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I.T. Shortcuts

shortcuts save you time – big time!

black and silver computer keyboard
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What is listed below might seem like a lot of shortcuts – but believe me – they are not.  Firstly, there are hundreds of different shortcuts for each computer program – but luckily only a handful are important to know.    Secondly, you don’t need to memorise any of the shortcuts for the programs below if you don’t use them – simple!   Most people will want to learn 

  1. The Universal Computer Shortcuts
  2. WINKEY Shortcuts
  3. MS Word Shortcuts
  4. Email Shortcuts

And that’s it.   So, if we add up the numbers, for these four areas, there are only 20 shortcuts to get familiar with and you probably know about 5 of them!   So, that’s about 15 then.  What are you waiting for?

To make life easier – especially if you’re a beginner, I have split the list into ESSENTIAL ones that YOU DEFINATELY OUGHT TO KNOW and NICE TO KNOW ones  which are worth looking at once you know the basics.   And for each program, I have only listed a handful of shortcuts.  If you make yourself just do them for a week, I guarantee you will remember them in no time.  

Universal Computer Shortcuts - everyone should know

ESSENTIAL

CTRL X         undo last action

CTRL Y          redo last action performed

CTRL F          find an item

DOUBLE MOUSE CLICK  selects a single word

TRIPLE MOUSE CLICK       selects a paragraph

CTRL A          select ALL (everything)

CTRL X          cuts the selected item

CTRL C          copies the selected item

CTRL V          pastes the selected item

CTRL S          save the document/page

NICE TO KNOW

HOME          go to beginning of  a page

ALT  PRTSCN          take a screenshot

CTRL P         opens the print window

WINKEY shortcuts

ESSENTIAL

WINKEY D         bring desktop to top

WINKEY TAB     cycle through open programs

WINKEY L          lock the computer

NICE TO KNOW

WINKEY U      utility tool e.g. display settings

Additional Microsoft Word/PowerPoint/Excel Shortcuts

Note: the above basic general computer commands work with Microsoft Word and many other programs.  They are generally UNIVERSAL.

ESSENTIAL

CTRL B          bold selected section

CTRL I          italicise selected section

CTRL U          underline selected section

CTRL G          find xxx and replace with yyy

CTRL J        justify the text

NICE TO KNOW

CTRL L        align the selected text to L

CTRL R        align the selected text to R

CTRL M        indent the paragraph

HOME          go to beginning of current line

CTRL HOME          go to beginning of doc

CTRL END          go to end of doc

SPECIFICALLY FOR EXCEL

CTRL SHIFT $       change cells to currency

CTRL SHIFT %       change cells to percentage

CTRL SHIFT #       change cells to date format

CTRL SHIFT @       change cells to time format

SHIFT SPACE       select entire row

CTRL SPACE     select entire column

MICROSOFT WORD: SOFT RETURNS AND HARD RETURNS

Hard Return (or paragraph break) = RETURN or ENTER key
A hard return is simply pressing the [RETURN or ENTER] key. It forces a line break as well adding whatever paragraph space has been set in the document or web article. (There is a hard return at the end of this sentence).

Soft Return = SHIFT-RETURN (There is a soft return at the end of this Subhead)
A soft Return forces a line break without adding paragraph formatting and spacing. Simply use the [SHIFT] key at the same time as the [RETURN] key.

Images Shortcuts

Note: the above basic general computer commands work with image editing programs.  They are generally UNIVERSAL.   Remember, you can edit an image in Microsoft Word and Microsoft PowerPoint – not just specialist image editing programs.

SHIFT & MOUSE

In my mind, this is the most important key of all.     When resizing an image or logo, holding the shift key down whilst dragging the mouse ensure that the image can be enlarge or reduced without distoring the proportions.   In other words, it keeps the height proportionate to the width and vice versa.     Squashing images and logos is not a good look and all to often seen. 

Outlook Shortcuts

ESSENTIAL

CTRL N       create a new email

CTRL R        reply to an email

CTRL F        forward an email

NICE TO KNOW

CTRL K        go to send email address bar

CTRL SHIFT A          new calendar appointment

CTRL SHIFT C       create new contact

CTRL SHIFT I        go to inbox

CTRL SHIFT O          go to outbox

Elementor Shortcuts

ESSENTIAL

CTRL Z       undo any change made

CTRL Y        redo the undone action

CTRL P        switch between panel and preview

SHIFT ALT J   justify text in left text window

CTRL D       duplicate section/column/widget

CTRL I        go to navigator to move items

CTRL SHIFT H           go to history panel

CTRL SHIFT L        go to library of templates

CTRL SHIFT M       desktop-tablet-mobile

CTRL SHIFT V           paste style

DELETE        delete section/column/widget

CTRL S        save your page

Dragon Naturally Speaking Shortcuts

DRAGON HAS TWO MAIN MODES 

Actually Dragon has 4 modes but most of us only need to know the DICTATION MODE for dictating and the COMMAND MODE for controlling the computer via issuing commands.   All you have to say is “Switch to Dictation Mode” or “Switch to Command Mode”.

KEYBOARD SHORTCUTS

VOICE COMMANDS – for Dragon itself

There is only ONE that you need to know…

+ KEY           turns microphone on or off

DRAGON ITSELF

  • GO TO SLEEP or WAKE UP
  • MICROPHONE OFF  (use + key for ON)
  • WHAT CAN I SAY
  • DISPLAY SAMPLE COMMANDS

VOICE COMMANDS – for MS Word Processing

BASIC PUNCTUATION COMMANDS

  • . FULLSTOP or PERIOD or DOT
  • , COMMA, :COLON, ;SEMICOLON
  • – HYPHEN, – DASH
  • ! EXCLAMATION MARK
  • ? QUESTION MARK
  • + PLUS SIGN,  – MINUS SIGN, ± PLUS OR MINUS SIGN,  ÷ DIVISION SIGN, x MULTIPLICATION SIGN, % PERCENTAGE SIGHT
  • ‘ ‘ OPEN/CLOSE SINGLE QUOTE
  • ” “OPEN/CLOSE QUOTE
  • ( ) OPEN BRACKET / CLOSE BRACKET
  • [ ] LEFT/RIGHT SQUARE BRACKET  
  • < > LESS THAN/GREATER THAN SIGN
  • / FORWARD SLASH   or    \ BACKSLASH
  • & AMPERSAND  (or AND SIGN)
  • °C  DEGREE SIGN
  • £ POUND SIGN, $ DOLLAR SIGN,  EURO SIGN
  • * ASTERISK 
  • @ AT SIGN
  • ~ TILDE
  • 🙂  SMILEY FACE,  🙁  FROWNY FACE,  😉  WINKY FACE
  • (c) COPYRIGHT SIGN  (R) REGISTERED SIGN
  • … ELLIPSIS
  • Add an extra space by saying “SPACEBAR”

BASIC FORMATTING COMMANDS

  • SCRATCH THAT or DELETE THAT  (i.e. scratch what I’ve just said)
  • ALL CAPS ON /ALL CAPS OFF
  • CORRECT [word]
  • SELECT [xyz] or SELECT PREVIOUS PARAGRAPH
      • UNSELECT THAT to undo
      • CAPITALISE THAT  (same for BOLD or UNDERLINE)
      • BULLET THAT
      • CUT THAT   (or COPY THAT)
      • PASTE IT HERE
  • CLICK ENTER, CLICK RETURN or NEW LINE
  • NEW PARAGRAPH
  • INSERT BEFORE [xyz]
  • UNDO THAT
  • PRESS TAB KEY
  • MOVE UP/DOWN [number] lines
  • MOVE LEFT/RIGHT [number] words
  • GO TO END OF LINE
  • GO TO BOTTOM
  • PAGE UP

ADVANCED WORD PROCESSING COMMANDS

  • CUT FROM xxx TO yyy (same for COPY or DELETE)
  • BOLD FROM xxx to yyy   (same for ITALICISE or UNDERLINE)

EXAMPLES

  • Where possible, say the name of the punctuation or symbol at the appropriate places in your dictation.  For example: Open quote to be or not to be Close quote = “to be or not to be”.   Or say: We’re going to the park comma then for ice cream period would you like to come question mark.  Result: We’re going to the park, then for ice cream. Would you like to come?   A third example:  Say: Open quote Don’t find fault comma find a remedy period close quote.  Result: “Don’t find fault, find a remedy.”
  • Alternatively, you can do it afterwards…
    • Put quotes around that – places quotes around the last phrase you dictated.
    • Put brackets around to be or not to be = (to be or not to be).
    • Select best to life.   Bold selection = The best day of my life was when…
    • Select best to life.   Put single quotes around selection = The ‘best day of my life‘ was when…
    • Put single quotes around best day of my life = The ‘best day of my life’ was when…
    • Need more help, then click here.

VOICE COMMANDS – for controlling your computer

VOICE COMMANDS – for EMAILS

CONTROLLING THE COMPUTER

  • CLICK START
  • START [application name]
  • OPEN [desktop icon name]
  • SWITCH TO [application name]
  • MINIMIZE WINDOW
  • SEARCH COMPUTER FOR [xyz]
  • FIND AN EMAIL ABOUT [xyz]
  • SHUT DOWN COMPUTER

INTERNET COMMANDS

  • SEARCH WEB/EBAY/AMAZON/MAPS/GOOGLE FOR xyz
  • REFRESH PAGE

EMAIL/CALENDAR COMMANDS

  • CHECK FOR NEW MAIL / SEND AND RECEIVE
  • SEND EMAIL TO xyz
  • CREATE NEW MESSAGE
  • FORWARD MAIL
  • REPLY TO ALL
  • DELETE MAIL
  • SUBJECT FIELD
  • GO TO SUBJECT
  • GO TO BODY FIELD
  • ATTACH A FILE
  • SEND MAIL
  • VIEW BY SENDER
  • VIEW SENT ITEMS FOLDER
  • SHOW THE ADDRESS BOOK
  • DISPLAY CONTACTS FOLDER
  • SCHEDULE A MEETING with xyz

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