Some of the older people reading this blog may remember the cards we used to lay on our keyboards that showed the commands we could use in a particular computer program. By holding shift, alt, or control, we could use the function keys to perform a wide range of tasks with a few keystrokes.
Since the introduction of menus to contain these commands and the growth of the mouse as an input device, most of us have shifted away from using the keyboard shortcuts. However, every major function is still assigned a keyboard shortcut, so knowing a few of them can be very useful. Some of these shortcuts are the same in almost all programs, so learning the shortcuts for one program can often pay off in our general computer usage.
In this blog, I will share some of the most useful keyboard shortcuts for academic writers. The abbreviations that will be used are: Shft (Shift), Ctrl (Control). With the exception of Ctrl-g, most commands are standardized across most available programs.
Once, this was an absolutely critical tool for writers. Since the introduction of autosave functions in word processors, it has lost some of its unique value. However, many good writers are still in the habit of hitting Ctrl-s whenever there is a pause in their writing process.
Ctrl-Shft-S (Save as)
This allows you to save the current file under a new name. This can be very useful at the end of a writing session. On the one hand, it can allow you to save your file to a backup (truly serious users should consider automatic backup utilities). It can also be used to make changes, save the file as a different name, and then compare the original file to your modified form. Users should be aware that, if you open a saved file, make changes, and then use save as without saving to the original file first, the original file will ''revert'' to the version that you originally opened. The changes you made will only be contained in the new file.
Use this shortcut to find specific spellings and phrases in a word processor, pdf viewer, web browser, or operating system. This is particularly useful when looking for a specific citation (if you know some of the words used).
Ctrl-g (Find again)
Some programs do not include this shortcut. However, in programs that do, you can repeat the previous search even after closing the search window by pressing this shortcut at a later time.
This shortcut is useful for a variety of purposes. My personal favorite use is to combine the print action with an installation of a print-to-pdf feature in my browser and store research in folders designated for each project.
Ctrl-c (Copy to clipboard)
Ctrl-x (Cut information from document and place on clipboard)
Ctrl-v (Paste information from the clipboard into the
The clipboard is an amazing aid to revision and editing. The clipboard is a software component of all current Operating Systems. It stores information for later ''pasting'' into new locations. Note that only one item can be stored on the clipboard at a time, so adding a new item will clear the prior contents.
Switch between running programs (such as a browser and a word processor).
Ctrl-z (Undo last action)
Ctrl-y (Redo the next previously-undone action)
Many word processors allow you to undo actions one at time going all the way back to the last time the file was saved. Redo reverses an undone action.
Ctrl-Left Arrow or Ctrl-Right Arrow (move one word at a time)
Admittedly, a mouse or the page up and page down buttons on the keyboard are probably more useful than these shortcuts. However, from time to time, navigating one word at a time (instead of one character at a time with the arrow keys) is useful as well.
Hopefully this blog has given you new knowledge about some useful functions of your computer. Now get out there and learn to apply them!