Keyboard shortcuts for Microsoft Office Word
Many people are having problems with Typepad and creating posts due to the garbled Toolbar. So I thought I would post some formatting keyboard shortcuts that are for MS Word, but many of them still work in other applications, like Typepad, for Bold, Italic, Right-Left-Center Alignment, and more.
This has been taken from the Microsoft Office Word 2007 Help Center.
| To do this | Press |
|---|---|
| Create a nonbreaking space. | CTRL+SHIFT+SPACEBAR |
| Create a nonbreaking hyphen. | CTRL+HYPHEN |
| Make letters bold. | CTRL+B |
| Make letters italic. | CTRL+I |
| Make letters underline. | CTRL+U |
| Decrease font size one value. | CTRL+SHIFT+< |
| Increase font size one value. | CTRL+SHIFT+> |
| Decrease font size 1 point. | CTRL+[ |
| Increase font size 1 point. | CTRL+] |
| Remove paragraph or character formatting. |
CTRL+SPACEBAR |
| Copy the selected text or object. | CTRL+C |
| Cut the selected text or object. | CTRL+X |
| Paste text or an object. | CTRL+V |
| Paste special | CTRL+ALT+V |
| Paste formatting only | CTRL+SHIFT+V |
| Undo the last action. | CTRL+Z |
| Redo the last action. | CTRL+Y |
| Open the Word Count dialog box. |
CTRL+SHIFT+G |
Working with documents and Web pages
| To do this | Press |
|---|---|
| Create a new document of the same type as the current or most recent document. |
CTRL+N |
| Open a document. | CTRL+O |
| Close a document. | CTRL+W |
| Split the document window. | ALT+CTRL+S |
| Remove the document window split. | ALT+SHIFT+C |
| Save a document. | CTRL+S |
Find,| To do this | Press |
|---|---|
| Find text, formatting, and special items. |
CTRL+F |
| Repeat find (after closing Find and Replace window). | ALT+CTRL+Y |
| Replace text, specific formatting, and special items. |
CTRL+H |
| Go to a page, bookmark, footnote, table, comment, graphic, or other location. |
CTRL+G |
| Switch between the last four places that you have edited. |
ALT+CTRL+Z |
| Open a list of browse options. Press the arrow keys to select an option, and then press ENTER to browse through a document by using the selected option. |
ALT+CTRL+HOME |
| Move to the previous edit location. |
CTRL+PAGE UP |
| Move to the next edit location. | CTRL+PAGE DOWN |
| To do this | Press |
|---|---|
| Switch to Print Layout view. | ALT+CTRL+P |
| Switch to Outline view. | ALT+CTRL+O |
| Switch to Draft view. | ALT+CTRL+N |
| To do this | Press |
|---|---|
| Promote a paragraph. | ALT+SHIFT+LEFT ARROW |
| Demote a paragraph. | ALT+SHIFT+RIGHT ARROW |
| Demote to body text. | CTRL+SHIFT+N |
| Move selected paragraphs up. | ALT+SHIFT+UP ARROW |
| Move selected paragraphs down. | ALT+SHIFT+DOWN ARROW |
| Expand text under a heading. | ALT+SHIFT+PLUS SIGN |
| Collapse text under a heading. | ALT+SHIFT+MINUS SIGN |
| Expand or collapse all text or headings. |
ALT+SHIFT+A |
| Hide or display character formatting. |
The slash (/) key on the numeric keypad |
| Show the first line of body text or all body text. |
ALT+SHIFT+L |
| Show all headings with the Heading 1 style. |
ALT+SHIFT+1 |
| Show all headings up to Heading n. |
ALT+SHIFT+n |
| Insert a tab character. | CTRL+TAB |
| To do this | Press |
|---|---|
| Print a document. | CTRL+P |
| Switch in or out of print preview. | ALT+CTRL+I |
| Move around the preview page when zoomed in. |
Arrow keys |
| Move by one preview page when zoomed out. |
PAGE UP or PAGE DOWN |
| Move to the first preview page when zoomed out. |
CTRL+HOME |
| Move to the last preview page when zoomed out. |
CTRL+END |
| To do this | Press |
|---|---|
| Insert a comment. | ALT+CTRL+M |
| Turn change tracking on or off. | CTRL+SHIFT+E |
| Close the Reviewing Pane if it is open. |
ALT+SHIFT+C |
Note Some screen readers may not be compatible with
Full Screen Reading view.
| To do this | Press |
|---|---|
| Go to beginning of document. | HOME |
| Go to end of document. | END |
| Go to page n. | n, ENTER |
| Exit reading layout view. | ESC |
| To do this | Press |
|---|---|
| Mark a table of contents entry. | ALT+SHIFT+O |
| Mark a table of authorities entry (citation). |
ALT+SHIFT+I |
| Mark an index entry. | ALT+SHIFT+X |
| Insert a footnote. | ALT+CTRL+F |
| Insert an endnote. | ALT+CTRL+D |
| To do this | Press |
|---|---|
| Insert a hyperlink. | CTRL+K |
| Go back one page. | ALT+LEFT ARROW |
| Go forward one page. | ALT+RIGHT ARROW |
| Refresh. | F9 |
Edit and move text and graphics
| To do this | Press |
|---|---|
| Delete one character to the left. | BACKSPACE |
| Delete one word to the left. | CTRL+BACKSPACE |
| Delete one character to the right. | DELETE |
| Delete one word to the right. | CTRL+DELETE |
| Cut selected text to the Office Clipboard. |
CTRL+X |
| Undo the last action. | CTRL+Z |
| Cut to the Spike. | CTRL+F3 |
| To do this | Press |
|---|---|
| Open the Office Clipboard | Press ALT+H to move to the Home tab, and then press F,O. |
| Copy selected text or graphics to the Office Clipboard. |
CTRL+C |
| Cut selected text or graphics to the Office Clipboard. |
CTRL+X |
| Paste the most recent addition to the Office Clipboard. |
CTRL+V |
| Move text or graphics once. | F2 (then move the cursor and press ENTER) |
| Copy text or graphics once. | SHIFT+F2 (then move the cursor and press ENTER) |
| When text or an object is selected, open the Create New Building Block dialog box. |
ALT+F3 |
| When the building block — for example, a SmartArt graphic — is selected, display the shortcut menu that is associated with it. |
SHIFT+F10 |
| Cut to the Spike. | CTRL+F3 |
| Paste the Spike contents. | CTRL+SHIFT+F3 |
| Copy the header or footer used in the previous section of the document. |
ALT+SHIFT+R |
| To insert this | Press |
|---|---|
| A field | CTRL+F9 |
| A line break | SHIFT+ENTER |
| A page break | CTRL+ENTER |
| A column break | CTRL+SHIFT+ENTER |
| An em dash | ALT+CTRL+MINUS SIGN |
| An en dash | CTRL+MINUS SIGN |
| An optional hyphen | CTRL+HYPHEN |
| A nonbreaking hyphen | CTRL+SHIFT+HYPHEN |
| A nonbreaking space | CTRL+SHIFT+SPACEBAR |
| The copyright symbol | ALT+CTRL+C |
| The registered trademark symbol | ALT+CTRL+R |
| The trademark symbol | ALT+CTRL+T |
| An ellipsis | ALT+CTRL+PERIOD |
| A single opening quotation mark | CTRL+`(single quotation mark), `(single quotation mark) |
| A single closing quotation mark | CTRL+' (single quotation mark), ' (single quotation mark) |
| Double opening quotation marks | CTRL+` (single quotation mark), SHIFT+' (single quotation mark) |
| Double closing quotation marks | CTRL+' (single quotation mark), SHIFT+' (single quotation mark) |
| An AutoText entry | ENTER (after you type the first few characters of the AutoText entry name and when the ScreenTip appears) |
| To do this | Press |
|---|---|
| Insert the Unicode character for the specified Unicode (hexadecimal) character code. For example, to insert the euro currency symbol (  ), type 20AC, and then hold downALT and press X. |
The character code, ALT+X |
| Find out the Unicode character code for the selected character |
ALT+X |
| Insert the ANSI character for the specified ANSI (decimal) character code. For example, to insert the euro currency symbol, hold down ALT and press 0128 on the numeric keypad. |
ALT+the character code (on the numeric keypad) |
Select text by holding down SHIFT and using the arrow keys to move
the cursor.
the cursor.
| To do this | Press |
|---|---|
| Turn extend mode on. | F8 |
| Select the nearest character. | F8, and then press LEFT ARROW or RIGHT ARROW |
| Increase the size of a selection. | F8 (press once to select a word, twice to select a sentence, and so on) |
| Reduce the size of a selection. | SHIFT+F8 |
| Turn extend mode off. | ESC |
| Extend a selection one character to the right. |
SHIFT+RIGHT ARROW |
| Extend a selection one character to the left. |
SHIFT+LEFT ARROW |
| Extend a selection to the end of a word. |
CTRL+SHIFT+RIGHT ARROW |
| Extend a selection to the beginning of a word. |
CTRL+SHIFT+LEFT ARROW |
| Extend a selection to the end of a line. |
SHIFT+END |
| Extend a selection to the beginning of a line. |
SHIFT+HOME |
| Extend a selection one line down. | SHIFT+DOWN ARROW |
| Extend a selection one line up. | SHIFT+UP ARROW |
| Extend a selection to the end of a paragraph. |
CTRL+SHIFT+DOWN ARROW |
| Extend a selection to the beginning of a paragraph. |
CTRL+SHIFT+UP ARROW |
| Extend a selection one screen down. |
SHIFT+PAGE DOWN |
| Extend a selection one screen up. | SHIFT+PAGE UP |
| Extend a selection to the beginning of a document. |
CTRL+SHIFT+HOME |
| Extend a selection to the end of a document. |
CTRL+SHIFT+END |
| Extend a selection to the end of a window. |
ALT+CTRL+SHIFT+PAGE DOWN |
| Extend a selection to include the entire document. |
CTRL+A |
| Select a vertical block of text. | CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode |
| Extend a selection to a specific location in a document. |
F8+arrow keys; press ESC to cancel selection mode |
| To do this | Press |
|---|---|
| Select the next cell's contents. | TAB |
| Select the preceding cell's contents. |
SHIFT+TAB |
| Extend a selection to adjacent cells. |
Hold down SHIFT and press an arrow key repeatedly |
| Select a column. | Use the arrow keys to move to the column's top or bottom cell, and then do one of the following:
|
| Extend a selection (or block). | CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode |
| Select an entire table. | ALT+5 on the numeric keypad (with NUM LOCK off) |
| To move | Press |
|---|---|
| One character to the left | LEFT ARROW |
| One character to the right | RIGHT ARROW |
| One word to the left | CTRL+LEFT ARROW |
| One word to the right | CTRL+RIGHT ARROW |
| One paragraph up | CTRL+UP ARROW |
| One paragraph down | CTRL+DOWN ARROW |
| One cell to the left (in a table) | SHIFT+TAB |
| One cell to the right (in a table) | TAB |
| Up one line | UP ARROW |
| Down one line | DOWN ARROW |
| To the end of a line | END |
| To the beginning of a line | HOME |
| To the top of the window | ALT+CTRL+PAGE UP |
| To the end of the window | ALT+CTRL+PAGE DOWN |
| Up one screen (scrolling) | PAGE UP |
| Down one screen (scrolling) | PAGE DOWN |
| To the top of the next page | CTRL+PAGE DOWN |
| To the top of the previous page | CTRL+PAGE UP |
| To the end of a document | CTRL+END |
| To the beginning of a document | CTRL+HOME |
| To a previous revision | SHIFT+F5 |
| After opening a document, to the location you were working in when the document was last closed |
SHIFT+F5 |
| To move | Press |
|---|---|
| To the next cell in a row | TAB |
| To the previous cell in a row | SHIFT+TAB |
| To the first cell in a row | ALT+HOME |
| To the last cell in a row | ALT+END |
| To the first cell in a column | ALT+PAGE UP |
| To the last cell in a column | ALT+PAGE DOWN |
| To the previous row | UP ARROW |
| To the next row | DOWN ARROW |
| One row up | ALT+SHIFT+UP ARROW |
| One row down | ALT+SHIFT+DOWN ARROW |
| To insert | Press |
|---|---|
| New paragraphs in a cell | ENTER |
| Tab characters in a cell | CTRL+TAB |
Character and paragraph formatting
| To do this | Press |
|---|---|
| Copy formatting from text. | CTRL+SHIFT+C |
| Apply copied formatting to text. | CTRL+SHIFT+V |
Note The following keyboard shortcuts do not work in
Full Screen Reading mode.
| To do this | Press |
|---|---|
| Open the Font dialog box to change the font. |
CTRL+SHIFT+F |
| Increase the font size. | CTRL+SHIFT+> |
| Decrease the font size. | CTRL+SHIFT+< |
| Increase the font size by 1 point. | CTRL+] |
| Decrease the font size by 1 point. | CTRL+[ |
| To do this | Press |
|---|---|
| Open the Font dialog box to change the formatting of characters. |
CTRL+D |
| Change the case of letters. | SHIFT+F3 |
| Format all letters as capitals. | CTRL+SHIFT+A |
| Apply bold formatting. | CTRL+B |
| Apply an underline. | CTRL+U |
| Underline words but not spaces. | CTRL+SHIFT+W |
| Double-underline text. | CTRL+SHIFT+D |
| Apply hidden text formatting. | CTRL+SHIFT+H |
| Apply italic formatting. | CTRL+I |
| Format letters as small capitals. | CTRL+SHIFT+K |
| Apply subscript formatting (automatic spacing). |
CTRL+EQUAL SIGN |
| Apply superscript formatting (automatic spacing). |
CTRL+SHIFT+PLUS SIGN |
| Remove manual character formatting. |
CTRL+SPACEBAR |
| Change the selection to the Symbol font. |
CTRL+SHIFT+Q |
| To do this | Press |
|---|---|
| Display nonprinting characters. | CTRL+SHIFT+* (asterisk on numeric keypad does not work) |
| Review text formatting. | SHIFT+F1 (then click the text with the formatting you want to review) |
| Copy formats. | CTRL+SHIFT+C |
| Paste formats. | CTRL+SHIFT+V |
| To do this | Press |
|---|---|
| Single-space lines. | CTRL+1 |
| Double-space lines. | CTRL+2 |
| Set 1.5-line spacing. | CTRL+5 |
| Add or remove one line space preceding a paragraph. |
CTRL+0 (zero) |
| To do this | Press |
|---|---|
| Switch a paragraph between centered and left-aligned. |
CTRL+E |
| Switch a paragraph between justified and left-aligned. |
CTRL+J |
| Switch a paragraph between right-aligned and left-aligned. |
CTRL+R |
| Left align a paragraph. | CTRL+L |
| Indent a paragraph from the left. | CTRL+M |
| Remove a paragraph indent from the left. |
CTRL+SHIFT+M |
| Create a hanging indent. | CTRL+T |
| Reduce a hanging indent. | CTRL+SHIFT+T |
| Remove paragraph formatting. | CTRL+Q |
| To do this | Press |
|---|---|
| Open Apply Styles task pane. |
CTRL+SHIFT+S |
| Open Styles task pane. |
ALT+CTRL+SHIFT+S |
| Start AutoFormat. | ALT+CTRL+K |
| Apply the Normal style. | CTRL+SHIFT+N |
| Apply the Heading 1 style. | ALT+CTRL+1 |
| Apply the Heading 2 style. | ALT+CTRL+2 |
| Apply the Heading 3 style. | ALT+CTRL+3 |
Close the Styles task pane
- If the Styles task pane is not selected, press F6 to select
it. - Press CTRL+SPACEBAR.
- Use the arrow keys to select Close, and then press
ENTER.
Insert and edit objects
- Press ALT, N, J, and then J to open the Object dialog box.
- Do one of the following.
- Press DOWN ARROW to select an object type, and then press ENTER to create an
object. - Press CTRL+TAB to switch to the Create from File tab, and
then type the file name of the object that you want to insert or browse to the
file.
- Press DOWN ARROW to select an object type, and then press ENTER to create an
- With the cursor positioned to the left of the object in your document,
select the object by pressing SHIFT+RIGHT ARROW. - Press SHIFT+F10.
- Press the TAB key to get to Object name Object, press
ENTER, and then press ENTER again.
- Press and release ALT, N, and then M to select SmartArt.
- Press the arrow keys to select the type of graphic that you want.
- Press TAB, and then press the arrow keys to select the graphic that you want
to insert. - Press ENTER.
- Press and release ALT, N, and then W to select WordArt.
- Press the arrow keys to select the WordArt style that you want, and then
press ENTER. - Type the text that you want.
- Press TAB, and then press ENTER.
Mail merge and fields
Note You must be on the Mailings tab
to use these keyboard shortcuts.
| To do this | Press |
|---|---|
| Preview a mail merge. | ALT+SHIFT+K |
| Merge a document. | ALT+SHIFT+N |
| Print the merged document. | ALT+SHIFT+M |
| Edit a mail-merge data document. | ALT+SHIFT+E |
| Insert a merge field. | ALT+SHIFT+F |
| To do this | Press |
|---|---|
| Insert a DATE field. | ALT+SHIFT+D |
| Insert a LISTNUM field. | ALT+CTRL+L |
| Insert a PAGE field. | ALT+SHIFT+P |
| Insert a TIME field. | ALT+SHIFT+T |
| Insert an empty field. | CTRL+F9 |
| Update linked information in a Microsoft Office Word source document. |
CTRL+SHIFT+F7 |
| Update selected fields. | F9 |
| Unlink a field. | CTRL+SHIFT+F9 |
| Switch between a selected field code and its result. |
SHIFT+F9 |
| Switch between all field codes and their results. |
ALT+F9 |
| Run GOTOBUTTON or MACROBUTTON from the field that displays the field results. |
ALT+SHIFT+F9 |
| Go to the next field. | F11 |
| Go to the previous field. | SHIFT+F11 |
| Lock a field. | CTRL+F11 |
| Unlock a field. | CTRL+SHIFT+F11 |
Language bar
| To do this | Press |
|---|---|
| Switch between languages or keyboard layouts. |
Left ALT+SHIFT |
| Display a list of correction alternatives. |
 +C |
| Turn handwriting on or off. | +H |
| Turn Japanese Input Method Editor (IME) on 101 keyboard on or off. |
ALT+~ |
| Turn Korean IME on 101 keyboard on or off. |
Right ALT |
| Turn Chinese IME on 101 keyboard on or off. |
CTRL+SPACEBAR |
Tips
- You can choose the key combination for switching between languages or
keyboard layouts in the Advanced Key Setting dialog box. To open
the Advanced Key Setting dialog box, right-click the Language bar, and then click Settings. Under Preferences, click Key Settings. - The Windows logo key is available on the bottom row of keys on most
keyboards.
This is super helpful! If you or your readers are interested in getting more out of Microsoft Word (and Excel and PowerPoint), you should check out Ribbon Hero. It’s a fun way to earn points for accomplishing certain tasks in Microsoft Office.
Learn more and view a demo here: bit.ly/8kObRk
Cheers,
KIM
MSFT Office Outreach Team