Microsoft Word Shortcut Keys

Create,save,print and view documents

Shortcut What it does
Ctrl+N Starts a new balnk document
Ctrl+O Displays the open dialog box
Ctrl+W Closes the active document
Ctrl+S Save a document
Ctrl+P Displays the print dialog box
Alt+Ctrl+I Switch to and from Print preview view
Alt+Ctrl+P Switch to Print Layout View
Alt+Ctrl+O Switch to Outline view
Alt+Ctrl+N Switch to Draft view

Find,replace,and browse through text

Shortcut What it does
Ctrl+F Displays the find dialog box
Alt+Ctrl+Y Repeats a find (after closing Find and repalce window)
Ctrl+H Displays the Replace dialog box
Ctrl+G Displays the GO To dialog box
Alt+Ctrl+Z Switches between the last four places that you have been edited
Ctrl+Page Up Moves to the previous edit location
Ctrl+Page Down Moves to the next edit location

Edit and move text and graphics

Shortcut What it does
Backspace Deletes one character to the left
Ctrl+Backspace Deletes one word to the left
Delete Deletes one character to the right
Ctrl+Delete Deletes one word to the right
Ctrl+Z Undoes the last action
Ctrl+C Copies selected text or graphics to the office clipboard
Ctrl+X Cuts selected text or graphics to the office clipboard
Ctrl+V Pastes the most recent addition to the office clipboard
Alt+Shift+R Copies the header or footer used in the previous section of the document
Ctrl+Alt+V Shows the Paste special dialog box
Ctrl+Shift+V Pastes the formatting only

Insert special characters

Shortcut What it does
Ctrl+F9 Inserts a blank field.
Shift+Enter Starts a new line in a paragraph.
Ctrl+Enter Inserts a page break.
Ctrl+Shift+Enter Inserts a column break.
Alt+Ctrl+Minus Sign Inserts an em dash ---
Ctrl+Minus Sign Inserts an en dash ---
Ctrl+Hyphen Inserts an optional hyphen.
Ctrl+Shift+Hyphen Inserts a non-breaking hyphen.
Ctrl+Shift+Spacebar Inserts a non-breaking space.
Alt+Ctrl+C Inserts the copyright symbol ©.
Alt+Ctrl+R Inserts the registered trademark symbol ®.
Alt+Ctrl+T Inserts the trademark symbol ™.
Alt+Ctrl+Full Stop Inserts an ellipsis.

Select text and graphics

Shortcut What it does
Shift+Right Arrow Selects one character to the right.
Shift+Left Arrow Selects one character to the left.
Ctrl+Shift+Right Arrow Selects to the end of a word.
Ctrl+Shift+Left Arrow Selects to the beginning of a word.
Shift+End Selects to the end of a line.
Shift+Home Selects to the beginning of a line.
Shift+Down Arrow Extends the selection one line down.
Shift+Up Arrow Extends the selection one line up.
Ctrl+Shift+Down Arrow Extends a selection to the end of a paragraph.
Ctrl+Shift+Up Arrow Extends a selection to the beginning of a paragraph.
Shift+Page Down Extends a selection one screen down.
Shift+Page Up Extends a selection one screen up.
Ctrl+Shift+Home Extends a selection to the beginning of a document.
Ctrl+Shift+End Extends a selection to the end of a document.
Ctrl+A Selects the entire document.

Select text in a table

Shortcut What it does
Tab Selects the next cell's contents.
Shift+Tab Selects the preceding cell's contents.
Shift+Alt+Page Down In the top cell,selects a column from the top cell to the bottom cell.
Shift+Alt+Page Up In the bottom cell,selects a column from the top cell to the top cell.
Alt+5 on the numeric keypad (with Num Lock off) Selects the entire table.

Move the insertion point through a document

Shortcut Moves the insertion point:
Left Arrow One charcter to the left.
Right Arrow One charcter to the right.
Ctrl+Left Arrow One word to the left.
Ctrl+Right Arrow One word to the right.
Ctrl+Up Arrow One paragraph up.
Ctrl+Down Arrow One paragraph down.
Up Arrow Up one line.
Down Arrow Down one line.
End To the end of a line.
Home To the beginning of a line.
Ctrl+Page Down To the top of the next page.
Ctrl+Page Up To the top of the previous page.
Ctrl+End To the end of a document.
Ctrl+Home To the beginning of a document.
Shift+F5 To a previous revision.
Shift+F5 After opening a document, to the location you were working in when the document was last closed.

Apply character formats

Shortcut What it does
Ctrl+D Opens the font dialog box to change the formatting of characters.
Ctrl+Shift+< Decreases the font size one value.
Ctrl+Shift+> Increases the font size one vaue.
Ctrl+[ Decreases the font size 1 point.
Ctrl+] Increases the font size 1 point.
Shift+F3 changes the case of letters.
Ctrl+Shift+A Applies or removes All Caps.
Ctrl+B Applies or removes bold formatting.
Ctrl+U Applies or removes underlining.
Ctrl+Shift+W Applies underline words but not spaces.
Ctrl+Shift+D Applies or removes double-underline.
Ctrl+Shift+H Applies or removes hidden text formatting.
Ctrl+I Applies or removes italic formatting.
Ctrl+Shift+K Applies or removes Small caps.
Ctrl+Equal Sign Applies or removes subscript formatting.
Ctrl+Shift+Plus Sign Applies or removes superscript formatting.
Ctrl+Spacebar Removes character formatting.

Apply paragraph formatting

Shortcut What it does
Ctrl+1 Sets single line spacing.
Ctrl+2 Sets double line spacing.
Ctrl+5 Sets 1.5 line spacing.
Ctrl+0 (Zero) Adds or removes one line space preceding a paragraph.
Ctrl+E Switches a paragraph between centred and left alignment.
Ctrl+J Switches a paragraph between justified and left alignment.
Ctrl+R Switches a paragraph between right and left alignment.
Ctrl+L Applies left alignment.
Ctrl+M Indents a paragraph from the left.
Ctrl+Shift+M Removes a paragraph indent from the left.
Ctrl+T Creates a hanging indent.
Ctrl+Shift+T Reduces a hanging indent.
Ctrl+Q Removes paragraph formatting.

Perform a mail merge

Note:The Ribbon's Mailings tab must be showing to use these shortcuts.

Shortcut What it does
Alt+Shift+K Previews a mail merge.
Alt+Shift+N Merges a document.
Alt+Shift+M Prints the merged document.
Alt+Shift+E Edits a mail-merge data document.
Alt+Shift+F Inserts a merge field.

Work with fields

Shortcut What it does
Alt+Shift+D Inserts a DATE field.
Alt+Ctrl+L Inserts a LISTNUM field.
Alt+Shift+P Inserts a PAGE field.
Alt+Shift+T Inserts a TIME field.
Ctrl+F9 Inserts an empty field.
F9 Updates selected fields.
Shift+F9 Switches between a selected field code and its result.
Alt+F9 Switches between all field codes and their results.
F11 Goes to the next field.
Shift+F11 Goes to the previous field.
Ctrl+F11 Locks a field.
Ctrl+Shift+F11 Unlocks a field.

Function key reference

Function Key Shift+Function Key Ctrl+Function Key Alt+Function Key
F1 Open the help window. Display the reveal formatting pane. Go to the next field.
F2 Move text or graphics. Copy text. Switch to print preview view.
F3 Change the case of letters. Cut to the spike Create a new building block.
F4 Repeat the last action. Repeat a Find or Go to action. Close the window. Exit word
F5 Display the Go to dialog box. Move to the last change. Restore the word window size.
F6 Go to the next pane or frame. Go to the previous pane or frame. (after pressing F6) Go to the next window. Move from an open dialog box back to the document, for dialog boxes such as find and replace that support this behaviour.
F7 Show the spelling dialog box. Show the thesaurus task pane. Find the next spelling or grammatical error.
F8 Extend a selection. Shrink a selection. Run a macro.
F9 Update the selected fields. Switch between a field code and its result. Insert an empty field. Switch between all field codes and their results.
F10 Show keytips on the Ribbon. Display a shortcut menu. Maximize the document window. Maximize the word window.
F11 Go to the next field. Go to the previous field. Lock a field. Dispaly the microsoft visual basic code window.
F12 Show the save as dialog box. Save changes to the document. Show the open dialog box.

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