Cheat Sheet

Office for iPad and the Mac For Dummies Cheat Sheet

From Office for iPad and Mac For Dummies

By Peter Weverka

You can work faster in your Office programs by having the keyboard shortcuts for common tasks at your fingertips. You can also work smarter by customizing the Standard toolbar to suit your needs. For the files you create, adding visual elements — charts, graphics, shapes, and the like — conveys more information and makes your documents more interesting.

Keyboard Shortcuts for Office 2011 for the Mac

No matter which Office 2011 for the Mac application you’re working in, these keyboard shortcuts can help you work faster. Next time you want to do one of these tasks, do it by pressing the Command key and a letter, as follows:

Task Keyboard Shortcut
Create a new file Command+N
Open a file Command+O
Save a file Command+S
Print a file Command+P
Undo your latest action Command+Z
Repeat your latest action Command+Y
Find text Command+F
Select everything in the file Command+A
Minimize the window Command+M

Adding Visual Elements to Office 2011 Files

Word 2011 documents, Excel 2011 worksheets, and PowerPoint 2011 slides are much more attractive and communicate more when you include visual elements. Office 2011 offers commands for creating these visual elements:

  • Charts: A chart is an excellent way to present data for comparison purposes. The pie slices, bars, columns, or lines tell readers right away which business is more productive, for example, or who received the most votes. Go to the Charts tab to begin creating a chart.

  • Diagrams: A diagram allows readers to quickly grasp an idea, relationship, or concept. Instead of explaining an abstract idea, you can portray it in a diagram. Go to the SmartArt tab to create a chart.

  • Shapes and lines: Shapes and lines can also illustrate ideas and concepts. You can use them for decorative purposes, too. To draw shapes and lines, click the Media Browser button on the Quick Access toolbar, click Shapes in the Media Browser, and select a shape. Then drag with the mouse to draw your shape.

  • Pictures: A well-placed picture or two can make a newsletter, brochure, or slide that much more attractive. Click the Media Browser button on the Quick Access toolbar and choose an option to insert a photo from your computer, a picture from an online source, or a clip-art images.

After you insert a visual element, go to the Format tab to make it look just right.

Rearranging the Standard Toolbar in Office 2011

No matter where you go in an Office 2011 application, the Standard toolbar appears above the Ribbon. It offers buttons that you can click to do common tasks. Is the Standard toolbar too crowded for your taste? Do you want to rearrange the buttons on the Standard toolbar?

To make better use of the Standard toolbar, choose View→Toolbars→Customize Toolbars and Menus. You see the Customize Toolbars and Menus dialog box. As long as this dialog box is open, you can do the following to the Standard toolbar:

  • Remove a button. Drag the button off the toolbar.

  • Rearrange the buttons. Drag buttons to the left or right to change their positions on the toolbar. Put the buttons you click most often in positions on the toolbar where you can find them easily.

If your experiments with the Standard toolbar go awry, you can get the original toolbar back. To do so, choose View→Toolbars→Customize Toolbars and Menus, and in the Customize Toolbars and Menus dialog box, select the Standard toolbar and click the Reset button.