Office 365 Essentials Quick Reference

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Word

Microsoft

Office 365 Essentials

Quick Reference Guide

An Office 365 Program Screen

Office Fundamentals

Create a Blank File: Click the File tab, select New,

and click the Blank template; or, press Ctrl + N.

Create a File from a Template: Click the File tab,

select New, search for a template category or

select a search suggestion, select a template, then

click Create.

Open a File: Click the File tab and select Open, or

press Ctrl + O. Select a location with a file you

want, then select a file and click Open.

Save a File: Click the Save button on the Quick

Access Toolbar, or press Ctrl + S. If it’s the first

time you’re saving the file, choose a location

where you want to save the file, give it a name,

and then click Save.

Save a Copy of a File: Click the File tab, then

select Save As or Save a Copy. Choose a

location where you want to save the file, give it a

name, and then click Save.

Print: Click the File tab, select Print, view the print

preview, set up your print settings, and then click

Print.

Get Help: Click the Help tab on the ribbon, then

click the Help button to open the Help pane.

Search for a topic in the Search field, then select a

topic from the results.

Editing

Select Text: Click and drag across the text you

want to select; or, click at the beginning of a text

block, hold down the Shift key, and click at the

end of a text block.

Edit Text: Select the text you want to replace and

type new text.

Cut, Copy and Paste: Select the text or object you

want to cut or copy and click the Cut or Copy

button on the Home tab. Click where you want to

paste, and click the Paste button.

Add a Comment: Select the text or object you want

to comment on, click the Review tab, then click

the New Comment button. Type a comment,

then click outside of the comment bubble.

Formatting Text

Change the Font: Select the text you want to

change, click the Font menu arrow, and select a

font.

Change the Font Size: Select the text you want to

change, click the Font Size menu arrow, and

select a font size.

Apply Bold, Italic, or an Underline: Click the

Bold , Italic , or Underline button in the Font

group on the Home tab.

General

Open a file........................... Ctrl + O

Create a new file.................. Ctrl + N

Save a file ........................... Ctrl + S

Print a file ............................ Ctrl + P

Close a file .......................... Ctrl + W

Help .................................... F1

Tell Me / Search field ........... Alt + Q

File tab ................................ Alt + F

Home tab ............................ Alt + H

Insert tab ............................. Alt + N

Review tab .......................... Alt + R

View tab .............................. Alt + W

Show or hide the ribbon ....... Ctrl + F1

Navigation

Move the text cursor ............ , , , →

Up one screen or slide ......... Page Up

Down one screen or slide ..... Page Down

Beginning of a line ............... Home

End of a line ........................ End

Editing

Cut ..................................... Ctrl + X

Copy ................................... Ctrl + C

Paste .................................. Ctrl + V

Undo ................................... Ctrl + Z

Redo ................................... Ctrl + Y

Find .................................... Ctrl + F

Replace .............................. Ctrl + H

Select all ............................. Ctrl + A

Check spelling ..................... F7

Open thesaurus ................... Shift + F7

Insert hyperlink .................... Ctrl + K

Group selected objects ........ Ctrl + G

Duplicate an object .............. Ctrl + D

Repeat the last command .... F4

Formatting

Bold .................................... Ctrl + B

Italics .................................. Ctrl + I

Underline ............................ Ctrl + U

Align Left ............................. Ctrl + L

Align Center ........................ Ctrl + E

Align Right ........................... Ctrl + R

Display the Font dialog box .. Ctrl + Shift +

Keyboard Shortcuts

File Name

Search Field

User Icon

Quick Access Toolbar

Ribbon

Status Bar

Zoom Slider

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Word Fundamentals

Change Line Spacing: Select the paragraph you

want to adjust, click the Line Spacing button,

and select a spacing option.

Change Paragraph Spacing: Click the Paragraph

group’s dialog box launcher , change the values

in the Before or After spacing fields, and click

OK.

Indent Paragraphs: Click anywhere in the

paragraph you want to indent and click the

Increase Indent or Decrease Indent button

on the Home tab.

Set Custom Indents: Click anywhere in the

paragraph you want to indent and click the

Paragraph group’s dialog box launcher . Adjust

the values in the Left and Right fields, then click

OK.

Choose a Margin Size: Click the Layout tab, click

the Margins button, and select a common

margin setting. Or, click and drag the Adjust Left,

Adjust Right, Adjust Top, or Adjust Bottom line

on the Ruler.

Use a Header or Footer: Click the Insert tab, click

either the Header or Footer button, and

select an option.

Add Page Numbers: Click the Insert tab, click the

Page Number button, select a part of the page,

and select a page number style.

Insert Page Breaks: Place your cursor where you

want to start a new page, click the Insert tab, and

click the Page Break button.

Insert a Table: Click the Insert tab, click the

Table button, and select the number of rows

and columns that you want.

Add a Row or Column: Click in a cell next to where

you want to add a row or column. Click the Table

Tools Layout tab, then click Insert Above ,

Insert Below , Insert Left , or Insert Right

, depending on where you want the row or

column to be added.

Delete a Row or Column: Click in a cell in the row

or column you want to delete, click the Table Tools

Layout tab, click the Delete button, then select

Delete Row or Delete Column .

Position an Object on the Page: Select an object,

click the Format tab, click the Position button,

and select a position.

Wrap Text Around an Object: Select an object,

click the Format tab, click the Wrap Text

button, and select a text wrapping style.

Apply a Style: Place the text cursor in a paragraph

and select a style from the Styles gallery on the

Home tab. Click the gallery’s

More button to see additional styles.

Display the Styles Pane: Click the dialog box

launcher in the Styles group on the Home tab.

Change Style Sets: Click the Design tab, click the

Style Set gallery’s More button, then select a

style set.

Use Outline View: Click the View tab and click the

Outline button. Click the Close Outline View

button to return to the previous view.

Demote or Promote Items: While in Outline view,

click the item you want to demote or promote and

click the Demote or Promote button (or the

Demote to Body Text or Promote to

Heading 1 button).

Formatting

Align justified ....................... Ctrl + J

Indent a paragraph .............. Ctrl + M

Remove an indent ................ Ctrl + Shift +

Create a hanging indent ....... Ctrl + T

Remove a hanging indent..... Ctrl + Shift +

Increase font size ................. Ctrl + Shift +

Decrease font size ............... Ctrl + Shift +

Increase font size 1pt ........... Ctrl + ]

Decrease font size 1pt ......... Ctrl + [

Copy formatting ................... Ctrl + Shift +

Paste formatting .................. Ctrl + Shift +

Remove formatting .............. Ctrl + Q

Apply single line spacing ...... Ctrl + 1

Apply double line spacing .... Ctrl + 2

Apply 1.5-line spacing.......... Ctrl + 5

Show/hide formatting

marks .................................. Ctrl + Shift + *

Styles

Apply Normal style ............... Ctrl + Shift +

Apply Heading 1 style .......... Ctrl + Alt + 1

Apply Heading 2 style .......... Ctrl + Alt + 2

Apply Heading 3 style .......... Ctrl + Alt + 3

Toggle the Styles pane......... Ctrl + Alt +

Shift + S

Cursor Navigation

One word to the left ............. Ctrl + 

One word to the right ........... Ctrl + →

Up one paragraph ............... Ctrl + 

Down one paragraph ........... Ctrl + 

Beginning of the document .. Ctrl + Home

End of the document............ Ctrl + End

Top of the next page ............ Ctrl + Page

Down

Top of previous page ........... Ctrl + Page

Insert Special Characters

Line break ........................... Shift + Enter

Page break .......................... Ctrl + Enter

Column break ...................... Ctrl + Shift +

Enter

Registered trademark ®....... Ctrl + Alt + R

Trademark ™ ....................... Ctrl + Alt + T

Ellipsis (…) .......................... Ctrl + Alt + .

The Word Program Screen

Keyboard Shortcuts

Page Number

Rulers

Numbe

Document

Views

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Excel Fundamentals

Select a Cell: Click a cell or use the keyboard

arrow keys to select it.

Select a Cell Range: Click and drag to select a

range of cells. Or, press and hold down the

Shift key while using the arrow keys to move

the selection to the last cell of the range.

Select an Entire Worksheet: Click the Select

All button where the column and row

headings meet.

Select Non-Adjacent Cells: Click the first cell or

cell range, hold down the Ctrl key, and select

any non-adjacent cell or cell range.

Edit Cell Data: Select a cell and click in the

Formula Bar or double-click the cell. Edit the

cell’s contents and press Enter.

Clear Cell Data: Select the cell(s) and press the

Delete key. Or, click the Clear button on the

Home tab and select Clear Contents.

Insert Cells: Select the cell(s) where you want to

insert cell(s), click the Insert button menu

arrow on the Home tab, select Insert Cells,

select how you want to move existing cells, then

click OK.

Insert a Column or Row: Right-click to the right

of the column or below the row you want to

insert. Select Insert in the menu, or click the

Insert button on the Home tab.

Move or Copy Cells Using Drag and Drop:

Select the cell(s) you want to move or copy,

position the pointer over any border of the

selected cell(s), then drag to the destination

cells. To copy, hold down the Ctrl key before

starting to drag.

Delete Cells: Select the cell(s) you want to

delete, click the Delete button menu arrow

on the Home tab, select Delete Cells, select

how you want to move cells to fill the deleted

area, then click OK.

Delete a Column or Row: Select the row or

column heading(s) you want to remove. Right-

click and select Delete from the contextual

menu, or click the Delete button in the Cells

group on the Home tab.

Adjust Column Width or Row Height: Click and

drag the right border of the column header or

the bottom border of the row header. Double-

click the border to AutoFit the column or row

according to its contents.

Set a Fixed Column Width or Row Height: Select

a cell in the column or row you want to adjust,

click the Format button on the Home tab,

select Column Width or Row Height, enter a

column width or row height value, then click

OK.

Freeze Panes: Select a cell in the row below and

the column to the right of where you want to

freeze the window, click the View tab on the

ribbon, click the Freeze Panes button in the

Window group, and select Freeze Panes.

Freeze the First Row or Column: Click the View

tab on the ribbon, click the Freeze Panes

button in the Window group, and select Freeze

Top Row or Freeze First Column.

Unfreeze Panes: Click the View tab on the

ribbon, click the Freeze Panes button in the

Window group, and select Unfreeze Panes.

Enter a Formula: Select the cell where you want

to insert the formula. Type = and enter the

formula using values, cell references, operators,

and functions. Press Enter.

Complete a Series Using AutoFill: Select the

cells that define the pattern, i.e. a series of

months or years. Click and drag the fill handle to

adjacent blank cells to complete the series.

SUM Function: Click the cell where you want to

insert the total and click the Sum button in

the Editing group on the Home tab. Enter the

cells you want to total, and press Enter.

AVERAGE Function: Click the cell where you

want to insert the average, click the Sum

button’s menu arrow, and select Average.

Enter the cells you want to average, and press

Enter.

Format Numbers and Dates: Select the cell(s)

with the numbers or dates you want to format,

click the Number Format menu arrow on the

Home tab, and select a number or date format.

Insert a New Worksheet: Click the Insert

Worksheet button next to the sheet tabs

below the active sheet. Or, press Shift + F11.

Rename a Worksheet: Double-click the sheet

tab, enter a new name for the worksheet, and

press Enter.

Change a Worksheet’s Tab Color: Right-click

the sheet tab, select Tab Color, and choose

the color you want to apply.

Delete a Worksheet: Right-click the sheet tab

and select Delete from the menu.

Keyboard Shortcuts

Navigating a Spreadsheet

Move between cells ............. , , , →

Select entire row.................. Shift +

Space

Select entire column ............ Ctrl + Space

Hide selected rows .............. Ctrl + 9

Hide selected columns ......... Ctrl + 0

Next worksheet ................... Ctrl + Page

Down

Previous worksheet ............. Ctrl + Page

Functions and Formulas

Insert a function ................... Shift + F3

Edit the active cell ................ F2

Switch between cell values

and formulas ....................... Ctrl + `

Expand or collapse the

formula bar .......................... Ctrl + Shift + U

Calculate all worksheets ...... F9

Calculate active worksheet .. Shift + F9

The Excel Program Screen

Move between cells............. , , , →

Select entire row ................. Shift + Space

Select entire column............ Ctrl + Space

Hide selected rows.............. Ctrl + 9

Hide selected columns ........ Ctrl + 0

Next worksheet ................... Ctrl + Page Down

Previous worksheet ............. Ctrl + Page Up

Functions and Formulas

Insert a function................... Shift + F3

Edit the active cell ............... F2

Switch between cell values

and formulas ....................... Ctrl + `

Expand or collapse the

formula bar ......................... Ctrl+ Shift + U

Calculate all worksheets ...... F9

Calculate active worksheet .. Shift + F9

Active Cell

Rows

Box

Worksheet Tab

Formula Bar

Name

Columns

Box

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PowerPoint Fundamentals

Insert a New Slide: Click the Home tab and

click the New Slide button in the Slides

group, or press Ctrl + M.

Change the Slide Layout: Click the Home tab,

click the Layout button in the Slides group,

and select a layout.

Insert a Text Box: Click the Insert tab on the

ribbon and click the Text Box button. The

cursor changes to a crosshair; click and drag to

place the text box on the slide.

Hide or Unhide a Slide: Select a slide in the

Thumbnails pane in Normal view. Click the

Slide Show tab on the ribbon and click the

Hide Slide button in the Set Up group to

toggle the slide visibility.

Delete a Slide: Select a slide in the Thumbnails

pane (or in Slide Sorter view) and press the

Delete key, or right-click a slide in the

Thumbnails pane (or in Slide Sorter view) and

select Delete.

Add Slide Notes: Click the View tab on the

ribbon and click the Notes button in the Show

group to turn on the Notes pane. Enter a slide

note to use during the presentation or for slide

handouts.

Apply a Presentation Theme: Click the Design

tab on the ribbon. Click the More button in

the Themes group and select a theme.

Modify Theme Elements: Click the Design tab,

then, in the Variants group, click Colors ,

Fonts , or Effects to expand the menu and

select a new style that coordinates with the

current theme.

Apply Picture Adjustments: Select a picture,

then click the Picture Format tab on the

ribbon. In the Adjust group, click the

Corrections , Color , and/or Artistic

Effects button and select an adjustment from

the menu.

Apply a Picture Style: Select a picture, then click

the Picture Format tab on the ribbon. Select a

style in the Picture Styles gallery.

Crop a Picture: Select the picture you want to

crop. Click the Picture Format tab on the

ribbon and click the Crop button. Click and

drag the crop handles to remove any unwanted

areas, then click the Crop button again.

Insert a Shape: Click the Insert tab on the

ribbon and click the Shapes button. Select

the shape you want to use in the menu. Click

and drag to place the shape on the slide.

Change a Shape: Select a shape, click the

Shape Format tab on the ribbon, click the Edit

Shape button, and select Change Shape.

Select a new shape from the menu.

Move an Object Forward or Backward: Select

an object, click the Shape (or Picture) Format

tab on the ribbon, and click Bring Forward

or Send Backward .

Move an Object to the Front or Back: Select an

object, click the Shape (or Picture) Format tab

on the ribbon, click either the Bring Forward

or Send Backward button menu arrow and

select Bring to Front or Send to Back .

Rotate an Object: Select an object, then click

and drag it’s rotate handle to rotate it.

Flip an Object: Select an object, click the

Shape (or Picture) Format tab on the ribbon,

click the Rotate button, and select Flip

Vertical or Flip Horizontal .

Apply a Slide Transition: Select the slide(s)

where you want to add a transition. Click the

Transitions tab on the ribbon and click the

More button in the Transition to This Slide

group. Select the transition you want to use.

Modify a Transition: Click the Transitions tab

on the ribbon and click the Effect Options

button. Select an effect option in the menu.

Apply a Transition to All Slides: While viewing a

slide with a transition, click the Apply to All

button on the Transitions tab.

Apply an Animation: Select the text or object

you want to animate and click the Animations

tab on the ribbon. Click the Animation

Styles button and select the animation you

want to use. Click the Add Animation button

to add additional animations to the same object.

Start a Slide Show: Click the Slide Show tab on

the ribbon and click either the From

Beginning or From Current Slide

button. Or, click the Slide Show button on

the status bar, or press F5.

End a Slide Show: While presenting a slide

show, click the Options button in the toolbar

at the bottom left and select End Show. Or,

press the Esc key.

Advance to the Next Slide: Click the Next

Slide button, press the Spacebar, click the

right mouse button, or press the Page Down

key.

Keyboard Shortcuts

The PowerPoint Program Screen

Move between cells , , , →

Select entire row Shift + Space

Select entire column Ctrl + Space

Hide selected rows Ctrl + 9

Hide selected columns Ctrl + 0

Next worksheet Ctrl + Page Down

Previous worksheet Ctrl + Page Up

Functions and Formulas

Insert a function Shift + F3

Edit the active cellF2

Switch between cell values

and formulas Ctrl + `

Expand or collapse the

formula bar Ctrl + Shift+ U

Calculate all worksheets F9

Calculate active worksheet Shift + F9

Present a Slide Show

Begin slide show .................. F5

Resume slide show .............. Shift + F5

Start in Presenter View......... Alt + F5

End slide show .................... Esc

Go to next slide ................... Enter, N,

Spacebar, or

→

Go to previous slide ............. Backspace,

P, or 

Go to first slide .................... Home

Go to last slide ..................... End

Jump to slide ....................... [Slide #] +

Enter

Hide pointer and navigation .. Ctrl + H

Blank black slide .................. B

Black white slide .................. W

Start laser pointer ................ Ctrl + L

Change arrow to pen ........... Ctrl + P

Change pen to arrow ........... Ctrl + A

Thumbnails

Pane

Selected

Slide

Notes

Pane

Active

Slide

Slide Number

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