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Tips: Keyboard shortcuts for Microsoft Word (Part II)

Posted In MS office - By Techtiplib on Sunday, May 6th, 2012 With No Comments »

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:

  • Active tab of the Ribbon
  • Any open task panes
  • Status bar at the bottom of the window
  • Your document
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
>> Find, replace, and browse through text
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
>> Switch to another view
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
>> Full Screen Reading view

 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
>> References, footnotes, and endnotes
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
>> Work with Web pages
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
Source: microsoft

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