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- Aug 01, 2019 Time-saving Microsoft Word keyboard shortcuts to highlight and select text in a document. Format and edit Word documents with these keyboard shortcuts.
- These 45 keyboard shortcuts work in the Word program on PCs and Macs, though you'll need to swap out any instance of 'Ctrl' with 'Command' when on a Mac. Visit Business Insider's Tech Reference.
- Filed to: Mac shortcuts. But every time I see a picture of TextEdit I start reminiscing about the good old days using Microsoft Word 5.1 for the Macintosh. I like the simpler ruler.
In Office 2008 for Mac, you can move the cursor around your document without actually even touching the mouse. And if you really want to become a whiz with Word, you’ll want to memorize most or all of the following shortcuts. Here’s a table that shows how to move the cursor around a document using only the keyboard.
This term collection covers how to refer to keyboard shortcuts and the names of specific keys.
For information about describing customers' interactions with UI, see Procedures and instructions.
Keyboard actions and access
| Term | Usage |
|---|---|
| keyboard shortcut, accelerator key, fast key, hot key, quick key, speed key | In general, use keyboard shortcut to describe a combination of keystrokes used to perform a task. Example Alt+Ctrl+S Don't use accelerator key, fast key, hot key, quick key, or speed key. |
| access key | Don't use in content for a general audience. Use keyboard shortcut instead. In content for developers or content about customizing the UI, it's OK to distinguish between an access key and a shortcut key. An access key is a letter or number that users select to access UI controls that have text labels. For example, the F in Alt+F. A shortcut key is a key or key combination that users select to perform a common action. For example, Ctrl+V. If you use these terms, explain the difference. |
| Key Tip | In general, don't use in content for a general audience. Use keyboard shortcut instead. In content teaching basic skills or content for a technical audience, it's OK to use Key Tip to refer to the letter or number that appears in the ribbon when the Alt key is pressed. |
| key combination | Don't use in content for a general audience. Use keyboard shortcut instead. In content for a technical audience, it's OK to distinguish between a key combination (two or more keys selected simultaneously) and a key sequence (two or more keys selected sequentially). If you use these terms, explain the difference. |
| key sequence | Don't use in content for a general audience. Use keyboard shortcut instead. In content for a technical audience, it's OK to distinguish between a key sequence (two or more keys selected sequentially) and a key combination (two or more keys selected simultaneously). If you use these terms, explain the difference. |
| keypad | Use numeric keypad on the first mention. Don't use keypad by itself unless the context has been established and there's no possibility the customer will confuse the keypad with the keyboard. When in doubt, continue to use numeric keypad. In general, don't distinguish between the keyboard and the numeric keypad. When the customer can select two keys that look the same, direct the customer to the correct key. Example Select the Minus sign on the numeric keypad, not the Hyphen key on the keyboard. |
| keystroke, keypress | Don't use keypress. Use keystroke instead. |
| select, press, depress, hit, strike, use | Use select to describe pressing a key on a physical or on-screen keyboard. Don't use press, depress, hit, or strike. Don't use depressed to describe an indented toolbar button unless you have no other choice. Use use when select might be confusing, such as when referring to the arrow keys or function keys and select might make customers think that they need to select all the arrow keys simultaneously. Example Use the arrow keys to move around the text. Use use when multiple platform or peripheral choices initiate the same action or actions within a program. Example Use the controls on your keyboard or controller to run through the obstacle course. Be specific when teaching beginning skills. Example To run through the obstacle course, select the Spacebar on the keyboard or pull the right trigger on the Xbox controller. Consider using a table to present instructions that have more than two alternatives. Use select and hold only if a delay is built into the software or hardware interaction. Don't use select and hold when referring to a mouse button unless you're teaching beginning skills. See alsoDescribing interactions with UI, Mouse and mouse interaction term collection |
| shortcut key | Don't use in content for a general audience. Use keyboard shortcut instead. In content for developers or content about customizing the UI, it's OK to distinguish between an access key and a shortcut key. An access key is a letter or number that users select to access UI controls that have text labels. For example, the F in Alt+F. A shortcut key is a key or key combination that users select to perform a common action. For example, Ctrl+V. If you use these terms, explain the difference. |
Key names
In general, use sentence capitalization for key names.
Examples
the Shift key
the Page up keyCapitalize letter keys in general references.
Example
the K keyLowercase and bold a letter key when instructing customers to enter the letter (unless you're instructing them to enter a capital letter).
Example
enter kOn the first mention, you can use the definite article the and the word key with the key name if necessary for clarity.
Example
Select the F1 key.On subsequent mentions, refer to the key by its name only.
Example
Select F1.
Ifyou need guidance for a key name that isn't on this list, use sentencecapitalization and spell it as it appears on the keyboard.
| Term | Usage |
|---|---|
| Alt | Capitalize. Use to refer to the Alt key. |
| Application key | Capitalize. Use the Application key to refer to the key that opens a shortcut menu containing commands related to a selection. |
| arrow keys, direction keys, directional keys, movement keys | Arrow keys are labeled only with an arrow. Refer to similar keys on the numeric keypad as the arrow keys on the numeric keypad. Use sentence capitalization to refer to a specific arrow key: the Left arrow key, the Right arrow key, the Up arrow key, or the Down arrow key. It’s OK to use arrow key as a general term for any single arrow key. Include the and key in references to a specific arrow key except in key combinations or key sequences. Don’t use direction keys, directional keys, or movement keys. Use specific names to refer to other navigational keys, such as Page up, Page down, Home, and End. |
| asterisk (*), star | Use asterisk to refer to the * symbol. An asterisk is used to indicate multiplication in a programming language or as a wildcard character representing one or more characters. It’s OK to use star to refer to the key on a phone keypad. |
| at sign (@) | Pronounced at. In most cases, don’t spell out. |
| Back | Capitalize. Use to refer to the Back key, which performs the same action as the Back button in a browser. |
| Backspace | Capitalize. Use to refer to the Backspace key. |
| backtab | Don’t use to refer to the Shift+Tab keyboard shortcut. |
| Break caps | Use sentence capitalization. Use to refer to the Break caps key. |
| Caps lock | Use sentence capitalization. Use to refer to the Caps lock key. |
| comma (,) | Spell out comma when referring to a key or the punctuation mark. Capitalize Comma when instructing a reader to select the key. Include the symbol in parentheses when needed for clarity. |
| Command | Capitalize. Use to refer to the Command key on the Mac keyboard. Use the bitmap to show this key if possible. It isn't named on the keyboard. |
| Control | Capitalize. Use to refer to the Control key on the Mac keyboard. |
| Ctrl | Capitalize. Use to refer to the Ctrl key. Don’t use for the Mac keyboard. |
| Del | Capitalize. Use to refer to the Del key. On the Mac keyboard only, use to refer to the forward delete key. |
| Delete | Capitalize. Use to refer to the back delete key on the Mac keyboard. |
| End | Capitalize. Use to refer to the End key. |
| Enter | Capitalize. Use to refer to the Enter key. On the Mac, use only when functionality requires it. |
| Esc | Always use Esc, not Escape. |
| F1–F12 | Capitalize the F. Don't add a space between the F and the number. |
| Forward | Capitalize. Use to refer to the Forward key, which performs the same action as the Forward button in a browser. |
| Help | Use the Help key only to refer to the key on the Mac keyboard. |
| HELP key | Use the HELP key to avoid confusion with the Help button. Always include the and key. |
| Home | Capitalize. Use to refer to the Home key. |
| hyphen (-) | Spell out hyphen when referring to a key. Capitalize Hyphen when instructing a reader to select the key. Include the symbol in parentheses when needed for clarity. |
| Insert | Capitalize. Use to refer to the Insert key. |
| Lock clear | Capitalize. Use to refer to the Lock clear key. |
| minus sign (–) | Spell out minus sign when referring to a key. Use sentence capitalization (Minus sign) when instructing a reader to select the key. Include the symbol in parentheses when needed for clarity. |
| Num lock option | Use sentence capitalization. Use to refer to the Num lock option key on the Mac keyboard. |
| number sign (#), pound key, hashtag | Use # key to describe the key. It's OK to use pound key (#), including the symbol in parentheses, to refer to the keypad on a telephone. It's OK to use hashtag (#) to describe the use of the # key to identify a metadata term in social media. |
| numeric keypad, keypad, numerical keypad, numeric keyboard | Use numeric keypad on first mention. Don't use keypad by itself unless there's no possibility of confusion with the keyboard. Don't use numerical keypad or numeric keyboard. In general, don't distinguish between the keyboard and the numeric keypad. If a customer can select two keys that look the same, specify the correct key. Example Select the Minus sign on the numeric keypad. |
| on-screen keyboard, keyboard display, soft keyboard, virtual keyboard, visual keyboard | Use to describe the keyboard representation on the screen that the customer touches to enter characters. Hyphenate on-screen keyboard. Don't use virtual keyboard, soft keyboard, visual keyboard, or keyboard display. |
| Page down, Page up | Use sentence capitalization. Use to refer to the Page up key and the Page down key. |
| Pause | Capitalize. Use to refer to the Pause key. |
| period (.) | Spell out period when referring to a key. Capitalize Period when instructing a reader to select the key. Include the symbol in parentheses when needed for clarity. |
| plus sign (+) | Spell out plus sign when referring to a key. Use sentence capitalization (Plus sign) when instructing a reader to select the key. Include the symbol in parentheses when needed for clarity. |
| Print screen | Use sentence capitalization. Use to refer to the Print screen key. |
| Reset | Capitalize. Use to refer to the Reset key. |
| Return | Capitalize. Use to refer to the Return key on the Mac keyboard. |
| Scroll lock | Use sentence capitalization. Use to refer to the Scroll lock key. |
| Select | Capitalize. Use to refer to the Select key. |
| Shift | Capitalize. Use to refer to the Shift key. |
| Spacebar | Capitalize. Use to refer to the Spacebar. Always precede with the except in procedures, key combinations, and key sequences. |
| Tab | Capitalize. Use to refer to the Tab key. Always use the and key except in key combinations and key sequences. |
| Windows logo key | Capitalize Windows. Use to refer to the Windows logo key. |
Special character names
Becausespecial character names could be confused with an action (such as+) or be difficult to see, always spell out the following specialcharacter names: Plus sign, Minus sign, Hyphen, Period, and Comma.
To avoid confusion, it's OK to add the character in parentheses after spelling out the name.
Example
Plus sign (+)
Use discretion. This might not be necessary for commonly used characters, such as the period (.).
To show a key combination that includes punctuation requiring use of the Shift key, such as the question mark, use Shift and the name or symbol of the shifted key. Using the name of the unshifted key, such as 4 rather than $, could be confusing or even wrong. For example, the ? and / characters aren't shifted keys on every keyboard. Always spell out Plus sign, Minus sign, Hyphen, Period, and Comma.
Examples
Ctrl+Shift+?
Ctrl+Shift+*
Ctrl+Shift+Comma
See alsoSpecial character term collection
© Westend61/Getty Images Word keyboard shortcuts help you create, edit, save, and share your documents with a few quick key strokes. Westend61/Getty Images- Microsoft Word has many keyboard shortcuts that you can use to write, edit, and format documents quickly and easily.
- These Word keyboard shortcuts let you perform common tasks like saving, inserting page breaks, and changing fonts without touching the mouse.
- These 45 keyboard shortcuts work in the Word program on PCs and Macs, though you'll need to swap out any instance of 'Ctrl' with 'Command' when on a Mac.
Microsoft Word is a critical application in most businesses and home offices, but are you using it as efficiently as possible?
If you have to keep reaching for the mouse, you're slowing yourself down and hobbling your typing speed. Keyboard shortcuts can save you a lot of time, so here's a guide to the most useful keyboard shortcuts in Word you should start using today.
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Microsoft Office (From $149.99 at Best Buy)
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Using Word's ribbon shortcuts
The ribbon at the top of Word gives you access to virtually all the program's countless features, and you don't need your mouse to use it. Every ribbon command has its own keyboard shortcut. To use the ribbon entirely using your keyboard, do this:
1. Press and release Alt. You should see an overlay called Access Keys appear.
2. Press the Access Key indicated to switch to the Ribbon tab you want to use. For example, to switch to the Layout tab, you would press and release Alt, then press P.
3. Press the Access Key for the command you want to use. Some Access Keys are more than one keypress – press the keys in sequence. If there is yet another layer of choices, continue to press the appropriate keys. For example, if you wanted to open the Advanced Find window, you would press and release Alt, H, then F, followed by D, then A.
Word keyboard shortcut summary
You can use the ribbon shortcuts to perform virtually any task in Word, but you might often find the more traditional keyboard shortcuts more convenient to use. Here are the top 45 keyboard shortcuts in Word.
You can use this list for reference, and if you need a more detailed explanation of a shortcut, scroll down.
Note: This list works on both Windows and MacOS, but if you are using a Mac, wherever you see 'Ctrl,' press the Command key instead.
Working with documents
- Open a document: Ctrl + O
- Create a new document: Ctrl + N
- Save the current document: Ctrl + S
- Open the Save As window: F12
- Close the current document: Ctrl + W
- Split the window: Alt + Ctrl + S
Moving around in a document
- Move the insertion point: Arrow
- Move one word at a time: Ctrl + Left/Right Arrow
- Move one paragraph at a time: Ctrl + Up/Down Arrow
- Move to the beginning of the current line: Home
- Move to the beginning of the document: Ctrl + Home
- Move to end of the current line: Ctrl + End
- Move to end of the document: Ctrl + End
Editing documents
- Cut the current selection: Ctrl + X
- Copy the current selection: Ctrl + C
- Paste the contents of the clipboard: Ctrl + V
- Bold: Ctrl + B
- Italics: Ctrl + I
- Underline: Ctrl + U
- Underline words only: Ctrl + Shift + W
- Center: Ctrl + E
- Make the font smaller: Ctrl + [
- Make the font bigger: Ctrl + ]
- Change text to uppercase: Ctrl + Shift + A
- Change text to lowercase: Ctrl + Shift K
- Insert a page break: Ctrl + Enter
- Add a hyperlink: Ctrl + K
Selecting text
- Select everything in the document: Ctrl + A
- Select text one character at a time: Shift + Arrow
- Select text one word at a time: Ctrl + Shift + Arrow
- Select from insertion point back to start of the line: Shift + Home
- Select from the insertion point to end of the line: Shift + End
- Enter selection mode: F8
- Cut text to the spike: Ctrl + F3
- Paste the spike: Ctrl + Shift + F3
Using tables
- Move to the next cell: Tab
- Move to the previous cell: Shift + Tab
- Move to the first cell in a row: Alt + Home
- Move to the last cell in a row: Alt + End
- Move to the top of a column: Alt + Page Up
- Move to the bottom of a column: Alt + Page Down
General tasks
- Undo: Ctrl + Z
- Redo: Ctrl + Y
- Help: F1
- Zoom: Alt + W, Q
- Cancel: Esc
Word keyboard shortcuts explained
If you find that using a keyboard shortcut isn't apparent, refer to it in this expanded list for more information about it.
Working with documents
Open a document: Press Ctrl + O to open an existing document.
Create a new document: Press Ctrl + N to create a new, untitled document.
Save the current document: Press Ctrl + S to save the current document immediately.
Open the Save As window: Press F12 to open the Save As dialog box to save the document with a specific filename or in a new folder.
Close the current document: Press Ctrl + W to close the current document. If it hasn't been saved, Word will ask if you want to save it.
Split the window: Press Alt + Ctrl + S to split the current document so you can refer to or edit two parts on-screen. Press the keys again to close the split.
Moving around in a document
Move the insertion point: User the up, down, left, and right Arrow keys to navigate the insertion point anywhere in the document.
Move one word at a time: Press Ctrl + Left/Right Arrow to move the insertion point an entire word at a time to the left or right.
Move one paragraph at a time: Press Ctrl + Up/Down Arrow to move the insertion point an entire paragraph at a time up or down.
Move to the beginning of the current line: Press Home to move the insertion point to the start of the line.
Move to the beginning of the document: Press Ctrl + Home to move the insertion point to the start of the document.
Move to the end of the current line: Press Ctrl + End to move the insertion point to the end of the line.
Move to the end of the document: Press Ctrl + End to move the insertion point to the end of the entire document.
Editing documents
Cut the current selection: Make a selection and then press Ctrl + X to cut it out of the document and place it in the clipboard.
Copy the current selection: Make a selection and then press Ctrl + C to copy it to the clipboard.
Paste the contents of the clipboard: Press Ctrl + V to paste the contents of the clipboard at the insertion point.
Bold: Press Ctrl + B to bold the selected text.
Italics: Press Ctrl + I to italics the selected text.
Microsoft Word Shortcut On Desktop
Underline: Press Ctrl + U to underline the selected text.
Underline words only: Press Ctrl + Shift + W to underline the selected text but not underline the spaces between words.
Center: Press Ctrl + E to center the line of text where the insertion point is located.
Make the font smaller: Press Ctrl and the left bracket ([) to make the font smaller one point at a time.
Make the font bigger: Press Ctrl and the right bracket (]) to make the font larger one point at a time.
Change text to uppercase: Press Ctrl + Shift + A to change the selected text to all uppercase.
Change text to lowercase: Press Ctrl + Shift K to change the selected text to all lowercase.
Insert a page break: Press Ctrl + Enter to insert a page break at the insertion point.
Add a hyperlink: Select text and then press Ctrl + K to open the Insert Hyperlink dialog box to turn that text into a link. If you press Ctrl + K without selecting text first, you will need to specify the link text.
Selecting text
Select everything in the document: Press Ctrl + A to select the entire document.
Select text one character at a time: Press Shift + Arrow to select text to the left or right, one character at a time.
Select text one word at a time: Press Ctrl + Shift + Arrow to select words one at a time to the left or right.
Select from insertion point back to start of the line: Press Shift + Home to select everything from the insertion point back to the start of the line.
Select from insertion point to end of the line: Press Shift + End to select everything from the insertion point forward to the end of the line.
Enter selection mode: Press F8 to enter selection mode. In this mode, every arrow movement or click of the mouse selects text, as if you were holding the Shift key down. To exit selection mode, press Esc.
Cut text to the spike: Press Ctrl + F3 to cut the selected text and move it to the spike. The spike is sort of like the clipboard, but it can hold multiple items. You can choose any number of items, add them to the spike, and then paste them elsewhere. If you want to add an item to the spike without cutting it from its original location, press Ctrl + F3 and immediate press Undo (Ctrl + Z). The item will remain in the spike.
Paste the spike: Press Ctrl + Shift + F3 to paste the spike at the insertion point in your document. Each item gets pasted onto its own line.
Using tables
Microsoft Word Keyboard Shortcuts
Move to the next cell: Press Tab to move to the next cell in a table and select that cell.
Move to the previous cell: Press Shift + Tab to move to the previous cell in a table and select that cell.
Move to the first cell in a row: Press Alt + Home to move to the first cell in the current row.
Cached
Move to the last cell in a row: Press Alt + End to move to the last cell in the current row.
Move to the top of a column: Press Alt + Page Up to move to the first cell in the current column.
Move to the bottom of a column: Press Alt + Page Down to move to the last cell in the current column.
General tasks
All Of The Best Microsoft Word Keyboard Shortcuts
Undo: Perhaps the most common shortcut of all time, Ctrl + Z will undo your last action.
Redo: Press Ctrl + Y to redo the last action, if possible. If Word can't repeat the action, nothing will happen.
Create Shortcut For Microsoft Word
Help: Press F1 to open the Help and Support pane.
Zoom: Press Alt + W and then press Q to open the zoom control to change the magnification of Word on your screen. This doesn't affect the size of the document on the printed page.
Highlight Keyboard Shortcut Word
Cancel: Press Esc to abort any task you don't want to complete. In some cases, you may also need to click 'Cancel.'