Tips: Keyboard shortcuts for Microsoft Word (Part IV)
Character and paragraph formating
>> Copy formatting
TO DO THIS | PRESS |
---|---|
Copy formatting from text: | CTRL+SHIFT+C |
Apply copied formatting to text: | CTRL+SHIFT+V |
>> Change or resize the font
NOTE The following keyboard shortcuts do not work in Full Screen Reading mode.
TO DO THIS | PRESS |
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Open the Font dialog box to change the font: | CTRL+SHIFT+F |
Increase the font size: | CTRL+SHIFT+> |
Decrease the font size: | CTRL+SHIFT+< |
Increase the font size by 1 point: | CTRL+] |
Decrease the font size by 1 point: | CTRL+[ |
>> Apply character formats
TO DO THIS | PRESS |
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Open the Font dialog box to change the formatting of characters: | CTRL+D |
Change the case of letters: | SHIFT+F3 |
Format all letters as capitals: | CTRL+SHIFT+A |
Apply bold formatting: | CTRL+B |
Apply an underline: | CTRL+U |
Underline words but not spaces: | CTRL+SHIFT+W |
Double-underline text: | CTRL+SHIFT+D |
Apply hidden text formatting: | CTRL+SHIFT+H |
Apply italic formatting: | CTRL+I |
Format letters as small capitals: | CTRL+SHIFT+K |
Apply subscript formatting (automatic spacing): | CTRL+EQUAL SIGN |
Apply superscript formatting (automatic spacing): | CTRL+SHIFT+PLUS SIGN |
Remove manual character formatting: | CTRL+SPACEBAR |
Change the selection to the Symbol font: | CTRL+SHIFT+Q |
>> View and copy text formats
TO DO THIS | PRESS |
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Display nonprinting characters: | CTRL+SHIFT+* (asterisk on numeric keypad does not work) |
Review text formatting: | SHIFT+F1 (then click the text with the formatting you want to review) |
Copy formats: | CTRL+SHIFT+C |
Paste formats: | CTRL+SHIFT+V |
>> Set the line spacing
TO DO THIS | PRESS |
---|---|
Single-space lines: | CTRL+1 |
Double-space lines: | CTRL+2 |
Set 1.5-line spacing: | CTRL+5 |
Add or remove one line space preceding a paragraph: | CTRL+0 (zero) |
>> Align paragraphs
TO DO THIS | PRESS |
---|---|
Switch a paragraph between centered and left-aligned: | CTRL+E |
Switch a paragraph between justified and left-aligned: | CTRL+J |
Switch a paragraph between right-aligned and left-aligned: | CTRL+R |
Left align a paragraph: | CTRL+L |
Indent a paragraph from the left: | CTRL+M |
Remove a paragraph indent from the left: | CTRL+SHIFT+M |
Create a hanging indent: | CTRL+T |
Reduce a hanging indent: | CTRL+SHIFT+T |
Remove paragraph formatting: | CTRL+Q |
>> Apply paragraph styles
TO DO THIS | PRESS |
---|---|
Open Apply Styles task pane: | CTRL+SHIFT+S |
Open Styles task pane: | ALT+CTRL+SHIFT+S |
Start AutoFormat: | ALT+CTRL+K |
Apply the Normal style: | CTRL+SHIFT+N |
Apply the Heading 1 style: | ALT+CTRL+1 |
Apply the Heading 2 style: | ALT+CTRL+2 |
Apply the Heading 3 style: | ALT+CTRL+3 |
Close the styles task pane
- If the Styles task pane is not selected, press F6 to select it.
- Press CTRL+SPACEBAR.
- Use the arrow keys to select Close, and then press ENTER.
Insert and edit objects
>> Insert an object
- Press ALT, N, J, and then J to open the Object dialog box.
- Do one of the following.
- Press DOWN ARROW to select an object type, and then press ENTER to create an object.
- Press CTRL+TAB to switch to the Create from File tab, press TAB, and then type the file name of the object that you want to insert or browse to the file.
>> Edit an object
- With the cursor positioned to the left of the object in your document, select the object by pressing SHIFT+RIGHT ARROW.
- Press SHIFT+F10.
- Press the TAB key to get to Object name, press ENTER, and then press ENTER again.
>> Insert SmartArt graphics
- Press and release ALT, N, and then M to select SmartArt.
- Press the arrow keys to select the type of graphic that you want.
- Press TAB, and then press the arrow keys to select the graphic that you want to insert.
- Press ENTER.
>> Insert WordArt
- Press and release ALT, N, and then W to select WordArt.
- Press the arrow keys to select the WordArt style that you want, and then press ENTER.
- Type the text that you want.
- Press ESC to select the WordArt object, and then use the arrow keys to move the object.
- Press ESC again to return to return to the document.
Mail merge and fields
>> Perform a mail merge
NOTE You must be on the Mailings tab to use these keyboard shortcuts.
TO DO THIS | PRESS |
---|---|
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 |
>> Work with fields
TO DO THIS | PRESS |
---|---|
Insert a DATE field: | ALT+SHIFT+D |
Insert a LISTNUM field: | ALT+CTRL+L |
Insert a PAGE field: | ALT+SHIFT+P |
Insert a TIME field: | ALT+SHIFT+T |
Insert an empty field: | CTRL+F9 |
Update linked information in a Microsoft Word source document: | CTRL+SHIFT+F7 |
Update selected fields: | F9 |
Unlink a field: | CTRL+SHIFT+F9 |
Switch between a selected field code and its result: | SHIFT+F9 |
Switch between all field codes and their results: | ALT+F9 |
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results: | ALT+SHIFT+F9 |
Go to the next field: | F11 |
Go to the previous field: | SHIFT+F11 |
Lock a field: | CTRL+F11 |
Unlock a field: | CTRL+SHIFT+F11 |
Language bar
>> Handwriting recognition
TO DO THIS | PRESS |
---|---|
Switch between languages or keyboard layouts: | Left ALT+SHIFT |
Display a list of correction alternatives: | +C |
Turn handwriting on or off: | +H |
Turn Japanese Input Method Editor (IME) on 101 keyboard on or off: | ALT+~ |
Turn Korean IME on 101 keyboard on or off: | Right ALT |
Turn Chinese IME on 101 keyboard on or off: | CTRL+SPACEBAR |
Tips
- You can choose the key combination for switching between languages or keyboard layouts in the Advanced Key Setting dialog box. To open the Advanced Key Setting dialog box, right-click theLanguage bar, and then click Settings. Under Preferences, click Key Settings.
- The Windows logo key is available on the bottom row of keys on most keyboards.
Function key reference
>> Function keys
TO DO THIS | PRESS |
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Get Help or visit Microsoft Office.com: | F1 |
Move text or graphics: | F2 |
Repeat the last action: | F4 |
Choose the Go To command (Home tab): | F5 |
Go to the next pane or frame: | F6 |
Choose the Spelling command (Review tab): | F7 |
Extend a selection: | F8 |
Update the selected fields: | F9 |
Show KeyTips: | F10 |
Go to the next field: | F11 |
Choose the Save As command: | F12 |
>> SHIFT+Function key
TO DO THIS | PRESS |
---|---|
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 the last change: | SHIFT+F5 |
Go to the previous pane or frame (after pressing F6): | SHIFT+F6 |
Choose the Thesaurus command (Review tab, Proofing group): | SHIFT+F7 |
Reduce the size of 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: | SHIFT+F12 |
>> CTRL+Function key
TO DO THIS | PRESS |
---|---|
Expand or collapse the Ribbon: | CTRL+F1 |
Choose the Print Preview command: | CTRL+F2 |
Cut to the Spike: | CTRL+F3 |
Close the window: | CTRL+F4 |
Go to the next window: | CTRL+F6 |
Insert an empty field: | CTRL+F9 |
Maximize the document window: | CTRL+F10 |
Lock a field: | CTRL+F11 |
Choose the Open command: | CTRL+F12 |
>> CTRL+SHIFT+Function key
TO DO THIS | PRESS |
---|---|
Insert the contents of the Spike: | CTRL+SHIFT+F3 |
Edit a bookmark: | CTRL+SHIFT+F5 |
Go to the previous window: | CTRL+SHIFT+F6 |
Update linked information in an Word 2010 source document: | CTRL+SHIFT+F7 |
Extend a selection or block: | CTRL+SHIFT+F8, and then press an arrow key |
Unlink a field: | CTRL+SHIFT+F9 |
Unlock a field: | CTRL+SHIFT+F11 |
Choose the Print command: | CTRL+SHIFT+F12 |
>> ALT+Function key
TO DO THIS | PRESS |
---|---|
Go to the next field: | ALT+F1 |
Create a new Building Block: | ALT+F3 |
Exit Word 2010: | ALT+F4 |
Restore the program window size: | ALT+F5 |
Move from an open dialog box back to the document, for dialog boxes that support this behavior: | ALT+F6 |
Find the next misspelling or grammatical error: | ALT+F7 |
Run a macro: | ALT+F8 |
Switch between all field codes and their results: | ALT+F9 |
Display the Selection and Visibility task pane: | ALT+F10 |
Display Microsoft Visual Basic code: | ALT+F11 |
>> ALT+SHIFT+Function key
TO DO THIS | PRESS |
---|---|
Go to the previous field: | ALT+SHIFT+F1 |
Choose the Save command: | ALT+SHIFT+F2 |
Display the Research task pane: | ALT+SHIFT+F7 |
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results: | ALT+SHIFT+F9 |
Display a menu or message for an available action: | ALT+SHIFT+F10 |
Choose Table of Contents button in the Table of Contents container when the container is active: | ALT+SHIFT+F12 |
>> CTRL+ALT+Function key
TO DO THIS | PRESS |
---|---|
Display Microsoft System Information: | CTRL+ALT+F1 |
Choose the Open command: | CTRL+ALT+F2 |
Source: microsoft