Shortcut Keys in MS Word

Microsoft is a really big name in the technology field in today’s world, all thanks to Mr. Bill Gates’ vision to change the world forever by his inventions in the computer world. Microsoft has given the world a lot, take the Windows Operating System for example. But there is one thing that most people know about, but do not appreciate that much, although, without it, their life wouldn’t be easy. That thing is – Microsoft Office. Here, we are going to talk about Microsoft Office Word (MS Word) in particular. Further, we will discuss shortcut keys in MS Word.

What is MS WORD?

MS Word is a word processor software and was first released in 1983. It is used to create Documents like reports, letters, and resumes, but its uses are not only limited to the professional field. MS word offers numerous features like Spell Check, Find, Font Formatting, Creating Tables, Using hyperlinks and Watermarks, and I could go on naming them. There are so many of them that it will take you a lot of time to figure them out.

Now, this article focuses on some of the shortcut keys in MS word and tells you what you can do with them. Read on to know more.

There are so many MS word shortcut keys that a bunch of tables had to be created to explain them. The categories of these shortcuts in MS Word have been divided based on the primary function they perform.

Basic Shortcut Keys in MS Word

These shortcuts are the ones that help you get started with MS word, and are usually performed to do the initial or final tasks while you’re working with a document.

Ctrl + N Start New Document
Ctrl + S Save Current Doc
Ctrl + O Open existing Doc
Ctrl + W Close a Doc
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + F Find Something
F1 Open Help Dialogue Box
Ctrl + F2 Print Preview
F7 Spell Check

How to Navigating In a Document?

Navigating in a Document means how to go from one word, character, line, or paragraph to another one. This can be done without using the mouse.

Arrow Keys To move up, down, left, or right
End To move to the end of the line
Home To move to the start of the line
Ctrl + Home To move to the start of the Document
Ctrl + End To move to the end of the document
F5 To open the find Dialogue Box
Page Up Move to the previous page
Page Down Move to the next page

Microsoft Word Shortcut Keys for Text Selection in a Document

While creating a file or document, you might want to select some text to perform operations like copying, deleting, or formatting. The keys that can be used for this are:

Shift + Arrow Keys Select words in a certain direction
Shift + End Selection till the end of the line
Shift + Home Selection till the start of the line
Ctrl + Shift + Home Selection till the start of the Doc
Ctrl + Shift + End Selection till the end of the Doc
Ctrl + A To select everything in the Doc

Shortcut Keys for MS Word For Text Editing

Basic Shortcut keys will help you to update and delete the text in the word file.

Backspace helps you to delete a character to the left.

Delete Key helps you to remove or delete or eliminate characters to the right.

Shortcut Key For Delete: If You want to Delete a word then Press Ctrl+Delete or Ctrl+Backspace together.

Copy Shortcut Key: Ctrl+C, Press both keys together to copy the selected text.

Select All Shortcut: Ctrl+A, Press Key ‘Ctrl’, and alphabet ‘A’ together to select the whole text.

Cut Shortcut: Ctrl+X, Press together to cut selected portion.

Save As Shortcut Key: Press Only F12 Key

Paste Shortcut: Ctrl+V, Press Shortcut Keys for Paste together.

Search Shortcut: Ctrl+F is used to search word or text

Find and Replace Shortcut Keys: Press Ctrl+H together to find and replace keywords.

Print Shortcut key: Press Ctrl+P together is the shortcut for print.

Shortcut Key for New Folder: Press Ctrl+Shift+N, all keys together to create a new folder.

MS Word Shortcut Key For Character Formatting

If you want to write your text in italics, want to be bold in the character or text then these shortcut keys in MS Word will help you.

Ctrl + B Make text Bold
Ctrl + U Underline Text
Ctrl + I Make text Italic
Ctrl +Shift +D double texting formatting
Ctrl+ Shift + A Convert all letters to uppercase
Ctrl + Shift + K Covert all letters to the local BVI
Ctrl + Shift +C Copying formatting
Ctrl + Shift + V TO paste the formatting
Ctrl+Shift+> To increase font size
Ctrl+Shift+< To decrease font size
Ctrl+Spacebar Remove character formatting
Shift+F3 Convert  the case of a letter
Ctrl+Shift+W Only Underline Words (Except Spaces)
Ctrl+Shift+H Hidden Text Formatting
Ctrl + equal(=) Subscript Formatting
Ctrl+Shift+Plus Sign Subscript Formatting
Ctrl+Shift+Q Convert to the symbol font

Shortcut Keys in MS Word For Paragraph Formatting

If you want to format or align the text you have written, then this is for you.

Ctrl + E Center align
Ctrl + L Left Align
Ctrl +R Right Align
Ctrl+J Justify Paragraph
Ctrl + M Indent a Paragraph from the left
Ctrl+Shift+M Remove indent Paragraph indent from the left
Ctrl + Shift + S Open popup for styling
Ctrl +Shift + N Normal paragraph style
Ctrl + Q Remove all formatting

Uses of Function Keys in MS Word

Function keys of keyboard F1-F12 will help you in performing various basic functions like select a spelling command, selecting a menu bar, etc.

Online help or Office Assistant F1
To move the graphics or text F2
Afterword displays an entry, this is used to insert the auto-text entry F3
To repeat the previous action F4
To choose the Go-To command F5
To navigate to the next frame F6
To select the spelling command F7
To extend an existing selection F8
To update the selected fields F9
To activate the menu bar F10
To navigate to the next field F11
To use the Save-As command F12

Use of Shift & Function Keys

They help in performing various functions

To reveal formatting or context switching help Shift + F1
To copy a text Shift + F2
To change the case of the letters Shift + F3
To repeat the Find action or Go-To action Shift + F4
To navigate to a previous revision Shift + F5
To Navigate to the previous frame Shift + F6
To select the Thesaurus Command Shift + F7
To shrink an already existing selection Shift + F8
To switch between the final result of the code and the code itself Shift + F9
To Display shortcut menu Shift + F10
To navigate to the previous field Shift + F11
To use the save command Shift + F12

Shortcut Keys of MS Word using Ctrl+F?

Below mentioned shortcut keys will help you to see the print preview, to close the current window, etc.

Toggle display Ctrl + F1
Print Preview Shortcut Key Ctrl + F2
To cut to the Spike Ctrl + F3
Shortcut Key to Close Tab Ctrl + F4
To Restore the size of the doc window Ctrl + F5
To navigate to the next window Ctrl + F6
To use the move command Ctrl + F7
To use the size command Ctrl + F8
To insert an empty field Ctrl + F9
To maximize the current document window Ctrl + F10
To lock a field Ctrl + F11
To use the open command from the file menu Ctrl + F12

Shortcut Keys in MS Word Using Ctrl+Shift+F?

To insert the spike contents Ctrl + Shift + F3
To edit an already added bookmark Ctrl + Shift + F5
To navigate to the previous window Ctrl + Shift + F6
To update the information in a source doc (word document) Ctrl + Shift + F7
To extend the already existing selection or block Ctrl + Shift + F8
To unlink a field Ctrl + Shift + F9
To activate the ruler command Ctrl + Shift + F10
To unlock a field Ctrl + Shift + F11
To use the print command from the file menu Ctrl + Shift + F12

Shortcut Keys in MS Word Using Alt+F?

To navigate to the next field Alt + F1
To Create an auto text entry Alt + F3
To quit MS Word Alt + F4
To Restore the size of the program window Alt + F5
To find the next grammatical error/misspelling Alt + F7
To run a macro Alt + F8
To switch between every final result and its code Alt + F9
To maximize the program window Alt + F10
To display Microsoft Visual Basic Code Alt + F11

Shortcut Keys in Word Using Alt+Shift+F?

They help in performing various functions like

To navigate to the previous field Alt + Shift+ F1
To use the save command from the File menu Alt + Shift + F2
To use GOTO and Macro button Alt + Shift + F9
To display Microsoft Visual Studio Code Alt + Shift + F11

Ctrl+Alt+F? Keys

These Shortcut Keys in MS Word help you to display the Microsoft system information and to use the open command from the file menu.

To display the Microsoft System Information Ctrl + Alt + F1
To use Open Command from the file menu Ctrl + Alt + F2

To Control The Line Spacing

If you want to give line spacing to your text, So, here are the shortcut keys in MS Word for line spacing.

Single-space lines Ctrl + 1
Double-space lines Ctrl + 2
Set 1.5 line spacing Ctrl + 5
To add or remove one line space preceding a paragraph Ctrl + 0

Shortcut Keys in MS Word To Apply Various Paragraph styles

To apply a selected style Ctrl + Shift + S
To start auto-format Alt + Ctrl + K
To apply the normal Style Ctrl + Shift + N
To apply the Heading 1 style Alt + Ctrl + 1
To apply the Heading 2 style Alt + Ctrl + 2
To apply the Heading 3 style Alt + Ctrl + 3
To apply the list style Ctrl + Shift + L

Shortcut Keys in MS Word For Texts & Graphics

To Delete one character to the left Backspace
To Delete one word to the left Ctrl + Backspace
To Delete one character to the right Del
To delete one word to the right Ctrl + Del
To cut selected text to clipboard Ctrl + x
To undo the last action Ctrl + Z
To cut to the spike Ctrl + F3
To copy text or graphics Ctrl  + c
To display the clipboard Ctrl + c
To move text or graphics F2
To create an Auto text Alt + F3
To paste the contents of the clipboard Ctrl + V
To paste the spike contents Ctrl + Shift + F3
To copy the header or footer used in previous Alt + Shift + R

To Insert Special Characters

Here is the list of shortcut keys in MS Word, if you want to insert some special characters in your word file.

Field Ctrl + F9
Auto text entry Enter
A line break Shift + Enter
Page break Ctrl + Enter
Column break Ctrl + shift + Enter
Hyphen Ctrl + hyphen
Non-breaking Hyphen Ctrl + Shift + Hyphen
Non-breaking space Ctrl + Shift + Space bar
Copyright symbol Alt + Ctrl + C
Trademark symbol (registered) Alt + Ctrl + R
Trademark symbol Alt + Ctrl + T
Ellipsis Alt + Ctrl + period

Shortcut Keys in MS Word For Text Selection

If you want to select the text written, Here is the list of shortcut keys.

One character to the left Shift + right arrow
One character to the right Shift + left arrow
To end of a word Ctrl + Shift + right arrow
To the word’s starting Ctrl + Shift + left arrow
To the end of the line Shift + end
To the beginning of the line Shift + home
One line below Shift + down arrow
One line above Shift + up arrow
To the end of the paragraph Ctrl + Shift + down arrow
To the beginning of the paragraph Ctrl + shift + up arrow
To one screen below Shift + page down
To one screen above Shift + page up
To the beginning of the document Ctrl + Shift + home
To the end of the document Ctrl + shift + end
Entire document Ctrl + A

How To Select Table Content Using Shortcut Keys in MS Word?

To select the next cell’s contents Tab
To select the content of the previous cell Shift + tab
To extend a selection to the cells adjacent Shift (hold) + arrow key (repeatedly in the wanted direction)
To select a column Shift + Arrow key
To extend a selection Ctrl + shift + F8
To reduce the selection size Shift + F8
To select the entire table Alt + 5

Shortcut keys To Navigate in a Table

Here is the list of shortcut keys in MS Word to navigate in a table.

To move to the next cell in the row Tab
To move to the previous cell in the row Shift + Tab
To move to the first cell in the row Alt + Home
To move to the last cell in the row Alt + End
To move to the first cell in the column Alt + page up
To move to the last cell in the column Alt + page down
To navigate to the previous row Up arrow
To navigate to the next row Down arrow

To Change the View

If you want to view the print layout of one of your documents, then press (All Together) Alt+Ctrl+P (shortcut keys in MS Word).

To switch to print layout view Alt + Ctrl + P
To switch to outline view Alt + Ctrl + O
To switch to normal view Alt + Ctrl + N
To switch between master and sub doc Ctrl + \

Shortcut Keys in MS Word To review Documents

To insert a comment Alt+Ctrl+M
To turn track changes on and off Ctrl+Shift+E
To go to a comment’s beginning Home
To go to the end of a comment End
To navigate to the beginning of the list of comments Ctrl+Home
To navigate to the end of the list of comments Ctrl+End

If you want to insert footnotes and endnotes in your Word file, here, is the list of shortcut keys in MS Word.

To mark an entry in a table of contents Alt + Shift + O
To mark an entry in a table of authorities Alt + Shift + I
To mark an index entry Alt + Shift + X
To insert a footnote Alt + Ctrl + F
To insert an endnote Alt + Ctrl + D

Shortcut Keys in MS Word For Inserting and Managing Links

To insert a Hyperlink Ctrl + k
To navigate to the previous page Alt + left arrow
To navigate to the next page Alt + right arrow
To refresh F9

Using Office Assistant

If you want help from an office assistant, Press F1. To get information about any topic press Alt+Any number (press these shortcut keys in MS Word altogether).

To display assistant balloon F1
To select the help topic Alt + (any number)
To see more help topics Alt + down arrow
To see previous help topics Alt + up arrow
To close an assistant message Esc

Shortcut Keys For Mail Merge

To preview a mail merge Alt + Shift + K
To merge a document Alt + Shift + N
To print the merged document Alt + shift + M
To edit a mail-merge data document Alt + Shift + E
To insert a merge field Alt + shift + F

Shortcut Keys in MS Word To Navigate in a Dialog Box

To switch to the next tab Ctrl + Pg down
To switch to the previous tab Ctrl + Pg up
To move to the next tab Tab
To move to the previous tab Shift + Tab
To navigate through tabs and options Arrow keys
To perform assigned action Spacebar
To move to the option starting with the desired letter ‘Press that letter key’
To select or clear an option Alt + ‘Letter key’
To open the selected list Alt + down arrow
To close the selected list Escape
To perform assigned action on the default option Enter
To close the dialog box and to cancel command Escape

To Navigate in a Text Box

Here is the list of shortcut keys in MS Word to navigate in a Text Box.

To navigate to the beginning of the line Home
To navigate to the end of the line End
To navigate one character Left/ Right Arrow key
To navigate one word Shit + (Left/ Right) Arrow key
To select to the beginning of the line Shift + Home
To select to the end of the line Shift + End
To select one character to the left Shift + Left Arrow Key
To select one character to the right Shift + Right Arrow Key
To select one word to the left Ctrl + Shift + Left Arrow Key
To select one word to the right Ctrl + Shift + Right Arrow Key

Some Shortcut Keys in MS Word To control the dialog box 

To display the Open dialog box Ctrl + F12
To display the save-as dialog box F12
To navigate to the previous folder Alt + 1
To up one level button Alt + 2
To open the www search page Alt + 3
To delete selected folder/ file Alt + 4
To create a subfolder Alt + 5
To switch between list, preview views, and properties Alt + 6
To show the tools menu Alt + 7
To update the visible files in the dialog box F5

Shortcut Keys in MS Word For Toolbars

To activate the menu bar F10
To select the next or the previous Toolbar Ctrl + Tab / Ctrl + Shift + Tab
To select the next/previous button on the toolbar menu Tab / Shift + Tab
To open the menu Enter
To perform the assigned action Enter
To enter text in the text box Enter
To select the desired option Enter
To navigate through the drop-down menu Arrow Keys

For Managing Email

If you want to open your email address book, Press altogether Ctrl+Shift+B (Shortcut Keys in MS Word).

To activate the email header Shift + Tab
To send the current document or message Alt + S
To open the address book Ctrl + Shift + B
To check the names Alt + K
To open the address book in the ‘To’ field Alt +.
To open the address book in the CC field Alt + C
To open the address book in the BCC Field Alt + B
To go to the subject field Alt + J
To open the MS outlook message options dialog box Alt + P
To create a Message flag Ctrl + Shift + G
To select the next box Tab
To select the previous box Shift + Tab

Conclusion

Shortcut keys in MS Word can help as they cut down the total time consumed while creating a document or formatting a document. You do not need to memorize them. You will learn them naturally after you practice enough. Peace! Adios!

Frequently Asked Questions

Q1. What is Ctrl Q?

Ans. When you press Ctrl+Q together, it removes all formatting.

Q2. What is Ctrl f4?

Ans. Ctrl+F4 keys help you to close any tab.

Q3. What is Ctrl N?

Ans. If you want to open a New document then press Ctrl+N together.

Q4.  What Does F7 do?

Ans. Function Key F7 is used for Spelling Check.

Q5. What Does Ctrl B do in Word?

Ans. If you Want to Bold a Text, Word or Character then Press Ctrl+B altogether to bold content.

Q6. What is Ctrl F?

Ans. When you need to find a word or character or text then press Ctrl+F altogether, a dialogue box will open. Type your needed text and search particular text or word in a 10000 long document or more than that.

Q7. What is Ctrl+P?

Ans. This Key is used for print.

Q8. What is the Shortcut to Close a Tab?

And Press Ctrl+F4 or Ctrl+W altogether to close a tab or a window.

Related Articles

LEAVE A REPLY

Please enter your comment!
Please enter your name here

- Advertisement -

Latest Articles