All Microsoft Word keyboard shortcuts

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Marie-Ange Demory

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All Microsoft Word keyboard shortcuts. Even if you're familiar with Microsoft Word, you might be surprised at the number and variety of keyboard shortcuts you can use to speed up your work and generally make things more convenient.

These shortcuts have been around for a long time, so they should be useful no matter what version of Word you're using.

General program shortcuts

There are many general shortcuts of the program in Microsoft Word that make it easier for you to do everything from saving your document to undoing a mistake.

  • CTRL+N:  create a new document
  • Ctrl+O: opens an existing document
  • Ctrl+S: save a document
  • F12: open the Save As dialog box
  • Ctrl + W: closes a document
  • Ctrl+Z: cancel an action
  • Ctrl+Y:  restore an action
  • Alt + Ctrl + S: splits a window or removes the split view
  • Ctrl+Alt+V: Print layout view
  • Ctrl + Alt + O: Structure view
  • Ctrl + Alt + N: Draft view
  • CTRL+F2: View print preview
  • F1: opens the Help pane
  • Alt + Q: go to the box "Tell me what you want to do"
  • F9: updates the field codes in the current selection
  • ctrl+f: fence a document
  • F7: run a spelling and grammar check
  • Shift + F7: open thesaurus. If you have a word selected, Shift + F7 looks for that word in the thesaurus.

Moving around in a document

You can use keyboard shortcuts to easily navigate within the document. This can save time if you have a long document and don't want to scroll through the whole thing, or just want to easily move between words or phrases.

  • Left / right arrow: moves the insertion point (cursor) one character left or right
  • Ctrl + Left / Right Arrow: move a word left or right
  • Up / down arrow: move up or down one line
  • Ctrl + Up / Down Arrow: move a paragraph up or down
  • End:  move to the end of the current line
  • Ctrl + Fine:  move to the end of the document
  • Home: move to the beginning of the current line
  • Ctrl + Home: move to the beginning of the document
  • Page Up / Page Down:  allows you to move up or down a screen
  • Ctrl + Page su / Page giù: Go to the previous or next navigation object (after performing a search)
  • Alt + Ctrl + Up / Down page: allows you to move to the beginning or end of the current window
  • F5: open the Find dialog with the “Go To” tab selected, so you can quickly navigate to a page, section, bookmark, and so on.
  • Shift + F5: jumps to the last three positions where the insertion point was inserted. If you've just opened a document, Shift + F5 takes you to the last point you were editing before closing the document.

Text selection

You may have noticed from the previous section that the arrow keys are used to move the insertion point, and the Ctrl key is used to change that movement. By using the Shift key to change many of these key combinations you can select text in different ways.

  • Shift + Left / Right Arrow: extend the current selection one character left or right
  • Ctrl + Shift + Left / Right Arrow: extends the current selection by one word to the left or right
  • Shift + Up / Down Arrow: extends the selection up or down one line
  • Ctrl + Shift + Up / Down Arrow: extends the selection to the beginning or end of the paragraph
  • Shift + End: extends the selection to the end of the line
  • Shift + Home: extends the selection to the beginning of the line
  • Ctrl + Maiusc + Home / Fine: extends the selection to the beginning or end of the document
  • Shift + Page Down / Page Up: extends the selection down or up one screen
  • Ctrl+A: select the entire document
  • F8: allows you to enter the selection mode. In this mode, you can use the arrow keys to extend the selection. You can also press F8 up to five times to extend the selection outward. The first press enters selection mode, the second press selects the word next to the insertion point, the third selects the entire sentence, the fourth all characters in the paragraph, and the fifth the entire document. Pressing Shift + F8 works in the same cycle, but backwards. And you can press Esc at any time to exit the selection mode. It takes a while to play, but it's pretty fun!
  • Ctrl + Shift + F8: select a column. Once the column is selected, you can use the left and right arrow keys to extend the selection to other columns.

Editing the text

Word also provides a number of keyboard shortcuts for editing text.

  • backspace:  deletes one character to the left
  • Ctrl + Backspace:  delete one word on the left
  • Remove:  delete one character to the right
  • Ctrl + Delete:  delete one word on the right
  • Ctrl+C:  copy or graphic in the clipboard text
  • Ctrl+X:  cuts the selected text or graphics to the clipboard
  • Ctrl+V:  paste the contents of the clipboard
  • CTRL+F3:  cut the selected text to the Spike. The Spike is an interesting variation on the regular clipboard. You can keep cutting the text on Spike and Word remembers everything. When pasting the content of Spikes, Word pastes everything you cut, but places each element on its own line.
  • Ctrl + Shift + F3:  paste the contents of the picket
  • Alt + Shift + R: copies the header or footer used in the previous section of the document

Applying character formatting

Word also has a ton of keyboard combinations for applying character formatting (and paragraph formatting, but that's covered in the next section. You can use shortcuts to apply formatting to selected text or whatever else you type after if it's not. no text selected.

  • Ctrl + B: Apple bold formatting
  • Ctrl+I: applies italic formatting
  • Ctrl + U: applies underline formatting
  • Ctrl + Shift + W: applies underline formatting to words, but not spaces between words
  • Ctrl + Shift + D: applies double underline formatting
  • Ctrl + D: opens the Font dialog box
  • Ctrl + Shift + : allows you to reduce or increase the font size by one predefined size at a time
  • Ctrl + [o]: decreases or increases the font size one point at a time
  • Ctrl + =: apply subscript formatting
  • Ctrl + Shift + Plus key: apply superscript formatting
  • Shift + F3: allows you to scroll through case formats for text. The available formats are sentence uppercase (first letter uppercase, everything else lowercase), lowercase, uppercase, title uppercase (first letter in each word uppercase), and alternating uppercase and lowercase (which reverses whatever is there).
  • Ctrl + Shift + A: format all uppercase letters
  • Ctrl + Maiusc + K: formats all letters in lowercase
  • Ctrl + Shift + C: copies the character formatting of a selection
  • Ctrl + Shift + V: pastes the formatting on the selected text
  • Ctrl + Space: removes all manual character formatting from a selection

Applying paragraph formatting

And just like with character formatting, Word has a lot of special shortcuts for paragraph formatting.

  • CTRL+M:  Increase the indent of a paragraph by one level each time you press it
  • Ctrl + Maiusc + M:  Decreases the indent of a paragraph by one level each time it is pressed
  • Ctrl+T:  increases the hanging indent each time you press it
  • Ctrl + Maiusc + T: reduces a hanging indent each time it is pressed
  • Ctrl+E: center a paragraph
  • Ctrl + L: left align a paragraph
  • Ctrl+R: right align a paragraph
  • Ctrl + J: justifies a paragraph
  • CTRL+1: sets single spacing
  • CTRL+2: set double spacing
  • CTRL+5: set a spacing of 1,5 lines
  • CTRL+0: removes leading leading to a paragraph
  • Ctrl + Shift + S: opens a pop-up window to apply styles
  • Ctrl + Shift + N: apply the normal paragraph 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
  • Ctrl + Q: removes all paragraph formatting

Insert things

If you're looking to insert a section break in your document, or just don't feel like digging for a common symbol, Word's keyboard combos have you covered.

  • Shift + Enter: inserts a line break
  • Ctrl + Enter: allows you to insert a page break
  • Ctrl + Shift + Enter: inserts a column break
  • Ctrl + hyphen (-): enter an optional dash or dash. An optional hyphen tells Word not to use a hyphen, unless the word breaks at the end of a line. If so, Word will use a hyphen where you entered it.
  • Alt + Ctrl + hyphen (-): enter a hyphen
  • Ctrl + Shift + hyphen (-): insert a non-breaking hyphen. This tells Word not to break a word at the end of a line, even if there is a hyphen there. This would be useful, for example, if you included something like a phone number and wanted to make sure it all appeared on one line.
  • Ctrl + Shift + Spacebar: allows you to insert a non-breaking space
  • Alt + Ctrl + C: insert a copyright symbol
  • Alt + Ctrl + R: enter a trademark symbol
  • Alt + Ctrl + T: insert a trademark symbol

Working with the contours

Hopefully it will take shape before going into a long document. If you are among those organized, sketching anime, here are some shortcuts to help you out.

  • Alt + Shift + Left / Right Arrow: Promote (move left) or demote (move right) a line
  • Ctrl + Shift + N: change an outline level to plain body text
  • Alt + Shift + Up / Down Arrow: moves the line with the insertion point up or down in the outline
  • Alt + Shift + Plus or Minus: allows you to expand or collapse the text under a heading
  • Alt + Shift + A: expands or collapses all text or headings in an outline
  • Alt + Shift + L: show first line of body text or all body text
  • Alt + Shift + 1: shows all headings with the Heading 1 style applied
  • Alt + Shift + any other number key: shows all titles up to that level

Working with tables

Moving around tables doesn't work like moving around in plain text. Instead of clicking where you want to go, check out these combinations:

  • Tab:  Move to the next cell in a row and select its contents, if there are any
  • Shift + Tab: go to the previous cell of a row and select its contents, if any
  • Alt + Home / Fine: porta to the first or last cell in a row
  • Alt + Page Up / Page Down: allows you to move to the first or last cell of a column
  • Up / down arrow: go to the previous or next line
  • Shift + Up / Down Arrow: select the cell in the row above or below the insertion point or selection. Keep pressing this combination to keep selecting more cells. If you've selected multiple cells in a row, this combo selects those same cells in the row above or below.
  • Alt + 5 on the keyboard (with NumLock disabled): select an entire table

And this is all. Hope you've found some new keyboard shortcuts to make your life in Word a little easier!

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