Welcome to the Microsoft Office Excel tutorial. Show
In this tutorial you will learn about the ways you can use the keyboard to accomplish many common tasks in Excel including opening and saving workbooks, formatting text and cells and working with lists and tables. As you progress through the chapters you will also discover useful SuperNova and ScreenReader hot keys and some tips and tricks to help you be even more productive. Section 2: Learn the essentialsMove around a workbook using the keyboardExcel has many different hot keys to help you move around a workbook. Here are just some of the more popular key presses available to you:
Select cells in a worksheetExcel offers many different ways to select cells. Some ways only use the keyboard, some only use the mouse and some use a combination of both. Tip: If you find the Excel Quick Analysis option taking focus away from the worksheet when you begin selecting cells then go to Excel's Options (ALT + F, T) and in the "General" category deselect the "Show Quick Analysis options on selection" check box. Select a single range using the keyboardHere are just some of the ways you can select a range of cells using the keyboard:
Select nonadjacent ranges using the keyboardYou can select nonadjacent cells in a worksheet. You can do this using keyboard commands. To select nonadjacent cells using the keyboard:
Tip: Excel indicates it is ready to add further cells to the selection by showing the word "ADD" on the Excel Status bar. This appears after you press SHIFT + F8. Select using the Go To commandTo select cells using the "Go To" command:
Select cells using the mouseYou can select cells using the mouse pointer.
Announce the selected rangesTo have SuperNova or ScreenReader announce the ranges of cells currently selected in your worksheet, press the Additional Focus Information hot key.
Move within the selection using the keyboardYou can move to each cell that is selected by using Excel hot keys.
Section 3: Create a new workbookWhen Excel opens, it displays a Start screen showing a list of templates. To work on a blank workbook select "Blank workbook" from the list or simply press ESCAPE. A new blank workbook opens. Tip: You can turn off the appearance of the Start screen when Excel starts by going to Excel's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box. When working in one workbook you can create a new blank workbook using the "New" command. To do this press CONTROL + N. Section 4: Open filesOpen a recent workbookWhen Excel opens, it displays a Start screen showing a list of templates. The Start screen also shows recent files you have opened. If you want to open a recent workbook in this dialog box you must press TAB to locate the recent file list, use the Arrow Keys to select the file and then press ENTER. Tip: You can turn off the appearance of the Start screen when Excel starts by going to Excel's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box. If you are working in a workbook, you can use Backstage View to find a recently used file instead of using the "Open" dialog box. To do this:
Open an existing workbookThe "Open" dialog box allows you to find and open workbooks that are stored on the computer. You can then make changes to these workbooks within the main Excel window. To do this:
Note that you must change the "Files of type" value if you are opening a file of a type the current value does not include. The "Files of type" list filters the types of files showing. Switch between open workbooksIn Excel, you can have multiple workbooks open at the same time and switch between them with the use of an Excel key command. To do this press CONTROL + F6 or CONTROL + SHIFT + F6. Section 5: Save and close workbooksSave a new workbook for the first timeBefore you save work you must first consider whether others need to open the file. If others do, then it is important to consider the programs they use and the types of files they can open. This will decide the best format to save the file in. To save a file:
Save changes to a workbookYou can save changes to a workbook by using the Excel Save command. To do this press CONTROL + S. Note, if this is a new workbook that has not been saved before, then the "Save As" dialog box will automatically open when you use the Save command. You must save the workbook. Save a workbook in a different file typeExcel includes a number of different file types that you can use to save a workbook in. You may need to save the workbook in a different file type if you are sending the workbook to someone who does not have the same version of Excel. To do this:
Close and exitTo close your current workbook while keeping Excel and other workbooks open press CONTROL + F4. To close all workbooks and exit Excel press ALT + F4. Section 6: Work with cellsRead a cellAs you move through a worksheet, SuperNova and ScreenReader first tells you the content of the current cell followed by the cell position and finally any properties associated with the cell. You can control the amount of information SuperNova announces by changing verbosity level. In addition, you can use the following SuperNova hot keys to read about a cell:
Enter data in a cellTo do this:
Note: By default, pressing ENTER confirms the entry and moves you one cell down. You can also use the following keys to move to the next cell in a different direction:
Edit a cellYou can edit the content of a cell rather than having to retype the content. To do this:
Note: By default, pressing ENTER confirms your entry and moves you one cell down. You can also use the following keys to move to the next cell in a different direction:
Note: You can type text into the active cell using either Insert Mode or Overwrite Mode. You press the INSERT key to switch between these two input modes. Insert Mode adds the text you are typing into the current line without replacing what is already written. Overwrite Mode will replace the current text with the new text being typed, in essence, replacing one character for another. Clear cellsTo clear data from cells:
Insert cells
Note: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova and ScreenReader Manual. To do this:
Move data in a workbookYou can move data from one part of a workbook to another. This can make working faster as you do not need to re-type the information again. To do this:
Copy data in a workbookYou can copy data from one part of a workbook to another. This can make working faster as you do not need to re-type the information again. To do this:
Find dataTo find data in a workbook:
Section 7: Format cellsChange font typeTo do this:
Change font sizeTo do this:
Change font colourTo do this:
Make text boldTo do this:
Make text italicTo do this:
Underline textTo do this:
Align textExcel uses vertical and horizontal positioning to align text in a cell. The vertical position is the position between the top and bottom of a cell, for example, you can align the text to the top, middle or bottom of a cell. The horizontal position is the position between the left and right sides of a cell, for example, you can align the text to the left, centre or right of a cell. To align text:
Add a border to a cellHaving cells with borders is a very common thing in Excel. You may add them to help draw attention to number, or to divide numbers from column headings in a table. Note: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To apply an outline border to a cell or range of cells:
You can choose different border styles by going to the "Border" page in the "Format Cells" dialog box. You can open the "Format Cells" dialog box by pressing CONTROL + 1. To remove a border applied to a cell or group of cells, press CONTROL + SHIFT + MINUS. Wrap textYou can wrap text in a cell so that the text is not hid from view by the data in adjacent cells. You can do this by selecting "Wrap text" in the "Format Cells" dialog box or by adding a manual line break. Using the "Wrap text" option means Excel will automatically adjust the cell content if the column width changes. To apply the "Wrap text" option to cells:
If you want to apply a manual line break in a cell:
Section 8: HeadingsSuperNova and ScreenReader can detect and announce the row and column headings in a worksheet. A row or column heading is usually a cell in the row or column with different properties to the other cells in the row or column, for example, the text in the cell might be bold, italic, underlined or has a different background colour. Reading headings with a hot keyYou can read headings in a number of different ways.
(*) You can learn more about the current focus by pressing the hot key multiple times.
Automatically read headings as you navigateYou can set SuperNova and ScreenReader to automatically read the row and column headings as you navigate through a worksheet by turning on automatic heading announcement. To do this press LEFT CONTROL + CAPS LOCK + H. Change the methods for detecting headingsYou control how SuperNova detects row and column headings through the "Heading Announcement Configuration" dialog box. In this dialog box you can set the detection options, for example, change heading detection from cells containing bold text to cells containing italic text. To change detection settings
Change the heading detection rangeYou can change the size of the area SuperNova and ScreenReader searches for headings. By default, this value is set to 30 rows and columns beyond the visible cells on the screen. To do this:
Note: If you set the search margin to a very high value then this can have a detrimental impact on your system performance. This is because of the number of cells SuperNova or ScreenReader must continuously search as you move through the workbook. Section 9: Rows and columnsInsert a rowNote: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To insert a row:
Insert a columnNote: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To insert a column:
Hide rows and unhide rowsWhen reading large worksheets, you may find it easier to hide the columns or rows that you do not need to consider. For example, you may only be interested in the data from Row 1, Row 2 and Row 30. To make it easy to view these rows, you can hide all the rows between Row 2 and Row 30. Note: You may find these hot keys conflicting with the SuperNova and ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To hide rows:
To unhide rows:
Hide columns and unhide columnsWhen reading large worksheets, you may find it easier to hide the columns or rows that you do not need to consider. For example, you may only be interested in the data from Column A, Column B and Column Q. To make it easy to view these columns, you can hide all the columns between Column B and Column Q. Note: You may find these hot keys conflicting with the SuperNova and ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To hide columns:
To unhide columns:
Delete rowsNote: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To delete a row:
Delete columnsNote: You may find these hot keys conflicting with your SuperNova or ScreenReader hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova or ScreenReader Manual. To delete a column:
Freeze rows and columnsWhen you freeze panes, you keep specific rows or columns visible when scrolling. For example, you might want to keep row and column headings visible as you move through a worksheet. A solid line marks the rows and columns you freeze. This provides a visual benefit to users working in a workbook. To do this:
When you press navigation keys like HOME and CONTROL + HOME, the focus only moves in the scrollable area of the worksheet. To move focus into the freeze pane area requires you to use the Arrow Keys. The "Freeze Pane" option changes to "Unfreeze Panes" when you have frozen rows and columns. You can choose "Unfreeze Panes" to go back to full scrolling in the worksheet. Section 10: WorksheetsOpen worksheetsYou can move between worksheets by pressing CONTROL + PAGE UP and CONTROL + PAGE DOWN. You might find, when working in workbooks with a large number of worksheets these Excel key commands can be difficult to use, especially when sheet names and data in the sheets are similar. Instead, the SuperNova and ScreenReader Item Finder provides a way to quickly jump to a worksheet using only a few key presses. To change sheets using the Item Finder:
Insert a sheetYou can insert a new sheet in a workbook by pressing SHIFT + F11. Excel inserts the new sheet before the current worksheet. Rename, move and copy sheetsThe "Format" option in the "Home" tab of the Ribbon holds the options for renaming, moving and copying worksheets. You can quickly reach these options by pressing ALT + H, followed by the letter O. To rename a worksheet:
To move or copy a worksheet:To do this:
To move or copy a worksheet to another workbook:To do this:
Delete a sheetThe "Delete" option in the "Home" tab of the Ribbon holds the options for deleting rows, columns and worksheets. You can quickly reach these options by pressing ALT + H, followed by the letter D. To delete a worksheet:
Section 11: Sort dataSort a column of data in ascending orderTo perform a simple sort based on one column:
Sort a column of data in descending orderTo perform a simple sort based on one column:
Auto filter dataFiltering provides an easy way to sort data. Filtering also has the benefit that it does not alter the source data but rather just hides the rows that do not meet the current criteria. In order to successfully filter data, the worksheet must have headings for each column of data. With headings in place, you can filter data in the following way:
Note: To close the filter list without applying a change, press ALT + UP ARROW or ESCAPE. To remove the Filter, go to the heading row and press CONTROL + SHIFT + L AGAIN. Section 12: FormulaA formula is a series of mathematical instructions that can be used in Excel to perform calculations based on the contents of cells. Formulae are entered in Excel’s formula bar by prefixing the formula with an ("=") equals sign. There are four possible components that make up an Excel formula and they are:
Add a simple formulaTo add a simple formula:
The above example adds the values of cells A1 and B1 together and puts the results into the current cell. Apply relative, absolute and mixed referencesA cell reference can be relative or absolute. A relative reference changes when copied and an absolute reference stays constant when copied For example:
To switch between relative, absolute and mixed references:
Insert a functionAn Excel function is a built-in formula. these include:
An Excel function has a name (such as Sum, Average, Max, Min, or Count) and arguments (such as the cell range A1:A30) specified in brackets (parentheses). To insert a simple function:
If you use a particular function regularly then you can type in the name of the function directly into the cell rather than using the method described above, for example, typing =SUM(A1:A30) Brings the same results as using the steps above. Read the Formula BarThe Formula Bar shows any formulas contained in a cell. You can press a SuperNova and ScreenReader hot key to read the content of the Formula Bar.
Show formulas in a worksheetYou can set Excel to show the formula in the worksheet cells rather than showing the outcome of the formula by pressing CONTROL + GRAVE (`). Repeat this hot key to go back to showing the results of the formula. Section 13: CommentsYou can add a Comment to a cell. A Comment is a small text box that contains any points of interest about the current cell. You can hide or view Comments added to cells. Add or edit a CommentTo add or edit a Comment:
If you do not return to your worksheet, press ESCAPE to move focus away from the Comment. To avoid this problem in the future, see "Recommended Excel Comment setting change" below. Read a CommentSuperNova and ScreenReader tells you when a cell has a Comment. You can then choose to read the Comment or ignore it. To read a Comment, press the Additional Focus Information hot key.
List the Comments in the currently visible cellsOne way you can review Comments added to cells is to use the SuperNova and ScreenReader Item Finder. This method is restricted to the cells currently visible on the screen. To show a list of Comments and then go to the cell containing the Comment:
Go to cells containing CommentsWhen working in a small worksheet, the Item Finder provides an easy way to review the cells containing Comments. When the range of cells extends beyond the visible screen then you need to adopt a different approach. To review cells containing a Comment do this:
Note: You will not be able to move between selected cells if the range becomes unselected, for example, if you use the Arrow Keys to move away from the current cell. You can also select all cells containing Comments by pressing F5 to open the "Go To" dialog box, select the "Specials" button and then choose "Comments". Delete a CommentTo delete a Comment from a cell:
Recommended Excel Comment setting changeYou may find setting Excel to hide Comments means comments are easier to use because it reduces screen clutter. To do this:
Section 14: ChartsCreate a chartTo create a chart:
Note: To quickly create a chart that is based on a default design and inserted as a new chart sheet, select your data range and press ALT + F1 or F11. If you use a particular chart type regularly, then you can set this to be your default chart design. This is done by selecting the "Set as default chart" button, in the "Chart Type" dialog box. Edit a chartOnce you have created a chart you can do several things to customize and modify the contents of the chart. To do this you must first select the chart, which you do by clicking the chart object with the mouse pointer. For a keyboard alternative, you can use the SuperNova and ScreenReader Item Finder to select your chart. To do this:
List chart elementsYou can list and review chart elements using the SuperNova and ScreenReader Item Finder. To list charts in the current worksheet and review the chart elements:
Section 15: Popular Excel hot keysGeneral Hot Keys
Navigation Hot Keys
Edit and Format Hot Keys
Cut, Copy and Paste Hot Keys
Find Hot Keys
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Welcome to the Microsoft Outlook tutorial. In this tutorial you will learn about the ways you can use the keyboard to accomplish many common tasks in Outlook including opening messages, opening attachments, sending messages and creating appointments and tasks. As you progress through the chapters you will also discover useful SuperNova hot keys and some tips and tricks to help you be even more productive. Section 2: Learn the essentialsImportant configuration tipsFor best results:
Select textHere are just some of the ways you can select text using the keyboard:
Section 3: Work with emailCreate and send an emailTo do this:
Create and send an email to contactsTo do this:
Open an emailOutlook organises all email that you have received into a folder called "Inbox". You can read emails stored in here at any time. To do this:
Reply to an emailTo do this:
Forward an emailTo do this:
Show the BCC fieldIf you add a recipient's name to the BCC list in a mail message, a copy of the message is sent to that recipient, and the recipient's name is not visible to other recipients of the message. If the Bcc box is not visible when you create a new message, you can add it through the Ribbon. To do this:
To remove the BCC box, repeat the steps above. Save a message without sendingOutlook saves unsent messages in the Drafts folder. To compose and save a new message:
Open a draft emailOutlook saves unsent messages in the Drafts folder. To open and send a message from the "Drafts" folder:
Move email to a different folderYou can organise email messages by moving them into specific folders, for example, you may want to place all emails you receive from an organisation into a particular folder. To do this:
Note: You can also copy email messages to another folder as well as move messages. To copy an email message, select the message, choose "Move" in the "Home" tab and then select "Copy to folder" from the menu that opens. Check for new mailOutlook will check for new email messages periodically while the application is running. You can also manually check for new email at any time by pressing F9. Section 4: Format emailYou can apply format changes when creating Rich Text and HTML email. You cannot apply format changes when creating Plain Text emails. Change font typeTo do this:
Change font sizeTo do this:
Make text boldTo do this:
Make text italicTo do this:
Underline textTo do this:
Align paragraphsYou can set the edge of a paragraph to be flush with the left margin, right margin or centred. To change alignment:
For further alignment options, open the "Paragraph" dialog box. You can find access to this dialog box through the Ribbon. Section 5: Email attachmentsAttach a fileYou can attach a file or files stored on your computer to an email you are composing. The files will then be sent to the recipient along with the email message. To do this:
Open an attachmentEmail messages can contain attachments. If you are reading an email in Plain Text or HTML Format the attachments will appear in the header of the email. If you are viewing an email in Rich Text Format the attachments will be embedded in the message body. To open an attachment in a Plain Text or HTML message:
Attachments in a rich text email will be reported by SuperNova as an embedded object. To open an attachment in a Rich Text message:
List attachments using the SuperNova Item FinderYou can list the attachments that appear in a message header by pressing CAPS LOCK + A. This SuperNova hot key works in HTML and Plain Text emails. If the Item Finder fails to show the list of attachments then please refer to the following Dolphin Knowledge Base Article Number: Q0424. Save an attachmentYou can save a file attached to an email to a folder on the computer. To do this:
Section 6: ContactsAdd a contactYou can save email addresses and other contact information in Outlook. To do this:
Note: You can also add a new contact by selecting the contact's email address in the header of an email message. Open the email message, SHIFT + tab to the "From" field in the message header, press SHIFT + F10 to open a context menu and DOWN ARROW to "Add to Contact List" and press ENTER. This will automatically add the name and email address into the contact details. Edit a contactTo do this:
Find a contactOutlook contains a Find option. You can use the Find option to filter the items in the Contact folder. This can be helpful if you have a large number of contacts to navigate. To find a contact:
Tip: To show all contacts again, press F3 to go to the Search box, press DELETE to remove all text and then press ENTER. Delete a contactYou can permanently delete a contact from your Contact list. To do this:
Section 7: CalendarAdd appointmentsYou can add an appointment to the Calendar. To do this:
Edit an appointment in Calendar viewYou can set Outlook to show appointments using the Calendar's Day, Week or Month views. Although there is a slight variation in shortcut keys between some views, you will find the following steps allow you to open an appointment in any view. To open an appointment:
List active appointmentsIf you find reviewing appointments in the Calendar time consuming then try the "Active Appointments" view. This view shows only the active appointments in a simple to navigate list. To do this:
Request a meetingYou can ask colleagues to attend a meeting by sending a meeting request. The meeting time will be automatically added to the Calendar. To do this:
Reply to a meeting requestMeeting requests you receive appear as an email in the Inbox. To respond to a meeting request:
Section 8: TasksCreate a taskYou can create task items to help manage and track any jobs or errands that you need to perform. Outlook can remind you when the completion date of a task is approaching, or when the task is overdue. To do this:
Edit a taskOutlook displays all your tasks in a list view. You can easily browse these items to review any outstanding tasks. To do this:
Assign a taskYou can assign a task from your own task list to someone else. The task will then appear in the recipient's task list. To do this:
Delete a taskOutlook displays all your tasks in a list view. You can easily browse these items to review any outstanding tasks. To do this:
Section 9: FoldersRead number of items in a folderOutlook shows the number of items in the current folder on the Outlook status bar. This is positioned along the bottom of the Outlook window. You can read the Outlook status bar by pressing the SuperNova Read Status Speak Key. Speak Key
Create a new folderYou can create folders in Outlook. This allows you to store information like emails, tasks and notes to your own personal folders. To do this:
Some important notes:
Delete a folderPlease be aware that you can only delete personal folders. You cannot delete Outlook system folders like "Inbox", "Drafts" and "Outbox". To delete a folder:
You must remove the folder from the "Deleted Items" folder to permanently remove the folder. Rename a folderPlease be aware that you can only rename personal folders. You cannot rename Outlook system folders like "Inbox", "Drafts" and "Outbox". To rename a folder:
Move a folderYou can move an existing folder to another location, for example, you may wish to make one folder a sub folder of another. Please be aware that you can only move personal folders. You cannot move Outlook system folders like "Inbox", "Drafts" and "Outbox". To move a folder:
Empty the Deleted Items folderAll items and folders that you delete go to the Deleted Items folder. You should empty this folder regularly. To do this:
Section 10: Popular Outlook hot keysHot Keys
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Welcome to the Microsoft Office Word tutorial. In this tutorial you will learn about the ways you can use the keyboard to accomplish many common tasks in Word including opening and saving documents, formatting text and paragraphs, working with lists and tables and spell checking documents. As you progress through the chapters you will also discover useful SuperNova and ScreenReader hot keys and some tips and tricks to help you be even more productive. Section 2: Learn the essentialsImportant configuration tipsFor best results:
Move around a documentWord includes many different ways to help you move around a document. Here are just some of the key presses you can use to move the cursor around a document:
Select textWord offers many different ways to select text. Some ways only use the keyboard, some only use the mouse and some use a combination of both. Select text using the keyboardHere are just some of the ways you can select text using the keyboard:
Select text using Word Selection Mode
Note that Selection Mode will stay on until you perform an action, for example, make the text bold or until you press ESCAPE to cancel Selection Mode. Select text using the mouse pointerHere are just some of the ways you can select text using the mouse pointer:
Section 3: Create a new documentWhen Word opens, it displays a Start screen showing a list of templates. To work on a blank document select "Blank document" from the list or simply press ESCAPE. A new blank document opens.
Tip: You can turn off the appearance of the Start screen when Word starts by going to Word's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box. When working in a document you can create a new blank document using the "New" command. To do this: Press CONTROL + N. Section 4: Open filesOpen a recent documentWhen Word opens, it displays a Start screen showing a list of templates. The Start screen also shows recent files you have opened. If you want to open a recent document in this dialog box you must press TAB to locate the recent file list, use the Arrow Keys to select the file and then press ENTER.
Tip: You can turn off the appearance of the Start screen when Word starts by going to Word's Options (ALT + F, T) and, in the "General" category, deselect the "Show the Start Screen when this application starts" check box. If you are working in a document, you can use Backstage View to find a recently used file instead of using the "Open" dialog box. To do this:
Backstage View closes and the file opens. Open an existing documentThe "Open" dialog box allows you to find and open documents that are stored on the computer. You can then make changes to these documents within the main Word window. To do this:
Word closes the dialog box and opens the file.
Note that you must change the "Files of type" value if you are opening a file of a type the current value does not include. The "Files of type" list filters the types of files showing. Create and open a copy of a documentYou can choose to create and open a copy of a document instead of opening the original file. This can be useful if you want to preserve the original document. To do this:
Word closes the dialog box and a copy of the file opens.
Note that you must change the "Files of type" value if you are opening a file of a type the current value does not include. The "Files of type" list filters the types of files showing. Open a document as read-onlyYou can choose to open a file as read-only, meaning changes to the original document cannot be saved and can only be saved by choosing a different name for the file. This can be useful if you want to preserve the original document. To do this:
Word closes the dialog box and the file opens.
Note that you must change the "Files of type" value if you are opening a file of a type the current value does not include. The "Files of type" list filters the types of files showing. Recover a documentIf Word closes unexpectedly while you were working in a document then the next time you run Word you will find recovery options available to use. To recover a document:
Note, if you close Word without choosing a recovery option, your document will only contain the data at its last saved point. Remember to save your work regularly. Switch between open documentsIn Word, you can have multiple documents open at the same time and switch between them with the use of a Word key command. To do this: Press CONTROL + F6 or CONTROL + SHIFT + F6. Section 5: Save and close documentsSave a new document for the first timeBefore you save work you must first consider whether others need to open the file. If others do, then it is important to consider the programs they use and the types of files they can open. This will decide the best format to save the file in. To save a file:
Word closes the dialog box and saves the file. Save changes to a documentYou can save changes to a document by using the Word Save command. To do this: Press CONTROL + S.
Note, if this is a new document that has not been saved before, then the "Save As" dialog box will automatically open when you use the Save command. You must save the document. Save a document in a different file typeWord includes a number of different file types that you can use to save a document in. You may need to save a document in a different file type if you are sending the document to someone who does not have the same version of Word. To do this:
Word closes the dialog box and saves the file. Close and exitTo close your current document while keeping other documents and Word open: Press CONTROL + F4. To close all documents and exit Word: Press ALT + F4. Section 6: Work with textOverwrite text as you typeYou type text into a document using Insert Mode or Overwrite Mode. Insert Mode adds the text you are typing into the current line without replacing what is already written. Overwrite Mode will replace the current text with the new text being typed, in essence, replacing one character for another. Press INSERT to change between these two input modes.
Note, to use INSERT to toggle between these input modes requires the "Use the Insert key to control overtype mode" check box to be selected. Go to Word's "Options" dialog box and navigate through the "Advanced" settings to find this check box. Delete text and objectsYou can delete text and objects in your document by using the BACKSPACE key or the DELETE key. The BACKSPACE key will delete the character or object immediately to the left of the cursor. The DELETE key will delete the character or object immediately to the right of the cursor. To delete more than a single character or object:
Change the case of textWord allows you to change the case of text you have input, without having to retype it. This can save you time if you have typed large sections of text in the wrong case. To do this:
You can find additional ways to change case by selecting the "Change Case" button in the Ribbon's "Home" tab. Insert an optional hyphenYou can control where a hyphen appears in a word by inserting an optional hyphen (also known as a soft hyphen).
Note: You may find these hot keys conflicting with your SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To do this:
Prevent a hyphenated word being split at the end of a lineYou can prevent a phrase that contains dashes from being split over two lines by using non-breaking hyphens.
Note: You may find these hot keys conflicting with your SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To do this:
Prevent a phrase being split at the end of a lineYou can prevent a phrase from being split over two lines by using non-breaking spaces. To do this:
Insert date and timeTo insert the current date:
To insert the current time:
Insert the copyright symbol or trademark symbolsYou can insert the copyright symbol, register symbol and trademark symbol by using the "Symbols" dialog box or by using Word key commands. To insert these symbols using Word Key commands:
Note you will need to set a punctuation level of "Most" or higher in the Text Style Announcements dialog box to have SuperNova speak these symbols. Move textYou can move specific areas of text from one part of your document to another or from one document to another. This can make working faster as you do not need to re-type the information again. To do this:
Word adds the data from the Clipboard into the document. Copy textYou can copy specific areas of text from one part of your document to another or from one document to another. This can make working faster as you do not need to re-type the information again. To do this:
Word adds the data from the Clipboard into the document. Find textYou can find text in a document by using the "Find" option. This can make looking for specific words or phrases in a document easier. When you do look for text, the search will start at the current cursor position and go through a selection or document until the end. To find text:
You can also use CONTROL + PAGE UP and CONTROL + PAGE DOWN to search above and below the current position. These are Word's browse to previous and browse to next keyboard commands. It is important to note that the purpose of the Browse commands change depending on the last browse action, for example, if you perform a search and then use the "Go To" dialog box to go to a page, then these commands change from searching for words to moving focus to the previous or next page.
Tip: If you prefer to use the traditional find method then press CONTROL + H to open the "Find and Replace" dialog box and then press ALT + D to move focus to the "Find" page. Replace textYou can replace text in a document by using Word's "Replace" option. When you do look for text, the search will start at the current cursor position and go through a selection or document until the end. To replace text:
Word selects the next match. Automatically replace textYou can automatically replace text in a selection or document by using Word's "Replace All" option. To do this:
Section 7: Format textChange font typeTo do this:
Word closes the dialog box and changes the text. The text remains selected. Change font sizeTo do this:
Word closes the dialog box and changes the text. The text remains selected. Change font colourTo do this:
Word closes the dialog box and changes the text. The text remains selected. Make text boldTo do this:
Make text italicTo do this:
Underline textTo apply a default underline style:
To apply an alternative underline style:
Word closes the dialog box and changes the text. The text remains selected. Make text subscriptYou can make text appear below the base line by making it subscript.
Note: You may find these hot keys conflicting with the SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To do this:
Make text superscriptYou can make text appear above the base line by making it superscript.
Note: You may find these hot keys conflicting with the SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To do this:
Copy and paste formattingYou can use Word's "Format Painter" to copy and paste formatting. this can include the formatting you apply to text, paragraphs and sections. To do this:
Announce format changes when readingYou can set SuperNova to automatically announce when text has a format change, such as bold, italic and underlined while you are reading a document. To do this:
Section 8: Format paragraphsAlign paragraphsYou can set the edge of a paragraph to be flush with the left margin, right margin, centred or justified. A justified paragraph is flush with both the left margin and right margin. To change alignment:
Change line spacingYou can change the gap between lines in a paragraph by changing the line spacing value. There are various line spacing values to choose from in the Ribbon or you can apply three popular line spacing values using Word key commands. The three popular values are single, double and one and a half line spacing.
Note: You may find these hot keys conflicting with the SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To do this:
Indent paragraphsWord has different ways to indent a paragraph including, full indentation, first line indentation and hanging indentation. To apply a full left indentation:
To apply a hanging indentation:
Section 9: ListsCreate a bullet listBy default, you can start a bullet list in Word by adding an asterisk (*) at the beginning of a paragraph. The asterisk will change to a bullet symbol when you write some text and press ENTER to move to a new line. The new line will automatically have a bullet symbol added. To cancel adding items to the list, press ENTER on a blank bullet item. Create a number listBy default, you can start a number list in Word by adding "1. " (do not include quotes) at the start of a new line before you begin typing. Each new line will have the next number in the sequence automatically added. To cancel adding items to the list, press ENTER on a blank numbered item. Note: To continue the list following a passage of normal text, type the next number in the sequence followed by a full stop and space character before typing your text. Note: Items added or removed from the list will result in Word automatically changing the number sequence. Restart numbering at 1You can restart the numbering sequence at any point in a list. When you restart the number sequence, Word automatically renumbers the items that follow. To restart the numbering sequence at 1:
Word closes the menu and updates the numbering sequence. Go to the next or previous list in a documentOne way to quickly move to the next list or previous list in a document is to use the SuperNova Quick Navigation Keys.
SuperNova will say "... not found" if SuperNova is unable to find a list or list item in the direction you are searching. Section 10: TablesInsert a tableWord offers a number of different methods to insert a table. One popular approach is to use a grid to define the table dimensions. To do this:
Word closes the grid and adds the table into the document. Other methods to insert a table include to choose a table from the "Quick Table" list or to use the "Insert table" dialog box. You will find both these items listed in the "Table" options in the Ribbon. Note that you must press SHIFT + TAB to move from the grid to the menu items because TAB moves you through the grid. Insert a cell, column or rowYou can easily change the dimensions of your table while you work, without the need to go back to the Ribbon. To do this:
Word closes the menu and changes the table dimensions.
Note that Word will also insert a new row automatically if you press TAB in the last cell of the table. You must use the Arrow Keys to exit the table to prevent new rows being added. Navigate a table using the keyboardYou can navigate a table using Word keyboard commands. You can enhance this further with additional SuperNova keyboard commands. The following table lists the main keyboard commands available. Table navigation keys
Move the row content up or downUsing a keyboard command, you can move the content of a row in a table upwards or downwards. To do this:
Read the content of a tableSuperNova will automatically read aloud the lines and cells as you move through a table. SuperNova also contains some hot keys to read different areas of a table. Table speak keys
Go to the next or previous table in a documentOne way to quickly move to the next table or previous table in a document is to use the SuperNova Quick Navigation Keys.
SuperNova will say "table not found" if SuperNova is unable to find a table in the direction you are searching. Section 11: Page and Section BreaksInsert a Page BreakYou should only insert a manual Page Break into documents that have a few pages and are unlikely to change. To insert a manual Page Break:
Insert a Section BreakSection breaks divide a document up into different sections. This allows you to apply different formatting or layout options to those sections. To Insert A Section Break:
Word closes the panel and inserts the Break. Insert a Column BreakYou can use a Column Break to make text appear at the top of the next column in a section containing multiple columns. To insert a Column Break:
Prevent a paragraph being broken by a Page BreakYou can prevent a paragraph being split over two pages by inserting a manual Page Break at the start of the paragraph. Note that you should only insert a manual page break if the document is small and complete. For larger documents, you can set Word not to insert automatic page breaks in the middle of paragraphs. To do this:
Word saves the changes and closes the dialog box. The text remains selected. Section 12: StylesA Style is a set of formatting characteristics that Word stores under a name. You can then choose a Style to apply to a character, paragraph, table or list in your document. If you use Styles correctly then you are assured your document has a consistent look and feel. Apply Heading StylesApply a Heading 1, Heading 2 and Heading 3 StyleHeading Styles give a document structure and help make a document more accessible. Word includes 9 built-in Heading Styles with the first three levels available using Word hot keys. To do this:
Tip: You can simulate a CONTROL + ALT key press by pressing the right ALT key. The right ALT key is usually located on the right side of the SPACEBAR and has the label "Alt Gr". Announce Heading Styles when readingYou can set SuperNova to announce when a paragraph has a Heading Style. This can be helpful in understanding a documents structure during reading. It can also be useful when proofing a document. To do this:
Show Heading Styles on the Braille displayYou can set SuperNova to indicate a Heading Style in Word by turning on Braille Character Enhanced mode. This will indicate the enhanced characters with a dot 8. To turn Enhanced Display Mode on and show Heading Style use:
To turn off showing enhanced characters, simply go to the "Enhanced" menu item and unselect the item. Go to the next or previous Heading in a documentYou can use a number of different ways to go to a Heading Style in a document. This includes the Word "Go To" command and the SuperNova Item Finder. One other way to quickly move to the next Heading or previous Heading in a document is to use the SuperNova Quick Navigation Keys.
SuperNova announces "heading not found" if SuperNova is unable to find a heading in the direction you are searching. Go to a Heading using the Item FinderYou can jump to different headings in a document by using the SuperNova Item Finder. To do this:
Apply the Normal StyleYou can apply the Normal Style in your document in a number of different ways. One way is to use the Word hot key. To do this:
Apply the List Bullet StyleYou can apply the List Bullet Style in your document in a number of different ways. One way is to use the Word hot key. To do this:
Restore a modified StyleFor Styles that have been manually changed, you can use two Word hot keys to restore them back to their default settings.
Note: You may find these hot keys conflicting with the SuperNova hot keys. To avoid any conflict please use the "Allow Through" hot key. To learn more please see the "Hot Key Conflicts" topics in the SuperNova Manual. To restore character defaults, for example, bold, italic or underlined:
To restore paragraph defaults, for example, indentation and line spacing:
Section 13: Text BoxesA Text Box is a movable, sizable container that can hold text or graphics inside a document. You can use Text Boxes to present text in a different style or orientation to the main body of the document. You can only work with Text Boxes in Print Layout View. Insert a simple Text BoxTo do this:
please refer to the help available in Microsoft Office Word for further information on working with text boxes. Move into a Text BoxYou can move into a Text Box by using a SuperNova Quick Navigation Key. To move to the next Text Box: Press CAPS LOCK + M. To move to the previous Text Box: Press LEFT SHIFT + CAPS LOCK + M. Repeat the hot key press to move to the next Text Box. Section 14: Spelling, Grammar and other proofing toolsCheck the document for errors using the Spelling & Grammar Task Pane.Word uses a task pane to show the spelling and grammar errors in a document. The task pane appears on the right side of the screen. This leaves the document window visible on the left side of the screen showing you the context of the error. You can work with this task pane in the following ways: Spell Checker navigation keys
Tip: To work faster in the "Spelling and Grammar" task pane use the shortcut key for the button you wish to press. In the task pane you only press the letter. You do not have to press the ALT key in combination with the shortcut key. Check spelling and grammar errors as you workYou can check spelling and grammar errors as you work in a document by setting Word to show errors and by setting SuperNova to announce errors. Errors can be announced by speech and indicated on a Braille display. Show errors in WordTo show errors in a document:
Word saves the changes and closes the dialog box. Announce errors in WordTo set SuperNova to announce errors:
You can also show spelling and grammar errors on a Braille display by using Enhanced Character Mode. You will find the settings for this in the "Braille" menu, "Character" submenu. Enhanced Character Mode will show spelling and grammar errors with a dot 8. Look up suggestions as you workTo look up Word suggestions to spelling and grammar errors as you are working in a document:
Word also includes a hot key that will jump you to the next reported error in the document and automatically open the context menu. The hot key for this action is ALT + F7. Show a list of spelling or grammar errorsYou can display a list of spelling and grammar errors in a document by using the SuperNova Item Finder. This requires you to set Word to show spelling and grammar errors in a document. See "Show errors in Word" to learn how to set Word to show errors. To show a list of spelling or grammar errors and then go to the error:
Look up a word in the ThesaurusWord includes a Thesaurus. You can use the Thesaurus to look up words that have a similar meaning to a word in a document. To use the Word Thesaurus:
Section 15: RevisionsRevisions allow you to keep track of changes you or others make to a document. You can then review, accept or reject the proposed changes made to the document before final publication. Word calls this feature "Track Changes". Turn Track Changes on and off.The "Track Changes" option is available in the "Review" tab of the Ribbon. You can also turn "Track Changes" on and off by pressing CONTROL + SHIFT + E. Notes:
Add the Track Changes status to the Word Status BarYou can add Track Changes to the Word Status Bar. This will indicate whether Track Changes is turned on or off. To do this:
You can read the Status Bar by pressing the SuperNova Access Suite and SuperNova Screen Reader Read Status hot key. Note: This hot key differs depending on the SuperNova Hot Key Set you are using. If you are using an English keyboard layout then the main alternatives are below.
Review revisionsYou can have SuperNova automatically announce revision marks as you read through a document by turning on "Revisions" in SuperNova's "Text Style Announcements" dialog box. You can also turn on "Revisions" in SuperNova's Braille "Enhanced Characters" to show revision marks as you read through a document using a Braille display. Other ways you can view and find revision marks within a document include using the SuperNova Item Finder and by using Quick Navigation Keys. To view a list of revisions within a document:
To move to revision marks using Quick Navigation keys:
Accept or reject revisionsYou must accept or reject revisions in a document in order to remove the revision marks from the document. To do this:
Tip: To ensure all revisions are removed from the document, open the Item Finder and review the "Summary" page. The Item Finder will state the number of revisions remaining in the document. Accept or reject all changes in the documentYou can accept or reject all the changes in the document at the same time. To accept all changes:
To reject all changes:
Tip: You can use the Inspect Document feature in Word to ensure all revisions; comments, etc. are removed from the document before final publication. You can find this option by opening the "File" tab, selecting "Info" and then selecting the "Check for issues" button. Section 16: CommentsA comment is a note or annotation that you enter about a piece of text in a document. The comment appears as a balloon in the margins of the document. Add a CommentTo add a comment:
Review CommentsYou can have SuperNova automatically announce comment marks as you read through a document by turning on "Comments" in SuperNova's "Text Style Announcements" dialog box. You can also turn on "Comments" in SuperNova's Braille "Enhanced Characters" to show comment marks as you read through a document using a Braille display. To read a comment you must position the focus by the comment and then press LEFT SHIFT + NUMPAD 0 (or, if you are using the Laptop Universal hot key set, you must press CONTROL + CAPS LOCK + UP ARROW). Other ways you can view and find comments within a document include using the SuperNova Item Finder and by using Quick Navigation Keys. To view a list of comments in a document:
To move to comments using Quick Navigation keys:
To read the comment, press LEFT SHIFT + NUMPAD 0 (or, if you are using the Laptop Universal hot key set, press CONTROL + CAPS LOCK + UP ARROW). Delete CommentsYou must delete Comments in a document in order to remove the comments from the document. To do this:
Delete all comments in the documentYou can delete all the comments in the document at the same time. To do this:
Tip: You can use the Inspect Document feature in Word to ensure all revisions; comments, etc. are removed from the document before final publication. You can find this option by opening the "File" tab, selecting "Info" and then selecting the "Check for issues" button. Section 17: Go places in a documentYou can move quickly through a document with the aid of SuperNova Quick Navigation Keys. To use the Quick Navigation Keys, simply press one of the hot keys listed below. This will move you to the next item in the document. Add SHIFT to the hot key combination to go to the previous item. Quick Navigation Keys
Note: you may find various Quick Navigation Keys failing when working in a protected document. Section 18: Popular Word hot keysGeneral Hot Keys
Format Hot Keys
Cut, Copy and Paste Hot Keys
Break Hot Keys
Undo / Redo Hot Keys
Find Hot Keys
Quick Navigation Keys
Note: you may find various Quick Navigation Keys failing when working in a protected document. Page 4
In this tutorial you will learn how to get around Office 365 Desktop Edition using the keyboard plus the additional features available in SuperNova and ScreenReader that help you work quickly and easily. The tutorial provides step-by-step instructions to complete many common tasks in Word, Outlook, Excel and PowerPoint. And, although the tutorial is based on Office 365, most instructions will apply to other Microsoft Office editions such as Office 2016, 2019, 2021, and later editions. Chapter List
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