KF COM8lNA1lONS

Key combinations perform specific commands. They are unrelated to the Ribbon or other things that you see on
screen. The keys need to be pressed together to trigger the action and most, but not all, involve pressing CTRL plus
other keys (for example, CTRL+C to copy).
Key combinations have mainly not changed in the 2007 Office release, and will work the same way as previously.
The Quick Reference Card at the end of this course contains links to Help topics where you can find information
about all types of keyboard shortcuts and lists of key combinations.
s soon as you press ALT, you see little labels, or badges, pop up showing the Key Tips for all the tabs. After you
press a key to activate a particular tab, the badges showing the Key Tips for the commands on that tab appear. n
other words, you see only one layer of Key Tip badges at a time, and you must choose an option before you see any
more.
Key Tips are a great way of using keyboard shortcuts, because you have a constant reminder on screen of what keys
you need to press. No memorizing is necessary.
If you use a screen reader Key Tips should be available to your screen reader through a technology known as
Microsoft Active Accessibility (MSAA).
n addition to Key Tips, there's another way of using sequential keystrokes to move around the Ribbon. First, you
must press the ALT key, just like with Key Tips, to move the focus from the document to the Ribbon. Then you can
move around by using the arrow keys.
O The LEFT ARROW and RGHT ARROW keys move you to the adjacent tabs.
O The UP ARROW key moves the focus to the "uick Access TooIbar. (From there, use the LEFT ARROW
key to move to the Microsoft Office Button.)
O The DOWN ARROW key moves you into the active tab, where you can move further using the other arrow
keys.
The major improvement over previous versions of Microsoft Office in moving around the screen with the arrow keys is
that you can use them to move up and down as well as side to side.
You'll get to see exactly how you can move around in the Ribbon in the practice session. Navigating around like this
is a great way to get to know the Ribbon.
Tip Once you start moving around the Ribbon like this, the Key Tip badges disappear. Get them back by pressing
ALT twice.
ou can also navigate the Ribbon by using the TAB key. After you press ALT to move the focus to the Ribbon,
pressing the TAB key cycles through all the commands on the active tab, group by group.
After cycling through the last group of commands on the tab, the TAB key moves the focus to the HeIp button,
the Microsoft Office Button, and the "uick Access TooIbar, and then back to the first group on the tab.
Press SHFT+TAB to cycle through the commands in the opposite direction.
When the focus is on the command that you want, press ENTER to select it.
You can get to different areas of the program window by pressing F6. For example in Outlook, in Mail view, the focus
moves between the folder list, the open folder, the preview pane, and the To Do Bar. The picture above illustrates
this movement around the Outlook window.
n the programs with the Ribbon, F6 cycles between all the areas of the window including any open task panes, the
status bar at the bottom of the window where you'll find the Viewcontrols, and the Ribbon. For example, if you wanted
to zoom in on your document you would:
1. Press F6 until the focus was in the status bar.
2. Press the TAB or RGHT ARROW key to move to the + (plus) command.
3. Press ENTER.
Note f you use F6 to access the Ribbon, Key Tips appear just as if you had pressed ALT. The advantage of ALT
is that it's quicker you don't have to cycle through several other areas before getting to the Ribbon.
You learned a little about the Microsoft Office Button in the first lesson. This new button is at the top left of the
window (just where the FiIe menu was), and you can get there by using Key Tips, the TAB key, or arrow keys. There
are Key Tip badges (and also underscored letters) in the menu to show you which letters to press to use a command,
just as there were on menus in previous versions of Office.
Here's a brief list of other keystrokes you need for moving around. Don't worry about remembering them all now;
some you'll use in the practice session, and they're all included in the Quick Reference Card:
O Use the TAB key and arrow keys to navigate a dialog box.
O Activate a command by pressing ENTER. n some cases, this opens a gallery or menu so you can choose
what you want and then activate it by pressing ENTER again. For some commands, like the Font box,
pressing ENTER puts the focus in the box so you can start typing, or use the arrow keys to scroll through
lists. Once you've got what you want, press ENTER again.
O CTRL+TAB cycles through the tabs in a dialog box.
O SPACEBAR selects and clears check boxes.
O SHFT+F10 opens the shortcut menu, which opens when you right-click an item.
O ESC closes an open dialog box or shortcut menu. f nothing is open, it takes the focus away from the Ribbon
and back to the main document.
O To close a task pane, first press CTRL+SPACEBAR to open the task pane menu. Then press C to
select Iose on the menu.
O ALT+F4 (pressed simultaneously) closes the active window.
O F1 opens the Help window.
O f you are a keyboard shortcut expert and you've been using the menu shortcuts in Microsoft Office for
years the ones that started with ALT and you know them all by heart, you may be alarmed that the
menus and the old shortcuts have gone. Take heart! The new Ribbon and shortcuts may take a little time to
learn, but once you know them you'll appreciate the new features.
O f you're still unconvinced and you just want your old shortcuts back, then rest assured: Most of them will still
work. However, you'll need to know the full shortcut from memory. There are no on-screen reminders of
what keys you need to press.
O Here's how it works. n the previous version of Office, you pressed ALT, E to open the ditmenu, and then
you pressed the underlined letter in a command on the menu. n the 2007 Office system Ribbon programs,
when you press ALT and then one of the old menu keys, you won't open a menu. nstead, you'll see a
message telling you that you're using an Office 2003 access key and to press ESC to cancel. f you know
the key sequence you want, you can just carry on and initiate the command. Otherwise, do as the box says
and press ESC to see the Key Tip badges. There's a link to more information about this in the Quick
Reference Card.

key combination shortcut is a set of keystrokes that, when pressed together, initiate an action. This is the quickest
way to use the keyboard. t's slightly faster than Key Tips, but you do have to memorize the keys.
A major advantage of key combination shortcuts is that most of the common ones are the same across the Office
programs, whether they have the Ribbon or not, and they're the same as in previous versions of Office.
To continue reading this lesson on your own, click Next.
Most combination keyboard shortcuts use the CTRL key. For example, CTRL+C is copy, and CTRL+V is paste.
These are good examples of shortcuts that do the same thing across most Microsoft Office programs.
There are a few exceptions to the CTRL rule. One of the most notable is ALT+S for sending an e-mail message in
Outlook.
You can see the shortcuts when you're using a mouse: f a shortcut is available, it is displayed in a ScreenTip when
you rest the mouse pointer over a command. You will find that the more frequently you use the shortcuts, the less you
have to look them up, and you'll soon become very familiar with shortcuts that you use every day.
Even if you're usually a mouse user, once you know some shortcuts you'll discover the speed and efficiency of using
keystrokes instead of the mouse. Rather than moving your hand off the keyboard continually to use the mouse, use a
few keystrokes and you'll quickly finish the task. See the Quick Reference Card for a complete list of key combination
keyboard shortcuts.
Note n Word, it is possible to assign a shortcut key to complete entire commands and macros, for example to
change the font of text. See Help to learn more about this feature.
Stretch those fingers. Now try working with some text in PowerPoint using just combination keyboard shortcuts.
Although this practice session uses PowerPoint, the combination keyboard shortcuts it uses are valid in most Office
programs.
ABOUT THE PRACTCE SESSON
When you click Practice in PowerPoint, a practice presentation will download to your computer and open in
PowerPoint, and a separate window with practice instructions will appear.
Note You need to have PowerPoint 2007 installed on your computer.

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