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IT made simple...
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1) Accessing Characters and Commands on a Keyboard
Each key on a keyboard can have up to 5 different behaviours or commands. The normal behaviour for a key is to
type a character, however keys can also be assigned actions such as printing. These additional behaviours are accessible
by holding down one of four special keys (called modifier keys) first while pressing a normal key. The four modifier keys that access
the alternative behaviours of a normal key are:
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Modifier Key |
Key Identification |
Typical Use in Conjunction with Other Keys |
Shift key |
Upward hollow arrow |
Typically used to access characters printed above the main key characters or a character's alternative case |
Alternative key |
Alt |
Typically used to access a program's menu and its menu commands via the menu itself |
Control key |
Ctrl |
Typically used to access menu commands directly for commands common to all or many programs |
Windows key |
Windows logo |
Used to access the Windows operating system commands |
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The Alt Key
As mentioned above, the Alt key is typically used to access a program's (aka application) menu commands by activating the menu.
To remember the main use of the Alt key, remember "A for Alt, A for application menu".
The Alt key pressed by itself activates a program's menu for subsequent access via the keys indicated by the main menu items' underlined
letters, or via the four arrow navigation keys.
The Alt key pressed in conjunction with a letter accesses the program's main menu item as indicated by the underlined letter for that main
menu item. To access sub-menu items, just independently press the underlined letter of the sub-menu item.
The Ctrl Key
As mentioned above, the Ctrl key is typically used for direct access to commands (i.e.without activating the program's menu) that are common
to all or many programs. To remember the main use of the Ctrl key, remember "C for Ctrl, C for common commands".
Examples of Key Combinations
- To access the percentage sign, hold down the Shift key and then press the 5 key on the main part of the keyboard (written SHIFT + 5)
- To access the upper case letter R when the Caps Lock is off, hold down the Shift key and then press the R key (written SHIFT + R)
- To access the lower case letter r when the Caps Lock is on, hold down the Shift key and then press the R key (written SHIFT + R)
- To access a program's file menu, hold down the Alt key and then press the F key (written ALT + F)
- To close a program, hold down the Alt key and then press the F4 key (written ALT + F4)
- To access the document print function, hold down the Control key and then press the P key (written CTRL + P)
2) Windows and Windows Programs' Keyboard Shortcut Commands
All the commands for a program such as Microsoft Word are accessible through the program's menu. Some of these
commands are also accessible via the program's various toolbars. Many of the commands also have a
keyboard shortcut command to save time in switching from the keyboard to the mouse to access
the menu or the toolbars.
There are standard keyboard shortcut commands that apply across most of Windows programs including the office suite
of programs as well as Microsoft Windows itself. A useful selection of these keyboard shortcut commands are shown in the following table:
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Action |
Keyboard Command |
Microsoft Windows |
Microsoft Office Programs (e.g. Word, Excel, Powerpoint) |
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General Windows Actions |
Help |
F1 |
yes |
yes |
Select all items or document contents |
CTRL + A |
yes |
yes |
Find |
CTRL + F |
yes |
yes |
Print |
CTRL + P |
yes |
yes |
Close a program |
ALT + F4 |
yes |
yes |
Cycle through open programs (task bar items) |
ALT + Tab |
yes |
- |
Open Windows Start menu |
WINKEY |
yes |
- |
Show the Windows desktop |
WINKEY + D |
yes |
- |
Open Windows Explorer |
WINKEY + E |
yes |
- |
Lock the computer |
WINKEY + L |
yes |
- |
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Copying and Moving Actions |
Cut |
CTRL + X ('scissors') |
yes |
yes |
Copy |
CTRL + C |
yes |
yes |
Paste |
CTRL + V |
yes |
yes |
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Undo Actions |
Undo last action |
CTRL + Z |
yes |
yes |
Redo last action |
CTRL + Y |
yes |
yes |
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Document Actions |
Create new document |
CTRL + N |
- |
yes |
Open existing document |
CTRL + O |
- |
yes |
Save document |
CTRL + S |
- |
yes |
Close a document |
CTRL + F4 |
- |
yes |
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Document Text Actions |
Replace text |
CTRL + H |
- |
yes |
Spell check document |
F7 |
- |
yes |
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Document Text Font Actions |
Toggle bold font on and off |
CTRL + B |
- |
yes |
Toggle italic font on and off |
CTRL + I |
- |
yes |
Toggle font underline on and off |
CTRL + U |
- |
yes |
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If you require training in Microsoft Windows, Microsoft Office or general Windows software, please
get in touch.
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