If you use Excel, Outlook, Word, or PowerPoint every day, keyboard shortcuts can save you a surprising amount of time. The problem is remembering which ones are worth using and where to find them when you need them.
I normally provide these shortcut lists to people who attend my courses, and they are always popular because they are practical and easy to use. To make them more widely available, I have uploaded them here so that you too can download/print these for your use.
In this post, I will share the download links, along with some of my most‑used shortcuts across Microsoft Windows, Excel, Outlook, PowerPoint and Word.
Must-Know Shortcuts
Some keyboard shortcuts are worth learning straight away because you use them constantly. Undo and redo are obvious ones and can save you when you make a mistake or want to step back a few actions. Opening files, saving your work, and printing are also must‑know shortcuts, especially when you are moving quickly between documents or working under time pressure. These small habits add up, helping you work more confidently and spend less time reaching for the mouse.
Keyboard Shortcuts for Undo and Redo
These will save you loads of time by allowing you to quickly Undo (Ctrl + Z) actions you have taken, or Redo (Ctrl + Y) an action if you undid it by accident.
Open a File
This one is used from within Microsoft Excel, PowerPoint and Word and provides two quick ways to open files. Ctrl + O allows you to open a file from the Recent or Favourites list, whilst Ctrl + F12 displays the Open dialog box to allow you to browse your computer.
Save a File
These are used within Microsoft Excel, PowerPoint, or Word and allow you to quickly save a file. Ctrl + S will save any changes you have made whilst F12 will perform a Save as (stop going to the File tab and choose Save as).
Print a File
This one is used from within Microsoft Excel, PowerPoint and Word and provides a quick way to print a file. Press Ctrl + P to display the print preview screen.
Some useful Windows keyboard shortcuts
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Cut, Copy & Paste
Did you know that Cut, Copy & Paste are technically a Windows keyboard shortcut? You can cut (Ctrl + X), copy (Ctrl + C) and paste (Ctrl + V) content between ANY applications on your Windows computer using these gems!
Snipping Tool Shortcut
I LOVE the snipping tool. It helps me create screenshots of my computer screen at the press of a button. Want to open the Snipping tool quickly? Press the Windows key plus Shift and S.
Emoji keyboard shortcut
Have you discovered the Emoji library yet? The Emoji library is part of Microsoft Windows and allows you to insert an emoji in lots of different locations. Essentially anywhere you can enter text, will let you use the emoji library. Press the Windows key and then full stop key. Give it a try!
Screenshot Shortcut
Want to capture a screenshot of the entire window or just an active program window? To take a screenshot of the ENTIRE window including the Taskbar and system clock, press the Windows key and Print Screen (sometimes abbreviated to PrtScn on your keyboard). To take a screenshot of only the selected/active application window, press Alt + Print Screen.
Note: Some keyboard brands use different combinations for using Print screen and may even have a special dedicated button for it (like my DELL keyboard does).
Switch between open windows
Most of us have about a dozen windows running on our computer at any given time. Dual screens have certainly brought us a long way but an even bigger helper is the ability to switch active windows without the mouse. Hold down Alt (with your thumb) and press Tab with your pointer finger.
Now you see ALL the active windows you have open and you can move between them by pressing the Tab key once at a time. Release the Alt key when you’ve selected the window you want to go to.
Open File Explorer
Do you use File Explorer a lot to access content? Don’t use the mouse to open it 100 times a day, use the keyboard shortcut! Simply press the Windows key and the letter E (for Explorer!).
Excel Shortcuts
Microsoft Excel is by far one of the most common programs used in business. It is important to ensure that you are using Excel it it’s full potential, and one aspect that always helps to improve productivity is the use of keyboard shortcuts.
People are often surprised by how much faster they can work once they stop relying on the mouse for everything. Simple shortcuts for moving around a worksheet, selecting data, editing cells, and formatting can make a big difference, especially when you are working with large spreadsheets.
These are the shortcuts participants in my Excel courses hear about the most, and they are often the ones that quickly build confidence and speed.
Word Shortcuts
Microsoft Word is another program that most people use every day, often without realising how much faster it can be with the right keyboard shortcuts. Word is usually used for creating and editing documents, so shortcuts that help with selecting text, formatting, copying and moving content can make everyday tasks much easier.
Once people start using keyboard shortcuts instead of the mouse, they often notice a big improvement in speed and accuracy, especially when working with longer documents. These are the shortcuts I regularly cover in my Word courses, and they are the ones that help participants work more confidently and keep their focus on the content rather than the clicks.
Outlook Shortcuts
Microsoft Outlook is a program many people use all day, every day, which makes keyboard shortcuts especially valuable.
Shortcuts for creating and replying to emails, moving between folders, managing messages, and working with the calendar can significantly reduce the time spent clicking and searching.
Once people start using Outlook shortcuts, they often find they can stay on top of their inbox more easily and work with less interruption. These are the shortcuts I regularly share in my Outlook courses, and they are the ones participants appreciate the most because they help bring a sense of control and efficiency to everyday email and calendar tasks.
PowerPoint Shortcuts
Microsoft PowerPoint is often used under time pressure, whether you are building slides for a meeting, training session, or presentation. Keyboard shortcuts can make a big difference when creating and editing slides, formatting text, aligning objects, and running slide shows. These shortcuts help reduce repetitive clicking and make it easier to stay focused on the message rather than the mechanics.
Once people start using PowerPoint keyboard shortcuts, they usually feel more confident working with slides and layouts, especially when making last‑minute changes. These are the shortcuts I regularly share in my PowerPoint courses, and they are the ones participants find most useful for working faster and presenting more smoothly.
Keyboard shortcuts are one of the easiest ways to work faster without changing how you work. You do not need to learn everything at once. Even picking a few shortcuts and using them regularly can make a noticeable difference.
Feel free to download the shortcut lists above, keep them nearby, and refer to them as you go. These are the same resources I share with course participants, and I hope they help you feel more confident, efficient, and in control of your everyday work.