Shortcuts for Lines in Word

Microsoft Word provides six shortcuts for placing specific styled lines across a page. Not only do these lines look better than (for example) holding the equal sign to repeat a double line across the page, but the length of these lines automatically adjust as the page’s left and right margins are changed.

To create these lines, move the cursor to a blank line in a Word document, type a specific character three times, and then press the enter key. The following screen shot shows both the special character to type and the resulting line inserted by Word.

WordLines1

This tip works in Word 2003, 2007, 2010, and 2013.

 

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Word Navigation Pane

When reviewing a Microsoft Word document with many pages you may find yourself constantly scrolling up/down or using the Page Up/Page Down keys. To aid in navigating large documents Microsoft added the Navigation Pane starting with Word 2010.

The Navigation Pane is only available when a document contains Heading styles. At a minimum a document must utilize the Heading 1 style. The Navigation Pane will also recognize and use the higher heading styles (2,3,…).

To use the Navigation Pane you must ‘turn it on’ by checking the Navigation Pane check box in the Show section of the View tab on the ribbon.

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Word Keyboard Formatting

A prior post explained how to select text within a Microsoft Word document using the keyboard rather than the mouse. Once you have selected text, what do you do with it? The odds are that you either copy it and paste it somewhere else, delete it, or format it. If you routinely perform the same formatting option(s) on text, you can improve your efficiency with Word by learning the keyboard short-cut(s) for those options.

The following table lists the methods that can be used to format a document with the keyboard when using Microsoft Word. These keyboard shortcuts should work in Word 2003, 2007, 2010, and 2013. NOTE: The ‘+’ between the key names indicates that you have to press the keys at the same time.

Format Type Short-cut Keys
Align left CTRL+L
Align right CTRL+R
All caps CTRL+SHIFT+A
Bold CTRL+B
Bulleted list CTRL+SHIFT+L
Center CTRL+E
Copy format CTRL+SHIFT+C
Decrease font size CTRL+SHIFT+<
Decrease font size one point CTRL+[
Font name CTRL+SHIFT+F
Hang paragraph CTRL+T
Heading level 1 ALT+CTRL+1
Heading level 2 ALT+CTRL+2
Heading level 3 ALT+CTRL+3
Increase font size CTRL+SHIFT+>
Increase font size one point CTRL+]
Indent paragraph CTRL+M
Italic CTRL+I
Justify paragraph CTRL+J
Line space (1 line) CTRL+1
Line space (1.5 lines) CTRL+5
Line space (2 lines) CTRL+2
Normal style CTRL+SHIFT+N
Open font dialog box CTRL+D
Paste format CTRL+SHIFT+V
Reset character formatting CTRL+SPACEBAR
Reset paragraph formatting CTRL+Q
Small caps CTRL+SHIFT+K
Subscript CTRL+=
Superscript CTRL+SHIFT+=
Symbol font CTRL+SHIFT+Q
Underline continuous CTRL+U
Underline double CTRL+SHIFT+D
Underline word CTRL+SHIFT+W
Un-indent paragraph CTRL+SHIFT+M

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Word Keyboard Text Selection

One of the ironies of using computer software programs with a graphical interface is that you have to move at least one hand from the keyboard to the mouse in order accomplish some command or task. When using a word processing program most users immediately reach for their mouse to make a text selection in order to apply formatting properties. This is very inefficient considering that you will be moving your hand back to the keyboard to continue typing one you are finished formatting the selected text.

This article explains some of the methods to select text with the keyboard when using Microsoft Word. These keyboard shortcuts should work in Word versions starting with 2003. NOTE: The ‘+’ between the key names indicates that you have to press the keys at the same time.

Shift + End

  • Selects text from the cursor to the end of the line.
  • In this context ‘line’ equals row. It does not equal ‘sentence’.

Shift + Home

  • Selects text from the cursor to the beginning of the line.
  • This is the opposite of Shift + End

Shift + Page Down

  • Selects text from the cursor one screen down.
  • ‘Screen’ does not equal ‘page’.
  • Will select text across two pages.
  • If cursor is not at beginning of line, will select text to approximately same location (minus 1 character) in last line of the screen.

Shift + Page Up

  • This is the opposite of Shift + Page Down.

Shift + Right Arrow/Shift + Left Arrow

  • Extends selection one character to the right or left depending on the arrow key pressed.

Ctrl + Shift + Right Arrow

  • Selects from the cursor to the end of the word.
  • If cursor is within a word, the remainder of the word will be selected.
  • If the cursor is at the end of a word, the next ‘space’ will be selected.

Ctrl + Shift + Left Arrow

  • Selects from the cursor to the beginning of the word.
  • If the cursor is already at the beginning a a word, this shortcut will select the previous word.

Ctrl + Shift + Down Arrow

  • Selects from cursor to end of paragraph.
  • If the cursor is already at the end of a paragraph, this shortcut will select the next ‘space’.

Ctrl + Shift + Up Arrow

  • Selects from the cursor to the start of the paragraph.
  • If the cursor is already at the start of a paragraph, the previous paragraph will be selected.

Ctrl + Shift + End

  • Selects from the cursor to the end of the document.

Ctrl + Shift + Home

  • Selects from the cursor to the beginning of the document.

Ctrl + A

  • Selects the entire document.

Word also comes with another method for selecting text via the keyboard: Extend Mode. Extend Mode works through successive pressings of the function key F8.

  1. Turns on Extend Mode
  2. Selects the current or nearest word.
  3. Selects the sentence containing the selected word.
  4. Selects the paragraph containing the selected sentence.
  5. Selects the entire document.

You must press the Esc key to turn Extend Mode off.

There is also a ‘reverse’ Extend Mode that is accessed by successively pressing Shift + F8. This keystroke combination reduces the text selection from Everything → Paragraph → Sentence → Word → Nothing.


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