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Microsoft Word 2010 Training
Keyboard shortcuts
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3
Course contents
Overview: Master the CTRL and ALT keys
Lesson: Includes 9 instructional movies
Quick Reference Card
Word 2010 keyboard shortcuts
4
Overview: Keyboard shortcuts
Word 2010 keyboard shortcuts
Learn Word 2010 keyboard shortcuts. Find out how to access
almost any button using the ALT key. And, learn handy shortcuts
that use the CTRL key.
5
Course goals
Define the two kinds of keyboard shortcuts: access keys and key
combinations
Access tabs, buttons, options, and commands using the ALT
key
Directly perform tasks by using the CTRL key.
Perform a variety of tasks using the keyboard: from opening and
working with documents to selecting and formatting text.
Word 2010 keyboard shortcuts
6
Introduction (1:40)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
Once you get the hang of Word 2010, youll want to find ways to
work faster.
In other words; get more done in less time with less work, and
keyboard shortcuts are a great way to do that.
What is a keyboard shortcut? Well its a way to save time by
using your keyboard instead of our mouse.
How does that help you work faster? Well lets say youre typing
on your keyboard and you want to save your work.
You could move your hand to the mouse, move the cursor to the
ribbon,
click Save, and then move your hand back to the keyboard.
Or you could save time by keeping your hands on the keyboard and
pressing the keyboard shortcut; CTRL and S.
There are basically two kinds of shortcut keys: Access keys and
Key combinations.
With Access keys you can get to things on your screen; like
tabs, buttons, and menus
that youd normally access using a mouse and they typically start
with the ALT key.
For example: pressing ALT then F brings up the file menu,
pressing P displays print details, and then pressing P again
prints your documents.
Key combinations access commands directly, they usually start
with the CTRL key.
For example: you can print your document with key combinations
by pressing CTRL and P.
In this course well first cover access keys in detail, and then
well go on to key combinations.
Click Next to begin.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
7
How to use access keys (3:15)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
If you want to access tabs, buttons, and menus in Word without
using a mouse; you can use access keys
and the first step is pressing ALT. When you do that, key tips
appear in the ribbon.
They show you which key to press to select an item, just like
clicking it with the mouse.
For example: H selects the Home tab, and 1 selects Bold.
What if the key tip has two letters? For example: if you press P
to go to the Page Layout tab,
youll see that the key tip for Line Numbers is LN; press one,
then the other.
In this case, a menu opens and we can press the key tip that
corresponds to the type of line numbering we want.
For example: C, for Continuous. To turn off the numbering press
ALT, P, L, N, and then N for None.
If youre searching for a command you dont have to worry about
getting stuck,
because you can always back out by pressing the ESC key.
If youre really lost, you can keep pressing ESC and youll
eventually exit access key mode.
Access keys are easy to use because you dont need to memorize
much; you just look at the key tip and press the key.
But if thats not easy enough, you can use the arrow keys.
First press ALT, the right and left arrow keys move you
horizontally,
the up key moves you to the quick access toolbar, and the down
key takes you to the commands on the ribbon.
When you arrive at a button that you would normally click with
the mouse, press Enter.
Use the arrow keys to move around in galleries and menus,
then press ESC to back out, or press Enter to select a command
or option.
The alternative to arrows is the Tab key. Press ALT, then press
Tab to move forward through the items,
press Shift and Tab to move backward, and press Enter to select
and item.
You can use a combination of arrow and tab keys for moving
around in the ribbon.
For example: use the arrow keys to change tabs,
use the Tab key to move around in a tab,
then use the arrow keys to change values in a text box.
Next, youll see that the Tab key is especially useful when
navigating in dialog boxes.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
8
Access keys in dialog boxes (3:16)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
Whenever you select an item that ends with an ellipsis,
or select one of these little arrows in the ribbon a dialog box
opens.
There are no key tips in dialog boxes, instead press ALT
and look for an underlined letter in the item that you want to
access.
Then select it by pressing ALT and the letter.
If the interline letter approach isnt to your liking, you can
navigate using the Tab key.
Press Tab to move to the next menu or option, or press Shift-Tab
to move back.
Youll know an item has the focus if there is a border around
it.
If you need to switch tabs in a dialog box, press CTRL and the
Tab key to go to the next tab,
then press Tab to change the focus to the item that you
want.
If the item is a list; press the up and down arrows to open the
list and locate an option, then press Enter to select it.
If you need to enter a value use the arrow keys to position the
cursor,
and the keyboard to: select, delete, or type the text or
numbers.
If a text box has up and down arrows like this one, you can
enter a value with the up and down arrow keys.
What about checkboxes? If you come across a checkbox, press the
Spacebar to select or clear the option.
As with the ribbon, youll find yourself using a combination of
methods.
For example: you can press ALT and A to select this item, then
press the arrow keys to enter a value.
Now that were all done with the settings in this dialog box,
what do we do?
Look at the OK and Cancel buttons; if OK is highlighted in
blue,
you can press Enter to accept your changes and close the dialog
box.
If you want to discard your changes; you can Tab to the Cancel
button and press Enter, or simply press ESC.
Heres another kind of dialog box that youll run into.
Press the Tab key to change focus to the navigation pane, then
press the up and down arrows to select a section
and then Tab to the value that you want to change.
Press Enter to select an option, or use the up and down arrows
to enter a value.
Now you can do almost anything with the access keys, but is that
all? Not quite.
In the next video: well go through just a few last important
tips for using access keys.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
9
F6: Another kind of access key (1:08)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
The access keys that you get to by pressing ALT enable you to
work with commands on the ribbon and in dialog boxes.
But how do you navigate in other areas of Word without a mouse,
such as the Status Bar?
To access these areas, you use F6. F6 cycles focus from your
document,
to the status bar, to the ribbon, and then back to the document
area.
When the focus is on the status bar, you can use the arrows keys
and Enter to change the view or zoom levels.
When focus is on the ribbon, you can use the access keys to
select options and commands,
then change focus back to the document.
Theres a lot you can do with access keys to save time and get
more work done,
but you might find it easier to work with the other type of
shortcut keys called key combinations.
To find out, click Next.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
10
How to use key combinations (3:34)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
So weve covered access keys in detail, now its time to learn
about the other kind of keyboard shortcut; key combinations.
If you want to get to Word commands and options directly
without using a mouse or your access keys, you can use key
combinations.
Key combinations most often start by pressing and holding down
the CTRL
or Shift and CTRL keys, and then pressing one or two other
keys.
For example: to save a document you hold down the CTRL key then
press S.
You can find lists of key combinations in the Quick Reference
Card at the end of this course.
Theres a key combination for just about anything.
From opening a new file, to promoting bulleted lists in a
SmartArt graphic.
Really the only drawback to key combinations is that you have to
remember them, but thats not so bad.
First, you only need to remember the key combinations that you
use most often.
For example: my favorite is CTRL-Z, undo. I dont have to worry
about going overboard with a graphic
because I can always simply press CTRL-Z to return it to the way
it was before.
Of course CTRL-S, save, is another favorite. Which brings up
another point,
you can often remember key combinations by creating mental
connections using the shortcut keys themselves.
For example: S for save. You can think of X, which is the
shortcut key for cut as being a pair of scissors.
Of course there is CTRL-P for printing, CTRL-O for opening
files, CTRL-F for finding text,
and CTRL-C for copying data to the clip board, and of course
theres CTRL-V for pasting the contents of the clip board.
Well you just have to remember that one, but once you commit
your favorite combinations to memory
youll find that you can use them in many other office programs
and in other programs running on Microsoft Windows.
If youre memory needs a little nudge, you can always refer to
the list in the Quick Reference Card at the end of this course.
And you can also find often find key combinations by holding the
mouse cursor over a command and reading the ScreenTip.
But the key to remembering key combinations is to start small,
start by using one like CTRL-S to save you time.
Then as you add more combinations to your repertoire, youll find
yourself saving more and more time.
Pretty soon youll be adding flourishes to your combinations,
like CTRL-Shift-C, this combination copies formatting only.
Then you can paste just the formatting by pressing CTRL-Shift-V,
or you can do the opposite;
copy the text by pressing CTRL-C, then press CTRL-ALT-V to paste
the text with different formatting.
Again, the goal is not to memorize long lists of key
combinations
but to start using the combinations that make the most sense for
the way you work.
If it saves you time, use it!
In the next few movies, well explore all kinds of key
combinations for working with: document files,
moving around in a document, working with text, and other handy
shortcuts.
Combinations that will make your job easier, faster, and even
more fun.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
11
Key combos for working with files (1:55)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
The ribbon in Backstage make it easy to find commands and
options for opening and closing files,
but you can replace a lot of that mouse action with key
combinations. Lets start by opening a document.
Rather than navigate to the Backstage, simply press the CTRL key
and O to access the Open dialog box.
Here if you want, you can use the Tab and arrow keys to browse
for a file.
To create a new document you can go to the Backstage and click
New,
then browse through the templates on your computer and
Office.com.
But if you just want to quickly start with a blank document,
press CTRL-N.
Lets go back to the first document we were working on, heres a
handy way to do that: press CTRL and F6.
Keep pressing F6 to cycle through all the files that are open
until you find the one that you want.
As youre editing your document its always a good idea to save
your work periodically,
and the quickest way to do that is by pressing CTRL-S. Its so
easy, theres almost no reason for losing your work.
When youre ready to quit for the day, you can quickly close your
document by pressing CTRL-W.
If you want to exit an instance of Word altogether, press ALT
and F4.
These two key combinations will be easy to remember
because youll find that you can use them in other Office
programs,
and in Windows, and many other applications.
In fact, youll find that the key combinations you use most often
are the ones you use in all your programs.
And this is certainly the case with key combinations you use for
moving around in a document.
Click Next to find out more.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
12
Moving around a document (2:42)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
The mouse makes it easy to move the cursor around in a document
because its sort of like a virtual index finger.
But if youre writing, you can often work faster by keeping your
hands on the keyboard.
You press the arrow keys to move the cursor to the right, to the
left,
and up, and down one character or line at a time.
The End key moves the cursor to the end of the line, and the
Home key moves it to the beginning.
Press page up, or page down to move up or down one screen.
In Word, the amount of movement depends on how much of the
document is visible.
For example: if half a page is visible; page up and page down
scrolls the screen and moves the cursor half a page.
These eight keys are all you need to move the cursor anywhere in
your document,
but if that isnt fast enough you can turbo charge your cursor
with the CTRL key. Heres how that works.
The left and right arrows move you one character at a time,
but if you press the CTRL key the same arrows move you one word
at a time.
What happens when you press the up or down arrows?
Without the CTRL key, you move one line. With the CTRL key, you
move an entire paragraph.
You can probably guess what happens when you turbo charge the
page up and page down keys.
Right! You move an entire page.
Add the CTRL key to Home and you go to the very top of the
document,
and CTRL-End takes you to the very end of the document.
Here are a couple more key combinations that you might find
useful...
CTRL-G opens the Go To tab in the Find and Replace dialog box,
just type a page number and press Enter.
This one is very handy, especially if youre editing a very long
document.
Press Shift-F5 and you move back to the areas you were
previously working on.
Word remembers where youve made revisions so you can keep
pressing Shift-F5
until you find the revision youre looking for.
Now you have the basics for moving around in a document with key
combinations.
Click Next to find out how to use these keys to select text,
and then use another set of key combinations to format the
text.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
13
Key combos for working with text (6:30)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
When you have a lot of texts to write and edit, you can work
faster by using key combinations.
Heres some things you can try... Again, you only need to
remember the key combinations
for the things you do most often like selecting text.
In the last movie you saw how to move around in a document using
these eight keys and the CTRL key.
Well by adding one more key you can use those same moves to
select text, and that key is the Shift key.
Lets say you just finished this sentence and see words that you
want to change.
Without moving your hands from the keyboard, press the CTRL
and arrow keys to move the cursor to the beginning of the
words.
Then press Shift and the right arrow key to select text one
character at a time.
To remove the selection, press the left arrow and the cursor
moves back to the beginning of the word.
If you want to select more text press Shift and the End key to
select to the end of the line,
or Shift and the Home key, to select to the beginning of the
line,
or select multiple lines by pressing Shift and the up or down
arrow.
What about turbo charging selection with the CTRL key?
Press CTRL-Shift and the right or left arrow key to select a
whole word at once.
Press CTRL-Shift and the Up or Down arrow key to select from the
cursor to the beginning or end of a paragraph,
and press CTRL-Shift-Home or End to extend the selection to the
beginning or end of the document.
After you select your text, there are all kinds of things you
can do with it.
For example: you can replace the old text instantly by simply
typing.
How about font formatting? Change the font size by pressing
CTRL-Shift and the Greater Than, or Less Than sign.
Press CTRL-B to make the font bold, press CTRL-U to add
underlining, or press CTRL-I to italicize the font.
Need to quickly change between upper and lower sentence case?
Select your text, and press Shift and F3.
Heres an interesting combination: as you know CTRL-Z is undo,
well you can also redo a command by pressing CTRL-Y.
And you can use CTRL-Y to repeat formatting. For example: Ill
press CTRL-B to add a bold typeface,
then move down here, select this text, press CTRL-Y, and the
bold formatting is repeated.
What about changing the font and font size? Simply press
CTRL-Shift and F to open the Font dialog box
or you can use the Tab and arrow keys, if you want to quickly
change formatting.
Remember you can type the first few letters of an option to
quickly search for it in a long list.
You can also press Shift-F10 to access the shortcut menu. This
is the same as right-clicking the text with your mouse.
Here you can find common formatting commands.
Finally you can remove all of your manual formatting in an
instant
by selecting your text and pressing CTRL and the space bar.
There are plenty of key combinations for formatting paragraphs
too:
press CTRL-E to center a paragraph, press CTRL-R to right align
it,
press CTRL-L to left align it, and press CTRL-J to justify a
paragraph.
Heres a handy key combination: CTRL-Shift-8, use this to hide or
unhide paragraph marks.
If youre doing a lot of work with bulleted lists, try these
combinations:
use Shift and the arrow keys to select your text, then press
CTRL-Shift-L to convert it to a bulleted list.
Now you can work with the text as a list. Move the cursor to
align,
then press ALT-Shift and the Up or Down arrow key to move the
line to a different position in the list.
Another time saver is Word Styles. Move the cursor to the
paragraph you want to format,
then press ALT-CTRL-1, 2, or 3 to apply heading styles 1, 2, or
3. To apply the normal style: press CTRL-Shift-N.
To access all the styles: press ALT-CTRL-Shift-S to open the
Styles task pane.
Press F6 to move focus to the Styles pane, then use the Tab and
arrow keys to select a style, and press Enter.
Notice that as soon as you apply a style, the focus goes
directly to the document again.
These are just a few of the many key combinations that you can
use to work faster with text.
With these shortcut keys and the others youve seen in this
course,
you can do just about anything in Word without the mouse.
There are just a few more key combinations that you should know
about.
Click Next to find out.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
14
Other handy shortcuts (2:09)
Word 2010 keyboard shortcuts
Point to the bottom of the video to see the video controls. Drag
or point along the progress bar to move forward or go back.
Here are a few more handy key combinations you can try. Not sure
about spelling?
Press F7 to start the Spelling and Grammar checker, select an
option and get back to work.
Cant find the right word? Type a word thats close, select it,
and press Shift-F7,
then press F6 to move focus to the Thesaurus, use the Tab and
arrows keys to locate a word,
then press Shift-F10, arrow down to Insert and press Enter.
If youre editing a document, press CTRL-Shift-E to turn on or
off track changes,
then quickly add a comment to a section by selecting the text
and pressing ALT-CTRL-M.
as youre typing, you press the Enter key to start a new
paragraph.
Well what if you want to start a new line, but not a new
paragraph?
You can insert a line break by pressing Shift and Enter, press
CTRL and Enter to quickly insert a page break.
Finally, you dont have to break your pace by using the mouse to
insert these common symbols:
press ALT-CTRL-C to add a copyright symbol,
ALT-CTRL-R to add a registered trademark symbol, and ALT-CTRL-T
to add a trademark symbol.
In this course we have explored many of the most popular
keyboard shortcuts and seen how they work.
If youre having a hard time remembering them,
or you want to learn more take a look at the quick reference
card at the end of this course.
There youll find lists of shortcut keys that you can print and
keep handy as you work.
[Note to trainer: If you have trouble playing this video, for
instance if a Codec Unavailable message appears in the
videoplayback window, the presentation might have opened in
Protected View.To enable video playback, inthe yellow security bar
at the top of the PowerPoint window, click Enable Editing.Note that
even with Protected View turned on, video should play correctly in
Slide Show view.]
15
Quick Reference Card 1
Access the ribbon
Press ALT. The KeyTips are displayed over each feature that is
available in the current view.
Press the letter shown in the KeyTip over the tab that you want
to use.
Continue pressing letters until you press the letter of the
command or control that you want to use.
Word 2010 keyboard shortcuts
Quick Reference Card 2
To do thisPressCopyCTRL+CCutCTRL+XPasteCTRL+VCopy
formattingCTRL+SHIFT+CPaste formattingCTRL+SHIFT+VPaste
specialCTRL+ALT+VUndoCTRL+ZRedoCTRL+YPrintCTRL+PFindCTRL+F
SaveCTRL+S
Word 2010 keyboard shortcuts
Common key combinations
This is only a partial list. For a comprehensive list, see the
links at the top of this page.
Quick Reference Card 3
To do thisPressOpenCTRL+ONew documentCTRL+NClose
documentCTRL+WExit WordALT+F4Switch to other open
documentsCTRL+F6
Word 2010 keyboard shortcuts
Key combinations for creating files
This is only a partial list. For a comprehensive list, see the
links at the top of this page.
Quick Reference Card 4
To movePressOne character to the leftLEFT ARROWOne character to
the rightRIGHT ARROWOne word to the leftCTRL+LEFT ARROWOne word to
the rightCTRL+RIGHT ARROWOne paragraph upCTRL+UP ARROWOne paragraph
downCTRL+DOWN ARROWOne cell to the left (in a table)SHIFT+TABOne
cell to the right (in a table)TABUp one lineUP ARROWDown one
lineDOWN ARROWTo the end of a lineENDTo the beginning of a
lineHOMETo the top of the windowALT+CTRL+PAGE UPTo the end of the
windowALT+CTRL+PAGE DOWNUp one screen (scrolling)PAGE UPDown one
screen (scrolling)PAGE DOWNTo the end of a documentCTRL+ENDTo the
beginning of a documentCTRL+HOMETo a previous revisionSHIFT+F5After
opening a document, to the location you were working in when the
document was last closedSHIFT+F5
Word 2010 keyboard shortcuts
Key combinations for moving around a document
This is only a partial list. For a comprehensive list, see the
links at the top of this page.
Quick Reference Card 5
To do thisPressOpen the Font dialog box to change the
font.CTRL+SHIFT+FIncrease the font size.CTRL+SHIFT+>Decrease the
font size.CTRL+SHIFT+