IT productivity tips: working with apps and docs

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Task Method
Start an application

Select Start  , type the first few letters of the application, press Enter or select the app to start it

You can select Start   in the taskbar, or press the Start   key on your keyboard

Open recent documents Select Start  , type the first few letters of the application you used to work on this document, when the application is selected the recent documents will be listed
in the right-hand pane and you can select one to open
Access common app features

Select Start  , type the first few letters of the application, select a quick action from the right-hand pane

These "jump lists" work well for Outlook, Chrome and Edge

Open File Explorer Press Start   + E
Open OneDrive in File Explorer

Double-click on OneDrive   in the taskbar



Task Method
Switch between open apps and recent docs

Press Start   + Tab

This will show a tile grid of all open apps, and list recent documents in a timeline below. Simply select the item you want to access

Fit two apps on one screen

Select the first app, press Start   + Right   (or Start   + Left  ),
then select the second app from the tile grid

To change the % split, position the cursor over the line between the app windows, then drag this line left or right

Resize an app that has been "fitted to screen" Select Maximise  in the app title bar, then select Restore down  
Move an app window to a second screen Select the first app, press Start   + Shift + Right   (or Start   + Shift + Left  )
Take a screenshot

Press Ctrl + PrtScr to capture the whole screen

Press Alt + PrtScr to capture the active window

Press Start   + Shift + S to select a region to capture

After any of these options, simply use Paste (Ctrl + V) to insert the capture into any suitable document including OneNote

Record a video/screencast
  1. Press Start   + G to activate the Xbox Game Bar
  2. Press Ctrl + Alt + R to start recording, and select the microphone if you want to record your speech
  3. Perform the action you wish to record
  4. Press Ctrl + Alt + R to stop recording

After a pause (which can be many seconds) a message will appear to confirm that the video clip has been saved. You will find it in your My Videos folders




Task Method
Quick lists

Type a bullet character (* or -), press Space and Word will automatically start a bullet list

Type a number (or letter) followed by a fullstop, press Space and Word will automatically start a numbered list

Press Enter twice to end the list

Insert a horizontal line Type 4 hypens ---- and press Enter


Task Method
Quickly calculate sum/average of cells

Select the cells; The SUM, AVERAGE and COUNT are displayed on the right of the bottom status bar

Right-click on the bottom status bar to select which calculations are displayed

Copy visible cells after a data filter
  1. Select Customise quick action toolbar  > More commands in the application title bar
  2. Show All commands, find Select Visible Cells  in the left-hand list and drag it into the right-hand list
  3. Now filter your data table, select the whole area, and select Select Visible Cells in the application title bar


Task Method
Start a presentation

Press F5 to start from slide 1

Pres Shift + F5 to start from the current slide

Move to the next slide

Press Right Arrow  to move to the next slide. You can also click the presentation remote or left mouse button, or press Page Down   or Space 

Move to the previous slide Press Left Arrow   to move to the previous slide. Alternatively press Page Up   
Blank the screen Press B to show a black screen, or W to show a white screen (can provide illumination in a dimmed room)
Record a narration

Select Slide Show > Record Slide Show

This will record audio and attach the relevant segments to each slide. The audio will play automatically in a slideshow, which provide a quick way to record presentations. You can later amend or remove the audio on a slide-by-slide basis

Task Method
Create appointment from email

Drag an email from the message list to the Calendar icon in Outlook to create a new appointment with the recipients and body of the message

Send a new copy of an email

Double-click the message to open in a new window, then select Move > Actions > Resend this message

Edit the recipient list and any other details, then select Send

(This only works in the desktop version of Outlook)

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