Microsoft Word Shortcut Keys

Contents

1 Quick reference to some common shortcut keys

2 Function keys
2.1 Function key
2.2 SHIFT+Function key
2.3 CONTROL+Function key
2.4 CONTROL+SHIFT+Function key
2.5 ALT+Function key
2.6 ALT+SHIFT+Function key
2.7 CONTROL+ALT+Function key
3 Keys for formatting characters and paragraphs
3.1 Change or resize the font
3.2 Apply character formats
3.3 View and copy text formats
3.4 Set line spacing
3.5 Align paragraphs
3.6 Apply paragraph styles
4 Keys for editing and moving text and graphics
4.1 Delete text and graphics
4.2 Copy and move text and graphics
4.3 Insert special characters
5 Select text and graphics
5.1 Select text
5.2 Select text and graphics in a table
5.3 Extend a selection
6 Move the insertion point
6.1 Move around in a table
7 Insert paragraphs and tab characters in a table
8 Keys for working with documents
8.1 Create, view, and save documents
8.2 Find, replace, and browse through text
8.3 Undo and redo actions
8.4 Switch to another view
9 Keys for reviewing documents
10 Keys for working with references, footnotes, and endnotes
11 Keys for working with a document outline (in outline view only)
12 Keys for performing a mail merge
13 Keys for working with Web pages
14 Keys for using the Office Assistant
15 Keys for windows and dialog boxes
15.1 Move in or among document and program windows
15.2 Move around in a dialog box
15.3 Move around or select text in a text box
16 Keys for working with the Open and Save As dialog boxes
17 Keys for toolbars
18 Keys for sending e-mail

1 Quick reference to some common shortcut keys

Create a non-breaking space: CONTROL+SHIFT+SPACEBAR

Create a non-breaking hyphen: CONTROL+HYPHEN

Make letters bold: CONTROL+B

Make letters italic: CONTROL+I

Make letters underline: CONTROL+U

Decrease font size: CONTROL+SHIFT+<

Increase font size: CONTROL+SHIFT+>

Remove paragraph formatting: CONTROL+Q

Remove character formatting: CONTROL+SPACEBAR

Copy the selected text or object: CONTROL+C

Cut the selected text or object: CONTROL+X

Paste text or an object: CONTROL+V

Undo the last action: CONTROL+Z

Redo the last action: CONTROL+Y

2 Function keys

2.1 Function key

Get online Help or the Office Assistant: F1

Move text or graphics: F2

Insert an AutoText entry (after Word displays the entry): F3

Repeat the last action: F4

Choose the Go To command (Edit menu): F5

Go to next pane or frame: F6

Choose the Spelling command (Tools menu): F7

Extend a selection: F8

Update selected fields: F9

Activate the menu bar: F10

Go to the next field: F11

Choose the Save As command (File menu): F12

2.2 SHIFT+Function key

Start context-sensitive Help or reveal formatting: SHIFT+F1

Copy text: SHIFT+F2

Change the case of letters: SHIFT+F3

Repeat a Find or Go To action: SHIFT+F4

Move to a previous revision: SHIFT+F5

Go to the previous pane or frame: SHIFT+F6

Choose the Thesaurus command (Tools menu, Language submenu):

SHIFT+F7

Shrink a selection: SHIFT+F8

Switch between a field code and its result: SHIFT+F9

Display a shortcut menu: SHIFT+F10

Go to the previous field: SHIFT+F11

Choose the Save command (File menu): SHIFT+F12

2.3 CONTROL+Function key

Choose the Print Preview command (File menu): CONTROL+F2

Cut to the Spike: CONTROL+F3

Close the window: CONTROL+F4

Restore the document window size: CONTROL+F5

Go to the next window: CONTROL+F6

Choose the Move command (Control menu): CONTROL+F7

Choose the Size command (document Control menu): CONTROL+F8

Insert an empty field: CONTROL+F9

Maximize the document window: CONTROL+F10

Lock a field: CONTROL+F11

Choose the Open command (File menu): CONTROL+F12

2.4 CONTROL+SHIFT+Function key

Insert the contents of the Spike: CONTROL+SHIFT+F3

Edit a bookmark: CONTROL+SHIFT+F5

Go to the previous window: CONTROL+SHIFT+F6

Update linked information in a Word source document:

CONTROL+SHIFT+F7

Extend a selection or block (then press an arrow key):

CONTROL+SHIFT+F8
Unlink a field: CONTROL+SHIFT+F9

Activate the ruler: CONTROL+SHIFT+F10

Unlock a field: CONTROL+SHIFT+F11

Choose the Print command (File menu): CONTROL+SHIFT+F12

2.5 ALT+Function key

Go to the next field: ALT+F1

Create an AutoText entry: ALT+F3

Quit Word: ALT+F4

Restore the program window size: ALT+F5

Find the next misspelling or grammatical error: ALT+F7

Run a macro: ALT+F8

Switch between all field codes and their results: ALT+F9

Maximize the program window: ALT+F10

Display Microsoft Visual Basic code: ALT+F11

2.6 ALT+SHIFT+Function key

Go to the previous field: ALT+SHIFT+F1

Choose the Save command (File menu): ALT+SHIFT+F2

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

Display Microsoft Visual Studio code: ALT+SHIFT+F11

2.7 CONTROL+ALT+Function key

Display Microsoft System Information: CONTROL+ALT+F1

Open command (File menu): CONTROL+ALT+F2

3 Keys for formatting characters and paragraphs

3.1 Change or resize the font

Change the font: CONTROL+SHIFT+F

Change the font size: CONTROL+SHIFT+P

Increase the font size: CONTROL+SHIFT+>

Decrease the font size: CONTROL+SHIFT+<

Increase the font size by 1 point: CONTROL+]

Decrease the font size by 1 point: CONTROL+[

3.2 Apply character formats

Change the formatting of characters (Font command, Format menu):
CONTROL+D

Change the case of letters: SHIFT+F3

Format letters as all capitals: CONTROL+SHIFT+A

Apply bold formatting: CONTROL+B

Apply an underline: CONTROL+U

Underline words but not spaces: CONTROL+SHIFT+W

Double-underline text: CONTROL+SHIFT+D

Apply hidden text formatting: CONTROL+SHIFT+H

Apply italic formatting: CONTROL+I

Format letters as small capitals: CONTROL+SHIFT+K

Apply subscript formatting (automatic spacing): CONTROL+EQUAL SIGN

Apply superscript formatting (automatic spacing):

CONTROL+SHIFT+PLUS SIGN

Remove manual character formatting: CONTROL+SPACEBAR

Change the selection to the Symbol font: CONTROL+SHIFT+Q

3.3 View and copy text formats

Display nonprinting characters: CONTROL+SHIFT+* (asterisk)

Review text formatting: SHIFT+F1 (then click the text whose formatting you
want to review)

Copy formats: CONTROL+SHIFT+C

Paste formats: CONTROL+SHIFT+V

3.4 Set line spacing

Single-space lines: CONTROL+1

Double-space lines: CONTROL+2

Set 1.5-line spacing: CONTROL+5

Add or remove one line space preceding a paragraph: CONTROL+0 (zero)

3.5 Align paragraphs

Center a paragraph: CONTROL+E

Justify a paragraph: CONTROL+J

Left align a paragraph: CONTROL+L

Right align a paragraph: CONTROL+R

Indent a paragraph from the left: CONTROL+M

Remove a paragraph indent from the left: CONTROL+SHIFT+M

Create a hanging indent: CONTROL+T

Reduce a hanging indent: CONTROL+SHIFT+T

Remove paragraph formatting: CONTROL+Q

3.6 Apply paragraph styles

Apply a style: CONTROL+SHIFT+S

Start AutoFormat: ALT+CONTROL+K

Apply the Normal style: CONTROL+SHIFT+N

Apply the Heading 1 style: ALT+CONTROL+1

Apply the Heading 2 style: ALT+CONTROL+2

Apply the Heading 3 style: ALT+CONTROL+3

Apply the List style: CONTROL+SHIFT+L

4 Keys for editing and moving text and graphics

4.1 Delete text and graphics

Delete one character to the left: BACKSPACE

Delete one word to the left: CONTROL+BACKSPACE

Delete one character to the right: DELETE

Delete one word to the right: CONTROL+DELETE

Cut selected text to the Clipboard: CONTROL+X

Undo the last action: CONTROL+Z

Cut to the Spike: CONTROL+F3

4.2 Copy and move text and graphics

Copy text or graphics: CONTROL+C

Display the Clipboard: CONTROL+C, CONTROL+C

Move text or graphics: F2 (then move the insertion point and press ENTER)
Create AutoText: ALT+F3

Paste the Clipboard contents: CONTROL+V

Paste the Spike contents: CONTROL+SHIFT+F3

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

4.3 Insert special characters

A field: CONTROL+F9

An AutoText entry: ENTER (after typing the first few characters of the
AutoText entry name and when the ScreenTip appears)

A line break: SHIFT+ENTER

A page break: CONTROL+ENTER

A column break: CONTROL+SHIFT+ENTER

An optional hyphen: CONTROL+HYPHEN

A non-breaking hyphen: CONTROL+SHIFT+HYPHEN

A non-breaking space: CONTROL+SHIFT+SPACEBAR

The copyright symbol: ALT+CONTROL+C

The registered trademark symbol: ALT+CONTROL+R

The trademark symbol: ALT+CONTROL+T

An ellipsis: ALT+CONTROL+PERIOD
5 Select text and graphics
Holding down SHIFT and pressing the key that moves the insertion point.

5.1 Select text

One character to the right: SHIFT+RIGHT ARROW

One character to the left: SHIFT+LEFT ARROW

To the end of a word: CONTROL+SHIFT+RIGHT ARROW

To the beginning of a word: CONTROL+SHIFT+LEFT ARROW

To the end of a line: SHIFT+END

To the beginning of a line: SHIFT+HOME

One line down: SHIFT+DOWN ARROW

One line up: SHIFT+UP ARROW

To the end of a paragraph: CONTROL+SHIFT+DOWN ARROW

To the beginning of a paragraph: CONTROL+SHIFT+UP ARROW

One screen down: SHIFT+PAGE DOWN

One screen up: SHIFT+PAGE UP

To the beginning of a document: CONTROL+SHIFT+HOME

To the end of a document: CONTROL+SHIFT+END

To the end of a window: ALT+CONTROL+SHIFT+PAGE DOWN

To include the entire document: CONTROL+A

To a vertical block of text: CONTROL+SHIFT+F8, and then use the arrow

keys; press ESCAPE to cancel selection mode

To a specific location in a document: F8+ARROW keys; press ESCAPE to

cancel selection mode

5.2 Select text and graphics in a table

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: Highlight the column's top or bottom cell. Hold down
SHIFT and press the UP ARROW or DOWN ARROW key repeatedly

Extend a selection (or block): CONTROL+SHIFT+F8, and then use the

arrow keys; press ESCAPE to cancel selection mode

Reduce the selection size: SHIFT+F8

Select an entire table: ALT+5 on the numeric keypad (with NUM LOCK off)
5.3 Extend a selection
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 forth)

Reduce the size of a selection: SHIFT+F8

Turn extend mode off: ESCAPE

6 Move the insertion point

One character to the left: LEFT ARROW

One character to the right: RIGHT ARROW

One word to the left: CONTROL+LEFT ARROW

One word to the right: CONTROL+RIGHT ARROW

One paragraph up: CONTROL+UP ARROW

One paragraph down: CONTROL+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 beginning of a line: HOME

To the end of a line: END

To the top of the window: ALT+CONTROL+PAGE UP

To the end of the window: ALT+CONTROL+PAGE DOWN

Up one screen (scrolling): PAGE UP

Down one screen (scrolling): PAGE DOWN

To the top of the previous page: CONTROL+PAGE UP

To the top of the next page: CONTROL+PAGE DOWN

To the beginning of a document: CONTROL+HOME

To the end of a document: CONTROL+END

To a previous revision: SHIFT+F5

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

6.1 Move around in a table

Next cell in a row: TAB

Previous cell in a row: SHIFT+TAB

First cell in a row: ALT+HOME

Last cell in a row: ALT+END

First cell in a column: ALT+PAGE UP

Last cell in a column: ALT+PAGE DOWN

Previous row: UP ARROW

Next row: DOWN ARROW

7 Insert paragraphs and tab characters in a table

New paragraphs in a cell: ENTER

Tab characters in a cell: CONTROL+TAB

8 Keys for working with documents

8.1 Create, view, and save documents

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

Open a document: CONTROL+O

Close a document: CONTROL+W

Split the document window: ALT+CONTROL+S

Remove the document window split: ALT+SHIFT+C

Save a document: CONTROL+S

8.2 Find, replace, and browse through text

Find text, formatting, and special items: CONTROL+F

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

Replace text, specific formatting, and special items: CONTROL+H

Go to a page, bookmark, footnote, table, comment, graphic, or other

location: CONTROL+G

Go back to a page, bookmark, footnote, table, comment, graphic, or other

location: ALT+CONTROL+Z

Browse through a document: ALT+CONTROL+HOME

8.3 Undo and redo actions

Cancel an action: ESCAPE

Undo an action: CONTROL+Z

Redo or repeat an action: CONTROL+Y

8.4 Switch to another view
Switch to print layout view: ALT+CONTROL+P

Switch to outline view: ALT+CONTROL+O

Switch to normal view: ALT+CONTROL+N

Move between a master document and its subdocuments: CONTROL+\

9 Keys for reviewing documents

Insert a comment: ALT+CONTROL+M

Turn track changes on or off: CONTROL+SHIFT+E

Go to the beginning of a comment: HOME

Go to the end of a comment: END

Go to the beginning of the list of comments: CONTROL+HOME

Go to the end of the list of comments: CONTROL+END

10 Keys for working with references, footnotes, and
endnotes
Mark a table of contents entry: ALT+SHIFT+O

Mark a table of authorities entry: ALT+SHIFT+I

Mark an index entry: ALT+SHIFT+X

Insert a footnote: ALT+CONTROL+F

Insert an endnote: ALT+CONTROL+D

11 Keys for working with a document outline (in

outline view only)
Promote a paragraph: ALT+SHIFT+LEFT ARROW

Demote a paragraph: ALT+SHIFT+RIGHT ARROW

Demote to body text: CONTROL+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 or the asterisk (*)

key on the numeric keypad

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

12 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:

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

13 Keys for working with Web pages

Insert a hyperlink: CONTROL+K

Go back one page: ALT+LEFT ARROW

Go forward one page: ALT+RIGHT ARROW

Refresh: F9

14 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.

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

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

See more Help topics.: ALT+DOWN ARROW

See previous Help topics.: ALT+UP ARROW

Close an Assistant message or a tip.: ESCAPE

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.: TAB (if a wizard is showing)

15 Keys for windows and dialog boxes

15.1 Move in or among document and program windows
Switch to the next program or Microsoft Word document window: ALT+TAB

Switch to the previous program or Word document window:

ALT+SHIFT+TAB

Show the Microsoft Windows Start menu: CONTROL+ESCAPE

Close the active document window: CONTROL+W

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

Switch to the next Word document window: CONTROL+F6

Switch to the previous Word document window: CONTROL+SHIFT+F6

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

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

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

15.2 Move around in a dialog box

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

Switch to the previous tab in a dialog box: CONTROL+SHIFT+TAB or

CONTROL+PAGE UP
Move to the next option or option group: TAB

Move to the previous option or option group: SHIFT+TAB

Move between options in the selected list or between some options in a

group of options: Arrow keys

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

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

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

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

Close the selected list: ESCAPE (when a list is selected)

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

Cancel the command and close the dialog box: ESCAPE

15.3 Move around or select text in a text box

Move to the beginning of the line: HOME

Move to the end of the line: END

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

Move one word to the left or right: CONTROL+LEFT ARROW or

CONTROL+RIGHT ARROW

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

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

ARROW

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

ARROW

Select or cancel the selection of one word to the left:

CONTROL+SHIFT+LEFT ARROW

Select or cancel the selection of one word to the right:

CONTROL+SHIFT+RIGHT ARROW

16 Keys for working with the Open and Save As dialog

boxes
Display the Open dialog box: CONTROL+F12

Display the Save As dialog box: F12

Go to the previous folder: ALT+1

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

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

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

Create a new subfolder in the open folder (Create New Folder button):
ALT+5
Switch between List, Details, Properties, and Preview views (click the arrow
next to Views): ALT+6

Show the Tools menu (Tools button): ALT+7

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

17 Keys for toolbars

Make the menu bar active: F10

Select the next or previous toolbar: CONTROL+TAB or

CONTROL+SHIFT+TAB

Select the next or previous button or menu on the toolbar: TAB or

SHIFT+TAB (when a toolbar is active)

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

Perform the action assigned to a button: ENTER (when a button is

selected)

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

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

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

18 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.

Send the active document or message: ALT+S

Open the Address Book: CONTROL+SHIFT+B

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

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

Opens the Address Book in the Cc field: ALT+C

Open the Address Book in the Bcc field: ALT+B

Go to the Subject field: ALT+J

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

Create a message flag: CONTROL+SHIFT+G

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: TAB

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