Mastering Microsoft Word 2016 Shortcuts Keys Every User Should Know (Time-Saving Tips)

Microsoft Word 2016 Shortcuts Keys

Microsoft Word 2016 Shortcuts Keys : Master Microsoft Word 2016 with essential shortcut keys to boost your productivity. Learn the best shortcuts for efficient document editing, formatting, and navigation.

Microsoft Word 2016 Shortcuts Keys : Basic Shortcuts

ActionShortcut
Go to ” Inform me of your intentions.”Alt+Q
OpenCtrl+O
SaveCtrl+S
CloseCtrl+W
CutCtrl+X
CopyCtrl+C
PasteCtrl+V
Select allCtrl+A
BoldCtrl+B
ItalicCtrl+I
UnderlineCtrl+U
Decrease font size 1 pointCtrl+[
Increase font size 1 pointCtrl+]
Center textCtrl+E
Left align textCtrl+L
Right align textCtrl+R
CancelEsc
UndoCtrl+Z
RedoCtrl+Y
ZoomTo change the Zoom dialog box’s tab to the desired value, use Alt+W, Q
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The tab-organized strip at the top of Word is called the ribbon.Each tab displays different groups of commands.

Access Keys for Ribbon Tabs

ActionShortcut
Open File page (Backstage view)Alt+F
Open Design tab (themes, colors, effects)Alt+G
Open Home tab (common formatting commands, paragraph styles, Find tool)Alt+H
Open Mailings tab (Mail Merge, envelopes, labels)Alt+M
Open Insert tab (tables, pictures, shapes, headers, text boxes)Alt+N
Open Layout tab (margins, orientation, indentation, spacing)Alt+P
Open “Tell me” boxAlt+Q, then enter the search term
Open Review tab (Spell Check, proofing languages, track and review changes)Alt+R
Open References tab (table of contents, footnotes, citations)Alt+S
Open View tab (document view or mode, Zoom magnification, manage multiple windows)Alt+W

Using Commands on the Ribbon with Keyboard

ActionShortcut
Move to the list of ribbon tabsAlt; press a shortcut to go directly to a tab
Move into the ribbonDown Arrow
Move between commandsTab or Shift+Tab
Move in the selected groupDown Arrow
Move between groups on a ribbonCtrl+Right Arrow or Ctrl+Left Arrow

Access Keys with Visible KeyTips

  1. Press Alt.
  2. Press the letter shown in the Key Tip that appears over the command you want to use.

Changing Keyboard Focus without Using the Mouse

ActionShortcut
Choose the ribbon’s active tab and turn on the access keys.Alt or F10
Move the focus to commands on the ribbonTab or Shift+Tab
Move focus to each command on the ribbonTab or Shift+Tab
Move among items on the ribbonDown Arrow, Up Arrow, Left Arrow, or Right Arrow
Expand or collapse the ribbonCtrl+F1
Display shortcut menu for selected itemShift+F10
Move focus to a different pane (e.g., Format Picture pane, Grammar pane, Selection pane)F6
Activate selected command or control on the ribbonSpacebar or Enter
Open selected menu or gallery on the ribbonSpacebar or Enter
Once you’ve finished changing a parameter in a ribbon control, move your attention back to your document.Enter

Keyboard Shortcuts for Document Creation and Editing

ActionShortcut
Create a new documentCtrl+N
Open a documentCtrl+O
Close a documentCtrl+W
Split the document windowAlt+Ctrl+S
Remove document window splitAlt+Shift+C or Alt+Ctrl+S
Save a documentCtrl+S
ActionShortcut
Insert a hyperlinkCtrl+K
Go back one pageAlt+Left Arrow
Go forward one pageAlt+Right Arrow
RefreshF9
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ActionShortcut
Print a documentCtrl+P
Switch to print previewAlt+Ctrl+I
When zoomed in, scroll through the preview page.Arrow keys
When zoomed out, scroll across the preview page.Page Up or Page Down
Zoom out to first preview page Move to first preview pageCtrl+Home
When zoomed out, scroll to the bottom of the preview page. Move to the Bottom of the Preview PageCtrl+End

Checking Spelling and Reviewing Changes

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ActionShortcut
Insert a commentAlt+R, C
Turn change tracking on or offCtrl+Shift+E
Close the Reviewing Pane if openAlt+Shift+C
Select Review tab on ribbonAlt+R, then Down Arrow to move to commands on this tab
Select Spelling & GrammarAlt+R, S

Finding, Replacing, and Navigating

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ActionShortcut
Open the search box in Navigation paneCtrl+F
Replace text, formatting, special itemsCtrl+H
Go to a page, bookmark, footnote, table, comment, graphic, or other locationCtrl+G
Switch between the last four places editedAlt+Ctrl+Z

Moving Around a Document

ActionShortcut
One character to the leftLeft Arrow
One character to the rightRight Arrow
One word to the leftCtrl+Left Arrow
One word to the rightCtrl+Right Arrow
One paragraph upCtrl+Up Arrow
One paragraph downCtrl+Down Arrow
One cell to the left (in a table)Shift+Tab
One cell to the right (in a table)Tab
Up one lineUp Arrow
Down one lineDown Arrow
To the end of a lineEnd
To the beginning of a lineHome
To the top of the windowAlt+Ctrl+Page Up
To the End of The Window To the End Of The WindowAlt+Ctrl+Page Down
Up one screen (scrolling)Page Up
Down one screen (scrolling)Page Down
on to the following page’s topCtrl+Page Down
Returning to the previous page’s topCtrl+Page Up
To the end of a documentCtrl+End
To the beginning of a documentCtrl+Home
To a previous revisionShift+F5
After opening a document, to the last location you were workingShift+F5

Selecting Text and Graphics

ActionShortcut
Turn extend mode onF8
Select the nearest characterF8, then press Left Arrow or Right Arrow
Increase the size of a selectionF8 (press once to select a word, twice to select a sentence, etc.)
Reduce the size of a selectionShift+F8
Turn extend mode offEsc
Extend selection one character to the rightShift+Right Arrow
Extend the selection a single character to the leftShift+Left Arrow
Extend selection to the end of a wordCtrl+Shift+Right Arrow
Extend selection to the beginning of a wordCtrl+Shift+Left Arrow
Extend selection to the end of a lineShift+End
Move the selection to the start of a lineShift+Home
Extend selection one line downShift+Down Arrow
Extend selection one line upShift+Up Arrow
Extend selection to the end of a paragraphCtrl+Shift+Down Arrow
Extend selection to the beginning of a paragraphCtrl+Shift+Up Arrow
Extend selection one screen downShift+Page Down
Extend selection one screen upShift+Page Up
Extend selection to the start of a documentCtrl+Shift+Home
Extend selection to the end of a documentCtrl+Shift+End
Extend selection to the end of a windowAlt+Ctrl+Shift+Page Down
Extend selection to include the entire documentCtrl+A

Deleting Text and Graphics

ActionShortcut
Delete one character to the leftBackspace
Delete one word to the leftCtrl+Backspace
Delete one character to the rightDelete
Delete one word to the rightCtrl+Delete
Cut selected text to the Office ClipboardCtrl+X
Undo the last actionCtrl+Z
Cut to the SpikeCtrl+F3

Copying and Moving Text and Graphics

ActionShortcut
Open the Office ClipboardAlt+H, then F,O
Select text or images can be copied to the Office Clipboard.Ctrl+C
Cut a portion of a text or image to the Office Clipboard.Ctrl+X
Paste the most recent addition or item from the Office ClipboardCtrl+V
Move text or graphics onceF2 (then move the cursor and press Enter)
Once, duplicate any text or images.Shift+F2 (then make a cursor movement and hit Enter)
Open the Create New Building Block dialog boxAlt+F3
Display the shortcut menu associated with a building blockShift+F10
Cut to the SpikeCtrl+F3
Paste the Spike contentsCtrl+Shift+

Copy Formatting

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  • Copy formatting from text: Ctrl+Shift+C
  • Apply copied formatting to text: Ctrl+Shift+V

Applying Character Formatting

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  • Change the font: Ctrl+Shift+F
  • Change the font size: Ctrl+Shift+P
  • Increase the font size by 1 point: Ctrl+Shift+>
  • Decrease the font size by 1 point: Ctrl+Shift+<
  • Increase the font size by 1 point: Ctrl+]
  • Decrease the font size by 1 point: Ctrl+[
  • Apply bold formatting: Ctrl+B
  • Apply italic formatting: Ctrl+I
  • Apply underline formatting: Ctrl+U
  • Apply double underline formatting: Ctrl+Shift+D
  • Apply superscript formatting: Ctrl+Shift+=
  • Apply subscript formatting: Ctrl+=
  • Remove manual character formatting: Ctrl+Spacebar
  • Change case: Shift+F3
  • Apply the format painter: Ctrl+Shift+C

Applying Paragraph Formatting

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  • Center a paragraph: Ctrl+E
  • Justify a paragraph: Ctrl+J
  • Left align a paragraph: Ctrl+L
  • Right align a paragraph: Ctrl+R
  • Add or remove one line space preceding a paragraph: Ctrl+0 (zero)
  • Set line spacing: Ctrl+1 (single), Ctrl+2 (double), Ctrl+5 (1.5)
  • Add or remove space before the paragraph: Ctrl+Shift+M
  • Add or remove space after the paragraph: Ctrl+Shift+M
  • Add or remove a space before the paragraph: Ctrl+Shift+S
  • Add or remove a space after the paragraph: Ctrl+Shift+S
  • 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

Inserting and Editing Objects

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  • Insert a table: Alt+N, T
  • Insert a table with a specific number of columns and rows: Alt+N, T, then use Arrow keys to select columns and rows, then Enter
  • Open Table Properties: Alt+J, L
  • Open Insert tab to insert a picture: Alt+N, P
  • Open Insert tab to insert a shape: Alt+N, S
  • Open Insert tab to insert a SmartArt graphic: Alt+N, M
  • Open Insert tab to insert a chart: Alt+N, C
  • Open Insert tab to insert a text box: Alt+N, X
  • Insert a Footnote: Ctrl+Alt+F
  • Insert an Endnote: Ctrl+Alt+D
  • Insert a page break: Ctrl+Enter
  • Insert a column break: Ctrl+Shift+Enter
  • Insert a document object: Alt+N, J
  • Insert an equation: Alt+=
  • Insert a symbol: Alt+N, U
  • Insert a line break: Shift+Enter
  • Insert a hyperlink: Ctrl+K
  • Edit a hyperlink: Alt+J, L, K
  • Insert a date or time field: Alt+Shift+D
  • Insert a field: Alt+Shift+T
  • Insert a file: Alt+Shift+L
  • Insert a section break: Ctrl+Shift+Enter
  • Update selected fields: F9
  • Unlink a field: Ctrl+Shift+F9
  • Lock a field: Ctrl+F11
  • Unlock a field: Ctrl+Shift+F11
  • Switch between field codes and their values: Alt+F9
  • Go to the next field: F11
  • Go to the previous field: Shift+F11

Working with Mail Merge

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  • Preview a mail merge: Alt+Shift+K
  • Merge a document: Alt+Shift+N
  • Print merged documents: Alt+Shift+M
  • Edit a mail-merge data document: Alt+Shift+E
  • Insert a merge field: Alt+Shift+F

Other Useful Shortcuts

  • Cancel a command: Esc
  • Help: F1
  • Activate the menu bar: F10
  • Display the shortcut menu for a selected item: Shift+F10
  • Switch to the next window: Alt+Tab
  • Switch to the previous window: Alt+Shift+Tab
  • Close the active window: Ctrl+W
  • Restore the size of the active window after you maximize it: Alt+Spacebar, then R
  • Move to a task pane from another pane in the program window: F6
  • When more than one window is open, switch to the next window: Ctrl+F6
  • Switch to the previous window: Ctrl+Shift+F6
  • Maximize or restore a selected window: Ctrl+F10
  • Copy a picture of the screen to the Clipboard: Print Screen
  • Copy a picture of the selected window to the Clipboard: Alt+Print Screen

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