Word keyboard shortcuts

About keyboard shortcuts

You can quickly perform tasks by using keyboard shortcuts — one or more keys that you press on the keyboard to complete a task. For example, when you press COMMAND+ P the Print dialog box opens.

NOTES   

  • Keyboard shortcut descriptions refer to the U.S. keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S. keyboard. Keyboard shortcuts for laptop computers might also differ.

  • The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application.

  • The following list includes keyboard shortcuts for only the most common tasks. To list all Word commands and keyboard shortcuts, on the Tools menu, point to Macro, and then click Macros. On the Macros in pop-up menu, click Word commands, and then in the Macro name box, type ListCommands, click Run, and then select the options that you want.

Function keys

NOTE   If you are using a MacBook, to use a function key, you must press the fn key (the lower left key on the keyboard) at the same time.

To

Press

Undo the last action

F1

Cut text or graphics

F2

Copy text or graphics

F3

Paste the Clipboard contents

F4

Choose the Go To command (Edit menu)

F5

Go to the next pane or frame

F6

Choose the Spelling and Grammar command (Tools menu)

F7

Extend a selection

This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcuts tab, and then clear the On check box for the key assignment that you want to turn off.

F8

Update selected fields.

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

F9

Go to the next field.

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

F11

Choose the Save As command (File menu).

COMMAND+ SHIFT + S

Copy text

SHIFT + F2

Change letters to upper, lower, or mixed case

SHIFT + F3

Repeat a Find or Go To action

SHIFT + F4

Move to the previous insertion point

SHIFT + F5

Go to the previous pane or frame

SHIFT + F6

Choose the Thesaurus command (Tools menu)

SHIFT + F7

Shrink a selection

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

SHIFT + F8

Switch between a field code and its result.

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

SHIFT + F9

Display a shortcut menu.

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

SHIFT + F10

Go to the previous field.

This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.

SHIFT + F11

Cut to the Spike

COMMAND+ F3

Close the window

COMMAND+ F4

Go to the next window

COMMAND+ F6

Expand or minimize the ribbon

OPTION + COMMAND+ R

Insert an empty field

COMMAND+ F9

Lock a field

COMMAND+ F11

Insert the contents of the Spike

COMMAND+ SHIFT + F3

Repeat a Find or Go To action

COMMAND+ SHIFT + F4

Edit a bookmark

COMMAND+ SHIFT + F5

Go to the previous window

COMMAND+ SHIFT + F6

Update linked information in a Word source document

COMMAND+ SHIFT + F7

Extend a selection or block (then press an arrow key)

COMMAND+ SHIFT + F8

Unlink a field

COMMAND+ SHIFT + F9

Unlock a field

COMMAND+ SHIFT + F11

Create an AutoText  entry

OPTION + F3

Go to the next window

OPTION + F6

Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Word menu, Preferences command, Spelling and Grammar).

OPTION + F7

Run a macro

OPTION + F8

Switch between all field codes and their results

OPTION + F9

Go to the previous window

OPTION + SHIFT + F6

Open the Dictionary

OPTION + SHIFT + F7

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results

OPTION + SHIFT + F9

Moving the cursor

To move

Press

One character to the left

LEFT ARROW

One character to the right

RIGHT ARROW

One word to the left

OPTION + LEFT ARROW

One word to the right

OPTION + RIGHT ARROW

One paragraph up

COMMAND+ UP ARROW

One paragraph down

COMMAND+ DOWN ARROW

One cell to the left (in a table)

SHIFT + TAB

One cell to the right (in a table)

TAB

Up one line

UP ARROW

Down one line

DOWN ARROW

To the end of a line

COMMAND+ RIGHT ARROW or END

To the beginning of a line

COMMAND+ LEFT ARROW or HOME

Up one screen (scrolling)

PAGE UP

Down one screen (scrolling)

PAGE DOWN

To the top of the next page

COMMAND+ PAGE DOWN

COMMAND+ FN + DOWN ARROW (on a MacBook keyboard)

To the top of the previous page

COMMAND+ PAGE UP

COMMAND+ FN + UP ARROW (on a MacBook keyboard)

To the end of a document

COMMAND+ END

COMMAND+ FN + RIGHT ARROW (on a MacBook keyboard)

To the beginning of a document

COMMAND+ HOME

COMMAND+ FN + LEFT ARROW (on a MacBook keyboard)

To the previous insertion point

SHIFT + F5

Selecting text and graphics

TIP   If you know the key combination to move the cursor, you can generally select the text by using the same key combination while holding down SHIFT . For example, COMMAND+ RIGHT ARROW moves the cursor to the next word, andCOMMAND+ SHIFT + RIGHT ARROW selects the text from the cursor to the beginning of the next word.

To extend a selection

Press

By selecting multiple items that are not next to each other

Select the first item that you want, hold down COMMAND, and then select any additional items

One character to the right

SHIFT + RIGHT ARROW

One character to the left

SHIFT + LEFT ARROW

One word to the right

SHIFT + OPTION + RIGHT ARROW

One word to the left

SHIFT + OPTION + LEFT ARROW

To the end of a line

COMMAND+ SHIFT + RIGHT ARROW or SHIFT + END

To the beginning of a line

COMMAND+ SHIFT + LEFT ARROW or SHIFT + HOME

One line down

SHIFT + DOWN ARROW

One line up

SHIFT + UP ARROW

To the end of a paragraph

COMMAND+ SHIFT + DOWN ARROW

To the beginning of a paragraph

COMMAND+ SHIFT + UP ARROW

One screen down

SHIFT + PAGE DOWN

One screen up

SHIFT + PAGE UP

To the beginning of a document

COMMAND+ SHIFT + HOME

To the end of a document

COMMAND+ SHIFT + END

To the end of a window

OPTION + COMMAND+ SHIFT + PAGE DOWN

To select the entire document

COMMAND+ A

To a vertical block of text

COMMAND+ SHIFT + F8 , and then use the arrow keys; press COMMAND+ PERIOD to cancel selection mode

To a specific location in a document

F8 , and then use the arrow keys; press COMMAND+ PERIOD to cancel selection mode

Selecting text and graphics in a table

To

Press

Select the next cell's contents

TAB

Select the preceding cell's contents

SHIFT + TAB

Extend a selection to adjacent cells

Hold down SHIFT and press an arrow key repeatedly

Select a column

Click in the column's top or bottom cell. Hold down SHIFT and press the UP ARROW or DOWN ARROW key repeatedly

Extend a selection (or block)

COMMAND+ SHIFT + F8 , and then use the arrow keys; press COMMAND+ PERIOD to cancel selection mode

Reduce the selection size

SHIFT + F8

Select multiple cells, columns, or rows that are not next to each other

Select the first item that you want, hold down COMMAND, and then select any additional items

Extending a selection

To

Press

Turn extend mode on

F8

This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On the Applemenu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcutstab, and then clear the On check box for the key assignment that you want to turn off.

Select the nearest character to the left

F8 , and then press LEFT ARROW

Select the nearest character to the right

F8 , and then press RIGHT ARROW

Expand a selection

Continue to press F8 to expand the selection to the entire word, sentence, paragraph, section, and so on.

Reduce the size of a selection

SHIFT + F8

Turn extend mode off

COMMAND+ PERIOD

Editing text and graphics

To

Press

Copy text or graphics

COMMAND+ C or F3

Copy a style

COMMAND+ SHIFT + C

Paste a style

COMMAND+ SHIFT + V

Copy text or graphics to the Scrapbook

CONTROL + OPTION + C

Move text or graphics

COMMAND+ X or F2 (then move the cursor and press COMMAND+ V or F4 )

Insert graphics using the Media Browser

COMMAND+ CONTROL + M

Create AutoText

OPTION + F3

Insert AutoText

COMMAND+ OPTION + SHIFT + V

Paste the Clipboard contents

COMMAND+ V or F4

Paste the selected clipping from the Scrapbook

CONTROL + OPTION + V

Paste special

COMMAND+ CONTROL + C

Paste and match the formatting of the surrounding text

COMMAND+ OPTION + SHIFT + V

Paste to the Scrapbook

CONTROL + OPTION + V

Paste the Spike  contents

COMMAND+ SHIFT + F3

Delete one character to the left

DELETE

Delete one word to the left

COMMAND+ DELETE

Delete one character to the right

Delete or CLEAR

Delete one word to the right

COMMAND+ Delete

Cut selected text to the Clipboard

COMMAND+ X or F2

Undo the last action

COMMAND+ Z

Cut to the Spike

COMMAND+ F3

Aligning and formatting paragraphs

To

Press

Center a paragraph

COMMAND+ E

Justify a paragraph

COMMAND+ J

Left align a paragraph

COMMAND+ L

Right align a paragraph

COMMAND+ R

Indent a paragraph from the left

CONTROL + SHIFT + M

Remove a paragraph indent from the left

COMMAND+ SHIFT + M

Create a hanging indent

COMMAND+ T

Remove a hanging indent

COMMAND+ SHIFT + T

Start AutoFormat

COMMAND+ OPTION + K

Apply the Normal style

COMMAND+ SHIFT + N

Apply the Heading 1 style

COMMAND+ OPTION + 1

Apply the Heading 2 style

COMMAND+ OPTION + 2

Apply the Heading 3 style

COMMAND+ OPTION + 3

Apply the List style

COMMAND+ SHIFT + L

Insert a nonbreaking space

OPTION + SPACEBAR

Setting line spacing

To set line spacing to

Press

Single-spaced lines

COMMAND+ 1

Double-spaced lines

COMMAND+ 2

1.5-line spacing

COMMAND+ 5

Add or remove one line of space directly preceding a paragraph

COMMAND+ 0 (zero)

Formatting characters

To

Press

Change the font

COMMAND+ SHIFT + F

Increase the font size

COMMAND+ SHIFT + >

Decrease the font size

COMMAND+ SHIFT + <

Increase the font size by 1 point

COMMAND+ ]

Decrease the font size by 1 point

COMMAND+ [

Change the formatting of characters (Font command, Format menu)

COMMAND+ D

Change the case of letters

SHIFT + F3

Format in all capital letters

COMMAND+ SHIFT + A

Apply bold formatting

COMMAND+ B

Apply an underline

COMMAND+ U

Underline words but not spaces

COMMAND+ SHIFT + W

Double-underline text

COMMAND+ SHIFT + D

Apply italic formatting

COMMAND+ I

Format in all small capital letters

COMMAND+ SHIFT + K

Apply subscript formatting (automatic spacing)

COMMAND+ EQUAL SIGN

Apply superscript formatting (automatic spacing)

COMMAND+ SHIFT + PLUS SIGN

Remove manual character formatting

COMMAND+ SHIFT + Z

Apply strike-through formatting

COMMAND+ SHIFT + X

Inserting special characters

To insert

Press

A field

COMMAND+ F9

A line break

SHIFT + RETURN

A page break

SHIFT + ENTER

A column break

COMMAND+ SHIFT + RETURN

A nonbreaking hyphen

COMMAND+ SHIFT + HYPHEN

The copyright symbol

OPTION + G

The registered trademark symbol

OPTION + R

The trademark symbol

OPTION + 2

An ellipsis

OPTION + SEMICOLON

Inserting fields

To insert

Press

A DATE field

CONTROL + SHIFT + D

A LISTNUM field

COMMAND+ OPTION + SHIFT + L

A PAGE field

CONTROL + SHIFT + P

A TIME field

CONTROL + SHIFT + T

An empty field

COMMAND+ F9

Working with fields

To

Press

Update selected fields

F9

Unlink a field

COMMAND+ SHIFT + F9

Switch between a field code and its result

SHIFT + F9

Switch between all field codes and their results

OPTION + F9

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results

OPTION + SHIFT + F9

Go to the next field

F11

Go to the previous field

SHIFT + F11

Lock a field

COMMAND+ F11

Unlock a field

COMMAND+ SHIFT + F11

Document outline

To

Press

Promote a paragraph

CONTROL + SHIFT + LEFT ARROW

Demote a paragraph

CONTROL + SHIFT + RIGHT ARROW

Demote to body text

COMMAND+ SHIFT + N

Move selected paragraphs up

CONTROL + SHIFT + UP ARROW

Move selected paragraphs down

CONTROL + SHIFT + DOWN ARROW

Expand text under a heading

CONTROL + SHIFT + PLUS SIGN

Collapse text under a heading

This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On theApple menu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcuts tab, and then clear the On check box for the key assignment that you want to turn off.

CONTROL + SHIFT + MINUS SIGN

Expand all body text and headings or collapse all body text

CONTROL + SHIFT + A

Show the first line of body text or all body text

CONTROL + SHIFT + L

Show all headings with the specified heading level

CONTROL + SHIFT +<HEADING LEVEL>

Reviewing documents

To

Press

Insert a comment

COMMAND+ OPTION + A

Turn track changes on or off

COMMAND+ SHIFT + E

Go to the beginning of a comment

HOME

Go to the end of a comment

END  (The END key is not available on all keyboards)

Go to the beginning of the list of comments when in the Reviewing Pane

COMMAND+ HOME

Go to the end of the list of comments when in the Reviewing Pane

COMMAND+ END

Printing documents

To

Press

Print a document

COMMAND+ P

Moving around in a table

To

Press

Move to the next cell

TAB (If the cursor is in the last cell of a table, pressing TAB adds a new row)

Move to the preceding cell

SHIFT + TAB

Move to the preceding or next row

UP ARROW or DOWN ARROW

Move to the first cell in the row

CONTROL + HOME

Move to the last cell in the row

CONTROL + END

Move to the first cell in the column

CONTROL + PAGE UP

Move to the last cell in the column

CONTROL + PAGE DOWN

Start a new paragraph

RETURN

Add a new row at the bottom of the table

TAB at the end of the last row

Add text before a table at the beginning of a document

RETURN at the beginning of the first cell

Insert a row

COMMAND+ CONTROL + I

Resizing table columns by using the ruler

To

Press the shortcut keys, and then drag a marker on the ruler

Retain column sizes to the right

Change table width

No key

Move a single column line

Retain table width

SHIFT

Equally resize all columns to the right

Retain table width

COMMAND+ SHIFT

Proportionally resize all columns to the right

Retain table width

COMMAND

Resizing table columns directly in a table

TIPS   

  • To display a column's measurements in the ruler when you resize the column, press OPTION with these shortcut keys.

  • To finely adjust a column width, turn off snap-to functionality by pressing OPTION with the shortcut keys.

To

Press the shortcut keys, and then drag a column boundary

Move a single column line

Retain table width

No key

Retain column sizes to the right

Change table width

SHIFT

Equally resize all columns to the right

Retain table width

COMMAND+ SHIFT

Proportionally resize all columns to the right

Retain table width

COMMAND

Inserting paragraphs and tab characters in a table

To insert

Press

New paragraphs in a cell

RETURN

Tab characters in a cell

OPTION + TAB

Data merge

To use the following keyboard shortcuts, you must first set up a data merge.

To

Press

Merge a document

CONTROL + SHIFT + N

Edit a data-merge data document

CONTROL + SHIFT + E

Check for errors

CONTROL + SHIFT + K

Insert a merge field

CONTROL + SHIFT + F

Footnotes and endnotes

To insert

Press

A footnote

COMMAND+ OPTION + F

An endnote

COMMAND+ OPTION + E

See also

Common Office keyboard shortcuts

Applies To: Word for Mac 2011