WORD, EXCEL, PPT: Creating Hyperlinks

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How To Insert Hyperlinks

Hyperlinks add the capability of moving from one position to another quickly and easily, such as linking to another slide, another file, or even to a web site.

  1. Highlight the text or graphics to link
  2. Insert Tab > Links command group > Hyperlink
  3. Choose the target (Place in this document)
  4. Choose the slide

Once a link has been followed, the linked text will change color. You may want to create a “Return” hyperlink.

One advantage of hyperlinking to a separate file is that the size of the presentation file remains smaller than if the file was inserted into the presentation. A disadvantage of linking separate files is that if the name of the linked document changes or if it is moved into a different directory, the link will be broken and the information will not be accessible.

Interesting CTRL commands

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CTRL+Q quits your application!

CTRL+W closes your file and will prompt you to save your file if necessary.

CTRL+SHIFT+C copies the format of the text (click in the text)

CTRL+SHIFT+V is the format painter (click in the text)

POWERPOINT, WORD & EXCEL: Screen Clipping Saves the Day


Screenshot feature in 2010 allows you to instantly copy an image from any open program.  There are two ways you can use Screenshot. The first option allows you to choose one of the opened program and insert the entire screen image (this is exactly like a Print Screen). The second option allows you to go directly into the opened program that you came from and clip a portion of that screen.

Screenshot is more efficient than Cropping since cropping keeps the entire image in the application even though you hid parts of it.  Also, if you want to save that portion as a .jpeg file, unfotunatley, the ENTIRE image is saved.

To capture a screenshot as a Print Screen:

  1. Make sure you have one or more program(s) opened.
  2. Go to the Insert tab.
  3. Click on the Screenshot icon under the Illustration group.
  4. Click on one of the thumbnails that represent the opened files. (Tip: Hover your mouse pointer over a thumbnail to see the filename and application of the potential screenshot.
  5. The screen image is now inserted into the application that you are working on.

To clip a portion of the opened program.

  1. Click on the opened program and then immediately go back into the application you are working on.
  2. Go to the Insert tab.
  3. Click on the Screenshot icon under the Illustration group.
  4. Click on Screen Clipping.
  5. This action will place you immediately into the application that you came from.
  6. WAIT for the screen to go WHITE.
  7. A crosshatch will appear. Click and drag and select the portion of the screen you ONLY want.
  8. The selected item is now inserted into the application that you are working on.


POWERPOINT: Function Keys


PowerPoint Function Keys:

Function key Action
[F1] Displays either Microsoft PowerPoint Help or the Office Assistant (depending on your PowerPoint settings).
[F2] Changes the object selected from the text box to the text within the text box, and vice versa. (Only works with text and text boxes.)
[F4] Repeats the last action performed.
[F5] Changes the current view to Slide Show view.
[F6] Moves the mouse insertion point to the next pane.
[F7] Checks your presentation for spelling errors.
[F10] Activates the menu bar. Use the left and right arrow keys to navigate to a menu item; press [Enter] to open an item’s dropdown list; use the up and down arrow keys to navigate to an item on a dropdown list; and press [Enter] to activate a command.
[F12] Launches the Save As dialog box.

Below table lists key combinations for even more convenience. These shortcuts use the Function keys combined with other keys to create quick results.

Key combination Action
[Shift][F1] Launches context-sensitive help. A large question mark appears along with your insertion point when this is activated—click on any menu item or toolbar object for a short explanation.
[Alt][F2] Launches the Save As dialog box.
[Shift][F3] Changes the case of the selected text
[Shift][F4] Repeats last Find (Find Next) operation after the Find dialog box has been closed.
[Ctrl][F4] Closes the active window.
[Alt][F4] Closes PowerPoint.
[Ctrl][F5] Restores the active presentation window size. Use with [Ctrl][F10] to shrink and enlarge the active window within PowerPoint.
[Alt][F5] Restores the application window size Use with [Alt][F10] to shrink and enlarge the PowerPoint application window.
[Shift][F6] Makes the previous pane active. Use with [F6] to navigate through panes.
[Ctrl][F6] Makes the next presentation window active. Use with [Ctrl][Shift][F6] to toggle through open presentations.
[Ctrl][Shift][F6] Makes the previous presentation window active.
[Shift][F10] Displays the selected object’s shortcut menu.
[Ctrl][F10] Maximizes the active presentation window size.
[Alt][F10] Maximizes the application window.
[Ctrl][Shift][F10] Activates the menu bar.
[Alt][F11] Launches the Visual Basic Editor (VBE).
[Ctrl][F12] Launches the Open dialog box.
[Ctrl][Shift][F12] Launches the Print dialog box.

WORD, EXCEL, and POWERPOINT: Copy and Paste Commands


Here is a table that will help you remember different ways when you are copying and pasting.