word shortcut keys - Mail merge and fields

Mail merge and fields

Performing a mail merge

Note   You must start the Mail Merge task pane (Tools menu, Letters and Mailings command, Mail Merge subcommand) before you can use these commands.

To do this	Press
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

Working with fields

To do this	Press
Insert a DATE field (field: A set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date.).	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+F9
Update linked information in a Microsoft Word source document.	CTRL+SHIFT+F7
Update selected fields.	F9
Unlink a field.	CTRL+SHIFT+F9
Switch between a selected field code (field code: Placeholder text that shows where specified information from your data source will appear; the elements in a field that generate a field's result. The field code includes the field characters, field type, and instructions.) and its result (field results: Text or graphics inserted in a document when Microsoft Word carries out a field's instructions. When you print the document or hide field codes, the field results replace the field codes.).	SHIFT+F9
Switch between all field codes and their results.	ALT+F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results.	ALT+SHIFT+F9
Go to the next field.	F11
Go to the previous field.	SHIFT+F11
Lock a field.	CTRL+F11
Unlock a field.	CTRL+SHIFT+F11

word shortcut keys - Drawing objects and other objects

Drawing objects and other objects

Inserting and editing objects

Insert an object by using the keyboard.

1. Use the keyboard to open the Object dialog box (Insert menu).
2. Use the DOWN ARROW key to select an object, and then tab to OK, and press ENTER.

Edit an object by using the keyboard.

1. With the insertion point to the left of the object in your document, select the object by pressing SHIFT+RIGHT ARROW.
2. Press SHIFT+F10.
3. Tab to Object name Object, press ENTER, and then press ENTER again.

Inserting and selecting drawing objects

Insert an AutoShape by using the keyboard.

1. Use the keyboard to show the Drawing toolbar if it is not showing.
2. Press ALT+U to choose AutoShape on the Drawing toolbar.
3. Use the arrow keys to move through the categories of AutoShapes (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.) and select the AutoShape you want.
4. Press CTRL+ENTER.

 Note   To edit the AutoShape, select the AutoShape, and then use the keyboard to choose AutoShape on the Format menu. Select the options you want on the available tabs.

Insert a text box by using the keyboard

1. Use the keyboard to select Text Box on the Insert menu.
2. Use the right arrow key to open the submenu, select either Horizontal or Vertical, and then press CTRL+ENTER.
3. Type the text you want in the text box (text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.).
4. When you are finished typing and want to switch back to editing text in your document, press SHIFT+F10, choose Exit Edit Text on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.), and then press ESC.

 Note   To format the text box (add a fill color or change the size, for example), select the text box, choose Text Box on the Format menu, and then select the options you want on the available tabs.

Insert a WordArt drawing object by using the keyboard

1. Use the keyboard to choose WordArt (Insert menu, Picture submenu).
2. Use the arrow keys to select the WordArt (WordArt: Text objects you create with ready-made effects to which you can apply additional formatting options.) style you want, and then press ENTER.
3. Type the text you want, and then use the TAB key to select other options in the dialog box.
4. Press ENTER to insert the WordArt drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.).

 Note   To edit the WordArt drawing object, select the object, choose WordArt on the Format menu, and then select the options you want on the available tabs.

Select a drawing object by using the keyboard

If the insertion point is within text in your document, do the following:

1. Press F10 to make the menu bar (menu bar: The horizontal bar below the title bar that contains the names of menus. A menu bar can be the built-in menu bar or a custom menu bar.) active.
2. Press CTRL+TAB until the Drawing toolbar is active.
3. Press the RIGHT ARROW key to choose Select Objects .
4. Press CTRL+ENTER to select the first drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.).
5. Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the object you want to select.

If the insertion point is within text in a drawing object, do the following:

1. Press SHIFT+F10, and then use the keyboard to choose Exit Edit Text on the shortcut menu.
2. Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the object you want to select.

 Note   To switch from selecting objects back to editing text in your document, press ESC.

Editing drawing objects

Rotate a drawing object by using the keyboard

1. Select the drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.) you want to rotate.
2. Use the keyboard to choose the command for the type of object you selected — for example, on the Format menu, choose AutoShape or Text Box — and then select the Size tab.
3. Under Size and rotate, use the TAB key to select Rotation, and then type the amount of rotation you want.

Change the position of a drawing object on a page by using the keyboard

1. Select the drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.) you want to change.
2. Use the keyboard to choose the command for the type of object you selected — for example, on the Format menu, choose AutoShape or Text Box — and then select the Layout tab.
3. Select the options you want.

Tip

You can nudge the selected object up, down, left, or right by holding down CTRL and pressing arrow keys.

Change the size of a drawing object by using the keyboard

1. Select the drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.) you want to change.
2. Use the keyboard to choose the command for the type of object you selected — for example, on the Format menu, choose AutoShape or Text Box — and then select the Size tab.
3. Select the options you want.

Copy the attributes of a drawing object by using the keyboard

1. Select the drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.) with the attributes you want to copy.

If you select an AutoShape (AutoShapes: A group of ready-made shapes that includes basic shapes, such as rectangles and circles, plus a variety of lines and connectors, block arrows, flowchart symbols, stars and banners, and callouts.) with attached text, you copy the look and style of the text as well as the attributes of the AutoShape.

2. Press CTRL+SHIFT+C to copy the object attributes.
3. Press the TAB key or SHIFT+TAB to select the object you want to copy the attributes to.
4. Press CTRL+SHIFT+V.

word shortcut keys - Character and paragraph formatting

Character and paragraph formatting

Copy formatting

To do this	Press
Copy formatting from text.	CTRL+SHIFT+C
Apply copied formatting to text.	CTRL+SHIFT+V

Change or resize the font

To do this	Press
Change the font.	CTRL+SHIFT+F
Change the font size.	CTRL+SHIFT+P
Increase the font size.	CTRL+SHIFT+>
Decrease the font size.	CTRL+SHIFT+<
Increase the font size by 1 point.	CTRL+]
Decrease the font size by 1 point.	CTRL+[

Apply character formats

To do this	Press
Change the formatting of characters (Font command, Format menu).	CTRL+D
Change the case of letters.	SHIFT+F3
Format letters as all 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
Remove manual character formatting.	CTRL+SPACEBAR
Change the selection to the Symbol font.	CTRL+SHIFT+Q

View and copy text formats

To do this	Press
Display nonprinting characters.	CTRL+SHIFT+* (asterisk)
Review text formatting.	SHIFT+F1 (then click the text whose formatting you want to review)
Copy formats.	CTRL+SHIFT+C
Paste formats.	CTRL+SHIFT+V

Set line spacing

To do this	Press
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)

Align paragraphs

To do this	Press
Center a paragraph.	CTRL+E
Justify a paragraph.	CTRL+J
Left align a paragraph.	CTRL+L
Right align a paragraph.	CTRL+R
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

Apply paragraph styles

To do this	Press
Apply a style.	CTRL+SHIFT+S
Start AutoFormat.	ALT+CTRL+K
Apply the Normal style.	CTRL+SHIFT+N
Apply the Heading 1 style.	ALT+CTRL+1
Apply the Heading 2 style.	ALT+CTRL+2
Apply the Heading 3 style.	ALT+CTRL+3
Apply the List style.	CTRL+SHIFT+L

word shortcut keys - Editing and moving text and graphics

Editing and moving text and graphics

Delete text and graphics

To do this	Press
Delete one character to the left.	BACKSPACE
Delete one word to the left.	CTRL+BACKSPACE
Delete one character to the right.	DELETE
Delete one word to the right.	CTRL+DELETE
Cut selected text to the Office Clipboard.	CTRL+X
Undo the last action.	CTRL+Z
Cut to the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office Clipboard to get the same result.).	CTRL+F3

Copy and move text and graphics

To do this	Press
Copy text or graphics.	CTRL+C
Display the Office Clipboard.	CTRL+C, CTRL+C
Move text or graphics.	F2 (then move the insertion point and press ENTER)
Create Autotext (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.).	ALT+F3
Paste the Office Clipboard contents.	CTRL+V
Paste the Spike (Spike: A special AutoText entry that stores multiple deletions. Microsoft Word appends one item to another until you paste the contents as a group in a new location in your document. You can also use the Microsoft Office Clipboard to get the same result.) contents.	CTRL+SHIFT+F3
Copy the header or footer used in the previous section of the document.	ALT+SHIFT+R

Insert special characters

To do this	Press
A field	CTRL+F9
An AutoText (AutoText: A storage location for text or graphics you want to use again, such as a standard contract clause or a long distribution list. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name.) entry	ENTER (after typing the first few characters of the AutoText entry name and when the ScreenTip appears)
A line break	SHIFT+ENTER
A page break	CTRL+ENTER
A section break	CTRL+SHIFT+ENTER
An em dash	ALT+CTRL+MINUS SIGN
An en dash	CTRL+MINUS SIGN
An optional hyphen	CTRL+HYPHEN
A nonbreaking hyphen	CTRL+SHIFT+HYPHEN
A nonbreaking space	CTRL+SHIFT+SPACEBAR
The copyright symbol	ALT+CTRL+C
The registered trademark symbol	ALT+CTRL+R
The trademark symbol	ALT+CTRL+T
An ellipsis	ALT+CTRL+PERIOD
A single opening quotation mark	CTRL+`, `
A single closing quotation mark	CTRL+', '
Double opening quotation marks	CTRL+`, SHIFT+'
Double closing quotation marks	CTRL+', SHIFT+'

Insert characters by using character codes

To do this	Press
The Unicode character for the specified Unicode (hexadecimal) character code. For example, to insert the euro currency symbol (), type 20AC, and then hold down the ALT key and press X.	The character code, ALT+X
The ANSI (ANSI character set: An 8-bit character set used by Microsoft Windows that allows you to represent up to 256 characters (0 through 255) by using your keyboard. The ASCII character set is a subset of the ANSI set.) character for the specified ANSI (decimal) character code. For example, to insert the euro currency symbol, hold down the ALT key and press 0128 on the numeric keypad.	ALT+the character code (on the numeric keypad)

Select text and graphics

Select text by holding down SHIFT and pressing the key that moves the insertion point.

Select multiple areas that aren't next to each other

After making your first selection, hold down CTRL, and then select any other items you want.

Extend a selection

To do this	Press
Turn extend mode on.	F8
Select the nearest character.	F8, and then press LEFT ARROW or RIGHT ARROW
Increase the size of a selection.	F8 (press once to select a word, twice to select a sentence, and so on)
Reduce the size of a selection.	SHIFT+F8
Turn extend mode off.	ESC
One character to the right	SHIFT+RIGHT ARROW
One character to the left	SHIFT+LEFT ARROW
To the end of a word	CTRL+SHIFT+RIGHT ARROW
To the beginning of a word	CTRL+SHIFT+LEFT ARROW
To the end of a line	SHIFT+END
To the beginning of a line	SHIFT+HOME
One line down	SHIFT+DOWN ARROW
One line up	SHIFT+UP ARROW
To the end of a paragraph	CTRL+SHIFT+DOWN ARROW
To the beginning of a paragraph	CTRL+SHIFT+UP ARROW
One screen down	SHIFT+PAGE DOWN
One screen up	SHIFT+PAGE UP
To the beginning of a document	CTRL+SHIFT+HOME
To the end of a document	CTRL+SHIFT+END
To the end of a window	ALT+CTRL+SHIFT+PAGE DOWN
To include the entire document	CTRL+A
A vertical block of text	CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode
To a specific location in a document	F8+arrow keys; press ESC to cancel selection mode

Tip

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

Select text and graphics in a table

To do this	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).	CTRL+SHIFT+F8, and then use the arrow keys; press ESC to cancel selection mode
Remove the selection.	SHIFT+F8
Select an entire table.	ALT+5 on the numeric keypad (with NUM LOCK off)

Move the insertion point

To do this	Press
One character to the left	LEFT ARROW
One character to the right	RIGHT ARROW
One word to the left	CTRL+LEFT ARROW
One word to the right	CTRL+RIGHT ARROW
One paragraph up	CTRL+UP ARROW
One paragraph down	CTRL+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	END
To the beginning of a line	HOME
To the top of the window	ALT+CTRL+PAGE UP
To the end of the window	ALT+CTRL+PAGE DOWN
Up one screen (scrolling)	PAGE UP
Down one screen (scrolling)	PAGE DOWN
To the top of the next page	CTRL+PAGE DOWN
To the top of the previous page	CTRL+PAGE UP
To the end of a document	CTRL+END
To the beginning of a document	CTRL+HOME
To a previous revision	SHIFT+F5
After opening a document, to the location it was in when the document was last closed	SHIFT+F5

Move around in a table

To do this	Press
Next cell in a row	TAB
Previous cell in a row	SHIFT+TAB
First cell in a row	ALT+HOME
Last cell in a row	ALT+END
First cell in a column	ALT+PAGE UP
Last cell in a column	ALT+PAGE DOWN
Previous row	UP ARROW
Next row	DOWN ARROW

Insert paragraphs and tab characters in a table

To do this	Press
New paragraphs in a cell	ENTER
Tab characters in a cell	CTRL+TAB