LESSON PROPER
Keyboard shortcuts
One of the main advantages of using keyboard shortcuts in typing documents is the
speed at which tasks can be completed. Instead of having to navigate menus and click multiple
times with a mouse, users can simply press a few keys to perform the same actions. This can be
especially useful when formatting text, inserting images, or navigating through a document. By
utilizing shortcuts, students can save precious minutes on each task, which can add up to hours
of time saved over the course of a semester.
To improving efficiency, keyboard shortcuts can also help reduce the risk of repetitive
strain injuries such as carpal tunnel syndrome. When users rely heavily on a mouse for
navigation and formatting, they are more likely to develop strain on their wrists and hands from
constant clicking and dragging; users can minimize the amount of time spent with their hands
on the mouse and instead utilize the keyboard, which can help prevent discomfort and long-term
injuries. By demonstrating proficiency in keyboard shortcuts, college students can stand out to
potential employers and show that they are capable of working efficiently and effectively in a
digital environment.
Keyboard shortcuts Command
Basic Shortcuts
Shift + Arrow key Select or highlight part of the text
Ctrl + H Find and replace text
Ctrl + V Paste the content of the clipboard
Ctrl + N New document
Ctrl + O Open a document
Ctrl + P Print the document
Ctrl + W Close the document
Ctrl + Q Remove paragraph formatting
Ctrl + Z Undo the previous action
Ctrl + Y Redo the previous action
Ctrl + A Select All documents content
Ctrl + F Find
Ctrl + K Insert Hyperlink
Ctrl + Shift + C Copy formatting
Ctrl + Shift + V Paste formatting
Ctrl + W Close the document
Ctrl + Alt+1 Switch to print preview
Text Formatting
Ctrl + B Apply Bold formatting to text
Ctrl + I Apply Italic to text
Ctrl + U Apply Underline formatting to text
Ctrl + shift + F Change the font
Ctrl + E Center Align
Ctrl +1 Single spacing
Ctrl +5 1.5 spacing
Ctrl +2 Double spacing
Ctrl + Alt+ S Split the document window
Alt +Shift + C or Ctrl + S Remove the document window
Shift + Arrow keys Select text
Ctrl + Shift + Left Arrow Select the word to the left
Key
Ctrl + Delete Delete one word to the left
Ctrl + M Indent the paragraph
Ctrl + Shift + M Remove a paragraph indent
Ctrl + T Create a hanging indent
Ctrl + Shift + T Remove a hanging indent
Shift + F3 Switch the text between upper care, lower
case, and title case
Ctrl + Shift + H Hide the selected text
Ctrl + Alt +F Insert a Footnote
Ctrl + Alt +D Insert an endnote
Ctrl + Shift + L Apply bullet points
Alt + shift + D Insert date
Ctrl + R Right align paragraph
Ctrl + L Left align paragraph
Ctrl + Shift + A Apply/remove all caps
Ctrl + Shift + K Apply/remove small capitals
Ctrl + H Open Find and Replace window
Navigation
Ctrl + Arrow key Move to the beginning of the
next/previous word
Ctrl + Home Move to the beginning of the document
Ctrl + End Move to the end of the document
Page up Move up one screen
Page Down Move down one scree
Alt + Ctrl + Page Up/Page Move to the top/bottom of the document
Down
Alt + M Open the mailings tab
Alt + P Open the layout tab
Shift + F5 Move the cursor to the location of the
previous revision
Ctrl + F Display the Navigation task pane, to
search within the document content
List and indents
Ctrl + M Increase indent
Ctrl + Shift + M Decrease indent
Ctrl + Shift + L Apply bulleted list
Ctrl + Shift + N Apply Normal Style
Special Characters
Ctrl + Shift + > Increase font size
Ctrl + Shift + < Decrease font size
Ctrl + Space Remove formatting
Ctrl + Enter Insert a page break
Ctrl + Shift + Enter Insert a column break
Ribbon
Ctrl + Shift +F10 Show the tooltip for the ribbon element
currently in focus
Ctrl + F1 Expand or collapse the ribbon
Ctrl + F10 Open the context menu
Header and Footer
The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin. Headers and footers
generally contain additional information such as page numbers, dates, an author's name,
and footnotes, which can help keep longer documents organized and make them easier to read.
Text entered in the header or footer will appear on each page of the document.
To create a header or footer:
1. Double-click anywhere on the top or bottom margin of your document.
2. The header or footer will open, and a Design tab will appear on the right side of
the Ribbon. The insertion point will appear in the header or footer.
3. Type the desired information into the header or footer. For example, author's
name and the date.
4. When you're finished, click Close Header and Footer. Alternatively, you can
press the Esc key.
5. The header or footer text will appear.
To insert a preset header or footer:
1. Select the Insert tab, and then click the Header or Footer command.
2. In the menu that appears, select the desired preset header or footer.
3. The header or footer will appear. Many preset headers and footers contain text
placeholders called Content Control fields. These fields are good for adding information
like the document title, author's name, date, and page number.
4. To edit a Content Control field, click it and type the desired information.
5. When you're finished, click Close Header and Footer. Alternatively, you can press
the Esc key.
Editing headers and footers
1. After you close the header or footer, it will still be visible, but it will be locked. Simply
double-click a header or footer to unlock it, which will allow you to edit it.
To add page numbers:
Word can automatically label each page with a page number and place it in a header, footer, or
side margin. If you have an existing header or footer, it will be removed and replaced with the
page number.
1. On the Insert tab, click the Page Number command.
2. Open the Top of Page, Bottom of Page, or Page Margin menu, depending on where you
want the page number to be positioned. Then select the desired style of header.
3. Page numbering will appear. Press the Esc key to lock the header and footer.
4. If you need to make any changes to your page numbers, simply double-click the
header or footer to unlock it.
To hide the page number on the first page:
In some documents, you may not want the first page to show the page number. You can hide the
first page number without affecting the rest of the pages.
1. Double-click the header or footer to unlock it.
2. From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can type
something new in the header or footer, and it will only affect the first page.