Keyboard shortcuts in Word for Mac

2016 2011

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This topic provides all the keyboard shortcuts for Word 2016 for Mac. Keyboard shortcuts allow you to quickly complete commands and functions without using a mouse. The shortcuts in this topic refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard.

Notes: 

• If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).

• The settings in some versions of the Mac operating system (OS) and some utility applications might conflict with keyboard shortcuts and function key operations in Office 2016 for Mac. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Mac OS or see your utility application. Also see Shortcut conflicts later in this topic.

Frequently used shortcuts

This table provides the frequently used shortcuts in Word 2016 for Mac.

To do this	Press
Undo the last action	+ Z or Control + Z
Cut selected text or graphics	+ X or Control + X
Copy selected text or graphics to the Clipboard	+ C or Control + C
Paste the Clipboard contents	+ V or Control + V
Choose the Go To command (Edit menu)	Option + + G
Open the Spelling and Grammar dialog box	Option + + L
Extend a selection	F8
Go to the next window	+ Grave accent ( ` )
Choose the Save As command (File menu).	+ Shift + S
Copy selected text	Shift + F2
Change letters to uppercase, lowercase, or mixed case	Shift + F3
Find or Find and Replace	Control+F for Find; places the focus in the Search box Control+H for Find and Replace
Print a document	+ P or Control + P
Move to the previous insertion point	Shift + F5
Go to the previous window	+ Shift + `
Open the Thesaurus pane	Shift+ F7
Shrink a selection	Shift+ F8
Switch between a field code and its result	Shift + F9
Cut the selection to the Spike	+ F3
Close the window	+ F4
Expand or minimize the ribbon	Option + + R
Edit a bookmark	+ Shift + F5
Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Word menu, Preferences command, Spelling and Grammar).	Option + F7
Look up selected text on the Internet	+ Shift + L

In this topic

Get started

Move the cursor

Select text and graphics

Select text and graphics in a table

Extend a selection

Edit text and graphics

Align and format paragraphs

Set line spacing

Format characters

Insert special characters

Work with fields

Outline a document

Review a document

Print a document

Move around in a table

Resize table columns by using the ruler

Resize table columns directly in a table

Insert paragraphs and tab characters in a table

Use footnotes and endnotes

Right-to-left language features

Get started

Many keyboards assign special functions to function keys, by default. To use the function key for other purposes, you have to press Fn+the function key. For more information about how to enable and use function keys without having to press Fn, see Use function key shortcuts later in this topic.

Shortcut conflicts

Some Windows keyboard shortcuts conflict with the corresponding default Mac OS keyboard shortcuts. To use these shortcuts, you may have to change your Mac keyboard settings to change the Show Desktop shortcut for the key.

Change system preferences for keyboard shortcuts with the mouse

1. On the Apple menu, press System Preferences.

2. Click Keyboard.

3. Press the Shortcuts tab.

4. Click Mission Control.

5. Clear the check box for the keyboard shortcut that you want to use.

Move the cursor

To do this	Press
Move one character to the left	Left arrow
Move one character to the right	Right arrow
Move one word to the left	Option + Left arrow
Move one word to the right	Option + Right arrow
Move one paragraph up	+ Up arrow
Move one paragraph down	+ 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	+ Right arrow or End
Move to the beginning of a line	+ Left arrow or Home
Move up one screen (scrolling)	Page Up
Move down one screen (scrolling)	Page Down
Move to the top of the next page	+ Page Down
Move to the top of the previous page	+ Page Up
To the end of a document	+ End On a MacBook keyboard: + FN + Right arrow
To the beginning of a document	+ Home On a MacBook keyboard: + FN + Left arrow
To the previous insertion point	Shift + F5

Select text and graphics

Tip: If you know the key combination to move the cursor, you can generally select the text by using the same key combination while holding down Shift. For example, + Right arrow moves the cursor to the next word, and + Shift + Right arrow selects the text from the cursor to the beginning of the next word.

To do this	Press
Select multiple items not next to each other	Select the first item that you want, hold down , and then select any additional items
Select one character to the right	Shift + Right arrow
Select one character to the left	Shift + Left arrow
Select one word to the right	Shift + Option + Right arrow
Select one word to the left	Shift + Option + Left arrow
Select to the end of a line	+ Shift + Right arrow or Shift + End
Select to the beginning of a line	+ Shift + Left arrow or Shift + Home
Select one line down	Shift + Down arrow
Select one line up	Shift + Up arrow
Select to the end of a paragraph	+ Shift + Down arrow
Select to the beginning of a paragraph	+ Shift + Up arrow
Select one screen down	Shift + Page Down
Select one screen up	Shift + Page Up
Select to the beginning of a document	+ Shift + Home
Select to the end of a document	+ Shift + End
Select to the end of a window	Option + + Shift + Page Down
Select to select the entire document	+ A
Select to a vertical block of text	+ Shift + F8 , and then use the arrow keys; press Esc to cancel selection mode
Select to a specific location in a document	F8 , and then use the arrow keys; press Esc to cancel selection mode

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)	+ Shift + F8 , and then use the arrow keys; press Esc to cancel selection mode
Reduce the selection size	Shift + F8
Select multiple cells, columns, or rows that are not next to each other	Select the first item that you want, hold down , and then select any additional items

Extend a selection

To do this	Press
Turn on extend mode	F8 In extended selection mode, clicking a location in the document extends the current selection to that location.
Select the nearest character to the left	F8, Left arrow
Select the nearest character to the right	F8, Right arrow
Expand a selection	Press F8 repeatedly to expand the selection to the entire word, sentence, paragraph, section, and document.
Reduce the size of a selection	Shift + F8
Turn off extend mode	Esc

Edit text and graphics

To do this	Press
Copy text or graphics	+ C or F3
Copy a style	+ Shift + C
Paste a style	+ Shift + V
Copy text or graphics to the Scrapbook	Control + Option + C
Cut selected text to the clipboard	+ X or F2
Move text or graphics	+ X or F2 (then move the cursor and press + V or F4 )
Create AutoText	Option + F3
Insert AutoText	+ Option + Shift + V
Paste the Clipboard contents	+ V or F4
Paste special	+ Control + V
Paste and match the formatting of the surrounding text	+ Option + Shift + V
Paste the Spike  contents	+ Shift + F3
Delete one character to the left	Delete
Delete one word to the left	+ Delete
Delete one character to the right	or Clear
Delete one word to the right	+
Cut selected text to the Clipboard	+ X or F2
Undo the last action	+ Z
Redo the last action	+ Y
Cut to the Spike	+ F3

Align and format paragraphs

To do this	Press
Center a paragraph	+ E
Justify a paragraph	+ J
Left-align a paragraph	+ L
Right-align a paragraph	+ R
Indent a paragraph from the left	Control + Shift + M
Remove a paragraph indent from the left	+ Shift + M
Create a hanging indent	+ T
Remove a hanging indent	+ Shift + T
Start AutoFormat	+ Option + K
Apply the Normal style	+ Shift + N
Apply the Heading 1 style	+ Option + 1
Apply the Heading 2 style	+ Option + 2
Apply the Heading 3 style	+ Option + 3
Apply the List style when the cursor is at the beginning of a line	+ Shift + L
Insert a nonbreaking space	Option + Spacebar

Set line spacing

To do this	Press
Set lines as single-spaced	+ 1
Set lines as double-spaced	+ 2
Set lines as 1.5-line spacing	+ 5
Add or remove one line of space directly preceding a paragraph	+ 0 (zero)

Format characters

To do this	Press
Change the font	+ Shift + F
Increase the font size	+ Shift + >
Decrease the font size	+ Shift + <
Increase the font size by 1 point	+ ]
Decrease the font size by 1 point	+ [
Change the formatting of characters (Font command, Format menu)	+ D
Change the case of letters	Shift + F3
Format in all capital letters	+ Shift + A
Apply bold formatting	+ B
Apply an underline	+ U
Underline words but not spaces	+ Shift + W
Double-underline text	+ Shift + D
Apply italic formatting	+ I
Format in all small capital letters	+ Shift + K
Apply subscript formatting (automatic spacing)	+ Equal sign
Apply superscript formatting (automatic spacing)	+ Shift + Plus sign
Apply strike-through formatting	+ Shift + X

Insert special characters

To do this	Press
Insert an empty field	+ F9
Insert a line break	Shift + Return
Insert a page break	+ Enter
Insert a column break	+ Shift + Return
Insert a nonbreaking hyphen	+ Shift + Hyphen
Insert the copyright symbol	Option + G
Insert the registered trademark symbol	Option + R
Insert the trademark symbol	Option + 2
Insert an ellipsis	Option + Semicolon

Work with fields

To do this	Press
Insert a DATE field	Control + Shift + D
Insert a LISTNUM field	+ Option + Shift + L
Insert a PAGE field	Control + Shift + P
Insert a TIME field	Control + Shift + T
Insert an empty field	+ F9
Update selected fields	F9
Unlink a field	+ Shift + F9
Switch between a field code and its result	Shift + F9
Switch between all field codes and their results	Option + F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results	Option + Shift + F9
Go to the next field	F11
Go to the previous field	Shift + F11
Lock a field	+ F11
Unlock a field	+ Shift + F11

Outline a document

To do this	Press
Promote a paragraph	Control + Shift + Left arrow
Demote a paragraph	Control + Shift + Right arrow
Demote to body text	+ Shift + N
Move selected paragraphs up This keyboard shortcut conflicts with a default Mission Control key. To use this Office keyboard shortcut, you must first change the Mission Control shortcut for this key. On the Apple menu, click System Preferences > Mission Control. Under Keyboard and Mouse, choose another shortcut for Mission Control, or choose – (minus sign) to turn it off.	Control + Shift + Up arrow
Move selected paragraphs down This keyboard shortcut conflicts with a default Mission Control key. To use this Office keyboard shortcut, you must first change the Application windows shortcut for this key. On the Apple menu, click System Preferences > Mission Control. Under Keyboard and Mouse, choose another shortcut for Application windows, or choose – (minus sign) to turn it off.	Control + Shift + Down arrow
Expand text under a heading	Control + Shift + Plus sign
Collapse text under a heading	Control + Shift + Minus sign
Expand all body text and headings or collapse all body text	Control + Shift + A
Show the first line of body text or all body text	Control + Shift + L
Show all headings with the specified heading level	Control + Shift +<Heading level>

Review a document

To do this	Press
Insert a comment	+ Option + A
Turn track changes on or off	+ Shift + E
Go to the beginning of a comment	Home
Go to the end of a comment	End  (The End key is not available on all keyboards)
Go to the beginning of the list of comments when in the Reviewing Pane	+ Home
Go to the end of the list of comments when in the Reviewing Pane	+ End

Print a document

To	Press
Print a document	+ P

Move around in a table

To do this	Press
Move to the next cell	Tab (If the cursor is in the last cell of a table, pressing Tab adds a new row)
Move to the preceding cell	Shift + Tab
Move to the preceding or next row	Up arrow or Down arrow
Move to the first cell in the row	Control + Home
Move to the last cell in the row	Control + End
Move to the first cell in the column	Control + Page Up
Move to the last cell in the column	Control + Page Down
Start a new paragraph	Return
Add a new row at the bottom of the table	Tab at the end of the last row
Add text before a table at the beginning of a document	Return at the beginning of the first cell
Insert a row	+ Control + I

Resize table columns by using the ruler

To do this	Press the shortcut keys, and then drag a column boundary
Move a single column line Retain table width	Shift
Equally resize all columns to the right Retain table width	+ Shift
Proportionally resize all columns to the right Retain table width

Resize table columns directly in a table

Tips: 

• To display a column's measurements in the ruler when you resize the column, press Option with these shortcut keys.

• To finely adjust a column width, turn off snap-to functionality by pressing Option with the shortcut keys.

To do this	Press the shortcut keys, and then drag a column boundary
Move a single column line Retain table width	No key
Retain column sizes to the right Change table width	Shift
Equally resize all columns to the right Retain table width	+ Shift
Proportionally resize all columns to the right Retain table width

Insert paragraphs and tab characters in a table

To do this	Press
Insert a new paragraph in a cell	Return
Insert a Tab character in a cell	Option + Tab

Use footnotes and endnotes

To do this	Press
Insert a footnote	+ Option + F
Insert an endnote	+ Option + E

Right-to-left language features

Word supports right-to-left functionality for languages that work in a right-to-left or a combined right-to-left, left-to-right environment for writing, editing, and displaying text. In this context, right-to-left languages refers to any writing system that is written from right to left and includes languages that require contextual shaping, such as Arabic, and languages that do not.

Before you can use these keyboard shortcuts, you need to ensure keyboard shortcuts are enabled for the language you are using:

1. Go to Apple > System Preferences > Keyboard.

2. On the Input Sources tab, select the language for which you want to enable shortcuts.

3. On the right side of the tab, select the check box for Enable keyboard shortcuts.

To switch	Press
Paragraph direction to right to left	Control + + Left arrow
Paragraph direction to left to right	Control + + Right arrow

Use function key shortcuts

Word 2016 for Mac uses the function keys for common commands, including Copy and Paste. For quick access to these shortcuts, you can change your Apple system preferences so you don't have to press the Fn key every time you use a function key shortcut.

Note: Changing system function key preferences affects how the function keys work for your Mac, not just Word. After changing this setting, you can still perform the special features printed on a function key. Just press the Fn key. For example, to use the F12 key to change your volume, press Fn+F12.

Change function key preferences with the mouse

1. On the Apple menu, press System Preferences.

2. Select Keyboard.

3. On the Keyboard tab, select the check box for Use all F1, F2, etc. keys as standard function keys.

Function key shortcuts

To do this	Press
Undo the last action	F1
Cut selected text or graphics	F2
Copy selected text or graphics to the clipboard	F3
Paste the Clipboard contents	F4
Choose the Go To command (Edit menu)	F5
Open the Spelling and Grammar dialog box	F7
Extend a selection	F8
Update selected fields.	F9
Go to the next window	+ F6
Copy selected text	Shift + F2
Change letters to uppercase, lowercase, or mixed case	Shift + F3
Repeat a Find or Go To action	Shift + F4 or + Shift + F4
Move to the previous insertion point	Shift + F5
Open the Thesaurus pane	Shift+ F7
Shrink a selection	Shift+ F8
Switch between a field code and its result.	Shift + F9
Go to the previous field This keyboard shortcut conflicts with a default Mission Control key for Show Desktop. To use this Office keyboard shortcut, you must first change the Show Desktop shortcut for this key. On the Apple menu, click System Preferences > Mission Control. Under Keyboard and Mouse, choose another shortcut for Show Desktop, or choose – (minus sign) to turn it off.	Shift + F11
Cut the selection to the Spike	+ F3
Close the window	+ F4
Go to the next window	+ F6
Insert an empty field	+ F9
Lock a field	+ F11
Insert the contents of the Spike	+ Shift + F3
Edit a bookmark	+ Shift + F5
Update linked information in a Word source document	+ Shift + F7
Extend a selection as a block selection	+ Shift + F8, an arrow key
Unlink a field	+ Shift + F9
Unlock a field	+ Shift + F11
Create an AutoText entry	Option + F3
Find the next misspelling or grammatical error	Option + F7
Run a macro	Option + F8
Switch between all field codes and their results	Option + F9
Look up selected text on the Internet	+ Shift + L
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results	Option + Shift + F9

Related information

Create or delete a keyboard shortcut in Word 2016 for Mac

Learn how to navigate in Word using accessible features

You can quickly perform tasks by using keyboard shortcuts — one or more keys that you press on the keyboard to complete a task. For example, when you press + P the Print dialog box opens.

Notes: 

• Keyboard shortcut descriptions refer to the U.S. keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S. keyboard. Keyboard shortcuts for laptop computers might also differ.

• The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application.

• The following list includes keyboard shortcuts for only the most common tasks. To list all Word commands and keyboard shortcuts, on the Tools menu, point to Macro, and then click Macros. On the Macros in pop-up menu, click Word commands, and then in the Macro name box, type ListCommands, click Run, and then select the options that you want.

In this topic

Function keys

Moving the cursor

Selecting text and graphics

Selecting text and graphics in a table

Extending a selection

Editing text and graphics

Aligning and formatting paragraphs

Setting line spacing

Formatting characters

Inserting special characters

Inserting fields

Working with fields

Document outline

Reviewing documents

Printing documents

Moving around in a table

Resizing table columns using a ruler

Resizing table columns directly in a table

Inserting paragraphs and tab characters in a table

Data merge

Footnotes and endnotes

Function keys

Note: If you are using a MacBook, to use a function key, you must press the fn key (the lower left key on the keyboard) at the same time.

To	Press
Undo the last action	F1
Cut text or graphics	F2
Copy text or graphics	F3
Paste the Clipboard contents	F4
Choose the Go To command (Edit menu)	F5
Go to the next pane or frame	F6
Choose the Spelling and Grammar command (Tools menu)	F7
Extend a selection This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcuts tab, and then clear the On check box for the key assignment that you want to turn off.	F8
Update selected fields. This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	F9
Go to the next field. This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	F11
Choose the Save As command (File menu).	+ SHIFT + S
Copy text	SHIFT + F2
Change letters to upper, lower, or mixed case	SHIFT + F3
Repeat a Find or Go To action	SHIFT + F4
Move to the previous insertion point	SHIFT + F5
Go to the previous pane or frame	SHIFT + F6
Choose the Thesaurus command (Tools menu)	SHIFT + F7
Shrink a selection This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	SHIFT + F8
Switch between a field code and its result. This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	SHIFT + F9
Display a shortcut menu. This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces. Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	SHIFT + F10
Go to the previous field. This keyboard shortcut conflicts with a default Exposé key assignment in Mac OS X version 10.3 or later. To use this Office keyboard shortcut, you must first turn off the Exposé keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Personal, click Exposé & Spaces.  Under Keyboard and Mouse Shortcuts, on the pop-up menu for the shortcut that you want to turn off, click –.	SHIFT + F11
Cut to the Spike	+ F3
Close the window	+ F4
Go to the next window	+ F6
Expand or minimize the ribbon	OPTION + + R
Insert an empty field	+ F9
Lock a field	+ F11
Insert the contents of the Spike	+ SHIFT + F3
Repeat a Find or Go To action	+ SHIFT + F4
Edit a bookmark	+ SHIFT + F5
Go to the previous window	+ SHIFT + F6
Update linked information in a Word source document	+ SHIFT + F7
Extend a selection or block (then press an arrow key)	+ SHIFT + F8
Unlink a field	+ SHIFT + F9
Unlock a field	+ SHIFT + F11
Create an AutoText  entry	OPTION + F3
Go to the next window	OPTION + F6
Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Word menu, Preferences command, Spelling and Grammar).	OPTION + F7
Run a macro	OPTION + F8
Switch between all field codes and their results	OPTION + F9
Go to the previous window	OPTION + SHIFT + F6
Open the Dictionary	OPTION + SHIFT + F7
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results	OPTION + SHIFT + F9

Moving the cursor

To move	Press
One character to the left	LEFT ARROW
One character to the right	RIGHT ARROW
One word to the left	OPTION + LEFT ARROW
One word to the right	OPTION + RIGHT ARROW
One paragraph up	+ UP ARROW
One paragraph down	+ 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	+ RIGHT ARROW or END
To the beginning of a line	+ LEFT ARROW or HOME
Up one screen (scrolling)	PAGE UP
Down one screen (scrolling)	PAGE DOWN
To the top of the next page	+ PAGE DOWN + FN + DOWN ARROW (on a MacBook keyboard)
To the top of the previous page	+ PAGE UP + FN + UP ARROW (on a MacBook keyboard)
To the end of a document	+ END + FN + RIGHT ARROW (on a MacBook keyboard)
To the beginning of a document	+ HOME + FN + LEFT ARROW (on a MacBook keyboard)
To the previous insertion point	SHIFT + F5

Selecting text and graphics

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

To extend a selection	Press
By selecting multiple items that are not next to each other	Select the first item that you want, hold down , and then select any additional items
One character to the right	SHIFT + RIGHT ARROW
One character to the left	SHIFT + LEFT ARROW
One word to the right	SHIFT + OPTION + RIGHT ARROW
One word to the left	SHIFT + OPTION + LEFT ARROW
To the end of a line	+ SHIFT + RIGHT ARROW or SHIFT + END
To the beginning of a line	+ SHIFT + LEFT ARROW or SHIFT + HOME
One line down	SHIFT + DOWN ARROW
One line up	SHIFT + UP ARROW
To the end of a paragraph	+ SHIFT + DOWN ARROW
To the beginning of a paragraph	+ SHIFT + UP ARROW
One screen down	SHIFT + PAGE DOWN
One screen up	SHIFT + PAGE UP
To the beginning of a document	+ SHIFT + HOME
To the end of a document	+ SHIFT + END
To the end of a window	OPTION + + SHIFT + PAGE DOWN
To select the entire document	+ A
To a vertical block of text	+ SHIFT + F8 , and then use the arrow keys; press + PERIOD to cancel selection mode
To a specific location in a document	F8 , and then use the arrow keys; press + PERIOD to cancel selection mode

Selecting text and graphics in a table

To	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)	+ SHIFT + F8 , and then use the arrow keys; press + PERIOD to cancel selection mode
Reduce the selection size	SHIFT + F8
Select multiple cells, columns, or rows that are not next to each other	Select the first item that you want, hold down , and then select any additional items

Extending a selection

To	Press
Turn extend mode on	F8 This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcuts tab, and then clear the On check box for the key assignment that you want to turn off.
Select the nearest character to the left	F8 , and then press LEFT ARROW
Select the nearest character to the right	F8 , and then press RIGHT ARROW
Expand a selection	Continue to press F8 to expand the selection to the entire word, sentence, paragraph, section, and so on.
Reduce the size of a selection	SHIFT + F8
Turn extend mode off	+ PERIOD

Editing text and graphics

To	Press
Copy text or graphics	+ C or F3
Copy a style	+ SHIFT + C
Paste a style	+ SHIFT + V
Copy text or graphics to the Scrapbook	CONTROL + OPTION + C
Move text or graphics	+ X or F2 (then move the cursor and press + V or F4 )
Insert graphics using the Media Browser	+ CONTROL + M
Create AutoText	OPTION + F3
Insert AutoText	+ OPTION + SHIFT + V
Paste the Clipboard contents	+ V or F4
Paste the selected clipping from the Scrapbook	CONTROL + OPTION + V
Paste special	+ CONTROL + C
Paste and match the formatting of the surrounding text	+ OPTION + SHIFT + V
Paste to the Scrapbook	CONTROL + OPTION + V
Paste the Spike  contents	+ SHIFT + F3
Delete one character to the left	DELETE
Delete one word to the left	+ DELETE
Delete one character to the right	or CLEAR
Delete one word to the right	+
Cut selected text to the Clipboard	+ X or F2
Undo the last action	+ Z
Cut to the Spike	+ F3

Aligning and formatting paragraphs

To	Press
Center a paragraph	+ E
Justify a paragraph	+ J
Left align a paragraph	+ L
Right align a paragraph	+ R
Indent a paragraph from the left	CONTROL + SHIFT + M
Remove a paragraph indent from the left	+ SHIFT + M
Create a hanging indent	+ T
Remove a hanging indent	+ SHIFT + T
Start AutoFormat	+ OPTION + K
Apply the Normal style	+ SHIFT + N
Apply the Heading 1 style	+ OPTION + 1
Apply the Heading 2 style	+ OPTION + 2
Apply the Heading 3 style	+ OPTION + 3
Apply the List style	+ SHIFT + L
Insert a nonbreaking space	OPTION + SPACEBAR

Setting line spacing

To set line spacing to	Press
Single-spaced lines	+ 1
Double-spaced lines	+ 2
1.5-line spacing	+ 5
Add or remove one line of space directly preceding a paragraph	+ 0 (zero)

Formatting characters

To	Press
Change the font	+ SHIFT + F
Increase the font size	+ SHIFT + >
Decrease the font size	+ SHIFT + <
Increase the font size by 1 point	+ ]
Decrease the font size by 1 point	+ [
Change the formatting of characters (Font command, Format menu)	+ D
Change the case of letters	SHIFT + F3
Format in all capital letters	+ SHIFT + A
Apply bold formatting	+ B
Apply an underline	+ U
Underline words but not spaces	+ SHIFT + W
Double-underline text	+ SHIFT + D
Apply italic formatting	+ I
Format in all small capital letters	+ SHIFT + K
Apply subscript formatting (automatic spacing)	+ EQUAL SIGN
Apply superscript formatting (automatic spacing)	+ SHIFT + PLUS SIGN
Remove manual character formatting	+ SHIFT + Z
Apply strike-through formatting	+ SHIFT + X

Inserting special characters

To insert	Press
A field	+ F9
A line break	SHIFT + RETURN
A page break	SHIFT + ENTER
A column break	+ SHIFT + RETURN
A nonbreaking hyphen	+ SHIFT + HYPHEN
The copyright symbol	OPTION + G
The registered trademark symbol	OPTION + R
The trademark symbol	OPTION + 2
An ellipsis	OPTION + SEMICOLON

Inserting fields

To insert	Press
A DATE field	CONTROL + SHIFT + D
A LISTNUM field	+ OPTION + SHIFT + L
A PAGE field	CONTROL + SHIFT + P
A TIME field	CONTROL + SHIFT + T
An empty field	+ F9

Working with fields

To	Press
Update selected fields	F9
Unlink a field	+ SHIFT + F9
Switch between a field code and its result	SHIFT + F9
Switch between all field codes and their results	OPTION + F9
Run GOTOBUTTON or MACROBUTTON from the field that displays the field results	OPTION + SHIFT + F9
Go to the next field	F11
Go to the previous field	SHIFT + F11
Lock a field	+ F11
Unlock a field	+ SHIFT + F11

Document outline

To	Press
Promote a paragraph	CONTROL + SHIFT + LEFT ARROW
Demote a paragraph	CONTROL + SHIFT + RIGHT ARROW
Demote to body text	+ SHIFT + N
Move selected paragraphs up	CONTROL + SHIFT + UP ARROW
Move selected paragraphs down	CONTROL + SHIFT + DOWN ARROW
Expand text under a heading	CONTROL + SHIFT + PLUS SIGN
Collapse text under a heading This keyboard shortcut conflicts with a default Mac OS X key assignment. To use this Office keyboard shortcut, you must first turn off the Mac OS X keyboard shortcut for this key. On the Apple menu, click System Preferences. Under Hardware, click Keyboard. Click the Keyboard Shortcuts tab, and then clear the On check box for the key assignment that you want to turn off.	CONTROL + SHIFT + MINUS SIGN
Expand all body text and headings or collapse all body text	CONTROL + SHIFT + A
Show the first line of body text or all body text	CONTROL + SHIFT + L
Show all headings with the specified heading level	CONTROL + SHIFT +<HEADING LEVEL>

Reviewing documents

To	Press
Insert a comment	+ OPTION + A
Turn track changes on or off	+ SHIFT + E
Go to the beginning of a comment	HOME
Go to the end of a comment	END  (The END key is not available on all keyboards)
Go to the beginning of the list of comments when in the Reviewing Pane	+ HOME
Go to the end of the list of comments when in the Reviewing Pane	+ END

Printing documents

To	Press
Print a document	+ P

Moving around in a table

To	Press
Move to the next cell	TAB (If the cursor is in the last cell of a table, pressing TAB adds a new row)
Move to the preceding cell	SHIFT + TAB
Move to the preceding or next row	UP ARROW or DOWN ARROW
Move to the first cell in the row	CONTROL + HOME
Move to the last cell in the row	CONTROL + END
Move to the first cell in the column	CONTROL + PAGE UP
Move to the last cell in the column	CONTROL + PAGE DOWN
Start a new paragraph	RETURN
Add a new row at the bottom of the table	TAB at the end of the last row
Add text before a table at the beginning of a document	RETURN at the beginning of the first cell
Insert a row	+ CONTROL + I

Resizing table columns using a ruler

To	Press the shortcut keys, and then drag a marker on the ruler
Retain column sizes to the right Change table width	No key
Move a single column line Retain table width	SHIFT
Equally resize all columns to the right Retain table width	+ SHIFT
Proportionally resize all columns to the right Retain table width

Resizing table columns directly in a table

Tips: 

• To display a column's measurements in the ruler when you resize the column, press OPTION with these shortcut keys.

• To finely adjust a column width, turn off snap-to functionality by pressing OPTION with the shortcut keys.

To	Press the shortcut keys, and then drag a column boundary
Move a single column line Retain table width	No key
Retain column sizes to the right Change table width	SHIFT
Equally resize all columns to the right Retain table width	+ SHIFT
Proportionally resize all columns to the right Retain table width

Inserting paragraphs and tab characters in a table

To insert	Press
New paragraphs in a cell	RETURN
Tab characters in a cell	OPTION + TAB

Data merge

To use the following keyboard shortcuts, you must first set up a data merge.

To	Press
Merge a document	CONTROL + SHIFT + N
Edit a data-merge data document	CONTROL + SHIFT + E
Check for errors	CONTROL + SHIFT + K
Insert a merge field	CONTROL + SHIFT + F

Footnotes and endnotes

To insert	Press
A footnote	+ OPTION + F
An endnote	+ OPTION + E