Tag Archive: Microsoft Word

Word Keyboard Shortcuts

Below is a list of major shortcut keys in Microsoft Word, as compiled by Computer Hope at http://www.computerhope.com/shortcut/word.htm

View PDF Version of this List.



Ctrl + 0 Adds or removes 6pts of spacing before a paragraph.
Ctrl + A Select all contents of the page.
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Open the font preferences window.
Ctrl + E Aligns the line or selected text to the center of the screen.
Ctrl + F Open find box.
Ctrl + I Italic highlighted selection.
Ctrl + J Aligns the selected text or line to justify the screen.
Ctrl + K Insert link.
Ctrl + L Aligns the line or selected text to the left of the screen.
Ctrl + M Indent the paragraph.
Ctrl + P Open the print window.
Ctrl + R Aligns the line or selected text to the right of the screen.
Ctrl + T Create a hanging indent.
Ctrl + U Underline highlighted selection.
Ctrl + V Paste.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.
Ctrl + Shift + L Quickly create a bullet point.
Ctrl + Shift + F Change the font.
Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increases font +2pts.
Ctrl + ] Increase selected font +1pts.
Ctrl + Shift + < Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt.
Ctrl + [ Decrease selected font -1pts.
Ctrl + / + c Insert a cent sign (¢).
Ctrl + ‘ + <char> Insert a character with an accent (grave) mark, where <char> is the character you want. For example, if you wanted an accented è you would use Ctrl + ‘ + e as your shortcut key. To reverse the accent mark use the opposite accent mark, often on the tilde key.
Ctrl + Shift + * View or hide non printing characters.
Ctrl + <left arrow> Moves one word to the left.
Ctrl + <right arrow> Moves one word to the right.
Ctrl + <up arrow> Moves to the beginning of the line or paragraph.
Ctrl + <down arrow> Moves to the end of the paragraph.
Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing.
Ctrl + Alt + 1 Changes text to heading 1.
Ctrl + Alt + 2 Changes text to heading 2.
Ctrl + Alt + 3 Changes text to heading 3.
Alt + Ctrl + F2 Open new document.
Ctrl + F1 Open the Task Pane.
Ctrl + F2 Display the print preview.
Ctrl + Shift + > Increases the highlighted text size by one.
Ctrl + Shift + < Decreases the highlighted text size by one.
Ctrl + Shift + F6 Opens to another open Microsoft Word document.
Ctrl + Shift + F12 Prints the document.
F1 Open Help.
F4 Repeat the last action performed (Word 2000+)
F5 Open the find, replace, and go to window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
F12 Save as.
Shift + F3 Change the text in Microsoft Word from uppercase to lowercase or a capital letter at the beginning of every word.
Shift + F7 Runs a Thesaurus check on the word highlighted.
Shift + F12 Save.
Shift + Enter Create a soft break instead of a new paragraph.
Shift + Insert Paste.
Shift + Alt + D Insert the current date.
Shift + Alt + T Insert the current time.

In addition to the above shortcut keys users can also use their mouse as a method of quickly do something commonly performed. Below some are examples of mouse shortcuts.

Mouse shortcuts


Click, hold, and drag Selects text from where you click and hold to the point you drag and let go.
Double-click If double-click a word, selects the complete word.
Double-click Double-clicking on the left, center, or right of a blank line will make the alignment of the text left, center, or right aligned.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click Selects the line or paragraph of the text the mouse triple-clicked.
Ctrl + Mouse wheel Zooms in and out of document.

More on Word- Don’t forget to view Best Practices in Word for tips on saving and good habits. Learn how to keep track of your edits until a final version is needed in Collaborating with Word. Like how a document looks? Save it for reuse as a template (see topic on Creating Templates).

Remove Personal Info

Need to remove Personal Information (aka Metadata) from your Word documents before sharing with others? It’s easy to find and remove hidden data and personal information

You can use the Document Inspector to find and remove hidden data and personal information in Word documents.

  1. Open the Word document that you want to inspect for hidden data and personal information.
  2. Click the File tab, click Save As, and then type a name in the File name box to save a copy of your original document.

 Important   It is a good idea to use the Document Inspector on a copy of your original document, because it is not always possible to restore the data that the Document Inspector removes.

  1. In the copy of your original document, click the File tab, and then click Info:


  1. Under Prepare for Sharing, click Check for Issues, and then click Inspect Document:


  1. In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to be inspected. For more information about the individual Inspectors, see Information the Document Inspector finds and removes
  2. metadata3Click Inspect.
  3. Review the results of the inspection in the Document Inspector dialog box.
  4. Click Remove All next to the inspection results for the types of hidden content that you want to remove from your document.


Change Paste Options in Word

How many hours have been wasted attempting to manage the conflicts between the styles across many programs, including the web, when trying to compose a Microsoft Word document?

Most students, staff and faculty that work with Microsoft Word every day must have consumed even more than I have lost. Think of our collective wasted hours!

Here’s how to fix the default (read: broken) behavior in Microsoft Word for cutting and pasting: Click on the File tab, chose Options from the menu and then in the dialog box chose Advanced Options. Scroll down to the Cut, copy, and paste section and set the choices like this screenshot, then click OK.

Word Screen Shot


These changes will tell Microsoft Word to discard all the formatting from whatever source document and use the formatting of your existing document you are pasting into. An end to the conflicts, fighting the interacting styles, and frustration! Yes, on occasion you’ll have to put a bit of bold back in here or there, but that’s just a CTRL+B away and you’ll know that when you click it half the document won’t turn bold because of some strange formatting quirk.

Save time. Save the headache. Change your defaults.

Google Develops Native Editing for Microsoft Word and Excel

This is probably a while away for average users, but it is a very helpful step towards increasing the ease of use and cross-platform compatibility. Some folks, by necessity or preference, live in Microsoft Office and this would make doing that possible with Google’s tools. Chromebooks are looking better everyday.

From The Next Web: Google adds native Microsoft Word and Excel file editing to latest Chrome OS build

Google has added native Microsoft Office file editing to the dev channel for Chrome OS. The addition means Chrome OS users on the latest build of the company’s browser-based operating system can now experiment with editing Microsoft Word and Excel files.

The addition was first noted by developer and Google open-source Chromium evangelist François Beaufort. He points to a Chromium code review that merely states Improved Quickoffice editing about:flag.

Here is a Word document being edited on Chrome OS:

Word in Chrome

Here is an Excel document:

Excel in Chrome

It’s unclear why PowerPoint has not received the same treatment; we can only speculate that Google simply didn’t focus its resources on it as much. Given that this technology is based on the company’s QuickOffice acquisition in June 2012, however, it’s fair to say Word, Excel, and PowerPoint will all be supported in due time.

If you have a Chromebook or other Chrome OS device on the dev channel, you can try this out by doing the following:

1. Navigate to chrome://flags.

2. Click on Enable below the Enable document editing entry.

3. You’ll be prompted to Restart Now after which you will get access to the feature.

In April, Google rolled out a beta release of its new Chrome Office Viewer extension, which lets users view Microsoft Office files directly in the browser on Windows and OS X. The Office Viewer extension was ported straight from Chrome OS, suggesting Google could end up merging it into Chrome altogether one day.

The dev channel for Chrome OS is updated once or twice weekly. Since the feature has made it in there, it’s likely to show up in the beta channel, and then eventually the stable channel.

Yet today’s news that Google is already working on editing Microsoft Office documents in Chrome OS is also very interesting. Maybe by the end of year, it will make it into the Chrome browser too.

Clipboard To Be Discontinued

The following article was published by School of Law Research & Electronic Services Librarian, Alyssa Thurston. The original post can be found at the Law Library publication View from the Library

Last August, we blogged about Clipboard, an online “snipping” tool that allows users to collect and store items of interest on the Web. Clipboard has been acquired by another company and will be discontinued as of June 30, 2013. If you are a Clipboard user, read their FAQs to learn how to handle your stored data and for more information on the transition.

Creating a Template in Word

Have you ever had to create a document over and over again? Maybe a Fax Cover Sheet? Or articles for publication with very specific formatting guidelines? You can avoid redundancy and frustration by formatting a document and then saving it as a Template for repeated use.

Once you have your document formatted, it is now time to save it as a Template for repeated use. View PDF Version of the Quick Guide.

1.)    Click File.

2.)    Click Save As. A new window will appear.

file Saves AS1

3.)    On the left hand navigation, scroll up and click Microsoft Word. Then click Templates.


4.)    In the File Name field, name your document. Be specific (Example: Article Template).

5.)    In the Save As Type field, click the drop down menu and select Word Template.


6.)    Click Save.

This will save your file in your Microsoft Word application in the Templates folder.

Now, anytime you want to use the Template when creating a new document you can do so by following these steps:

1.)    Open Word

2.)    Click File

3.)    Click New

4.) Under Available Templates, double click My templates. A new window will appear.


5.) Your newly created template should be an option. Click the template you want to use. Under Create New, select Document.


6.) Click OK

You can now type your new document using the Template. Don’t forget to save your document.

More on Word- Don’t forget to view Best Practices in Word for tips on saving and good habits or view Word Keyboard Shortcuts for tricks. Learn how to keep track of your edits until a final version is needed in Collaborating with Word.

Word Best Practices

Many working professionals use Microsoft Word on a regular basis. It comes second nature to type documents, however, some of the best practices for productivity are sometimes overlooked. View PDF Version of the Quick Guide.

Best Practice #1- Save and Save Often

Keyboard Shortcut = hold CTRL and S at the same time

Set your Word Software to save automatically, in case you forget to manually save:

  1. Click File
  2. Click Options. A new window will appear.save1
  3. Click Save.save2
  4. Under Save documents. Check mark Save AutoRecover information every ____ minutes. And use the drop down menu to pick a few minutes. IS Recommends 5.
  5. Check mark Keep the last autosaved version if I close without savingsave3
  6. Click OK

Best Practice #2- Save Version Reiterations

You’ll have early “draft” versions you can refer back to if necessary. A good file name includes the title, date, and version number so you can easily see when you created a document and the current version:

  • title_date1_v1
  • title_date2_v2
  • title_date3_v3

Best Practice #3 Save in Multiple Locations

If your computer breaks or gets lost, you have backups of your work

  • Hard Drive (AKA computer)
  • Flash Drive (AKA thumb drive, USB drive)
  • Drop Box or Google Drive

Best Practice #4 Use Templates

Like how a document looks? Save it for reuse as a template (see topic on Creating Templates).

Best Practice #5 Use Track Changes

Keep track of your edits until a final version is needed (see topic on Collaborating with Word).

You may also be interested in viewing Word Keyboard Shortcuts for tricks.


Collaborating with Word

Collaborating Using Word

If you’ve ever authored a Word Document with other colleagues, you may have found it difficult to keep track of the current versions or edits without numerous copies of the same document.

Word 2010’s Review menu offers several features to help with collaboration. In addition, the features described can be useful in grading student work and providing in-text feedback electronically.

View PDF Version of the Quick Guide.

Track Changes       

To turn on change tracking

    1. Click the Review tab
    2.  In the Tracking group, click Track Changes

Word Review-Tracking

Once Track Changes is enabled, as you make changes to your document, Word marks the text in colored font with specific formatting:

  • Added Text is underlined
  • Deleted Text is formatted with Strikethrough
  • Format changes are noted in Balloons to the Right
  • With more than one Reviewer, each person’s changes will appear in different color (red, blue, etc.)

2 Track Changes DemoDisplay for Review

If you would like to see how the document will look in its Final stage:

  1. Click the black drop down arrow next to Final: Show Markup
  2. Select Final

But don’t forget, this feature makes the changes invisible; it does not remove the Markup from the document (See Accept or Decline Changes).

3 View Final Original

Accept and Reject Changes

If you and your colleagues are done editing, you can Accept or Reject each change:

  1. Place your cursor in the change or highlight the change
  2. Click the Accept or Reject button. The markup will be removed.
  3. You can click Previous or Next and Word will automatically highlight the next change in the document for you to Accept or Reject

4 Accept Changes

If you like all of the changes, click the black drop down arrow under Accept and select Accept All Changes in Document

4 Accept Changes

Likewise, if you do not like any of the changes, click the black drop down arrow under Reject and select Reject All Changes in Document5Reject

Insert Comments

Comments are useful when you would like to make a note within the document but do not want that note to be a part of your final document (IE “Add Citation Here” or “Check Source”).

To add a New Comment

  1. Highlight the text you wish to annotate
  2. Click the Review tab
  3. In the Comments group, click New Comment
  4. Word Review-CommentsThe cursor will be added to a Balloon in the Right column, type your note.

The text will be highlighted, indicating a comment was insertedComment

To Delete a Comment

Once you no longer need a comment in your document, you can Delete a Comment:

  1. Place your cursor in the highlighted text or in click the Balloon on the right.
  2. Click the Delete button. The comment and highlight will be removed.comments Delete all
  3. You can click Previous or Next and Word will automatically highlight the next comment in the document for you delete.
  4. You can delete all comments at one time by clicking the black drop down arrow to the right of Delete and select Delete all Comments in Document

More on Word- Don’t forget to view Best Practices in Word for tips on saving and good habits or learn how to create a Template. Another good reference is Word Keyboard Shortcuts for tricks.


Are You Missing Out?

It’s hard to keep up with all the new bells and whistles of MS Office, since Microsoft comes out with a new version every two years or so. In this post I’m going to share with you some new updates to MS Office 2010 that you may have overlooked. I hope these will be useful to you in your personal and professional endeavors. Don’t miss out!!

Instant & Easy Screenshots
Did you know that MS Office tools now provide you with a faster way to take a screen shot and paste it into a document, worksheet, or presentation? All three applications (Word, Excel, and PowerPoint) are equipped with the ability to instantly capture screenshots. Simply click on the Insert tab – then select Screenshot (see image below). You have the option to either take a screenshot of your entire screen (an available window) or choose a selection (screen clipping). Once you make the selection, it is automatically added to your document, worksheet, or presentation.

Screenshot in MS OfficeCustomize the Ribbon
Now you can customize each application in order to make them more relevant and appropriate for your unique needs.The ribbon is the menubar that you see across the top of the screen in Word, Excel, and PowerPoint. See image below.

Ribbon in MS Word

There may be items in this ribbon that you use more than others. Or perhaps there are elements that you use that are not easily accessible on the ribbon. To customize click on the File button in the top left-hand corner of the program. Next, select Options, then select Customize Ribbon. Your options will vary depending on what program you are using. Below is an image of the customizable options for Word.

Customizable Ribbon in MS Word

From this area, you can add items on the left side (commands) to the space on the right side (Main Tabs). You can also un-check certain elements on the right side to remove from the current ribbon. And if you make a mistake and un-check something that you do use, you can always come back and check it later.  One thing I would recommend doing is taking a look at the commands that are not on the ribbon. To do so, where it says Choose commands from (on the top left-side of the window), change Popular Commands to Commands Not in the Ribbon.  This will show you some options that you don’t typically see, but may be useful. If you see something you like, click on the Command and then click on the Add button to add it to the Main Tabs. After you are done making changes, click OK at the bottom of the window and you now have your own custom Ribbon. Enjoy!

Word 2010: Footnotes, Headers & Footers

This week, I will lead a workshop on Footnotes, Headers, and Footers using MS Word 2010 at Pepperdine University School of Law. While preparing for this workshop, I learned a few new things about these document elements and will now share my findings below. At the bottom of this post is a link to a PDF file which contains step-by-step instructions on how to insert and customize those elements. Please view for additional information.

Inserting Footnotes: Inserting footnotes into MS Word 2010 is simple and easy. The toughest part is figuring out how to cite the material using the Bluebook citation rules (which I won’t get into here). With your document open, bring your cursor to the place in the text where you would like to add a footnote. Click on the References tab at the top of your screen. Then select Insert Footnote. Your footnote has now been added. A small superscript footnote call number (as Bluebook calls it) has been added to the text, and at the bottom of the page you will see the same number and a place for you to enter the citation.

MS Word 2010 Toolbar (more…)