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Admins' Favorite Keyboard Shortcuts to Work Faster and Smarter

Master the office tech skills you need to succeed
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Office Management

Admins' favorite keyboard shortcuts to work faster and smarter

Whether it's a speedy way to create a bar chart or a trick for switching from one window to the next, keyboard shortcuts can help even the experienced admin knock out work faster.

Software shortcuts and time-saving tips for the beleaguered admin.

Here are a few of our readers' favorites:

1. Jump to the beginning of any Microsoft application by pressing Ctrl + Home. "It's probably my most-used shortcut," says Karen R.

2. Create a simple bar chart within a set of data in Excel by pressing F11 in any cell.

3. Switch from one window to the next with Alt + Tab.

4. Using F4 to repeat your last action is definitely a time saver in Microsoft Word, says Brandy. "Say you're changing the font in certain areas of a document. Once you change the first section, you can highlight the next section and simply use your F4 command to copy the changes."

5. Move to another page quickly with the F5 key, which brings up the Go To box, recommends Judy.

6. Take advantage of the shortcut power of macros. "For example, I like only one space after the end of a sentence," says Sandy, "but many documents come to me with two spaces. I have a macro to take care of that."

Knowing today's office software programs is no longer a "nice-to-have" skill. It's a "GOT-to-have" ability. And admins who don't have it are finding themselves falling behind … getting fewer promotions … and making less money. That's why we publish the best-selling 59 Technology Tips for the Administrative Professional. Get your copy today!

7. "Some of my favorite keyboard shortcuts in Word are those that control the appearance of text," says Margaret. Examples: Control + [ to decrease font size one point at a time, and Control + ] to increase font size one point at a time.

8. File away emails, once you've read them, by pressing Shift + Enter + V to pull up your Folders, says Linda. Type in the first few letters of a folder name to call it up, and then hit Enter.

9. Make up your own shortcuts with ShortKeys Lite, recommend Stephen and Brandy. (Other similar software recommended by admins: AutoHotkey and Keyboard Express.)

"Sometimes I have to enter the same paragraph or contract section in many documents," says Stephen. "By assigning a shortcut key to them, I can quickly move from one document to another."

10. Lock your keyboard with Windows Key + L, and minimize your screen with Windows Key + M, says Patty.

11. Generate white space between paragraphs (12 pt. of spacing) in Word and Outlook by pressing Ctrl + Shift + 0 (zero), says Nirma, a self-described "avid shortcut user."

She also uses Ctrl + M to increase an indent, and Ctrl + Shift + M to decrease an indent.

What if there were a way to instantly improve your office tech skills? And what if you could have these technology tips at your fingertips? Well, there is – and you can – with our all-time top-seller 59 Technology Tips for the Administrative Professional.

Time was, a secretary had to be pleasant, organized and type well. But times have changed – and so has your job. Today's administrative professional needs to be well-versed on today's (and tomorrow's!) office software. That's where 59 Technology Tips for the Administrative Professional can help. You'll discover:
  • How to turn Word into a design program
  • 59 Technology TipsFeatures in Outlook you never dreamed of
  • Techniques to help you excel in Excel
  • Experts-only secrets of Adobe Acrobat
  • Ways to get the most out of your Google searches
  • Smartphone apps that are helpful, fun and (often) free!
  • And many, many more
Never again will you feel lost in the cyber-wilderness. With a little help from 59 Technology Tips for the Administrative Professional, you'll soon be the "go-to" person in your office for answers to tech questions. You may even become the person the boss goes to – to give a promotion! Get your copy today!
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