PRINTABLES & HOW TO GUIDES

Cheat Sheet Library

Quick-reference sheets for common commands, tasks and digital tools.

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Master Index

This library is designed for quick office reference rather than long lessons. Each A4 cheat sheet focuses on commands, formulas, wording, symbols or practical reminders that somebody may need while working, so the information can be found quickly without reading a full how-to guide.

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Everyday Office Quick Reference

Keyboard shortcuts let you complete common Windows tasks without repeatedly reaching for the mouse. The shortcuts below cover the commands most useful in everyday office work, including editing, switching between applications, File Explorer, screenshots, searching and managing windows

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Everyday Office Commands and Shortcuts

This sheet brings together the Word commands most often needed for everyday office documents, including editing, formatting, selecting text, paragraphs, page breaks, find and replace, comments, tables and document navigation. Shortcut availability can vary slightly by Word version and workplace configuration.

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Common Office Formulas

Excel formulas begin with an equals sign. Cell references such as A2 or B5 tell Excel which cells to use, while ranges such as A2:A20 refer to a group of cells. The examples below use simple sample ranges, so replace the references with the cells used in your own worksheet and check important results before relying on them.

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Everyday Presentation Commands and Shortcuts

This sheet covers the PowerPoint controls most useful for everyday office presentations, including creating and duplicating slides, changing layouts, arranging objects, grouping, aligning, presenting and moving through a slide show. Some shortcuts can vary slightly between PowerPoint versions and workplace configurations.

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Everyday Office Email and Calendar Commands

This sheet combines common Outlook actions with the email checks most useful in everyday office work. Outlook has several versions, including classic desktop Outlook, new Outlook and web Outlook, so menus and some keyboard shortcuts can vary; use the controls available in your organisation's version.

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Chat, Calls and Meetings

Microsoft Teams combines workplace chat, calls, meetings, channels and collaboration tools. The exact controls available can vary by Teams version and organisational settings, but the quick reference below covers the everyday actions most office users need.

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File Locations, Sync, Sharing and Shortcuts

OneDrive can appear inside Windows File Explorer, allowing cloud files to be browsed alongside local folders. Always check the actual account, location, synchronisation status and sharing permissions before moving, deleting or sending workplace files.

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Docs, Sheets, Slides, Drive, Gmail and Calendar

Google Workspace brings together browser-based office tools for documents, spreadsheets, presentations, email, calendars and cloud files. Most work saves automatically to Google Drive, so always check the Google account, file location and sharing permissions before working with workplace information.

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Ready-to-Use Office Prompt Structures

A useful prompt tells ChatGPT what to do, gives relevant context, identifies the audience, states important requirements and specifies the output format. You can refine the answer with follow-up instructions rather than trying to write one perfect prompt at the beginning.

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Everyday Office Administration

Good administration depends on accuracy, organisation and clear follow-up. This quick reference brings together the everyday checks used when managing tasks, diaries, telephone messages, meetings, filing, data entry, customer enquiries and confidential information.

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Useful Phrases for Office Meetings

Meeting language should help the discussion move forward without sounding stiff or confrontational. These phrases can be adapted for team meetings, project discussions, customer calls and online meetings when you need to open a discussion, clarify a point, interrupt politely, disagree, assign actions or bring the meeting to a close.

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Ready-to-Use Office Email Phrases

Professional email wording should be clear, polite and specific without sounding stiff. These phrases cover greetings, requests, reminders, follow-ups, corrections, apologies, difficult messages, closing sentences and professional sign-offs.

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Professional Office Call Phrases

Professional telephone language should sound natural, clear and helpful rather than scripted. These phrases cover the situations most commonly handled in office work, including answering calls, identifying callers, putting somebody on hold, transferring calls, taking messages, dealing with unclear information and closing a call.

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Office File Types and What They Are Used for

A file extension is the ending of a filename that identifies its format, such as .docx or .pdf. The format affects which applications can open the file, whether it remains editable and what information it can store, so always choose the format that suits the purpose rather than changing the extension manually.

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Keyboard Keys, Symbols and What They Mean

Office instructions often refer to keyboard keys and symbols by name rather than showing where they are on the keyboard. This sheet explains the common keys, punctuation marks and symbols used in Windows, Microsoft Office, email, web addresses, spreadsheets and everyday computer instructions.

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Safe First Checks for Common Computer Problems

Many everyday computer problems can be narrowed down with a few safe checks before contacting IT. Save work where possible, read error messages carefully and avoid changing security settings, installing unapproved software or repeatedly forcing a device to shut down when the cause is unknown

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Common Computer and Office Terms Explained

Office software uses many terms that can sound technical when somebody is new to administration or computer work. This sheet gives plain-English meanings for common words used in email, files, browsers, cloud storage, Microsoft Office and everyday workplace systems.