Some Keyboard Shortcuts and Tips for Tools Commonly Used for Software Requirements

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I have been collecting some keyboard shortcuts and tips over the last few months for tools I use frequently for software requirements work.  I recently posted these to our intranet and thought I would share them on our ArgonDigital Blog.

Requirements Analysts use many tools but among the most commonly used are Excel, Visio and Word. Frequent users of these tools will be familiar with many of these keyboard shortcuts, but take a look anyway. You may find a useful keyboard shortcut that is new to you. I am currently running Microsoft Office 2007 for Excel, Word and Visio and Microsoft Windows XP Professional 2002, but many of these keyboard shortcuts have been around longer than the 2007 version of Microsoft Office.

In the tables below, I use “+” to mean “simultaneously”. For example, “Ctrl + C” means “hold the Control key and the C key down simultaneously”.

Excel:

TAGShortcutTo Do….
ShortcutF1Help
ShortcutF4Repeat last command (E.g. use after inserting a new row)
ShortcutF7Spell Check
ShortcutCtrl + 1Display the Format Cells dialog box
ShortcutCtrl + 5Strikethrough selected text
ShortcutCtrl + ASelect ALL — from current position to BOF and EOF. Note that a blank row will be interpreted by Excel as BOF or EOF.
ShortcutCtrl + FBring up Find/Replace dialog box.
ShortcutCtrl + ZUndo last action
ShortcutHome KeyReturn to the beginning of the row
ShortcutCtrl + ; (semicolon)Enter the date
ShortcutCtrl + Shift + : (colon)Enter the time
ShortcutAlt + ‘ (apostrophe)Find out about the style within the cell. (Note: cell must have data)
ShortcutCtrl + Shift + ~Apply the general number format
ShortcutCtrl + Shift + $Turn numbers into dollars
ShortcutCtrl + Shift + %Make numbers a percentage

Visio: 

TAGShortcutTo Do….
ShortcutF1Help
ShortcutF5Full screen mode
ShortcutF6Toggle through Open Active Shapes Menu
ShortcutF7Spell Check
ShortcutCtrl + FBring up Find dialog box
ShortcutCtrl + ZUndo last action
Tip Customize Tool Bars:
1. Go to Tools Menu
2. Select Customize
3. Drag command or menu to a tool bar.Recommendation: Add commonly used alignment and grouping commands to tool bar.
Bug Workaround Problem: Ctrl-C of a diagram will often not correctly copy to Word the box and line attributes such as color and line width.Workaround: Use the Menu -> Edit -> Copy Drawing command.

 

Windows:

TAGShortcutTo Do….
ShortcutWin Logo Key +LLock Computer:Equivalent to  CTRL-Alt-Del and then selecting “Lock Computer”
ShortcutAlt + TabBrings up “Alt-Tab” dialog to switch between open applications in clockwise order. Keep tabbing while holding the Alt key to select application once Alt key is released.If you add the Shift Key during the above, the order reverses to counter-clockwise.

Word: 

TAGShortcutTo Do….
ShortcutF1Help
ShortcutF4Repeat last command
ShortcutF5Bring up Find/Replace/Go To dialog
ShortcutF7Spell Check
ShortcutShift + Arrow Key orEnd Key or Left MouseSelect a range of text:
Shift +  Any Arrow key — selects from cursor in direction of arrow key strike(s)
Shift + End Key — selects from cursor to end of line
Shift + Left Mouse key — selects from cursor to new mark set by Left Mouse key
ShortcutLeft Mouse Key double-clickSelect word containing cursor
ShortcutLeft Mouse Key triple-clickSelect paragraph containing cursor
ShortcutCtrl + ASelect all the text within your document
ShortcutCtrl + FBring up Find/Replace/Go To dialog
ShortcutCtrl + CCopy selected text
ShortcutCtrl + XCut selected text
ShortcutCtrl + VPaste selected text
ShortcutCtrl + ZUndo last action
ShortcutCtrl + BBold text of word containing cursor
ShortcutCtrl + IItalicize text of word containing cursor
ShortcutCtrl + UUnderline text of word containing cursor
ShortcutCtrl + Shift + <Decrease font size of word containing cursor
ShortcutCtrl + Shift + >Increase font size of word containing cursor
ShortcutCtrl + Shift + F, then use the arrowkeys or left mouse key to reach the new fontChange font
ShortcutCtrl + EnterCreate page break
ShortcutCtrl + WClose a document
ShortcutCtrl + SSave a document
ShortcutCtrl + PPrint a document
ShortcutAlt + Ctrl + IPreview what you’re about to print
ShortcutCtrl + Alt + Minsert comment
ShortcutShift + F3Word capitalization — This is a 3 way toggle of selected text: no caps, cap first letter, all caps
ShortcutCtrl + A then F9To update all fields in a document:
Select All (Ctrl + A or click ‘Select All’ on the Edit menu) and then press F9. This will regenerate all fields including TOC, tables of figures and all cross-references in the document.
Bug workaround Problem: Sometimes the Spell checker gets stuck using a ‘French’ Dictionary when the language used is English:Workaround:
1. Control Panel -> Regional Language Options -> check that all options set to English
2. In Word: Review Menu -> Proofing section -> Set Language Icon -> set to English and set default.
3. If #2 doesn’t work, then Select entire document and do it again. (Word can support a different spell check language per paragraph)
Bug workaround Custom Caption labels do not persist across sessions.Problem: If you have created custom caption labels (e.g. Model, Use Case, DAR), Word does NOT save the custom labels across sessions. You don’t lose existing items tagged with these custom labels when you re-open your Word doc, but you won’t be able to add additional figures labeled with the custom label and you also can’t find them by type in the cross-reference list.

Workaround: You must insert a dummy entry somewhere in your document (recommend put at very end) for each custom label you wish to use to label additional figures or to add additional cross-references. This will force Word to add the label to the Captions label drop-down list and also the cross-reference insert list.  Remember to delete the dummy entries.

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