Essential Microsoft Office Tips to Work Smarter
Small changes to the way you use everyday software can save time and make routine tasks easier. Whether you're preparing reports, managing spreadsheets, creating presentations or keeping on top of emails, knowing a few useful Microsoft Office shortcuts can help you work more efficiently.
Note: These tips are primarily for Microsoft Office on Windows. Some features and shortcuts vary depending on your Office version and whether you're using classic or new Outlook.
Here are ten practical tips to help you get more out of the tools you use every day.
Microsoft Office
1. Delete a whole word at a time
Instead of repeatedly pressing Backspace to delete a word, place your cursor at the end of the word and press Ctrl + Backspace. The word to the left of your cursor will be deleted.
This is particularly useful when editing reports, documents and emails.
2. Change font size quickly
Select the text you want to change, then press Ctrl + Shift + > to increase the font size or Ctrl + Shift + < to decrease it.
This can be quicker than navigating through the font-size menu when formatting documents.
3. Select text without reaching for your mouse
Keyboard shortcuts can make editing long documents easier. For example, hold Ctrl + Shift and press the Up Arrow or Down Arrow to extend your selection by paragraph.
This is useful when reorganising sections or editing blocks of text.
Microsoft Excel
4. Open several Excel files together
If you need to work with several spreadsheets, you can open them together from Windows File Explorer.
Select the files you want to open, then press Enter. Windows will open the selected files using their associated applications.
This is handy when comparing data across different workbooks.
5. Navigate large worksheets quickly
Use Ctrl + an Arrow key to move to the edge of a data region in that direction.
For example, Ctrl + Down Arrow moves towards the bottom edge of the current data region in the column. This can save time when working with long lists, tracking sheets or large datasets.
6. Select your worksheet data
Press Ctrl + A to select the current data region or, in some circumstances, the whole worksheet. The exact selection depends on where your active cell is and how your data is arranged.
Alternatively, click the small triangle at the top-left corner of the worksheet, where the row numbers and column letters meet, to select the entire worksheet.
This is useful when applying formatting or preparing data for further work. Take care when applying changes to a large selection.
Microsoft PowerPoint
7. Turn a SmartArt graphic into individual shapes
SmartArt is useful for creating process diagrams, organisational charts and visual explanations. If you need more control over the individual elements, you may be able to convert the graphic into separate shapes.
In PowerPoint, select the SmartArt graphic and look for the conversion option on the SmartArt Design tab. The available commands can vary by version, so check your version's ribbon before making changes.
Tip: Save a copy of your presentation first. Converting SmartArt can remove some of the convenience of editing the diagram as a single SmartArt object.
8. Use Undo while experimenting with layouts
Made a formatting change that doesn't look right? Press Ctrl + Z to undo your most recent action. You can press it repeatedly to reverse several recent changes.
Use Ctrl + Y to redo an action you've undone, where supported.
These shortcuts are useful when adjusting layouts, formatting slides or experimenting with presentation designs.
Microsoft Outlook
9. Make an email easier to read
If an email is difficult to read, look for the zoom control when viewing the message in a separate window. In versions that support it, you can use the zoom slider or the Zoom option to enlarge or reduce the text displayed.
The available controls differ between classic Outlook, new Outlook and Outlook on the web. Changing the zoom may affect only the current message rather than every email you read.
10. Create a quick note in classic Outlook
Need to jot down a reminder or capture a thought while working? In classic Outlook for Windows, press Ctrl + Shift + N to create a new note.
You can type your note, leave it open on screen and move it wherever it's convenient. To find saved notes later, open the Notes area in Outlook's navigation options.
This shortcut is specific to classic Outlook and may not be available in new Outlook.
Work smarter, not harder
You don't need to learn every keyboard shortcut to make your working day more efficient. Start with one or two that suit the tasks you carry out regularly, practise them until they become familiar, and build from there.
Small improvements can make routine tasks easier, leaving you with more time to focus on the work that needs your professional knowledge and attention.
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