MS Word Shortkeys

Short Cut Keys for MS-Office

What are Shortcut Keys?

You can quickly accomplish tasks you perform frequently by using Shortcut Keys - one or more keys you press on the keyboard to complete task.

Press To get this result

CTRL+SHIFT+SPACEBAR Create a nonbreaking space

CTRL+HYPHEN Create a nonbreaking hyphen

CTRL+B Makes letters Bold

CTRL+I Makes letters Italic

CTRL+U Make letters Underline

CTRL+SHIFT+< Decrease Font size

CTRL+SHIFT+> Increase Font Size

CTRL+Q Remove Paragrah formatting

CTRL+SPACEBAR Remove Character Formatting

CTRL+C Copy the selected text or object

CTRL+X Cut the selected text or object

CTRL+V Paste text or an object

CTRL+Z Undo the Last Operation

CTRL+Y Redo the Last Operation

Function Keys

F1 Get online help or the Office Assistant

F2 Move text or graphics

F3 Insert an Auto text entry (After word displays the entry)

F4 Repeat the last Action

F5 Choose GO TO command (Edit menu)

F6 Go to next pane or Frame

F7 Choose the spelling Command (Tools menu)

F8 Extend a selection

F9 Update Selected Fields

F10 Activate the menu bar

F11 Goto the next field

F12 Choose the Save As command (File Menu)

SHIFT+FUNCTION KEY

SHIFT+F1 Start context-sensitive Help or reveal formatting

SHIFT+F2 Copy text

SHIFT+F3 Change the case of the letters

SHIFT+F4 Repeat a Find or Goto Action

SHIFT+F5 Move to a previous revision

SHIFT+F6 Goto the previous pane or frame

SHIFT+F7 Choose the Theasurus command (Tools menu, language submenu)

SHIFT+F8 Shrink a Selection

SHIFT+F9 Switch between a field code and its result

SHIFT+F10 Display a shortcut menu

SHIFT+F11 Goto the previous Field

SHIFT+F12 Choose the Save command (File menu)

CTRL+Function Key

CTRL+F2 Choose the Print Preview command (File menu)

CTRL+F3 Cut to the Spike

CTRL+F4 Close the Window

CTRL+F5 Restore the document window size

CTRL+F6 Goto the next window

CTRL+F7 Choose the Move command (Control menu)

CTRL+F8 Choose the Size command (Document Control menu)

CTRL+F9 Insert an empty field

CTRL+F10 Maximize the Document Window

CTRL+F11 Lock a Field

CTRL+F12 Choose the Open command (File menu)

CTRL+SHIFT+Function Key

CTRL+SHIFT+F3 Insert the contents of the spike

CTRL+SHIFT+F5 Edit a bookmark

CTRL+SHIFT+F6 Goto the Previous Window

CTRL+SHIFT+F7 Update a linked information in a word source document

CTRL+SHIFT+F8 Extend a selection or block (then press any arrow key)

CTRL+SHIFT+F9 Unlink a Field

CTRL+SHIFT+F10 Activate the Ruler

CTRL+SHIFT+F11 Unlock a Field

CTRL+SHIFT+F12 Choose the Print command (File menu)

ALT+Function Key

ALT+F1 Goto the next field

ALT+F3 Create an AutoText entry

ALT+F4 Quit Word

ALT+F5 Restore the program window size

ALT+F7 Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Tools menu, Options dialog box, Spelling & Grammer tab).

ALT+F8 Run a macro

ALT+F9 Switch between all field codes and their results

ALT+F10 Maximize the Program Window

ALT+F11 Display Microsoft Visual Basic Code

ALT+SHIFT+Function Key

ALT+SHIFT+F1 Goto the previous Field

ALT+SHIFT+F2 Choose the Save Command (File menu)

ALT+SHIFT+F9 Run GOTO Button or MACRO Button from the field that displays the field results

ALT+SHIFT+F11 Display Microsoft Visual Studio Code

CTRL+ALT+Function Key

CTRL+ALT+F1 Display Microsoft System Information

CTRL+ALT+F2 Open Command (File menu)

----/----

CTRL+SHIFT+F Change the Font

CTRL+SHIFT+P Change the Font Size

CTRL+] Increase the Font size by 1 point

CTRL+[ Decrease the font size by 1 point

Apply Character Formats

CTRL+D Change the Formatting of characters (Font Command, Format menu)

SHIFT+F3 Change the case of letters

CTRL+SHIFT+A Format letters as all capitals

CTRL+B Apply the Bold Formatting

CTRL+I Apply the Italic Formatting

CTRL+U Apply the Underline

CTRL+SHIFT+W Underline words but not spaces

CTRL+SHIFT+D Double Underline text

CTRL+SHIFT+H Apply Hidden text Formatting

CTRL+SHIFT+K Format letters as small capitals

CTRL+EQUAL SIGN Apply subscript formatting (Automatic spacing)

CTRL+SHIFT+PLUS SIGN Apply Superscript formatting (automatic spacing)

CTRL+SPACEBAR Remove manual character formatting

CTRL+SHIFT+Q Change the selection to the Symbol font

CTRL+SHIFT+*(asterisk) display nonprinting characters

SHIFT+F1 review text formatting

(then click the text whose formatting you want to review)

CTRL+SHIFT+C copy formats

CTRL+SHIFT+V paste formats

To Set line spacing to

CTRL+1 Single-space lines

CTRL+2 Double-space lines

CTRL+3 Set 1.5-line spacing

CTRL+0(ZERO) Add or remove one line space preceding a paragraph

Align paragraphs

CTRL+E Center a paragraph

CTRL+J Justify a paragraph

CTRL+L Left align a paragraph

CTRL+R Right align a paragraph

CTRL+M Indent a paragraph from the left

CTRL+SHIFT+M Remove a paragraph indent from the left

CTRL+T Create a hanging indent

CTRL+SHIFT+T Reduce a hanging indent

CTRL+Q Remove paragraph formatting

Apply Paragraph Styles

CTRL+SHIFT+S Apply a style

ALT+CTRL+K Start Auto format

CTRL+SHIFT+N Apply the normal style

ALT+CTRL+1 Apply the Heading 1 style

ALT+CTRL+2 Apply the heading 2 style

ALT+CTRL+3 Apply the heading 3 style

CTRL+SHIFT+L Apply the list style

Delete Text and Graphics

BACKSPACE Delete one character to the left

CTRL+BACKSPACE Delete one word to the left

DELETE Delete one character to the right

CTRL+DELETE Delete one word to the right

CTRL+X Cut selected text to the clipboard

CTRL+Z Undo the last action

CTRL+F3 Cut to the Spike

Copy and move text and graphics

CTRL+C copy text or graphics

CTRL+C,CTRL+C Display the clipboard

F2(then move the insertion point and press ENTER) Move Text or Graphics

ALT+F3 Create auto text

CTRL+V Paste the clipboard contents

CTRL+SHIFT+F3 paste the spike contents

ALT+SHIFT+R Copy the header or footer used in the previous section of the document

Insert special characters

CTRL+F9 A field

ENTER(After typing the first few characters of the Auto Text entry name and when the screen tip appears) An Auto Text entry

SHIFT+ENTER A line break

CTRL+ENTER A page break

CTRL+SHIFT+ENTER A column break

CTRL+HYPHEN An optional hyphen

CTRL+SHIFT+HYPHEN A nonbreaking hyphen

CTRL+SHIFT+SPACEBAR A nonbreaking space

ALT+CTRL+C The copyright symbol

ALT+CTRL+R The registered trademark symbol

ALT+CTRL+T the trademark symbol

ALT+CTRL+period An ellipsis

Select text and graphics

Select text by holding down shift and pressing the key that moves the insertion point, to extend a selection

SHIFT+RIGHT ARROW One character to the right

SHIFT+LEFT ARROW One character to the left

CTRL+SHIFT+RIGHT ARROW To the end of a word

CTRL+SHIFT+LEFT ARROW To the beginning of a word

SHIFT+END To the end of a line

SHIFT+HOME To the begining of a line

SHIFT+DOWN ARROW One line down

SHIFT+UP ARROW One line up

CTRL+SHIFT+DOWN ARROW To the end of a Paragraph

CTRL+SHIFT+UP ARROW To the begining of a Paragraph

SHIFT+PAGE DOWN One screen down

SHIFT+PAGE UP One screen up

CTRL+SHIFT+END To the end of a document

ALT+CTRL+SHIFT+PAGE DOWN To the end of a window

CTRL+A To include the entire document

Vertical Selection in MS Word - If you want vertical selection in MS Word document in the middle of the text - Hold the Alt Button and select text with left button of mouse or CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode To a vertical block of text

F8+arrow keys; press ESC to cancel selection mode To a specific location in a document

Tip If you know the key combination to move the insertion point, you can generally select the --- text by using the same key combination while holding down SHIFT. For example, CTRL+RIGHT ARROW moves the insertion point to the next word, and CTRL+SHIFT+RIGHT selects the text from the insertion point to the begining of the next word.

Select text and Graphics in a table

TAB Select the next cell's contents

SHIFT+TAB Select the preceding cell's contents

Hold down SHIFT and press an aroow key repeatedly, Extend a Selection to adjacent cells

Click in the column's top or bottom cell. Hold down SHIFT and press the UP ARROW or DOWN ARROW key repeatedly To select a column

CTRL+SHIFT+F8 and then se the arrow keys; press ESC to cancel selection mode Extend a selection (or block)

SHIFT+F8 Reduce the selection size

ALT+5 on numeric key pad (with NUMLOCK off) Select an entire table

-> Extend a selection

F8 Turn extend mode on

F8, and then press LEFT ARROW or RIGHT ARROW Select the nearest character

F8 (press once to select a word, twice to select a sentence, and so forth) Increase the size of a selection

SHIFT+F8 Reduce the size of a selection

ESC Turn extend mode off

-> Move the insertion point

LEFT ARROW One character to the left

RIGHT ARROW One character to the right

CTRL+LEFT ARROW One word to the left

CTRL+RIGHT ARROW One word to the right

CTRL+UP ARROW One paragraph up

CTRL+DOWN ARROW One paragraph down

SHIFT+TAB One cell to the left (in a table)

TAB One cell to the right (in a table)

UP ARROW Up one line

DOWN ARROW Down one line

END To the end of a line

HOME To the beginning of a line

ALT+CTRL+PAGE UP To the top of the window

ALT+CTRL+PAGE DOWN To the end of the window

PAGE UP Up one screen (scrolling)

PAGE DOWN Down one screen (scrolling)

CTRL+PAGE DOWN To the top of the next page

CTRL+PAGE UP To the top of the previous page

CTRL+END To the end of a document

CTRL+HOME To the beginning of a document

SHIFT+F5 To a previous revision

SHIFT+F5 To the location of the insertion point when the document was last closed

-> Move around in a table

Press To move to the

TAB Next cell in a row

SHIFT+TAB Previous cell in a row

ALT+HOME First cell in a row

ALT+END Last cell in a row

ALT+PAGE UP First cell in a column

ALT+PAGE DOWN Last cell in a column

UP ARROW Previous row

DOWN ARROW Next row

Insert paragraphs and tab characters in a table

Press To insert

ENTER New paragraphs in a cell

CTRL+TAB Tab characters in a cell

Keys for working with documents

Note To enlarge the Help window to fill the screen, press ALT+SPACEBAR and then press X. To restore the window to its previous size and location, press ALT+SPACEBAR and then press R. To print this topic, press CTRL+P.

Create, view, and save documents

Press To

CTRL+N Create a new document of the same type as the current or most recent document

CTRL+O Open a document

CTRL+W Close a document

ALT+CTRL+S Split the document window

ALT+SHIFT+C Remove the document window split

CTRL+S Save a document

Find, replace, and browse through text

Press To

CTRL+F Find text, formatting, and special items

ALT+CTRL+Y Repeat find (after closing Find and Replace window)

CTRL+H Replace text, specific formatting, and special items

CTRL+G Go to a page, bookmark, footnote, table, comment, graphic, or other location

ALT+CTRL+Z Go back to a page, bookmark, footnote, table, comment, graphic, or other location

ALT+CTRL+HOME Browse through a document

Undo and redo actions

Press To

ESC Cancel an action

CTRL+Z Undo an action

CTRL+Y Redo or repeat an action

Switch to another view

Press To

ALT+CTRL+P Switch to print layout view

ALT+CTRL+O Switch to outline view

ALT+CTRL+N Switch to normal view

CTRL+\ Move between a master document and its subdocuments

Keys for reviewing documents

Press To

ALT+CTRL+M Insert a comment

CTRL+SHIFT+E Turn track changes on or off

HOME Go to the beginning of a comment

END Go to the end of a comment

CTRL+HOME Go to the beginning of the list of comments

CTRL+END Go to the end of the list of comments

Keys for working with references, footnotes, and endnotes

Press To

ALT+SHIFT+O Mark a table of contents entry

ALT+SHIFT+I Mark a table of authorities entry

ALT+SHIFT+X Mark an index entry

ALT+CTRL+F Insert a footnote

ALT+CTRL+D Insert an endnote

Keys for working with fields

Press To insert

ALT+SHIFT+D A DATE field

ALT+CTRL+L A LISTNUM field

ALT+SHIFT+P A PAGE field

ALT+SHIFT+T A TIME field

CTRL+F9 An empty field

Press To

CTRL+SHIFT+F7 Update linked information in a Word source document

F9 Update selected fields

CTRL+SHIFT+F9 Unlink a field

SHIFT+F9 Switch between a field code and its result

ALT+F9 Switch between all field codes and their results

ALT+SHIFT+F9 Run GOTOBUTTON or MACROBUTTON from the field that displays the field results

F11 Go to the next field

SHIFT+F11 Go to the previous field

CTRL+F11 Lock a field

CTRL+SHIFT+F11 Unlock a field

Keys for working with a document outline

In outline view, press To

ALT+SHIFT+LEFT ARROW Promote a paragraph

ALT+SHIFT+RIGHT ARROW Demote a paragraph

CTRL+SHIFT+N Demote to body text

ALT+SHIFT+UP ARROW Move selected paragraphs up

ALT+SHIFT+DOWN ARROW Move selected paragraphs down

ALT+SHIFT+PLUS SIGN Expand text under a heading

ALT+SHIFT+MINUS SIGN Collapse text under a heading

ALT+SHIFT+A or the asterisk (*) key on the numeric keypad Expand or collapse all text or headings

The slash (/) key on the numeric keypad Hide or display character formatting

ALT+SHIFT+L Show the first line of body text or all body text

ALT+SHIFT+1 Show all headings with the Heading 1 style

ALT+SHIFT+n Show all headings up to Heading n

Keys for performing a mail merge

To use these keystrokes, you must first set up a main document for a mail merge

While using the Mail Merge command, press To

ALT+SHIFT+K Preview a mail merge

ALT+SHIFT+N Merge a document

ALT+SHIFT+M Print the merged document

ALT+SHIFT+E Edit a mail-merge data document

ALT+SHIFT+F Insert a merge field

Keys for working with a document outline

In outline view, press To

ALT+SHIFT+LEFT ARROW Promote a paragraph

ALT+SHIFT+RIGHT ARROW Demote a paragraph

CTRL+SHIFT+N Demote to body text

ALT+SHIFT+UP ARROW Move selected paragraphs up

ALT+SHIFT+DOWN ARROW Move selected paragraphs down

ALT+SHIFT+PLUS SIGN Expand text under a heading

ALT+SHIFT+MINUS SIGN Collapse text under a heading

ALT+SHIFT+A or the asterisk (*) key on the numeric keypad Expand or collapse all text or headings

The slash (/) key on the numeric keypad Hide or display character formatting

ALT+SHIFT+L Show the first line of body text or all body text

ALT+SHIFT+1 Show all headings with the Heading 1 style

ALT+SHIFT+n Show all headings up to Heading n

Keys for working with Web pages

Press To

CTRL+K Insert a hyperlink

ALT+LEFT ARROW Go back one page

ALT+RIGHT ARROW Go forward one page

F9 Refresh

Note To use keys to go back or forward one page or to refresh a page, the Web toolbar must be showing. If the Web toolbar is not showing, press ALT+V, press T, use the arrow keys to select Web, and then press ENTER.

Keys for printing and previewing documents

Press To

CTRL+P Print a document

ALT+CTRL+I Switch in or out of Print Preview

Arrow keys Move around the preview page when zoomed in

PAGE UP or PAGE DOWN Move by one preview page when zoomed out

CTRL+HOME Move to the first preview page when zoomed out

CTRL+END Move to the last preview page when zoomed out

Keys for using the Office Assistant

To perform most of the following actions, the Office Assistant must be turned on and visible. How to show the office assistant

Press To

F1, if the Assistant is showing Display the Assistant balloon.

ALT+number (ALT+1 is the first topic, ALT+2 is the second, and so on) Select a Help topic from the list the Assistant displays.

ALT+DOWN ARROW See more Help topics.

ALT+UP ARROW See previous Help topics.

ESC Close an Assistant message or a tip.

TAB (if a wizard is showing) to select Microsoft Word Help , then the SPACEBAR to show the Assistant or turn off Help with the wizard Show the Assistant in a wizard, or turn off Help with the wizard.

Note Not all wizards have Help provided by the Assistant.

Keys for working with Help

If Help is not open, press F1. If you use the Office Assistant to find Help topics, you can use keys to select Help topics

This topic provides reference information about:

Work in the Help window

Press To

F6 Move between the navigation pane and topic pane

ALT+O Display the Options menu to access any Help toolbar command

ALT+SPACEBAR Display the program Control menu

ALT+F4 Close the active Help window

Move around in the navigation pane

Press To

CTRL+TAB Switch to the next tab

CTRL+SHIFT+TAB Switch to the previous tab

ALT+C Switch to the Contents tab

ALT+A Switch to the Answer Wizard tab

ALT+I Switch to the Index tab

ENTER Open or close a selected book, or open a selected Help topic

DOWN ARROW Select the next book or Help topic

UP ARROW Select the previous book or Help topic

Move around in the topic pane

Press To

ALT+LEFT ARROW Go back to a Help topic you viewed previously

ALT+RIGHT ARROW Go forward to a Help topic you viewed previously

TAB Go to the first or next hyperlink

SHIFT+TAB Go to the last or previous hyperlink

ENTER Activate a selected hyperlink

ESC Close a pop-up window

UP ARROW Scroll toward the beginning of a Help topic

DOWN ARROW Scroll toward the end of a Help topic

PAGE UP Scroll toward the beginning of a Help topic in larger increments

PAGE DOWN Scroll toward the end of a Help topic in larger increments

HOME Move to the beginning of a Help topic

END Move to the end of a Help topic

CTRL+P Print the active Help topic

CTRL+A Select the entire Help topic

CTRL+C Copy the selected items to the Clipboard

Keys for menus

Note To enlarge the Help window to fill the screen, press ALT+SPACEBAR, and then press X. To restore the window to its previous size and location, press ALT+SPACEBAR, and then press R. To print this topic, press CTRL+P.

Press To

SHIFT+F10 Show the shortcut menu

F10 Make the menu bar active

ALT+SPACEBAR Show the program icon menu (on the program title bar)

DOWN ARROW or UP ARROW (with the menu or submenu displayed) Select the next or previous command on the menu or submenu

LEFT ARROW or RIGHT ARROW Select the menu to the left or right; or, with a submenu visible, switch between the main menu and the submenu

HOME or END Select the first or last command on the menu or submenu

ALT Close the visible menu and submenu at the same time

ESC Close the visible menu; or, with a submenu visible, close the submenu only

ALT+CTRL+= Add a toolbar button to a menu. When you type this shortcut key and then click a toolbar button, Microsoft Word adds the button to the appropriate menu. For example, click Bullets on the Formatting toolbar to add the Bullets command to the Format menu.

ALT+CTRL+- (dash key) Remove a command from a menu. When you type this shortcut key and then select a menu command, the command is removed. You can add the menu command back to the menu if you change your mind.

ALT+CTRL++ (plus key on numeric keypad) Customize the shortcut key for a menu command. When you type this shortcut key and then select a menu command, the Customize Keyboard dialog box opens so you can add, change, or remove the shortcut key.

Tip You can use the keyboard to select any menu command on the menu bar or on a visible toolbar. Press ALT to select the menu bar. (To then select a toolbar, press CTRL+TAB; repeat until the toolbar you want is selected.) Press the letter that is underlined in the menu name that contains the command you want. In the menu that appears, press the letter underlined in the command name that you want.

Keys for working with the Open and Save As dialog boxes

Press To

CTRL+F12 Display the Open dialog box

F12 Display the Save As dialog box

ALT+1 Go to the previous folder ()

ALT+2 Open the folder up one level from the open folder (Up One Level button )

ALT+3 Closes the dialog box and opens your World Wide Web (Search the Web button )

ALT+4 Delete the selected folder or file (Delete button )

ALT+5 Create a new subfolder in the open folder (Create New Folder button )

ALT+6 Switch between List, Details, Properties, and Preview views (click the arrow next to Views )

ALT+7 Show the Tools menu (Tools button)

F5 Update the files visible in the Open or Save As dialog box (File menu)

Keys for windows and dialog boxes

This topic provides reference information about:

Move in or among document and program windows

Press To

ALT+TAB Switch to the next program or Microsoft Word document window

ALT+SHIFT+TAB Switch to the previous program or Word document window

CTRL+ESC Show the Microsoft Windows Start menu

CTRL+W Close the active document window

CTRL+F5 Restore the size of the active document window after you've maximized the window

CTRL+F6 Switch to the next Word document window

CTRL+SHIFT+F6 Switch to the previous Word document window

CTRL+F7, press arrow keys, and then press ENTER Carry out the Move command when the document window isn't maximized (document icon menu, menu bar)

CTRL+F8, press arrow keys, and then press ENTER Carry out the Size command when the document window isn't maximized (document icon menu, menu bar)

CTRL+F10 Maximize the document window or restore the window to its previous size and location

Move around in a dialog box

Press To

CTRL+TAB or CTRL+PAGE DOWN Switch to the next tab in a dialog box

CTRL+SHIFT+TAB or CTRL+PAGE UP Switch to the previous tab in a dialog box

TAB Move to the next option or option group

SHIFT+TAB Move to the previous option or option group

Arrow keys Move between options in the selected list or between some options in a group of options

SPACEBAR Perform the action assigned to the selected button; select or clear the check box

Letter key In the selected list, move to the next option that starts with the letter you type

ALT+ letter key Select the option or select or clear the check box next to the letter underlined in the option name

ALT+DOWN ARROW (when a list is selected) Open the selected list

ESC (when a list is selected) Close the selected list

ENTER Perform the action assigned to the default button in the dialog box

ESC Cancel the command and close the dialog box

Move around or select text in a text box

Press To

HOME Move to the beginning of the line

END Move to the end of the line

LEFT ARROW or RIGHT ARROW Move one character to the left or right

CTRL+LEFT ARROW or CTRL+RIGHT ARROW Move one word to the left or right

SHIFT+HOME Select from the insertion point to the beginning of the line

SHIFT+END Select from the insertion point to the end of the line

SHIFT+LEFT ARROW Select or cancel the selection of one character to the left

SHIFT+RIGHT ARROW Select or cancel the selection of one character to the right

CTRL+SHIFT+LEFT ARROW Select or cancel the selection of one word to the left

CTRL+SHIFT+RIGHT ARROW Select or cancel the selection of one word to the right

Keys for toolbars

Press To

F10 Make the menu bar active

CTRL+TAB or CTRL+SHIFT+TAB Select the next or previous toolbar

TAB or SHIFT+TAB (when a toolbar is active) Select the next or previous button or menu on the toolbar

ENTER (when a menu on a toolbar is selected) Open the menu

ENTER (when a button is selected) Perform the action assigned to a button

ENTER (when the text box is selected) Enter text in a text box

ENTER (when a drop-down list box is selected) Select the option you want

Arrow keys Move through options in a menu or drop-down list

Keys for sending e-mail

Use the following keys (if you are e-mailing a document or a message) when the e-mail header is active. To activate the e-mail header, press SHIFT+TAB.

Press To

ALT+S Send the active document or message

CTRL+SHIFT+B Open the Address Book

ALT+K Check the names on the To, Cc and Bcc lines against the Address Book

ALT+. (period) Open the Address Book in the To field

ALT+C Opens the Address Book in the Cc field

ALT+B Open the Address Book in the Bcc field

ALT+J Go to the Subject field

ALT+P Open the Microsoft Outlook Message Options dialog box (in a message, View menu, Options command)

CTRL+SHIFT+G Create a message flag

TAB Select the next box in the e-mail header or the body of the document or message when the last box in the e-mail header is active

SHIFT+TAB Select the previous field or button in the e-mail header