In this video, I list the 8 keyboard shortcuts that allow you to access the File menu in Word Online.
This video comes complete with a full set of subtitles but if you would prefer to read from a full transcript then you can find it below;
Start of Video Transcript
Hello everyone. It is James from the Visual Impairment Team in Devon.
In this video I am going to demonstrate keyboard shortcuts (or access keys) that you can use in Word Online.
On the technical side I will be using Word Online with the Firefox browser on a laptop running Windows 10.
More specifically in this video, I am going to show you the access keys that you can use to control the File Menu in Word Online.
To explain briefly, Word Online is a free and basic version of Microsoft Word that you can access or use via your browser to read and edit text documents.
All you need to do in order to start using Word is to sign up for a free Microsoft account which you can do by visiting Outlook.com.
Microsoft has created free and basic versions of most of its software online.
Most of the access keys that you can use in Word Online are the same as those in Word 2013 or Word 2016 but there are some differences because the software is accessed via your browser and not directly from your desktop.
So as you can see I have Word Online open on the screen before me.
It is very similar to the view that you would get if you were using the desktop version of Word.
The top of the page is dominated by the same ribbon toolbar which contains all of the functions within Word.
The toolbar is arranged into different menus; file, home, insert, page layout, review, view.
The cursor is flashing merrily away at the top of the document.
Now in order to access the toolbar using your keyboard, you need to press and hold the Ctrl button down and press the F6 key down three times.
Once you have done that letters appear above each of the menus; F for file, H for home, N for insert, P for page layout, R for review, and W for View.
Once you press one of these letters an individual menu opens up and all of the commands within it have access keys.
So let us have a look at the File menu by pressing F.
The File menu has 8 commands;
I for Info. When you press I this gives you the option of editing the same document in the desktop version of Word (if you have it installed) or of viewing, restoring or downloading older versions of this document.
To edit the document in Word, press your right arrow (and then enter)
To view, restore or download older versions of this document, press your right arrow and then your down arrow and then press enter.
To close the Info menu press the Escape key.
Pressing N allows us to create a New (Document) which opens up a menu full of different types of documents that you might like to create. These include a blank document, a resume (CV) or calendar.
Move between the different document types by pressing your right arrow then your down arrow.
Close the menu by pressing the Escape key.
Pressing O allows you to Open a (Document). This opens up a list of your most recently opened documents.
To move between these documents, press your right arrow and then use your up and down arrows.
Close the menu by pressing the Escape key.
A for Save As. Pressing A opens the Save As menu, which contains 5 different commands.
Save As allows you to create a copy of the existing document with a different file name. If you want to do this press A.
Rename allows you to rename the document- it doesn’t create another copy of it. If you want to do this, press R
Download a Copy allows you to download the document as a Word document. If you want to do this, press C.
Download as PDF allows you to download the document as a PDF document. If you want to do this, press P.
Download as ODT allows you to download the document as a ODT document. If you want to do this, press T.
Close the menu by pressing the Escape key.
P for Print, prints the current document. If you want to print the document, press your right arrow and then press the Enter key.
Close the menu by pressing the Escape key.
H for Share. Pressing H allows you to share or embed the document.
Pressing S allows you to share the document.
You can invite people or you can get a link and share it via email.
Since we are back in the document, I need to press and hold down the CONTROL key and press the F6 key three times.
I press F for File and H for sHare.
Pressing E allows you to place the document on a webpage or blog and you need to press the blue “Generate” button to embed the file.
Since we are back in the document, I need to press and hold down the CONTROL key and press the F6 key three or four times.
Pressing D takes us into the About menu. This is where you can get a trial of the latest version of Office for free and read some T&Cs!
Pressing L takes you into the Help menu.
Pressing L again will open up the help menu or pressing K allows you to give some feedback to Microsoft.
And that is it!
My whistlestop tour of the access keys needed to use the commands in the File Menu of Word Online.
If you can wait for the video to finish, you will find some links to other videos that I have made relating to Microsoft or Office.
In my next video, I am going to be focusing on access keys that you can use in the Home menu.
If this video has helped you, please share it with your friends, colleagues and family.
If you have any comments or questions or anything to add to the discussion, please leave them below.
Thanks for watching.
End of Video Transcript
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