Tips: Keyboard shortcuts for Microsoft Word (Part II)
Read in series:
Navigating the Ribbon
>> Access any command with a few keystrokes
Access keys let you quickly use a command by pressing a few keys, regardless of where you are in the program. Every command in Word 2010 can be accessed by using an access key. You can get to most commands by using two to five keystrokes. To use an access key:
1. Press ALT.
The KeyTips are displayed over each feature that is available in the current view.
2. Press the letter shown in the KeyTip over the feature that you want to use.
3. Depending on which letter you press, you may be shown additional KeyTips. For example, if the Home tab is active and you press N, theInsert tab is displayed, along with the KeyTips for the groups on that tab.
4. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command.
NOTE To cancel the action that you are taking and hide the KeyTips, press ALT.
>> Change the keyboard focus without using the mouse
Another way to use the keyboard to work with programs that feature the Office Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse.
| TO DO THIS | PRESS |
|---|---|
| Select the active tab of the Ribbon and activate the access keys: | ALT or F10. Press either of these keys again to move back to the document and cancel the access keys. |
| Move to another tab of the Ribbon: | F10 to select the active tab, and then LEFT ARROW or RIGHT ARROW |
| Expand or collapse the Ribbon: | CTRL+F1 |
| Display the shortcut menu for the selected item: | SHIFT+F10 |
Move the focus to select each of the following areas of the window:
|
F6 |
| Move the focus to each command on the Ribbon, forward or backward, respectively: | TAB or SHIFT+TAB |
| Move down, up, left, or right, respectively, among the items on the Ribbon: | DOWN ARROW, UP ARROW, LEFT ARROW, or RIGHT ARROW |
| Activate the selected command or control on the Ribbon: | SPACEBAR or ENTER |
| Open the selected menu or gallery on the Ribbon: | SPACEBAR or ENTER |
| Activate a command or control on the Ribbon so you can modify a value: | ENTER |
| Finish modifying a value in a control on the Ribbon, and move focus back to the document: | ENTER |
| Get help on the selected command or control on the Ribbon. (If no Help topic is associated with the selected command, a general Help topic about the program is shown instead.): | F1 |
Quick reference for Microsoft Word
>> Common tasks in Microsoft Word
| TO DO THIS | PRESS |
|---|---|
| Create a nonbreaking space: | CTRL+SHIFT+SPACEBAR |
| Create a nonbreaking hyphen: | CTRL+SHIFT+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
>> Create, view, and save documents
| TO DO THIS | PRESS |
|---|---|
| Create a new 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 or ALT+CTRL+S |
| Save a document: | CTRL+S |
| TO DO THIS | PRESS |
|---|---|
| Open the Navigation task pane (to search document): | 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 browse object (set in browse options): | CTRL+PAGE UP |
| Move to the next browse object (set in browse options): | 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 |
>> Outline view
| 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 |
>> Print and preview documents
| TO DO THIS | PRESS |
|---|---|
| Print a document: | CTRL+P |
| Switch to 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 |
>> Review documents
| 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 |
