+[/,] o or O
¿
[Alt]+[Ctrl]+[Shift]+[?]
¡
[Alt]+[Ctrl]+[Shift]+[!]
ß
[Ctrl]+[Shift]+[&], s
Adding Attractive Horizontal Lines in MS Word
It’s easy to add a variety of horizontal divider lines to Word documents. To create a solid, black
line for example, type three HYPHENS (-) at the beginning of a new paragraph and then press
ENTER. Typing three UNDERSCORES (_) will make a thicker line, and so on.
Microsoft Office: Microsoft Excel 2010
Keep Column Headings Visible in MS Excel
When you have a really long spreadsheet, keeping Column Headings visible at all times can be
helpful. “Frozen” column headings don’t scroll, but remain visible as you move through the
rest of the spreadsheet.
 View tab > Windows section > Freeze Panes; Choose Freeze Panes or Freeze Top
Row
 To unfreeze, View tab > Windows section > Freeze Panes; Choose Unfreeze Panes
 To freeze panes vertically, click on the column heading at the top of the spreadsheet
to select it. View tab > Windows section > Freeze Panes; Choose Freeze Panes or
Freeze Top Row
Format Cells Quickly in MS Excel 2010
To quickly access the Format Cells dialog box (to change font styles, alignment, or borders),
press CTRL+1
Enter Text on More Than One Line in an MS Excel 2010 Cell
There are two options for entering long(er) amounts of text in Excel:
 Type a line break: Press ALT+ENTER to start a new line within the cell to continue
adding text
 Wrap Text Automatically: Click to select the cell, Format Cells (Home > Alignment
group > Wrap Text)
Switch Rows to Columns or Columns to Rows in MS Excel 2010
Follow these steps to transpose a row of
data into a column or data, or vice versa:
 Select the cells that you want to
switch
 On the Home tab, Clipboard
section, click Copy
 Select the upper-left cell of the
paste area. The paste area must
be outside the copy area
 On the Home tab, Clipboard
section, click the down arrow on
the Paste button and choose
Paste Special
 Select the Transpose check box
Do Fast Calculations in MS Excel 2010
Do you need to quickly see the Average, Count, or
Sum of a series of data?
 Select the cells in which you are interested,
and you will see the Sum of the range
displayed on the Status Bar
 Right-click the status bar and select (check)
additional things that can be displayed
Quickly Resize Columns or Rows in MS Excel 2010
To resize columns or rows, place the cursor on the line that separates the column letters or
row numbers in your Excel workbook. When the cursor changes to a vertical line with a twoway arrow:
 Click and drag the cursor to manually change the width of the column or height of
the row OR
 Double-click to automatically resize the column or row to fit to the longest amount of
data
Using AutoFill Lists in MS Excel 2010
AutoFill can be a handy tool when you are entering a known
sequence (like days of the week, months, even number
sequences). To quickly list the months of the year in an Excel
workbook:
 Enter January in a cell, press Enter or click into
another cell
 Click on the cell with “January” in it
 Click and drag the fill-dot (lower right corner of cell)
as far as you need it
Customize AutoFill Lists in MS Excel 2010
You can create a custom list for the AutoFill Series. This might be helpful to create a list of all
of the teacher names for your campus or all of the students’ names in a classroom. Just type
the first name of the list, then use the AutoFill feature to fill a range with the rest of the series.
 File > Options > Advanced
 Click Edit Custom Lists, click New List
 In the List entries box, type each item in your list and press Enter after each item.
 Click Add, OK
Combining Text from Two Cells in MS Excel 2010
Combine the text in two or more cells into a single text
string by using “concatenation”. The result will be
displayed in the cell where you type the formula.
 Click into the cell where you want your new
information displayed
 Enter the concatenation: =A1&” “B1 (replace
A1 and B1 with the appropriate cells
 Hit Enter, then use AutoFill to copy the formula down for the rest of the names on
your list
To create your list Last name, First name, use the
concatenation: =B1&”, “A1 (Be sure to include the
comma and space between the quotation marks)
Shading Alternate Rows in MS Excel 2010
One way to quickly add shading to alternate rows in Excel 2007 is by applying a predefined
table style. By default, shading is applied to alternate rows in an Excel 2007 table to make the
data easier to read. The alternate row shading will remain accurate even if you add or delete
rows.
 Select the range of cells you want to format
 Home > Styles group > Format as Table
 Under Light, Medium, or Dark, click the table style you want to use
 In the Format as Table dialog box, click OK. Notice that the Banded Rows checkbox
is selected by default in the Table Style Options group. To apply shading to alternate
columns instead of alternate rows, clear this check box and select Banded Columns