How to use a keyboard might seem academic, but there’s more to typing than just tapping the keys.

For most people, the keyboard is the primary computer input and control device – that’s why it’s important to leverage the features and shortcuts that keyboards offer. Read on for tips to maximize ease of use, comfort, and efficiency.

1. Get to know your keyboard

Whether your keyboard is just out of the box or it has seen years of use, it may have features you don’t know about. Take a moment to review the literature that came with your keyboard, visit the manufacturer’s product website, and familiarize yourself with the layout of the keys. Knowing your keyboard’s capabilities and limitations – and where to find time-saving keys – can make it easier to use and can even increase your productivity.

2. Customize keyboard settings

After you’re familiar with your keyboard, customizing just a few basic settings can further improve your efficiency and accuracy. For instance, you can adjust:

  •        The pause before a character starts repeating.

  •        The speed at which characters repeat, which can help you avoid typing errors.

  •        The rate at which the cursor blinks, which can enhance its visibility. 

3. Take shortcuts

Even if you’re a genius with the mouse, keyboard shortcuts can still save you time. They’re called shortcuts for a reason – they reduce multiple clicks to a single combination of keys.  They also economize hand and arm motion.

Using keyboard shortcuts for the things you do all the time, like saving or closing files, can make computing much easier and faster.  The table below offers a few common standard-keyboard shortcuts, many of which work across Office applications. You can find a more complete list of built-in keyboard shortcuts for a particular application by searching in Help for keyboard shortcuts.

Press this

To do this

F1

Open Help

F7

Check the spelling of titles or words in any Office application with the Spelling & Grammar checker

Windows logo key

Open the Start menu

Alt+F4

Quit a program

Alt+Tab

Switch between open programs or windows

Ctrl+N

Open a new (blank) document

Ctrl+A

Select all content in a document, window, or text box

Ctrl+S

Save the current file or document (works in most programs)

Ctrl+C

Copy the selection

Ctrl+X

Cut the selection

Ctrl+V

Paste the selection

Ctrl+P

Print a document or webpage

Ctrl+Z

Undo an action

Ctrl+Y

Redo an action

Ctrl+F

Find text in a document

Ctrl+H

Find and replace text in a document

Ctrl+B

Boldface text

Ctrl+I

Italicize text

Ctrl+U

Underline text

Ctrl+G

Go to a page, line, or bookmark in a document

Windows logo key +F1

Display Windows Help and Support

Esc

Cancel the current task

Application key

Open a menu of commands related to a selection in a program (equivalent to right-clicking the selection)

 

4. Make it easier to press multiple keys

If pressing Ctrl+Alt+Del seems an acrobatic feat, you can set up Sticky Keys.  The Sticky Keys feature lets you hit shortcut keys one at a time rather than all at once.  You can even set Sticky Keys to make a noise so you know it’s working.

5. Find a comfortable Keyboard

Keyboards come in many shapes and sizes, and the Natural Ergonomic Keyboard your coworker swears by might feel downright awkward compared to the Comfort Curve 2000 you covet. Keyboards come in a variety of colors and key styles, too, not to mention with and without wires. Test drive a keyboard or two to find the right one for you.  Although using the right keyboard can really make a difference, ergonomics also plays a key role when it comes to typing comfortably.

Tips for using your keyboard ergonomically

It is essential to use good ergonomic practices to help prevent or reduce soreness or injury to your wrists, hands, and arms. It is particularly important if you’re in front of your computer for long periods.

Here are some ergonomic tips for a safer, more comfortable computer session:

  •  Position your keyboard at elbow level, with your upper arms relaxed at your sides.
  • Center your keyboard in front of you. If it has a numeric keypad, use the Spacebar as the centering point.
  • While typing, use a light touch and keep your wrists straight.
  • When you’re not typing, relax your arms and hands.
  • Take a short break every 15 to 20 minutes.
  • Type with your hands and wrists floating above the keyboard, so that you can use your whole arm to reach for distant keys instead of stretching your fingers.
  • Avoid resting your palms or wrists on any surface while typing. If your keyboard has a palm rest, use it during breaks from typing.

How you use the keyboard is up to you, but by taking the time to adjust a few settings and to follow the guidelines above, typing on it can become easier, faster, and even safer.

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