Merlins Help - Keyboard Shortcuts

Merlin's
Tips, Hints,
Shortcuts
Keyboard Shortcuts

Feel free to
print this page
for future reference.

A useful Web page of keyboard shortcuts
to help save you time and do less typing
(lazy people and power users will love them).

What are Keyboard Shortcuts and why use them?

In various programs (which are also referred to as applications or software) it is usually possible to do various things by: (a) Clicking on a toolbar button, OR (b) Selecting a drop-down menu option, OR (c) Using a keyboard shortcut as shown below. This applies to simple things like, for example, saving or printing a file. A keyboard shortcut is a sequence of keystrokes (a combination of keys on the keyboard) that achieve the same result without reaching for the mouse, and without needing to carefully position the mouse cursor or carefully drag the mouse cursor across some text.

In the text below, any reference to various programs means software such as Microsoft Office, MS Word, Lotus WordPro, and potentially many others, including various versions of Microsoft Windows. Some of the shortcuts will also work with many other programs. Also note that any reference to "Windows" is a generic reference to several versions of Microsoft's Windows environment, and does at least include Windows 95 and 98, and potentially more recent versions (eg. Windows NT, ME, 2000, XP).

The sequence of shortcuts in the table below might appear to be random; but they are grouped as follows: firstly file operations (rename, find), then application operations (the Menu bar, open, save, print, cut, copy, paste, format text, move cursor, select text, document switching, closing), then Windows operations (Start Menu, Control Panel, printers, Windows Explorer, active window, switching between windows). More advanced options are included at the end.

NB: The drop-down menus in various programs often include a reference to the keyboard shortcut. Have a look at the menus.

TOC - Table of Contents for the shortcuts below

MS Windows

in Various Programs

Start Menu the Active Window the Menu Bar move the cursor quickly

Start Menu Options Minimise and Restore Open, Save, Print, New select text

Windows Explorer Switch between Cut, Copy, Paste select a word or sentence

Control Panel Rename a file, etc. Format text (bold, etc.) select all text

Printers Find a file or text Undo Switch between Docs

Manipulate the Active Window (ie. move, maximise, minimise, restore, size, close) Close one document

Quick Launch Toolbar Desktop Close (Exit) the program

Start Menu, Quick Launch, Task Bar, Desktop (ie. toggle between them)

Item Properties System Properties

The Keyboard Shortcuts

Application, Program or Function In order to achieve the following: Do this:-
(see below for an Explanation of the Codes)

Rename a file, or shortcut, or description (a) To rename a filename in Windows Explorer.
(b) To change the text description for a shortcut on the Windows Desktop. Select the item and: <F2>

Find a file, or text (a) To find a file from the Windows Desktop.
(b) To find a file in Windows Explorer.
(c) To find a file with any program open.
(d) To find text in a program. (a) <F3>

(b) <F3> or <Ctrl> + <f>

(c) <Windows> + <f>

(d) <Ctrl> + <f>

the Menu Bar
(in various programs)

(The Menu Bar is the row of menu options that runs across the window.)

Back to TOC Select menu options
(and sub-menu options) using the keyboard.

eg. to do:
File,
Page Setup For example, in the MS Word menu bar, activate the menu bar by pressing and releasing the <Alt> key, then on the keyboard press the key that corresponds to the underlined Menu option letter to perform that function (this is equivalent to clicking that menu option with the mouse cursor).
eg.
Press: <Alt>, f, u
(see below for an Explanation of the Codes)

Open, Save, Print, New files
(in various programs)

Back to TOC Open a document <Ctrl> + o

Save the current document. <Ctrl> + s

Print the document <Ctrl> + p

Create a New document <Ctrl> + n

Cut, Copy, Paste text
(in various programs)

Back to TOC Copy the "selected" text (and/or the selected graphic, or clip art, etc.) <Ctrl> + c
NB: (i) To "select text", it needs to be highlighted. See the note below about selecting text.
(ii) This usually copies the selected text into the Windows clipboard (can depend on the program).

Cut the "selected" text <Ctrl> + x (this removes the selected text)

Paste the contents of the clipboard. <Ctrl> + v

Format text
(in various programs)
(bold, underline, italicise)

Back to TOC Bold the selected text <Ctrl> + b

Underline the selected text <Ctrl> + u

Italicise the selected text <Ctrl> + i

Undo To undo the last change <Ctrl> + z

Move the Cursor Quickly
(in various programs)

Back to TOC Move the cursor quickly from the start of one word to the start of the next. <Ctrl> and the right-arrow key
(or use the left-arrow key to go backwards).

Move the cursor quickly from the start of one paragraph to the start of the next. <Ctrl> and the down-arrow key
(or use the up-arrow key to go backwards).

Move the cursor to the top of a document. <Ctrl> + <Home>

Move the cursor to the bottom of a document. <Ctrl> + <End>

To select text
(in various programs)

Back to TOC (a) Use the mouse. Drag the mouse cursor over the text.

(b) Use the keyboard arrow keys. (i) Place the cursor at the start of the text that is to be selected.
(ii) Hold down one of the <Shift> keys.
(iii) Use the Down Arrow, or Left or Right Arrow key on the keyboard to move the cursor down (or up) and left or right.
This will highlight (ie. select) more text as the cursor moves. Remember to keep holding down one <Shift> key.

(c) To do this faster Follow the steps above, but also use the <Ctrl> key as explained above in "Moving the Cursor Quickly".

To select a word,
or a sentence
(in various programs)

Back to TOC (a) To select a word using the mouse. Double-click the mouse somewhere over the word.

(b) To select a sentence using the mouse. <Ctrl> + mouse-click.
(A sentence is defined as an amount of text that ends with a full stop and a space.)

To select all text (and images) To select all text in a document. <Ctrl> + <a>

Within one program
(eg. MS Word) with several documents open To switch between documents <Ctrl> + <F6>

To close one document <Ctrl> + <F4>

Close (or Exit) the program To shut down (ie. close or exit) the program. <Alt> + <F4>

Windows Start Menu

Back to TOC To open (invoke) it
(ie. display the Windows Start Menu) Mouse-click on the <Start> button on the Task Bar.
OR: <Windows>.
OR: <Ctrl> + <Esc>

Windows Start Menu options

Back to TOC To select the menu options (a) Note that each option has one letter underlined. Use the same method as described above for the Menu bar options.
(b) Use the Up and Down arrow keys, and <Enter> on the selected/highlighted option.

Quick Launch Toolbar To open the Quick Launch Toolbar and select an option. <Ctrl> + <Esc>, <Esc>, <Tab>
use Arrow keys to highlight an option, then <Enter>.

Desktop

Back to TOC Move around the Windows Desktop. Firstly, display the Windows Desktop (eg. by minimising all windows); then:
(a) Use the arrow keys to move between shortcuts on the desktop, and <Enter> on the selected one.
(b) Use a keyboard key to select a shortcut (the first character of the desired shortcut's description). eg. if there are several shortcuts commencing with the letter M (for MS Word and MS Excel), then press the <m> key to toggle between the shortcuts.

Start Menu, Quick Launch, Task Bar, Desktop To toggle between these four items. (eg. if the mouse does not work) Minimise all windows (using <Windows> + <m>) then:
<Tab> will toggle between the Start Menu, Quick Launch toolbar, Task Bar buttons and the Desktop. Once the desired one of these is active, use the arrow keys to move between the items (except for the Start Menu where the <Windows> key must be pressed).

Control Panel To access/start it. <Windows>, s, c

Printers eg. to check on print jobs. <Windows>, s, p - then select the printer from those shown.

Windows Explorer Start it. <Windows> + <e>
(ie. hold down the Windows key and press e).

The Active Window

Back to TOC To close it. Click on the "X" button in the top RH corner of the window; OR
<Alt> + <F4> OR
<Alt> + <Spacebar> to activate the Windows drop-down menu, then <c> to Close the Window.

Manipulating the Active Window
(ie. the current application Window)

Back to TOC To: maximise, minimise, move, size, restore or close the active Window. Use: <Alt> + <Spacebar> to activate the Windows drop-down menu, then the under-lined letter from the menu, as listed below.
NB: Some of these options are not available at times (eg. when the window is maximised).

(a) Restore this window. <Alt> + <Spacebar>, <r>

(b) Move this window. <Alt> + <Spacebar>, <m>
use the arrow keys to move it, then <Enter>

(c) Adjust the Size of this window. <Alt> + <Spacebar>, <s>
use the arrow keys to adjust the size, then <Enter>

(d) Minimise this window. <Alt> + <Spacebar>, <n>

(e) Maximise this window. <Alt> + <Spacebar>, <x>

With several windows open To minimise all windows. <Windows> + <m> (NB: the <m> refers to Minimise)
OR: <Windows> + <d> (NB: the <d> refers to Desktop)

To restore all windows. <Windows> + <shift> + <m>
OR: <Windows> + <d> (this toggles the action)

With several windows open

Back to TOC To switch between windows <Alt> + <Tab>
If two or more windows are open, then keep holding down the <Alt> key and press and release the <Tab> key to step through a list of the open windows (keep holding down the <Alt> key until you find the window you want, then release it).
Using the <Shift> key will toggle in reverse sequence.
Pressing <Alt> + <Tab> once, and then <Alt> + <Tab> a second time will toggle back and forth between just two windows.

Item Properties To view the properties of the selected item. <Alt> + <Enter>
OR: right-mouse click for drop-down menu

System Properties To open the dialogue box. CAUTION: This dialogue box provides powerful features to change the system. Use with caution.
<Windows> + <Break>

MS Windows	in Various Programs
Start Menu	the Active Window	the Menu Bar	move the cursor quickly
Start Menu Options	Minimise and Restore	Open, Save, Print, New	select text
Windows Explorer	Switch between	Cut, Copy, Paste	select a word or sentence
Control Panel	Rename a file, etc.	Format text (bold, etc.)	select all text
Printers	Find a file or text	Undo	Switch between Docs
Manipulate the Active Window (ie. move, maximise, minimise, restore, size, close)		Close one document
Quick Launch Toolbar	Desktop		Close (Exit) the program
Start Menu, Quick Launch, Task Bar, Desktop (ie. toggle between them)
Item Properties	System Properties

NOTE: Explanation of Shortcut Codes Above:
In the table above, various keyboard keys, and combinations of keys, are referred to. The following table explains how to interpret them.

This: Means this:

< > This pair of characters indicates one key on the keyboard. The text shown within the characters might be exactly the same as on the top of the key on the keyboard as with the <Alt> and <Ctrl> keys, or it might be a text description as with the <Windows> key.

<Windows> This refers to the keyboard key which has a picture of a flying Microsoft Window, and if it is on the keyboard it is usually located on the bottom row, second key from the left hand end (and also to the right of the spacebar).

<Alt> Press one of the Alt keys (there are usually two of them on the keyboard).

<Alt>, f
or <Alt>, <f> Press and release one of the Alt keys, then press and release the letter "f" key. The comma character indicates to press and release each key in sequence.

<Alt> + <f>
or <Alt> + f Press and hold one of the Alt keys, then press and release the letter "f" key, then release <Alt>. The plus symbol + indicates to hold down one key whilst pressing the next.

<Ctrl> Press one of the Control keys (there are usually two of them on the keyboard).

* - Merlin's Blue Fact Sheets are so named because the first versions (produced in 1989) were printed onto blue paper to help them stand out in a pile of plain paper. And today on the Web, the page background is blue.

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Computer Glossary

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Please feel free to print this web page, and/or pass it on to others, provided that it is printed in entirety including the Copyright notice and home page web address below. Some of the computer terms used here are explained in our on-line Glossary of (Computer) Terms (it will open in a new Window). For a more complete glossary have a look at our Merlin's Techno-Guide. To search this web site for specific information, you can use the PicoSearch facility on our home page. Or to search the Web using a search engine, try browsing a Search Engine, Directory, Portal Web site from our (extensive list) Search Engines page, or the abridged version of the same page.

This site built and maintained by Robert B. Brain (in his spare time).
Please feel free to send feedback and suggestions by email.
Email to: brain at the domain: hotkey.net.au
(Sorry, but this email address is coded to elude spammers).

Important: The information provided here is not advice. It is intended as a guide only, and may not be complete, nor relevant to every situation. It should not be relied upon. Any product or company names that might be mentioned here may be registered trade marks or trade names and owned by the respective companies, and they are are quoted here in good faith, without recommendation or endorsement.

Merlin's Tips, Hints, Shortcuts	Keyboard Shortcuts
		Feel free to print this page for future reference.
	A useful Web page of keyboard shortcuts to help save you time and do less typing (lazy people and power users will love them).

Application, Program or Function	In order to achieve the following:	Do this:- (see below for an Explanation of the Codes)
Rename a file, or shortcut, or description	(a) To rename a filename in Windows Explorer. (b) To change the text description for a shortcut on the Windows Desktop.	Select the item and: <F2>
Find a file, or text	(a) To find a file from the Windows Desktop. (b) To find a file in Windows Explorer. (c) To find a file with any program open. (d) To find text in a program.	(a) <F3> (b) <F3> or <Ctrl> + <f> (c) <Windows> + <f> (d) <Ctrl> + <f>
the Menu Bar (in various programs) (The Menu Bar is the row of menu options that runs across the window.) Back to TOC	Select menu options (and sub-menu options) using the keyboard. eg. to do: File, Page Setup	For example, in the MS Word menu bar, activate the menu bar by pressing and releasing the <Alt> key, then on the keyboard press the key that corresponds to the underlined Menu option letter to perform that function (this is equivalent to clicking that menu option with the mouse cursor). eg. Press: <Alt>, f, u (see below for an Explanation of the Codes)
Open, Save, Print, New files (in various programs) Back to TOC	Open a document	<Ctrl> + o
	Save the current document.	<Ctrl> + s
	Print the document	<Ctrl> + p
	Create a New document	<Ctrl> + n
Cut, Copy, Paste text (in various programs) Back to TOC	Copy the "selected" text (and/or the selected graphic, or clip art, etc.)	<Ctrl> + c NB: (i) To "select text", it needs to be highlighted. See the note below about selecting text. (ii) This usually copies the selected text into the Windows clipboard (can depend on the program).
	Cut the "selected" text	<Ctrl> + x (this removes the selected text)
	Paste the contents of the clipboard.	<Ctrl> + v
Format text (in various programs) (bold, underline, italicise) Back to TOC	Bold the selected text	<Ctrl> + b
	Underline the selected text	<Ctrl> + u
	Italicise the selected text	<Ctrl> + i
Undo	To undo the last change	<Ctrl> + z
Move the Cursor Quickly (in various programs) Back to TOC	Move the cursor quickly from the start of one word to the start of the next.	<Ctrl> and the right-arrow key (or use the left-arrow key to go backwards).
	Move the cursor quickly from the start of one paragraph to the start of the next.	<Ctrl> and the down-arrow key (or use the up-arrow key to go backwards).
	Move the cursor to the top of a document.	<Ctrl> + <Home>
	Move the cursor to the bottom of a document.	<Ctrl> + <End>
To select text (in various programs) Back to TOC	(a) Use the mouse.	Drag the mouse cursor over the text.
	(b) Use the keyboard arrow keys.	(i) Place the cursor at the start of the text that is to be selected. (ii) Hold down one of the <Shift> keys. (iii) Use the Down Arrow, or Left or Right Arrow key on the keyboard to move the cursor down (or up) and left or right. This will highlight (ie. select) more text as the cursor moves. Remember to keep holding down one <Shift> key.
	(c) To do this faster	Follow the steps above, but also use the <Ctrl> key as explained above in "Moving the Cursor Quickly".
To select a word, or a sentence (in various programs) Back to TOC	(a) To select a word using the mouse.	Double-click the mouse somewhere over the word.
	(b) To select a sentence using the mouse.	<Ctrl> + mouse-click. (A sentence is defined as an amount of text that ends with a full stop and a space.)
To select all text (and images)	To select all text in a document.	<Ctrl> + <a>
Within one program (eg. MS Word) with several documents open	To switch between documents	<Ctrl> + <F6>
	To close one document	<Ctrl> + <F4>
Close (or Exit) the program	To shut down (ie. close or exit) the program.	<Alt> + <F4>
Windows Start Menu Back to TOC	To open (invoke) it (ie. display the Windows Start Menu)	Mouse-click on the <Start> button on the Task Bar. OR: <Windows>. OR: <Ctrl> + <Esc>
Windows Start Menu options Back to TOC	To select the menu options	(a) Note that each option has one letter underlined. Use the same method as described above for the Menu bar options. (b) Use the Up and Down arrow keys, and <Enter> on the selected/highlighted option.
Quick Launch Toolbar	To open the Quick Launch Toolbar and select an option.	<Ctrl> + <Esc>, <Esc>, <Tab> use Arrow keys to highlight an option, then <Enter>.
Desktop Back to TOC	Move around the Windows Desktop.	Firstly, display the Windows Desktop (eg. by minimising all windows); then: (a) Use the arrow keys to move between shortcuts on the desktop, and <Enter> on the selected one. (b) Use a keyboard key to select a shortcut (the first character of the desired shortcut's description). eg. if there are several shortcuts commencing with the letter M (for MS Word and MS Excel), then press the <m> key to toggle between the shortcuts.
Start Menu, Quick Launch, Task Bar, Desktop	To toggle between these four items. (eg. if the mouse does not work)	Minimise all windows (using <Windows> + <m>) then: <Tab> will toggle between the Start Menu, Quick Launch toolbar, Task Bar buttons and the Desktop. Once the desired one of these is active, use the arrow keys to move between the items (except for the Start Menu where the <Windows> key must be pressed).
Control Panel	To access/start it.	<Windows>, s, c
Printers	eg. to check on print jobs.	<Windows>, s, p - then select the printer from those shown.
Windows Explorer	Start it.	<Windows> + <e> (ie. hold down the Windows key and press e).
The Active Window Back to TOC	To close it.	Click on the "X" button in the top RH corner of the window; OR <Alt> + <F4> OR <Alt> + <Spacebar> to activate the Windows drop-down menu, then <c> to Close the Window.
Manipulating the Active Window (ie. the current application Window) Back to TOC	To: maximise, minimise, move, size, restore or close the active Window.	Use: <Alt> + <Spacebar> to activate the Windows drop-down menu, then the under-lined letter from the menu, as listed below. NB: Some of these options are not available at times (eg. when the window is maximised).
	(a) Restore this window.	<Alt> + <Spacebar>, <r>
	(b) Move this window.	<Alt> + <Spacebar>, <m> use the arrow keys to move it, then <Enter>
	(c) Adjust the Size of this window.	<Alt> + <Spacebar>, <s> use the arrow keys to adjust the size, then <Enter>
	(d) Minimise this window.	<Alt> + <Spacebar>, <n>
	(e) Maximise this window.	<Alt> + <Spacebar>, <x>
With several windows open	To minimise all windows.	<Windows> + <m> (NB: the <m> refers to Minimise) OR: <Windows> + <d> (NB: the <d> refers to Desktop)
With several windows open	To restore all windows.	<Windows> + <shift> + <m> OR: <Windows> + <d> (this toggles the action)
With several windows open Back to TOC	To switch between windows	<Alt> + <Tab> If two or more windows are open, then keep holding down the <Alt> key and press and release the <Tab> key to step through a list of the open windows (keep holding down the <Alt> key until you find the window you want, then release it). Using the <Shift> key will toggle in reverse sequence. Pressing <Alt> + <Tab> once, and then <Alt> + <Tab> a second time will toggle back and forth between just two windows.
Item Properties	To view the properties of the selected item.	<Alt> + <Enter> OR: right-mouse click for drop-down menu
System Properties	To open the dialogue box.	CAUTION: This dialogue box provides powerful features to change the system. Use with caution. <Windows> + <Break>

This:	Means this:
< >	This pair of characters indicates one key on the keyboard. The text shown within the characters might be exactly the same as on the top of the key on the keyboard as with the <Alt> and <Ctrl> keys, or it might be a text description as with the <Windows> key.
<Windows>	This refers to the keyboard key which has a picture of a flying Microsoft Window, and if it is on the keyboard it is usually located on the bottom row, second key from the left hand end (and also to the right of the spacebar).
<Alt>	Press one of the Alt keys (there are usually two of them on the keyboard).
<Alt>, f or <Alt>, <f>	Press and release one of the Alt keys, then press and release the letter "f" key. The comma character indicates to press and release each key in sequence.
<Alt> + <f> or <Alt> + f	Press and hold one of the Alt keys, then press and release the letter "f" key, then release <Alt>. The plus symbol + indicates to hold down one key whilst pressing the next.
<Ctrl>	Press one of the Control keys (there are usually two of them on the keyboard).

Printing this page	Computer Glossary	Searching this site	Searching the Web
Please feel free to print this web page, and/or pass it on to others, provided that it is printed in entirety including the Copyright notice and home page web address below.	Some of the computer terms used here are explained in our on-line Glossary of (Computer) Terms (it will open in a new Window). For a more complete glossary have a look at our Merlin's Techno-Guide.	To search this web site for specific information, you can use the PicoSearch facility on our home page.	Or to search the Web using a search engine, try browsing a Search Engine, Directory, Portal Web site from our (extensive list) Search Engines page, or the abridged version of the same page.

© Copyright 1999-2003, Colonial Pioneer Publishing (ABN: 52 791 744 975). http://www.hotkey.net.au/~brain Last revised: 20 May, 2003.

© Copyright 1999-2003, Colonial Pioneer Publishing (ABN: 52 791 744 975).
http://www.hotkey.net.au/~brain
Last revised: 20 May, 2003.