This Crazy Colour Card provides some of the key Access

shortcuts and favourite tips found on each of our Switch to visual basic editor ALT+F11
Crazy Colour™ Cards
Crazy Colour Cards for Microsoft applications. For Undo changes to current record ESC, ESC
Helping you work more effectively
information on Crazy Colour Quick Reference Insert a carriage return CTRL+ENTER
cards please visit www.crazycolour.com/cards. Insert today’s date CTRL+; (semicolon)
Display database window F11
Visio
Common Shortcuts Add a new record CTRL++ (plus sign)
Display whole page CTRL+w
Save CTRL+s Group items CTRL+g
Print CTRL+p
Outlook Duplicate item CTRL+d
Select all CTRL+a
Copy CTRL+c Display inbox CTRL+SHIFT+i Print Preview CTRL+F2
Cut CTRL+x Forward message CTRL+f Turn on snap-to-grid SHIFT+F9
Paste CTRL+v Create a new message CTRL+SHIFT+m Save workspace ALT+F12
Crazy Colour™ Card for Microsoft® Office

Next file or window CTRL+F6 Reply to message author CTRL+r

Create new document CTRL+n Check spelling F7
Open existing document CTRL+o (Oh) Project
Send & receive all messages CTRL+m or F5
Close document CTRL+F4 Display all tasks/resources F3
Bold CTRL+b Create a new contact CTRL+SHIFT+c
Link tasks CTRL+F2
Italicise CTRL+i Open advanced find CTRL+SHIFT+f
Unlink tasks CTRL+SHIFT+F2
Show subtasks ALT+SHIFT+=
Word Publisher Show all tasks ALT+SHIFT+*
Double-space lines CTRL+2 Nudge left, right, up or down ALT+ï or ð or ñ or ò Task/resource info SHIFT+F2
Insert page break CTRL+ENTER View background page CTRL+m Move to start date ALT+HOME
Right or left align CTRL+r or l(L) Goto page menu F5 Calculate the active project SHIFT+F9
Change the font CTRL+SHIFT+f Turn on snap-to-guides CTRL+w
Increase font size CTRL+SHIFT+> Copy formatting CTRL+SHIFT+c
FrontPage
Decrease font size CTRL+SHIFT+< Past formatting CTRL+SHIFT+v
Display HTML tags CTRL+/
Select to end of word CTRL+SHIFT+ð Preview page in web browser CTRL+SHIFT+b
Select to beginning of word CTRL+SHIFT+ï Refresh a page F5
Excel
Cancel a cell entry ESC Apply heading N (N=1 to 6) CTRL+ALT+N
PowerPoint Display active cell CTRL+BKSP Create auto thumbnail of image CTRL+t
New slide (as previous) CTRL+SHIFT+m Move to first cell of worksheet CTRL+HOME Insert a table SHIFT+CTRL+ALT+t
New slide menu CTRL+m Move one screen to right ALT+PGDN
Maximise presentation window CTRL+F10 Move one screen to left ALT+PGUP Key
Black screen during slide show b Hide columns CTRL+0 (zero) ï, ð, ñ or ò Left, right, up or down arrow
Promote paragraph ALT+SHIFT+ï Unhide columns CTRL+SHIFT+) E.g. CTRL+SHIFT+r, ESC Press the CTRL key together
Demote paragraph ALT+SHIFT+ð Select - entire column CTRL+SPACE with the SHIFT and r keys, release, then the ESC key.

www.crazycolour.com/cards
Crazy Colour™ Card for Microsoft® Office © Scott Spence 2003, published by Crazy Colour.
PowerPoint, Word, Excel & Microsoft etc. Are either registered trademarks or trademarks of Microsoft Corp. in the USA and/or other countries.
Please do NOT photocopy or reproduce, bulk discounts are available. Crazy Colour is a trademark of CC Consulting Ltd.
Crazy Colour’s Top Tips Microsoft Outlook Crazy Colour Document Checklist
Microsoft Word
Drag an e-mail message into either the Task List, or Calendar ]Have you updated the version number?
folder, to create a new task or appointment with the text of the
To paste text without formatting when copying from a web page or email in the task or appointment.
]Have you updated File > Properties to reflect the document's
contents?
another document, choose Edit > Paste Special, and select
Unformatted text.
Attach a file from the message's menu by selecting Insert > File, ]Did you update the footer and header?
locate the file to attach, click the down arrow on the Insert ]Have any automatic fields not updated?
Increase the number of recently displayed files from 4 to 9 by button and select Insert as Attachment (or double click the file).
visiting Tools > Options, selecting the General tab and ]Does the document need page numbers? e.g. Page 1 of 6.
Back up your Outlook mail, contacts etc. by going to your Outlook
changing the Recently used file list from 4 to 9.
system folder (right click on the Outlook Today icon, click
]Have you checked for spelling mistakes in the correct language?
Double-click on either the vertical or horizontal ruler to open the Properties, Advanced and read the path field,) and copying all ]Are dates, equations and numbers correct?
Page Setup dialogue box. the files ending in ".pst" (in particular "outlook.pst" and ]Have you used 'automatic' dates where you should have used
To make two words stay together on the same line (e.g. when "archive.pst") to a safe location. 'fixed' dates?
typing phone numbers) insert a non-breaking space after the first Quickly find all emails you have received from a particular sender ]If you re-used a document have you checked that there are no
word by pressing CTRL+SHIFT+SPACE. by viewing a message from that sender and selecting old terms or references?
Microsoft Project Actions > Find all > Messages from Sender. ]If sending the document electronically does the recipient have
Customise the first page number of the printed pages by choosing Microsoft Office 2002 Onwards the same version of the software as you?
File > Page Setup, select the Page tab and adjust the First page To select items in Word that are not next to each other, first select Effective & Efficient Document Management
number box. the first item you want, press CTRL then select any additional ! Save your documents frequently as crashes can occur at the most
To remove the Office Assistant right-click on it, choose Options, items you want. You can then delete them or change their inconvenient times (try to not rely on the fast-save option, it is
and deselect Use the Office Assistant. formatting. known to be unreliable).
Get into the habit of entering Project > Project Information each Crazy Colour code Excel spreadsheet tabs by selecting ! Back up your documents on a regular basis (at least once a
time you start a new project. Include Start date, Finish date and Format > Sheet >Tab Color or right-click the sheet tab and week), carefully date each back up, test it and store away from
Schedule from date. Also enter project summary details (project click Tab Color. your computer's location!
title, manager, etc.) in File > Properties. As you start typing an e-mail address Outlook offers a list of ! Be sure to keep your virus protection software up-to-date and
Microsoft PowerPoint previous entries, use ñ or ò and DELETE to remove outdated never open files that look suspicious.
Be sure to apply the latest service releases from the Microsoft web names from this list. ! Carefully plan your computer's directory structure and file
site - to ensure you have the latest security and bug fixes. naming structure, e.g. by document type, recipient, date,
To copy an object quickly select the object using the mouse, hold Using Keyboard Shortcuts
importance etc.
down CTRL on the keyboard. Left click the mouse and drag the Using shortcuts will help you work more efficiently and can ! Adopt a consistent version numbering of your documents. For
object to the new position. Pressing SHIFT and CTRL will keep help reduce the risk of developing repetitive strain injuries example MyFile-XX-nn where XX is a major 'release' version
the objects aligned. (RSI). We suggest you review which tasks you use the mouse
number and nn is a minor 'pre-release' version number,
for and use Crazy Colour Cards to help you learn keyboard
Microsoft Excel shortcuts to replace them. e.g. quote-01-11.doc is release 1 in its 11th post release edit.
To automatically add up a column or row of values select the cell ! Before proofreading/editing documents in Word select
Be careful not to over stretch your hands when using shortcuts,
immediately below a column of numbers or to the right of a row if necessary use both hands to perform them. Additionally move Tools > Track Changes > Highlight Changes to enable you to
of numbers. Press ALT + =, then ENTER. your whole arm to press the function keys rather than just see changes.
To select scattered cells in a worksheet, hold down CTRL and click stretching your fingers. ! To enable quick retrieval of
on the cells. documents familiarise yourself with
Using Hot Letters
To use conditional formatting to change a cell’s format (e.g. the Microsoft Window's find and search
Did you know you can also work faster by pressing ALT and the
colour of a cell or text) depending on its value, select the cell tools, including using wildcard
'hot' letter rather than using the mouse? The 'hot’ letters are characters, date searching and last
and choose Format > Conditional Formatting.
those that are underlined in the drop down menus. 9 781904 782209
modified searching.
Version: of-008 (November 2003)

© Scott Spence 2003, published by Crazy Colour. RRP: UK£4.95, ISBN: 1-904782-20-5 Visit www.crazycolour.com/cards for a range of Crazy Colour Cards.