MS Word Shortcut keys and Tips

MS Word Shortcut keys and Tips For Windows [Part -2]

Insert special characters
DescriptionShortcuts
A fieldCTRL+F9
A line breakSHIFT+ENTER
A page breakCTRL+ENTER
A column breakCTRL+SHIFT+ENTER
An em dashALT+CTRL+MINUS SIGN
An en dashCTRL+MINUS SIGN
An optional hyphenCTRL+HYPHEN
A nonbreaking hyphenCTRL+SHIFT+HYPHEN
A nonbreaking spaceCTRL+SHIFT+SPACEBAR
The copyright symbolALT+CTRL+C
The registered trademark symbolALT+CTRL+R
The trademark symbolALT+CTRL+T
An ellipsisALT+CTRL+PERIOD
A single opening quotation markCTRL+`(single quotation mark), `(single quotation mark)
A single closing quotation markCTRL+’ (single quotation mark), ‘ (single quotation mark)
Double opening quotation marksCTRL+` (single quotation mark), SHIFT+’ (single quotation mark)
Double closing quotation marksCTRL+’ (single quotation mark), SHIFT+’ (single quotation mark)
An AutoText entryENTER (after you type the first few characters of the AutoText entry name and when the ScreenTip appears)
To do thisPress
Insert the Unicode character for the specified Unicode (hexadecimal) character code. For example, to insert the euro currency symbol (  ), type 20AC, and then hold down ALT and press X.The character code, ALT+X
Find out the Unicode character code for the selected characterALT+X
Insert the ANSI character for the specified ANSI (decimal) character code. For example, to
insert the euro currency symbol, hold down ALT and press 0128 on the numeric keypad.
ALT+the character code
(on the numeric keypad)

Select text and graphics

Select text by holding down SHIFT and using the arrow keys to move the cursor.

Extend a selection
To do thisPress
Turn extend mode on.F8
Select the nearest character.F8, and then press LEFT ARROW or RIGHT ARROW
Increase the size of a selection.F8 (press once to select a word, twice to select a sentence, and so on)
Reduce the size of a selection.SHIFT+F8
Turn extend mode off.ESC
Extend a selection one character to the right.SHIFT+RIGHT ARROW
Extend a selection one character to the left.SHIFT+LEFT ARROW
Extend a selection to the end of a word.CTRL+SHIFT+RIGHT ARROW
Extend a selection to the beginning of a word.CTRL+SHIFT+LEFT ARROW
Extend a selection to the end of a line.SHIFT+END
Extend a selection to the beginning of a line.SHIFT+HOME
Extend a selection one line down.SHIFT+DOWN ARROW
Extend a selection one line up.SHIFT+UP ARROW
Extend a selection to the end of a paragraph.CTRL+SHIFT+DOWN ARROW
Extend a selection to the beginning of a paragraph.CTRL+SHIFT+UP ARROW
Extend a selection one screen down.SHIFT+PAGE DOWN
Extend a selection one screen up.SHIFT+PAGE UP
Extend a selection to the beginning of a document.CTRL+SHIFT+HOME
Extend a selection to the end of a document.CTRL+SHIFT+END
Extend a selection to the end of a window.ALT+CTRL+SHIFT+PAGE DOWN
Extend a selection to include the entire document.CTRL+A
Select a vertical block of text.CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode
Extend a selection to a specific location in a
document.
F8+arrow keys; press ESC to cancel selection mode
Select text and graphics in a table
DescriptionShortcuts
Select the next cell’s contents.    TAB
Select the preceding cell’s          SHIFT+TAB contents.
Extend a selection to adjacent cells.Hold down SHIFT and press an arrow key repeatedly
Select a column.                       
Press SHIFT+ALT+PAGE DOWN to select the column from top to bottom.
Press SHIFT+ALT+PAGE UP to select the column from bottom to top.
Press SHIFT+ALT+PAGE DOWN to select the column from top to bottom.
Press SHIFT+ALT+PAGE UP to select the column from bottom to top. Use the arrow keys to move to the column’s top or bottom cell, and then do one of the following:
Extend a selection (or block).      CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode
Select an entire table.                ALT+5 on the numeric keypad (with NUM LOCK off)

Excel Keyboard Shortcut Keys

 

Move through your document
To movePress
One character to the leftLEFT ARROW
One character to the rightRIGHT ARROW
One word to the leftCTRL+LEFT ARROW
One word to the rightCTRL+RIGHT ARROW
One paragraph upCTRL+UP ARROW
One paragraph downCTRL+DOWN ARROW
One cell to the left (in a table)SHIFT+TAB
One cell to the right (in a table)TAB
Up one lineUP ARROW
Down one lineDOWN ARROW
To the end of a lineEND
To the beginning of a lineHOME
To the top of the windowALT+CTRL+PAGE UP
To the end of the windowALT+CTRL+PAGE DOWN
Up one screen (scrolling)PAGE UP
Down one screen (scrolling)PAGE DOWN
To the top of the next pageCTRL+PAGE DOWN
To the top of the previous pageCTRL+PAGE UP
To the end of a documentCTRL+END
To the beginning of a documentCTRL+HOME
To a previous revisionSHIFT+F5
After opening a document, to the location you were working in when the document was last closedSHIFT+F5
Move around in a table
To movePress
To the next cell in a rowTAB
To the previous cell in a rowSHIFT+TAB
To the first cell in a rowALT+HOME
To the last cell in a rowALT+END
To the first cell in a columnALT+PAGE UP
To the last cell in a columnALT+PAGE DOWN
To the previous rowUP ARROW
To the next rowDOWN ARROW
Row upALT+SHIFT+UP ARROW
Row downALT+SHIFT+DOWN ARROW
Insert paragraphs and tab characters in a table
To insertPress
New paragraphs in a cellENTER
Tab characters in a cellCTRL+TAB

Use overtype mode

To change the overtype settings so that you can access overtype mode by pressing INSERT, do the following:
Press ALT+F, T to open Word Options.
Press A to select ADVANCED, and then press TAB.
Press ALT+O to move to the Use the Insert key to control overtype mode check box.
Press SPACEBAR to select the check box, and then press ENTER.
To turn Overtype mode on or off, press INSERT.
Character and paragraph formatting

Copy formatting
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 Read mode.

DescriptionShortcuts
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 thisPress
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
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 thisPress
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 thisPress
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 thisPress
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 click Mailings to use these keyboard shortcuts

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
DescriptionShortcuts
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

Handwriting recognition

Switch between languages or keyboard layouts.Left ALT+SHIFT
Display a list of correction alternatives.
Windows+C
Turn handwriting on or off.
Windows+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

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 the Language 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
To do thisPress
Get Help or visit 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 thisPress
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
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 thisPress
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 a Word 2013 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
Go to the next field.ALT+F1
Create a new Building Block.ALT+F3
Exit Word 2013.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 thisPress
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
Display Microsoft System Information.CTRL+ALT+F1
Choose the Open command.CTRL+ALT+F2

Microsoft Word Shortcut Keys and Tips For Windows

 

More keyboard shortcuts

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