Word 2016 Shortcut Keys

Have access to an extensive list of Word 2016 shortcut keys.

Shortcut keys allow you to access tabs, ribbon commands, features, Quick Access Toolbar commands, etc. without having to remove your hands from the keyboard.  This allows you to continue typing seamlessly.  Many people prefer the use of shortcut keys over using the mouse.  Word includes an impressive amount of shortcut keys that are available for its many functions, features and commands.  I’ve included below an extensive list of Word 2016 shortcut keys.  The keys have been grouped by type and action.

 Note:  If the device you are using does not have function keys (F1-F12) on its keyboard, certain shortcuts will be unavailable to you.

Using the Keyboard to Access the Ribbon

Access keys are shortcut keys that give you access to the ribbon commands without using your mouse.  Once you press the ALT key, KeyTips appear over each command available in the current view.  Depending on which letter you press, you may be shown additional KeyTips.word-shortcut-keys-image-1

 

Action Keyboard shortcut
Open the File Tab to use the backstage view. ALT + F
Open the Design Tab to use Themes, colors, and effects. ALT + G
Open the Home Tab to use formatting commands, paragraph styles, find options, and clipboard. ALT + H
Open the Mailings Tab to work with mail merge options and envelopes labels. ALT + M
Open the Insert Tab to insert tables, pictures and shapes, headers and footers, comments, links, text boxes, and Symbols. ALT + N
Open the Page Layout Tab to work with page setup – margins, orientation, size, columns; paragraph indentation and spacing. ALT + P
Open Tell Me box at top of ribbon to enter search term. ALT + Q
Open the Review Tab to use spell check, thesaurus, word count, smart lookup, set proofing languages, and to track and review your document. ALT + R
Open the References Tab to add a table of contents, footnotes, endnotes, citations, bibliography, captions, index and table of authorities. ALT + S
Open the View Tab to select a view or mode for your document, such as read mode, print layout, web layout, outline or draft.  Determine what to show on page, such as ruler, gridlines and navigation page.  You can also set the zoom magnification and manage multiple windows of various documents. ALT + W

 

 

Change the keyboard focus without using the mouse
Action Keyboard shortcut
Select the active tab of the ribbon and activate the access keys ALT or
Fn F10
Move the focus to commands on the ribbon TAB or
SHIFT + ALT
Move down, up, left right, respectively, among the items on the ribbon DOWN ARROW (↓)
UP ARROW (↑)
LEFT ARROW (←) or
RIGHT ARROW (→)
Expand or collapse the ribbon CTRL + Fn F1
Display the Shortcut menu for the selected item SHIFT + Fn F10
Move the focus to a different pane of the window Fn F6
Activate a selected command or control on the ribbon SPACEBAR or
ENTER
Open a selected menu or gallery on the ribbon SPACEBAR or
ENTER
Finish modifying a value in a control on the ribbon, and move the focus back to the document ENTER
Frequently used shortcuts
Action Keyboard shortcut
Go to Tell Me box ALT + Q
Open – Displays the open file window CTRL + O
Save – Saves the current document CTRL + S
Save As – Opens the Save as window to save the current document with a different name or to a different location Fn F12 or
ALT + F, A
Close – Closes the open document CTRL + W
Cut – Deletes the selected content and copies it to the Clipboard CTRL + X
Print – Opens the Print window to print the current document CTRL + P
Copy – Copies the selected content to the Clipboard CTRL + C
Paste – Pastes the cut or copied content from the Clipboard CTRL + V
Select All – Select all contents of the document CTRL + A
Bold – Bold highlighted selection CTRL + B
Italic – Italicize highlighted selection CTRL + I
Underline – Underline highlighted selection CTRL + U
Decrease font size 1 point CTRL + [
Increase font size 1 point CTRL + ]
Center text – Aligns the line or selected text to the center CTRL + E
Left align text CTRL + L
Right align the line or selected text CTRL + R
Cancel ESC
Undo – Undo the last action CTRL + Z
Re-do – Redo the last action performed CTRL + Y
Zoom CTRL + W, Q
Find – Opens the find dialog box CTRL + F
Help – Opens Word’s Help window Fn F1
Creating, viewing and saving documents
Action Keyboard shortcut
New – Create a new document CTRL + N
Open – Open a document CTRL + O
Close – Close a document CTRL + W
Split the document window ALT + SHIFT + S
Remove the document window split ALT + SHIFT +C
Save – Save the open document CTRL + S
Save as – Opens the Save as window to save the current document with a different name Fn F12 or
ALT + F, A
Working with Web Content
Action Keyboard shortcut
Insert a hyperlink CTRL + K
Go back one page ALT + LEFT ARROW
Go forward one page ALT + RIGHT ARROW
Refresh Fn F9
Printing and previewing documents
Action Keyboard shortcut
Print – Opens the Print window to print the current document CTRL + P
Print Preview – Switch to print preview ALT + CTRL + I
Move around the preview page when zoomed in Arrow keys
(↓ → ↑ ←)
Move by one preview page when zoomed out PAGE UP or
PAGE DOWN
Move cursor to the first preview page when zoomed out CTRL + HOME
Move the cursor to the last preview page when zoomed out CTRL + END
Spell checking and reviewing changes in a document
Action Keyboard shortcut
Comment – Insert a comment (in the Revision task pane) ALT + R + C
Track Changes – Toggle track changes on and off CTRL + SHIFT + E
Close the reviewing pane if it is open ALT + SHIFT + C
Select Review Tab on ribbon ALT + R, then DOWN ARROW to move to commands on this tab.
Select Spelling & Grammar ALT + R, S
Finding, replacing and go to
Action Keyboard shortcut
Search – Open the search box in the Navigation task pane CTRL + F
Replace – Replace text, specific formatting and special items CTRL + H
Go to – Go to a page, bookmark, footnote, table comment, graphic or other location CTRL + G
Switch between the last four places that you have edited ALT + CTRL + Z
Navigating within a document
Action Keyboard shortcut
Move one character to the left LEFT ARROW (←)
Move one character to the right RIGHT ARROW (→)
Move one word to the left CTRL + LEFT ARROW
Move one word to the right CTRL + RIGHT ARROW
Move to the beginning of the line or paragraph CTRL + UP ARROW
Move to the end of the line or paragraph CTRL + DOWN ARROW
Move one cell to the left in a table SHIFT + TAB
Move one cell to the right in a table TAB
Move up one line UP ARROW
Move down one line DOWN ARROW
Move to the end of a line END
Move to the beginning of a line HOME
Move to the top of the window ALT + CTRL + PAGEUP
Move to the end of the window ALT + CTRL + PAGE DOWN
Move up one screen (scrolling) PAGE UP
Move down on screen (scrolling) PAGE DOWN
Move to the top of the next page CTRL + PAGE DOWN
Move to the top of the previous page CTRL + PAGE UP
Move to the end of the document CTRL + END
Move to the beginning of the document CTRL + HOME
Move to a previous revision SHIFT + Fn F5
After opening the document, move to the location you were last at when the document was closed SHIFT + Fn F5
Working with table of contents, footnotes and citations
Action Keyboard shortcut
Mark a table of contents entry ALT + SHIFT + O
Mark a table of authorities entry (citation) ALT + SHIFT + I
Mark and index entry ALT + SHIFT + X
Insert a footnote ALT + CTRL + F
Insert an endnote ALT + CTRL + D
Go to the next footnote ALT + SHIFT + >
Go to the previous footnote ALT + SHIFT + <
Changing document views
Action Keyboard shortcut
Switch to read mode view ALT + W, F
Switch to print layout view ALT + W, P
Switch to outline view ALT + W, U
Switch to draft view ALT + W, E
Working with headings in outline view
Action Keyboard shortcut
Promote a paragraph ALT + SHIFT + LEFT ARROW
Demote a paragraph ALT + SHIFT + RIGHT ARROW
Demote to body text CTRL + SHIFT + N
Move selected paragraphs up ALT + SHIFT + UP ARROW
Move selected paragraphs down ALT + SHIFT + DOWN ARROW
Expand text under a heading ALT + SHIFT + PLUS SIGN (+)
Collapse text under a heading ALT + SHIFT + MINUS SIGN (-)
Expand or collapse all text or headings ALT + SHIFT + A
Toggle to hide or display character formatting SLASH (/) on numeric keypad
Toggle to show the first line of body text or all body text ALT + SHIFT + L
Show all headings with the Heading 1 style ALT + SHIFT + 1
Show all headings up to heading n (where n is the last heading number to show) ALT + SHIFT + n
Insert a tab character CTRL + TAB
Navigating in read mode view
Action Keyboard shortcut
Go to the beginning of the document HOME
Go to the end of the document END
Go to page n n ENTER
Exit Read Mode ESC
Editing and moving text and graphics

Note:  One way to select text is by holding down SHIFT and using the arrow keys (→ ← ↑ ↓) to move around.

Extending a Selection

Extend mode is the keyboard method of anchoring the cursor in preparation for making a selection.

Action Keyboard shortcut
Turn on extend mode Fn F8
Select the nearest character Fn F8, then press LEFT ARROW or RIGHT ARROW
Increase the size of the selection Fn F8 (press once to select the word, twice to select the sentence, and so on)
Reduce the size of a selection SHIFT + Fn F8
Turn extend mode off ESC
Extend the selection one character to the right SHIFT + RIGHT ARROW
Extend the selection one character to the left SHIFT + LEFT ARROW
Extend the selection to the end of the word CTRL + SHIFT + RIGHT ARROW
Extend the selection to the beginning of the word CTRL + SHIFT + LEFT ARROW
Extend the selection to the end of the line SHIFT + END
Extend the selection to the beginning of the line SHIFT + HOME
Extend the selection down one line SHIFT + DOWN ARROW
Extend the selection up one line SHIFT + UP ARROW
Extend the selection to the end of the paragraph CTRL + SHIFT + DOWN ARROW
Extend the selection to the beginning of the paragraph CTRL + SHIFT + UP ARROW
Extend the selection one screen down SHIFT + PAGE DOWN
Extend the selection one screen up SHIFT + PAGE UP
Extend the selection to the beginning of the document CTRL + SHIFT + HOME
Extend the selection to the end of the document CTRL + SHIFT + END
Extend the selection to the end of the window ALT + CTRL + SHIFT + PAGE DOWN
Extend the selection to include the entire document CTRL + A
Select a vertical block of text CTRL + SHIFT +Fn F8, then use the ARROW keys; press ESC to cancel this selection mode
Extend the selection to a specific location in the document Fn F8 + arrow keys; press ESC to cancel this selection mode
Deleting text and graphics
Action Keyboard shortcut
Delete one character to the left of the cursor BACKSPACE
Delete one word to the left of the cursor CTRL + BACKSPACE
Delete one character to the right of the cursor DELETE
Delete one word to the right of the cursor CTRL + DELETE
Cut selected text to the Office Clipboard CTRL + X
Undo the last selection CTRL + Z
Cut to the Spike CTRL + Fn F3
Copying and moving text and graphics
Action Keyboard shortcut
Open the Office Clipboard ALT + H, FO
Copy selected text or graphics to the Office Clipboard CTRL + C
Cut selected text or graphics to the Office Clipboard CTRL + X
Paste the most recent addition or pasted item from the Office Clipboard CTRL + V
Move text or graphics once Fn F2, then move the cursor and Press ENTER
Copy text or graphics once SHIFT + Fn F2, then move the cursor and press ENTER
When text or an object is selected, open the Create New Building Block dialog box ALT + Fn F3
When the building block is selected, display the shortcut menu that is associated with it SHIFT + Fn F10
Cut to Spike CTRL + Fn F3
Paste the Spike contents CTRL + SHIFT +Fn F3
Copy the header or footer used in the previous section of the document ALT + SHIFT +R
Editing and Navigating Tables
Copying and moving text and graphics
Action Keyboard shortcut
Select the next cell’s contents TAB
Select the preceding cell’s contents SHIFT + TAB
Extend the selection to adjacent cells Hold down SHIFT and press an ARROW key repeatedly
Select the column Use ARROW keys to move to the column’s top or bottom cell, and then do one of the following:
·         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.
Select the entire row Use arrow keys to move to end of the row, either the first cell (leftmost) in the row or to the last cell (rightmost) in the row.
·         From the first cell in the row, press SHIFT + ALT + END to select the row from left to right.
·         From the last cell in the row, press SHIFT + ALT + HOME to select the row from right to left.
Extend the selection (or block) CTRL + SHIRT + Fn F8, then use the ARROW keys; press ESC to cancel selection mode
Select and entire table ALT + 5 on the numeric keypad (with NUM LOCK off)
Moving around in a table
Action Keyboard shortcut
Move to the next cell in the row TAB
Move to the previous cell in the row SHIFT + TAB
Move to the first cell in the row ALT + HOME
Move to the last cell in the row ALT + END
Move to the first cell in the column ALT + PAGE UP
Move to the last cell in the column ALT + PAGE DOWN
Move to the previous row UP ARROW
Move to the next row DOWN ARROW
Move up a row ALT + SHIFT + UP ARROW
Move down a row ALT + SHIFT + DOWN ARROW
Inserting paragraphs and tab characters in a table
Action Keyboard shortcut
New paragraphs in the cell ENTER
Tab characters in the cell CTRL + TAB
Formatting characters and paragraphs
Formatting characters
Action Keyboard shortcut
Open the Font dialog box to change the formatting of characters CTRL + D
Change the case of letters SHIFT + Fn 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 (+)
Reset highlighted text to the default font CTRL + SPACEBAR
Change the selection to the Symbol font CTRL + SHIFT + Q
Changing or re-sizing the font
Action Keyboard shortcut
Open the Font dialog box to change the font CTRL + SHIFT + F
Increase selected font + 1pts up to 12pt, then increase font +2pts CTRL + SHIFT + >
Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by +2pts CTRL + SHIFT + <
Increase the font size + 1pts CTRL + ]
Decrease the font size -1pts CTRL + [
Copying formatting
Action Keyboard shortcut
Copy formatting from text CTRL + SHIFT + C
Apply copied formatting to text CTRL + SHIFT + V
Changing paragraph alignment
Action Keyboard shortcut
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 the line or selected text 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
Copying and reviewing text formats
Action Keyboard shortcut
Display or hide nonprinting characters CTRL + SHIFT + *
Note:  Asterisk on numeric keypad does not work.
Review text formatting SHIFT + Fn F1, then click the text with the formatting you need to review
Copy formats CTRL + SHIFT + C
Paste formats CTRL + SHIFT + V
Setting line spacing
Action Keyboard shortcut
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)
Applying styles to paragraphs
Action Keyboard shortcut
Open Apply Styles task pane CTRL + SHIFT + S
Open Styles task pane CTRL + ALT + SHIFT + S
Start AutoFormat CTRL + ALT + K
Apply the Normal style CTRL + SHIFT + N
Apply the Heading 1 style CTRL + ALT + 1
Apply the Heading 2 style CTRL + ALT + 2
Apply the Heading 3 style CTRL + ALT + 3
To close the Styles task pane 1.       If the Styles task pane is not selected, press F6 to select
2.       Press CTRL + SPACEBAR
3.       Use the ARROW keys to select Close, the press ENTER
Inserting special characters
Action Keyboard shortcut
Insert a field CTRL + Fn F9
Insert a line break SHIFT + ENTER
Insert a page break CTRL + ENTER
Insert a column break CTRL + SHIFT + ENTER
Insert an em dash ALT + CTRL + MINUS SIGN
Insert an en dash CTRL + MINUS SIGN
Insert an optional hyphen CTRL + HYPHEN
Insert an unbreakable hyphen CTRL + SHIFT + HYPHEN
Insert an unbreakable space CTRL + SHIFT + SPACEBAR
Insert the copyright symbol © ALT + CTRL + C
Insert the registered trademark symbol ® ALT + CTRL + R
Insert the trademark symbol ALT + CTRL + T
Insert the cent sign (¢) CTRL + / + C
Insert an ellipsis ALT + CTRL + PERIOD
Insert a single opening quotation mark CTRL + ‘ (single quotation mark), ‘ (single quotation mark)
Insert a single closing quotation mark CTRL + ‘ (single quotation mark), ‘ (single quotation mark)
Insert double opening quotation marks CTRL + ‘ (single quotation mark), SHIFT + ‘ (single quotation mark)
Insert double closing quotation marks CTRL + ‘ (single quotation mark), SHIFT + ‘ (single quotation mark)
Insert an AutoText entry ENTER (after you type the first few characters of the AutoText entry name and when the ScreenTip appears)
Insert a character with an accent (grave) mark, where <char> is the character you want.  EXAMPLE:  For an é you would use CTRL + ‘ + e as your shortcut.
Note:  To reverse the accent mark use the opposite accent mark, often on the tilde (~) key.
CTRL + ‘ + <char>
Inserting characters by using character codes
Action Keyboard shortcut
Insert the Unicode character for the specified Unicode (hexadecimal) character code.  Example:  To insert the euro currency symbol (€), type 20AC and then hold down ALT + X. The character code, ALT + X
Find out the Unicode character code for the selected character. ALT + X
Insert the ANSI character for the specified ANSI (decimal) character code.  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)
Inserting and editing objects
Action Keyboard shortcut
Insert an object 1.       ALT + N, J, J to open the Object dialog box
2.       Do one of the following –
·         Press DOWN ARROW to select an object type, then press ENTER to create an object
·         CTRL + TAB to switch to the Create from File tab, press TAB, then type the file name of the object you need to insert or browse to the file.
Edit an object 1.       With the cursor positioned to the left of the object in the document, select the object by pressing SHIFT + RIGHT ARROW.
2.       SHIFT + Fn F10
3.       Press the TAB key to get to Object name, press ENTER, then press ENTER again.
Insert SmartArt graphics 1.       ALT + N, M to select SmartArt.
2.       Press the ARROW keys to select the type of graphic you need.
3.       Press TAB, then ARROW keys to select the graphic you need to insert.
4.       Press ENTER
Insert WordArt 1.       ALT + N, W to select WordArt
2.       Press the ARROW keys to select the WordArt style you need, then press ENTER
3.       Type the text you need
4.       Press ESC to select the WordArt object, then use the ARROW keys to move the object
5.       Press ESC to return to the document
Working with mail merge and fields

 Note:  You must press ALT +M or click Mailings, to use the shortcut keys listed below.

Action Keyboard shortcut
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
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 + Fn F9
Update linked information in a Microsoft Word source document CTRL + SHIFT +Fn F7
Update selected fields Fn F9
Unlink a field CTRL + SHIFT +Fn F9
Switch between a selected field code and its result SHIFT + Fn F9
Switch between all field codes and their results ALT + Fn F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results ALT + SHIFT + Fn F9
Go to the next field Fn F11
Go to the previous field SHIFT + Fn F11
Lock a field CTRL + Fn F11
Unlock a field CTRL + SHIFT + Fn F11

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