Function Key – Keyboard Shortcuts of Microsoft Excel

Function key keyboard Shortcuts which can be used in MS-Excel. Function keys are not often used, even by people who use keyboard shortcuts. But they can simplify your work. The shortcuts are divided in sections for your reference. The operations in Office 2003 and 2007 are explained.

Shortcut Function Keys for MS- Excel:

F1: If used by itself the [F1] key opens the Excel help file irrespective of the application version.

CTRL + F1: Either displays or hides the ribbon in Excel 2007. In 2003, it shows or hides the current task pane.

ALT + F1: It creates a chart on the basis of the data selected in either versions of Excel.

ALT + SHIFT + F1: Inserts a new sheet in the workbook.

F2: It helps to append data to a cell.

SHIFT + F2: Enables a user to add comments to a cell.

ALT + F2: Displays the "Save As…" dialog box which is used to save a file for the first time.

CTRL + F2: It displays the "Print Preview" window in Excel 2007.

SHIFT + F3: Enables you to insert functions as required.

CTRL + F3: Opens the "Name Manager" dialog box in Excel 2007 and the "Define Name" dialog box in Excel 2003.

SHIFT + CTRL + F3: Opens the "Create Names" dialog box.

F4: It repeats the last action. If you have relative cell reference in a cell, select the reference in the formula bar and press [F4] to convert it to absolute reference (i.e. from =A1 to =$A$1). Press [F4] repeatedly to fix the rows and columns referenced. (i.e. =$A1 or =A$1)

CTRL + F4: Closes the application.

F5:  A shortcut to display the "Go To" dialog box.

CTRL + F5: Restores the container window size.

SHIFT + F5: Open the "Find and Replace" dialog box.

F6: It enables you to toggle between different sections of your spread sheet. It works best with split panes in your worksheet.

F7: Enables "Spell Check".

F8: Enables or disables the "extended mode" in Excel 2007, which allows you to select cells with the arrow keys instead of navigating with them.

ALT + F8: Enables the "Macro" dialog box in Excel 2003.

CTRL + F9: It minimizes the current workbook. 

F10: In Excel 2007, it displays the ribbon hotkeys. In Excel 2003, it enables you to select the menu commands.

CTRL + F10: It maximizes or restores the window.

F11: Creates a chart on a separate sheet.

F12: Opens the "Save As…" dialog.

How to Prevent Automatic Table Formatting in Word Documents

Microsoft Word at times automatically changes the column width of a table at its own discretion. This jumbles up the entire page layout. You can always prevent automatic table formatting in Word documents. The procedure to do so is as follows..

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  Right-click any one cell of the table in the document and select the ‘Table Properties’ context command.
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  Go to the ‘Options’ button in the ‘Table’ tab  and remove the check mark in front of the option ‘Automatically resize to fit contents’ in the next dialog box, i.e., ‘Table Options’.

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  Then close all opened dialogs with ‘OK’.

After this, Word will not adjust the column width of this table on its own.

Note: The changed option works for the current table only. If required, you will have to configure the setting for every table separately.

How to Record Narrations/Voiceover for Slides in PowerPoint

MicroSoft PowerPoint lets you record a narration or voiceover for slides, which can be useful if you’re not making your presentation to a live audience. The narrations for slides will make the slideshows more interesting and lively. In order to record a narration,

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  First click the Slide Show tab in the ribbon.
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  Click the Record Narration icon.
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  Here you have the option to change the Microphone volume, quality, and where the file should be saved.
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  Click OK once you’re done with the changes.
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  Click the Current Slide button if you want to record a voiceover starting from the current slide, or click the First Slide button if you want to start from the very beginning.
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  The slideshow will then start and you can start speaking into the microphone.
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  Click to switch to the next slide and continue speaking as necessary.
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  When all the slides are done, you’ll be asked whether you want to save the timings for each slide.
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  Click Save and you can now present your slideshows with narrations.

How to Add Voice Annotations / Audio Files to your Text in Word Documents

Microsoft Word allows you to easily add voice annotations to your text document. An annotation is a note or a special instruction that is added along with the document. It is an audio file which can be inserted into the document. These are mainly helpful in making guides or tutorials.

However,MicroSoft Word offers you an option to add annotations in the form of an audio file. This file may be any prerecorded file, or a brand new recording. In this tip we will show you how you can easily add a voice annotation, by recording it.
To do so, simply follow these steps.

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  Position the cursor accordingly.
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  Click the "Insert" menu.
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  Select "Object".
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  Click the "Create New" tab in the "Object" dialog box.
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  From the "Object Type" list, select "Wave Sound".
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  Click "OK".
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  The Microsoft Sound Recorder automatically opens.
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  Click the "Record" button, to start recording your voice annotation.
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  To stop the recording, click the "Stop" button.