FREQUENTLY USED SHORTCUTS – ACCESS KEYS - Microsoft Office 2016: The Complete Guide (2015) 

Microsoft Office 2016: The Complete Guide (2015)

FREQUENTLY USED SHORTCUTS – ACCESS KEYS

In today’s busy word, time is invaluable. Individuals continue to look for simpler and quicker ways of executing task or activities. Users of Windows Words are no different. With this in mind, a listing of frequently used shortcut in Word has been prepared to help you maximize your time with the use of only two to five keystrokes.

In order to use an access key, use the following commands to choose the ribbon tab that you want to open.

Open Your File Page to Utilize Backstage View

Open Your File Page to Utilize Backstage View is now quick simple. In order to open a File page to use the backstage view, you will need to press ALT+F.

Opening the Design Tab

It may become necessary for you to open your Design tab to use colors, effects, themes and page borders just press ALT+G.

Opening Home Tab

Opening your Home Tab is one of the functions you will sometimes need to perform in Word. Use the common formatting commands, example, paragraph Styles to do open your Home Tab that press ALT+H

Open Mailings Tab

If you wish to open Mailings tab in order manage Mail Merge jobs, or if you are going to work with envelopes and labels just press ALT+M.

Opening Insert Tab

To Open Insert tab where you need to insert tables, headers, pictures and shapes, or text boxes you should press ALT+N.

Opening Layout Tab

To open Layout tab if you desire to work with the page margins, indentation, page orientation and spacing you are required to press ALT+P

To Open the Review Tab

To open the Review tab to use Spell Check, set proofing languages, or to track and evaluate changes made to your document use ALT+R.

To Open “Tell Me” Box

If you desire to open “Tell me “box on the ribbon to enter a search word or phrase

For Help content you may use ALT+Q then enter your search term.

Opening Layout Tab

To open Layout tab if you desire to work with the page margins, indentation, page orientation and spacing you are required to press ALT+P.

To Open the View Tab

In order to open the View tab to choose a document view or mode, such as Read Mode or Outline view. It should be noted that you can also put Zoom magnification and manage numerous windows of documents by using ALT+W.

To Open the References Tab

To open the References tab to include a table of contents or a table of citations or foot notes use ALT+S.

To Move Between Groups on a Ribbon

If you want to move among groups on a ribbon use CTRL and RIGHT ARROW or CTRL and LEFT ARROW. If the command is a standard button, press SPACEBAR or ENTER to activate the command that you want.

If the command is a split button (that is, a button that opens a menu of additional options), press the ALT, DOWN, ARROW simultaneously to move through the options and then press SPACEBAR or ENTER to select that option.

Use Access Keys When You Can See the Key Tips

To use access keys, press ALT. Press the letter that is displayed in the square Key Tip that appears over the ribbon command that you would like to use. Based on which letter is pressed, additional keys may be revealed.  For instance, if you press ALT+F, the Office Backstage opens on the Info page which has a different set of Key Tips. If you then press ALT again, Key Tips for navigating on this page will appear.

Altering The Keyboard Focus Without The Use Of the Mouse

There are numerous ways to move the keyboard focus without the use of the mouse:

The Active Tab

You may select the active tab of the ribbon and activate the access keys, use the ALT or F10. Use access keys or arrow keys to go to a different tab.

Moving the Focus to Commands on the Ribbon

In order to move the focus to commands on the ribbon use TAB or SHIFT+TAB.

Moving Down or Up, Left or Right, Respectively

To move down, up, left, or right, respectively, among the items on the ribbon, press down arrow or right arrow or up arrow and left arrow.

Expand or Collapse the Ribbon

If you want to expand or collapse the ribbon, press CTRL+F1.

Displaying the Shortcut Menu

Shortcut is so much easier. Do you need to know how to display your shortcut menu? You may show the shortcut menu for a particular item, press SHIFT+F10.

To Move the Focus to a Different Pane of the Window

Of course your focus will sometimes change, therefore you may need “Move the Focus” to a Different Pane of the Window. In order to move the focus to a different pane of the window, such as the Format Picture pane, the Grammar pane, or the Selection pane, press F6.

Focusing Command on the Ribbon

You can change the focus of each one of the command on the ribbon, backward or forward, respectively, press TAB or SHIFT+TAB.

Activating a Selected Command or Control

Using selected command in Word can be very helpful. In order to activate a selected command or control on the ribbon, press SPACEBAR or ENTER.

To Open a Selected Menu or Gallery

It is important that you know how to open your Menu and Gallery to give your document “the Wow factor”. If you want to open a selected menu or gallery on the ribbon, press SPACEBAR or ENTER.

Finish Modifying a Value in a Control on the Ribbon

To finish modifying a value in a control on your ribbon and to also move focus back to the document, press ENTER.

The Keyboard Shortcut Reference for Microsoft Word

To Create a New Document

Word and document creation is inseparable. A user must know this shortcut.  In order to create a new document, press CTRL+N.

To Open a Document

You may have created a document and you need to return to it. If you want to open a document, Press CTRL+O.

Closing a Document

After you have finished creating your document, you need to close it. When closing a document, press CTRL+W.

To Split the Document Window

Splitting your document window can help you to view multiple documents. When splitting the document window, press ALT+CTRL+S.

Removing the Document Window Split

After you have finished using the document in window split, you will need to remove the split. To remove the document window split, press ALT+SHIFT+C or ALT+CTRL+S.

Saving a Document

You want to ensure that the document that you have created is stored. Therefore, you must save it. To save a document, press CTRL+S.

Working with Web Content

Attaching Hyperlink

Of course, you need to know the shortcut for hyperlink. When you want to attach a hyperlink press CTRL+K.

To Go Back One Page

Wow! I need to go back to the previous page. It is easy to do. All you need to do is to go back one page is press ALT+LEFT ARROW.

To Go Forward One Page

I am finished working on this page, so I need to go forward to the next page. If you want to move forward one page, press ALT+RIGHT ARROW.

Refreshing a Web Page

I need to refresh my web page; how do I do this? That is easy. To refresh a web page, press F9.

Print and Preview Documents

Printing a Document

I have completed my document, but I need to print it. How do I use shortcut to print this document? Simply press CTRL+P.

To Switch to Print Preview

How do you use shortcut to switch to print preview? That is simply, just press ALT+CTRL+I.

Moving Around the Preview Page When Zoomed In

You can zoom in around the preview page. For you to move around the preview page when zoomed in, it is easy use the Arrow keys.

To Move by One Preview Page When Zoomed Out

How do I move by one preview page when zoomed out? In order to move by one preview page when zoomed out, use key page up or page down

To Move to the First Preview Page When Zoomed Out

You can move to the first preview page when zoomed out. To do this, press CTRL+END.

To Check Spelling and Review Changes in A Document

To Insert a Comment

I am reviewing my document and I have recognized that I need to insert a comment in the Revision task pane, what I will need to do. Just press ALT+R, C.

Turning Change Tracking On or Off

How do I deactivate my tracking feature? All you need to do is, press CTRL+SHIFT+E.

To Close the Reviewing Pane When It is Open

Reviewing your document is important. Therefore, knowing the shortcut is important so you can close it when it is not needed. To Close the Reviewing Pane when it is open, press ALT+SHIFT+CTRL.

To Select Review Tab on Ribbon

To Select Review tab on ribbon, press ALT+R, then use the down arrow to move to commands on this tab.

To Select Spelling & Grammar

An error free document will always serve to create an impression on the reader, therefore it is imperative that you know the shortcut for Spelling and grammar. In order to Select Spelling & Grammar, press ALT+R, S.

Finding, Replacing, and Going to Specific Items in The Document

To Open the Search Box in the Navigation Task Pane

To open the search box in the Navigation task pane, press CTRL+F

To Replace Text, Specific Formatting, and Special Items

In order to replace text, specific formatting, and special items, press CTRL+H

To Go to A Page, Bookmark, Footnote, Table, Comment, Graphic, Or Other Location

In order to go to a page, bookmark, footnote, table, comment, graphic, or other location, press CTRL+G.

Switching Between the Last Four Places That You Have Edited

In order to switch between the last four places that you have edited, press ALT+CTRL+Z.

To Move Around in a Document Using the Keyboard

Moving a Character to the Left

You have changed your mind and you want to move a character to the left. All you need to do to move a character to the left, press the LEFT ARROW.

Moving a Character to the Right

I have position my character to the left but I think it will look better on the right. What will I need to do? If you are moving a character to the right, press the RIGHT ARROW.

Moving a Word to the Left

Moving my word to the left will give my document a better look. What will I need to do? In order to move a word to the left, press CTRL+LEFT ARROW.

To Move a Word to the Right

All my other documents words were positioned to the right but I need to change my style and position the words to the right. How is that done? In order to move a word to the right, press CTRL+RIGHT ARROW.

To Move One Paragraph Up

I want to review the previous paragraph. How do I get there? In order to move one paragraph up, press CTRL+UP ARROW.

To Move One Paragraph Down

II have completed the changes to the current paragraph and I need to move one paragraph down, what will I need to do? In order to move one paragraph down, press CTRL+DOWN ARROW.

To Move One Cell to the Left (In a Table)

You have reviewed your Table but you need to make some adjustments in the cell to the left. All you need to do to move one cell to the left (in a table), press SHIFT+TAB.

To Move One Cell to the Right (In a Table)

In order to move one cell to the right (in a table), press TAB.

To Move Up One Line

To move up one line, press UP ARROW.

Moving Down One Line

Do you need to move down one Line? If yes, in order to move down one line use the DOWN ARROW.

Moving to the End of a Line

You may have completed a sentence and you want to move down to the end of a line. If that is the case, press END.

Moving to the Start of a Line.

If you need to start a new paragraph and you need to move to the start of a line. In order to go the start of a line, press HOME.

To Moving to the Top of the Window

There may be instances where you need to move to the top of the window in order to move to the top of the window, press ALT+CTRL+PAGE UP.

To Go to the End of the Window

What do I need to do to go to the end of the window? That’s easy, just press ALT+CTRL+PAGE DOWN.

To Move Up One Screen (Scrolling)

I want to flip through the different pages of my document. To do this, press PAGE UP.

To Move Down One Screen (Scrolling)

How do I go up to the top of my screen? To move down one screen (scrolling), press PAGE DOWN.

To Scroll to the Top of the Next Page

How can I get to the top of the next page? You can do this by scrolling. To scroll to the top of the next page, press CTRL+PAGE DOWN.

Moving to the Top of the Preceding Page

I do not remember how to move to the top of the preceding page? To do this, press CTRL+PAGE UP.

To Move to the End of a Document

I have some unfinished work at the end of my document. How do I reach there? To move to the end of a document, press CTRL+END.

Scroll to the Beginning of a Document

I have been asked review a document but I don’t know how to scroll to the beginning.  In order to do this, press CTRL+HOME.

To Move to a Previous Revision

Do you want to go back to a previous revision? To move to a previous revision, press SHIFT+F5.

Going to the Location You were Working Prior to the Closing of the Document

When you have opened a document, you may want to return to the location you last worked prior to closing the document use SHIFT+F5.

To Insert or Mark Table of Contents Citations and Footnotes

Marking a Table of Contents Item

In order to mark a table of contents item, press ALT+SHIFT+O

If you want to go to next footnote (in Word 2016), press ALT+SHIFT+>

To go to previous footnote (in Word 2016)

If you want to go to previous footnote (in Word 2016), press ALT+SHIFT+<.

To go to "Tell me what you want to do" and Smart Lookup (in Word 2016)

To go to "Tell me what you want to do" and Smart Lookup (in Word 2016), press ALT+Q

Switch to another View of the Document

To Switch to Read Mode view

There will be instances when you need to switch to switch to Read Mode view, press ALT+W, F.

To switch to print Layout view

You can go to switch layout view easily. If you want to switch to Print Layout view, press ALT+CTRL+P.

To switch to outline view

Switching to outline view is quite helpful as it provides a synopsis of the document layout. In order to switch to outline view, press ALT+CTRL+O.

To Switch to Draft view

In order to switch to Draft view, press, ALT+CTRL+N.

Work with headings in Outline view:

To promote a paragraph

If you want to promote a paragraph, press ALT+SHIFT+LEFT ARROW.

To demote a paragraph

In order to demote a paragraph, press ALT+SHIFT+RIGHT ARROW.

To demote to body text

In order to demote to body text, press CTRL+SHIFT+N.

To Move selected paragraphs up

If you want to move the selected paragraphs up, press ALT+SHIFT and UP ARROW.

To Move selected paragraphs down

In order to move selected paragraphs down, press ALT+SHIFT+DOWN ARROW.

To expand text under a heading

In order to expand text under a heading, press ALT+SHIFT+PLUS SIGN.

To Collapse text under a heading

In order to Collapse text under a heading, press ALT+SHIFT+MINUS SIGN.

To Expand or collapse all text or headings

If you want to expand or collapse all text or headings, press ALT+SHIFT+A.

To Hide or display character formatting

To Hide or display character formatting, press the slash (/) key on the numeric keypad.

To Show the first line of body text or all body text

In order to show the first line of body text or all body text, press ALT+SHIFT+L.

Show Headings with the Heading 1 Style

To show headings with the Heading 1 style, press ALT+SHIFT+1.

Attaching a Tab Character

If you want to attach a tab character, all you need to do is press CTRL and TAB.

Navigating in Read Mode View

To go to beginning of document

In order to go to beginning of document, press HOME.

To go to end of document

You can go to the end of the document. If you want to go to end of document, press END.

To Exit Read mode

You have completed the task of reading your document. Therefore, you can exit. In order to exit Read mode, press ESC.

Editing and Moving Text and Graphics

Selecting text and graphics

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

To Turn extend mode on

You no longer need the extend mode on. In order to turn extend mode on, press F8.

To select the nearest character

If you want to select the nearest character, press F8 next use either the LEFT ARROW or the RIGHT ARROW key.

Increasing the size of the selection

If you want the size of a selection to be larger, press F8 (press once to select a word, twice to select a sentence, and so on).

To reduce the size of a selection

There may be cases where you need to reduce the size of the selection. In order to reduce the size of a selection, press SHIFT+F8.

To Turn extend mode off

You have not finished using the extend mode, you can turn it off. In order to turn extend mode off, press ESC.\

Extending Your Selection, a character to the Right

In order to extend your selection by a character to the right, press SHIFT+RIGHT ARROW.

Extending a Range to the end of a word

It might have become necessary for you to extend a range to the end of a word. In order to extend a selection to the end of a word use CTRL+SHIFT+RIGHT ARROW.

Extending a Range to the start of a word

You can also extend a range to the start of a word. In order to extend a range to the start of a word press CTRL and SHIFT and LEFT ARROW.

Extending a Range to the end of a line

What shortcut can I use in order to extend a range to the end of a line? You can press SHIFT+END.

Extending a range to the start of a line

I also need to know how to extend a range to the start of a line. In order to extend a range to the start of a line just press SHIFT and HOME.

Extending a range, a line down

Do you know how to use shortcut to extend a range, a line down? If you want to extend a range one line down use press SHIFT and DOWN ARROW.

Extending a range, a line up

If you want to extend your range one line up, press SHIFT+UP ARROW.

Extending a range to the end of a paragraph

To extend your range to the end of a paragraph, press CTRL+SHIFT+DOWN ARROW.

Extending a range to the beginning of a paragraph

To extend the range to the beginning of a paragraph, press CTRL+SHIFT+UP ARROW.

Extending a range one screen down

In order to extend your selection by a screen down, press SHIFT+PAGE DOWN.

Extending a range one screen up

If you want to extend your range by a single screen up, press SHIFT+PAGE UP.

Extending a range to the beginning of a document

In order to extend the range to the start of a document, press CTRL and SHIFT and HOME.

Range Extension - the end of a document

In order to extend a range to the end of a document, press CTRL, SHIFT, END simultaneously.

Extending a range to the end of a window

In order to extend a range to the end of a window, press ALT+CTRL then SHIFT+PAGE DOWN.

Extending a range to include the entire document

If you want to extend a range to include the entire document, press CTRL+A.

Extending a vertical block of text

In order to select a vertical block of text, press CTRL and SHIFT and F8, and then use the arrow keys, then press ESC to cancel selection mode.

To extend a range to a specific location in a document

If you want to extend a range to an exact location in a document, press F8 and the arrow keys then use the ESC button to cancel the range mode.

Deleting Text and Graphics

You can delete a character to the left

Whenever, you need to delete a character to the left use the BACKSPACE.

Deleting one word to the left

In instances when you want to delete one word to the left just press the CTRL and BACKSPACE buttons.

If you want to delete one word to the right, press CTRL and DELETE.

To Cut selected text to the Office Clipboard

In order to cut certain text to the Office Clipboard use CTRL and X

Deleting a character to the right

When you are deleting a character that is located to the right all you need to do is press the DELETE button.

Undoing the last action

If you want to Undo the last action, pressCTRL and Z together

Cutting to the Spike

When you are cutting to the Spike, press CTRL and F3

Copying and moving text and graphics:

Opening the Office Clipboard

If you need to open the Office Clipboard just press ALT and H to go to the Home tab and then use F, O buttons.

To copy selected text or graphics to the Office Clipboard

In copying certain text or graphics to the Office Clipboard press CTRL+C.

Cutting selected text or graphics to the Office Clipboard

If you want to cut selected text or graphics to the Office Clipboard, press CTRL+X.

Pasting the most recent addition or pasted item from the Office Clipboard

Pasting the most recent addition or pasted item from the Office Clipboard can be done by pressing CTRL and V.

Moving text or graphics

To relocate your text or graphics just press F2 then move the cursor and press the ENTER button.

Copying text or graphics

Copy your text or graphics can be done by simply pressing the SHIFT and 

F2 then move the cursor and press ENTER.

Creating New Building Block dialog box

If you want to create a new building block dialog box press ALT+F3.

Cutting the Spike

To cut to the Spike you can press CTRL and F3.

Pasting the Spike contents

You can paste your Spike contents by pressing CTRL and SHIFT and F3.

Copying the header or footer used in the previous section of the document

If you desire to copy the header or footer that is used in the previous section of the document, you should press ALT and SHIFT and R.

Editing and Navigating Tables

Choosing the next cell's contents

You can choose the next cell's contents by using TAB.

Selecting the previous cell's contents

In order to select the foregoing cell's content, you should press Shift and Tab.

Extending a selection to adjacent cells

You can extend a range to neighboring cells by depressing the SHIFT key and pressing an arrow key continuously.

To select a column

You may use the arrow keys to go to the column's top or bottom cell and choose either SHIFT and ALT and PAGE DOWN to choose the column from top to bottom or use the SHIFT and ALT and PAGE UP to choose the column from bottom to top.

Blocking an entire row

You can block an entire row by using the arrow keys to move to end of the row which can be the first cell that is located in the row or to the last cell in the row. However, if you prefer to choose from the first cell in the row you can press SHIFT and ALT and END to choose the row from left to right.

Blocking

If you want to block a selection, you should press CTRL and SHIFT and F8, then use the arrow keys then press ESC to cancel selection.

Selecting an entire table

There may be instances where you need to have and an entire table simply press ALT and number 5 on the numeric keypad. Make sure that the NUM LOCK is off.

To Move Around in a Table

Moving to the Next Cell in a Row

You can shift to the next cell in a row by press TAB.

Moving to the Previous Cell in a Row

Moving to the previous cell in a row just press SHIFT and TAB.

Shifting to the First Cell in a Row

Where you want to move to the first cell in a row, tap ALT and HOME.

Moving to the Last Cell in a Row

You may move to the last cell in a row, tap ALT and END.

Moving to the First Cell in a Column

You may move to the first cell in a column tap ALT and PAGE UP.

Moving to the last cell in a Column

If you want to move to the last cell in a column tap ALT and PAGE DOWN.

Moving to the Previous Row

You can move to the previous row and press the UP ARROW.

Moving to Subsequent Row

It is easy to advance to the next row all you have to do is press the DOWN ARROW.

Moving Up by One Row

You can always move to a row up just press ALT and SHIFT and UP ARROW.

Moving A Row Down

If you want to move a row down, press ALT then SHIFT then DOWN ARROW.

Inserting Your Paragraphs and Tab Characters in Table Form

You can insert new paragraphs in a cell

To add your new paragraphs in a cell just tap on ENTER.

You can Tab characters in a cell

All that is required is for you to simply press CTRL and TAB.

Formatting Characters and Paragraphs

Formatting Characters

Opening the Font Dialog Box to Alter the Formatting of Characters

Alter the format of character by opening the Font dialog box, press CTRL and D.

Modifying the Case of Letters

I have reviewed my document, I am desirous of modifying the case of letters, press SHIFT+F3.

Formatting All Letters as Capitals

I want to format all the main letters in the topics as capitals. To do this, press CTRL and SHIFT+A.

Applying bold formatting

If you would like sections of your document to be formatted in bold. Apply bold formatting, press CTRL+B.

Applying an Underline

There are some sections in my document that I want to be underlined. In order to apply an underline, press CTRL+U.

Underlining Words without Underlining Spaces

If you want to underline words without underlining the spaces, press CTRL+SHIFT+W.

Using Hidden Text Formatting

If you want to hide text that are formatted, press CTRL then SHIFT then H.

Applying Italic Formatting

If you want to apply italic formatting, Press CTRL Then I.

Formatting Letters as Small Capitals

You have been provided with a shortcut for letters to be printed as small capitals. Letters can be formatted as small capitals by press CTRL then SHIFT then K.

Applying Subscript Formatting

In order to apply subscript formatting (automatic spacing), press CTRL then EQUAL SIGN.

Applying Superscript Formatting

In order to apply superscript formatting (automatic spacing) press CTRL then SHIFT then PLUS SIGN.

Preventing Manual Character Formatting

You may decide to prevent manual character formatting. In order to prevent manual character formatting, press CTRL then SPACEBAR.

Changing the Text to The Symbol Font

If you want to alter the text to the Symbol font then press CTRL then SHIFT then Q,

To Alter or Re-Size, the Font

You Can Open the Font Dialog Box to Alter the Font

In order to open the Font dialog box to change the font then press CTRL then SHIFT and F.

Increasing the Font Size

To increase your font size when preparing your document, press CTRL then SHIFT then >.

Reducing the Font Size

You can also reduce your font size based on the document purpose.  To reduce the font size, press CTRL then SHIFT then <.

Making the Font Size Larger

In order to make the font sizes larger by a point just press CTRL then].

Reducing the font size by One Point

When you want to reduce the font size by one-point use CTRL then [.