MS Word Quick References

MS WORD Short Keys

Press	To
CTRL+SHIFT+SPACEBAR	Create a non-breaking space
CTRL+HYPHEN	Create a non-breaking hyphen
CTRL+B	Make letters bold
CTRL+I	Make letters italic
CTRL+U	Make letters underline
CTRL+SHIFT+<	Decrease font size
CTRL+SHIFT+>	Increase font size
CTRL+Q	Remove paragraph 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 action
CTRL+Y	Redo the last action

Function keys

Press	To
F1	Get online Help or the Office Assistant
F2	Move text or graphics
F3	Insert an AutoText entry (after Word displays the entry)
F4	Repeat the last action
F5	Choose the 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	Go to the next field
F12	Choose the Save As command (File menu)

SHIFT + Function key

Press	To
SHIFT+F1	Start context-sensitive Help or reveal formatting
SHIFT+F2	Copy text
SHIFT+F3	Change the case of letters
SHIFT+F4	Repeat a Find or Go To action
SHIFT+F5	Move to a previous revision
SHIFT+F6	Go to the previous pane or frame
SHIFT+F7	Choose the Thesaurus 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	Go to the previous field
SHIFT+F12	Choose the Save command (File menu)

CTRL + Function key

Press	To
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	Go to 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 s+ SHIFT + Function key

Press	To
CTRL+SHIFT+F3	Insert the contents of the Spike
CTRL+SHIFT+F5	Edit a bookmark
CTRL+SHIFT+F6	Go to the previous window
CTRL+SHIFT+F7	Update linked information in a Word source document
CTRL+SHIFT+F8	Extend a selection or block (then press an 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

Press	To
ALT+F1	Go to 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 & Grammar 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

Press	To
ALT+SHIFT+F1	Go to the previous field
ALT+SHIFT+F2	Choose the Save command (File menu)
ALT+SHIFT+F9	Run GOTOBUTTON or MACROBUTTON from the field that displays the field results
ALT+SHIFT+F11	Display Microsoft Visual Studio code

CTRL+ALT+Function key

To	Press
CTRL+ALT+F1	Display Microsoft System Information
CTRL+ALT+F2	Open command (File menu)

Keys for formatting characters and paragraphs

Change or resize the font

Press	To
CTRL+SHIFT+F	Change the font
CTRL+SHIFT+P	Change the font size
CTRL+SHIFT+>	Increase the font size
CTRL+SHIFT+<	Decrease the font size
CTRL+]	Increase the font size by 1 point
CTRL+[	Decrease the font size by 1 point

Apply character formats

Press	To
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 bold formatting
CTRL+U	Apply an underline
CTRL+SHIFT+W	Underline words but not spaces
CTRL+SHIFT+D	Double-underline text
CTRL+SHIFT+H	Apply hidden text formatting
CTRL+I	Apply italic 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

View and copy text formats

Press	To
CTRL+SHIFT+* (asterisk)	Display nonprinting characters
SHIFT+F1 (then click the text whose formatting you want to review)	Review text formatting
CTRL+SHIFT+C	Copy formats
CTRL+SHIFT+V	Paste formats

Set line spacing

Press	To set line spacing to
CTRL+1	Single-space lines
CTRL+2	Double-space lines
CTRL+5	Set 1.5-line spacing
CTRL+0 (zero)	Add or remove one line space preceding a paragraph

Align paragraphs

Press	To
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

Press	To
CTRL+SHIFT+S	Apply a style
ALT+CTRL+K	Start AutoFormat
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

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

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

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 performing 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 using 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.

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

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 menus

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.

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

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