Being proofreaders, we spend a lot of time using Microsoft Word. And being people, we’re also glad of anything that makes our day a little simpler. So if you’re like us at all, you may appreciate our list of handy Microsoft Word shortcuts (plus a guide to creating your own custom shortcuts).
This first batch of shortcuts covers common functions in Microsoft Word, such as cutting and pasting text. You can use them to save time if you find you use certain commands repeatedly.
Function
PC Shortcut
Mac Shortcut
Undo
Ctrl + Z
Command + Z
Redo
Ctrl + Y
Command + Y
Cut
Ctrl + X
Command + X
Paste
Ctrl + V
Command + V
Select all
Ctrl + A
Command + A
Save
Ctrl + S
Command + S
New document
Ctrl + N
Command + N
Open a saved document
Ctrl + O
Command + O
Insert comment
Ctrl + Alt + M
Command + Option + A
Search document
Ctrl + F
Find and replace
Ctrl + H
Insert current date
Shift + Alt + D
Control + Shift + D
Insert current time
Shift + Alt + T
Control + Shift + T
Next, we have some formatting shortcuts. These let you control how text is presented in a document. Try to memorize the shortcuts for formatting options that you use frequently.
Formatting
Heading 1
Ctrl + Alt + 1
Command + Option + 1
Heading 2
Ctrl + Alt + 2
Command + Option + 2
Heading 3
Ctrl + Alt + 3
Command + Option + 3
Bold
Ctrl + B
Command + B
Italics
Ctrl + I
Command + I
Underlining
Ctrl + U
Command + U
ALL CAPS
Ctrl + Shift + A
Command + Shift + A
Increase font size by one
Ctrl + ]
Command + Shift + >
Decrease font size by one
Ctrl + [
Command + Shift + <
Align center
Ctrl + E
Command + E
Align left
Ctrl + L
Command + L
Align right
Ctrl + R
Command + R
Justify text
Ctrl + J
Command + J
Single space lines
Ctrl + 1
Command + 1
Double space lines
Ctrl + 2
Command + 2
Set line spacing to 1.5
Ctrl + 5
Command + 5
And finally, what do you do if there isn’t a shortcut for something in Microsoft Word? Create your own, of course! To do this in Word for Windows:
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In Word for Mac, on the other hand, you assign shortcuts via the shortcut options in Mac OS X.
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