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Office Accessibility / Word / Keyboard shortcuts in Word for Mac

Keyboard shortcuts in Word for Mac

Applies To: Word for Office 365 for Mac, Word 2016 for Mac, Word for Mac 2011

2016 2011

Many users find that using an external keyboard with keyboard shortcuts for Word 2016 for Mac helps
them work more efficiently. For users with mobility or vision disabilities, keyboard shortcuts are an essential
alternative to using a mouse. This article itemizes the keyboard shortcuts for Word 2016 for Mac.

Notes: 

The shortcuts in this topic refer to the US keyboard layout. Keys for other layouts might not correspond
exactly to the keys on a US keyboard.

Commands that require you to press and release multiple keys together are indicated with a plus sign (+).
Commands that require you to press multiple keys in order are indicated by a comma sign (,).

The settings in some versions of the Mac operating system (OS) and some utility applications might
conflict with keyboard shortcuts and function key operations in Office 2016 for Mac. For information about
changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Mac OS or see
your utility application. Also see Shortcut conflicts later in this topic.

In this topic

Frequently used shortcuts Align and format paragraphs Move around in a table

Get started Set line spacing Resize table columns by using

the ruler
Move the cursor Format characters
Resize table columns directly in
Select text and graphics Insert special characters a table

Select text and graphics in a Work with fields Insert paragraphs and tab
table characters in a table
Outline a document
Extend a selection Review a document Use footnotes and endnotes

Edit text and graphics Print a document Right-to-left language features

Frequently used shortcuts

This table provides the frequently used shortcuts in Word 2016 for Mac.

To do this Press

Undo the last action + Z or Control + Z

Cut selected text or graphics + X or Control + X

Copy selected text or graphics to the Clipboard + C or Control + C

Paste the Clipboard contents + V or Control + V

Choose the Go To command (Edit menu) Option + +G

Open the Spelling and Grammar dialog box Option + +L

Extend a selection F8

Go to the next window + Grave accent ( ` )

Choose the Save As command (File menu). + Shift + S

Copy selected text Shift + F2

Change letters to upper

uppercase, lowercase, or mixed case Shift + F3

Find or Find and Replace Control+F for Find;

places the focus in the
Search box

Control+H for Find and

Replace

Print a document + P or Control + P

To do this Press

Move to the previous insertion point Shift + F5

Go to the previous window + Shift + `

Open the Thesaurus pane Shift+ F7

Shrink a selection Shift+ F8

Switch between a field code and its result Shift + F9

Cut the selection to the Spike + F3

Close the window + F4

Expand or minimize the ribbon Option + +R

Edit a bookmark + Shift + F5

Find the next misspelling or grammatical error. The Check spelling as you type Option + F7
check box must be selected (Word menu, Preferences command, Spelling and
Grammar).

Look up selected text on the Internet + Shift + L

Get started
For the best experience using your keyboard with the ribbon, try switching your keyboard settings to All
Controls, as follows:

1. Open System Preferences ( + Space, type system preference, and hit Enter).

2. Go to Keyboard Settings (type keyboard and hit Enter).

3. Go to Shortcuts (press Tab, then Right-arrow three times, and then Space).

4. Change the Full Keyboard Access setting from Text boxes and lists only to All Controls (Control +
F7)
Many keyboards assign special functions to function keys, by default. To use the function key for other
purposes, you have to press Fn+the function key. For more information about how to enable and use
function keys without having to press Fn, see Use function key shortcuts later in this topic.

Shortcut conflicts
Some Windows keyboard shortcuts conflict with the corresponding default Mac OS keyboard shortcuts. To
use these shortcuts, you may have to change your Mac keyboard settings to change the Show Desktop
shortcut for the key.

Change system preferences for keyboard shortcuts with the mouse

1. On the Apple menu, press System Preferences.

2. Click Keyboard.

3. Press the Shortcuts tab.

4. Click Mission Control.

5. Clear the check box for the keyboard shortcut that you want to use.

Move the cursor

To do this Press

Move one character to the left Left arrow

Move one character to the right Right arrow

Move one word to the left Option + Left arrow

Move one word to the right Option + Right arrow

Move one paragraph up + Up arrow

Move one paragraph down + Down arrow

Move one cell to the left (in a table) Shift + Tab

Move one cell to the right (in a table) Tab

Move up one line Up arrow

To do this Press

Move down one line Down arrow

Move to the end of a line + Right arrow or End

Move to the beginning of a line + Left arrow or Home

Move up one screen (scrolling) Page Up

Move down one screen (scrolling) Page Down

Move to the top of the next page + Page Down

Move to the top of the previous page + Page Up

To the end of a document + End

On a MacBook keyboard:
+ FN + Right arrow

To the beginning of a document + Home

On a MacBook keyboard:
+ FN + Left arrow

To the previous insertion point Shift + F5

Select text and graphics

Tip: If you know the key combination to move the cursor, you can generally select the text by using the same
key combination while holding down Shift. For example, + Right arrow moves the cursor to the next word,
and + Shift + Right arrow selects the text from the cursor to the beginning of the next word.

To do this Press

Select multiple items not next to Select the first item that you want, hold down , and then select
each other any additional items
To do this Press

Select one character to the right Shift + Right arrow

Select one character to the left Shift + Left arrow

Select one word to the right Shift + Option + Right arrow

Select one word to the left Shift + Option + Left arrow

Select to the end of a line + Shift + Right arrow or Shift + End

Select to the beginning of a line + Shift + Left arrow or Shift + Home

Select one line down Shift + Down arrow

Select one line up Shift + Up arrow

Select to the end of a paragraph + Shift + Down arrow

Select to the beginning of a + Shift + Up arrow

paragraph

Select one screen down Shift + Page Down

Select one screen up Shift + Page Up

Select to the beginning of a + Shift + Home

document

Select to the end of a document + Shift + End

Select to the end of a window Option + + Shift + Page Down

Select to select the entire +A

document

Select to a vertical block of text + Shift + F8 , and then use the arrow keys; press Esc to cancel
selection mode
To do this Press

Select to a specific location in a F8 , and then use the arrow keys; press Esc to cancel selection
document mode

Select text and graphics in a table

To do this Press

Select the next cell's contents Tab

Select the preceding cell's contents Shift + Tab

Extend a selection to adjacent cells Hold down Shift and press an arrow key repeatedly

Select a column Click in the column's top or bottom cell. Hold down Shift and
press the Up arrow or Down arrow key repeatedly

Extend a selection (or block) + Shift + F8 , and then use the arrow keys; press Esc to
cancel selection mode

Reduce the selection size Shift + F8

Select multiple cells, columns, or rows Select the first item that you want, hold down , and then
that are not next to each other select any additional items

Extend a selection

To do this Press

Turn on extend mode F8

In extended selection mode, clicking a location in the document extends

the current selection to that location.

Select the nearest F8, Left arrow

character to the left
To do this Press

Select the nearest F8, Right arrow

character to the right

Expand a selection Press F8 repeatedly to expand the selection to the entire word, sentence,
paragraph, section, and document.

Reduce the size of a Shift + F8

selection

Turn off extend mode Esc

Edit text and graphics

To do this Press

Copy text or graphics + C or F3

Copy a style + Shift + C

Paste a style + Shift + V

Copy text or graphics to the Scrapbook Control + Option + C

Cut selected text to the clipboard + X or F2

Move text or graphics + X or F2 (then move the cursor and press +V

or F4 )

Create AutoText Option + F3

Insert AutoText + Option + Shift + V

Paste the Clipboard contents + V or F4

Paste special + Control + V

To do this Press

Paste and match the formatting of the surrounding + Option + Shift + V

text

Paste the Spike  contents + Shift + F3

Delete one character to the left Delete

Delete one word to the left + Delete

Delete one character to the right or Clear

Delete one word to the right +

Cut selected text to the Clipboard + X or F2

Undo the last action +Z

Redo the last action +Y

Cut to the Spike + F3

Align and format paragraphs

To do this Press

Center a paragraph +E

Justify a paragraph +J

Left-align a paragraph +L

Right-align a paragraph +R

Indent a paragraph from the left Control + Shift + M

To do this Press

Remove a paragraph indent from the left + Shift + M

Create a hanging indent +T

Remove a hanging indent + Shift + T

Start AutoFormat + Option + K

Apply the Normal style + Shift + N

Apply the Heading 1 style + Option + 1

Apply the Heading 2 style + Option + 2

Apply the Heading 3 style + Option + 3

Apply the List style when the cursor is at the beginning of a line + Shift + L

Insert a nonbreaking space Option + Spacebar

Set line spacing

To do this Press

Set lines as single-spaced +1

Set lines as double-spaced +2

Set lines as 1.5-line spacing +5

Add or remove one line of space directly preceding a paragraph + 0 (zero)

Format characters
To do this Press

Change the font + Shift + F

Increase the font size + Shift + >

Decrease the font size + Shift + <

Increase the font size by 1 point +]

Decrease the font size by 1 point +[

Change the formatting of characters (Font command, Format menu) +D

Change the case of letters Shift + F3

Format in all capital letters + Shift + A

Apply bold formatting +B

Apply an underline +U

Underline words but not spaces + Shift + W

Double-underline text + Shift + D

Apply italic formatting +I

Format in all small capital letters + Shift + K

Apply subscript formatting (automatic spacing) + Equal sign

Apply superscript formatting (automatic spacing) + Shift + Plus sign

Apply strike-through formatting + Shift + X

Insert special characters

To do this Press

Insert an empty field + F9

Insert a line break Shift + Return

Insert a page break + Enter

Insert a column break + Shift + Return

Insert a nonbreaking hyphen + Shift + Hyphen

Insert the copyright symbol Option + G

Insert the registered trademark symbol Option + R

Insert the trademark symbol Option + 2

Insert an ellipsis Option + Semicolon

Work with fields

To do this Press

Insert a DATE field Control + Shift + D

Insert a LISTNUM field + Option + Shift +

L

Insert a PAGE field Control + Shift + P

Insert a TIME field Control + Shift + T

Insert an empty field + F9

Update selected fields F9

To do this Press

Unlink a field + Shift + F9

Switch between a field code and its result Shift + F9

Switch between all field codes and their results Option + F9

Run GOTOBUTTON or MACROBUTTON from the field that displays the field Option + Shift + F9
results

Go to the next field F11

Go to the previous field Shift + F11

Lock a field + F11

Unlock a field + Shift + F11

Outline a document

To do this Press

Promote a paragraph Control +

Shift +
Left
arrow

Demote a paragraph Control +

Shift +
Right
arrow

Demote to body text + Shift

+N
To do this Press

Move selected paragraphs up Control +

Shift +
This keyboard shortcut conflicts with a default Mission Control key. To use this Office
Up arrow
keyboard shortcut, you must first change the Mission Control shortcut for this key. On the
Apple menu, click System Preferences > Mission Control. Under Keyboard and Mouse,
choose another shortcut for Mission Control, or choose – (minus sign) to turn it off.

Move selected paragraphs down Control +

Shift +
This keyboard shortcut conflicts with a default Mission Control key. To use this Office Down
keyboard shortcut, you must first change the Application windows shortcut for this key. On arrow
the Apple menu, click System Preferences > Mission Control. Under Keyboard and
Mouse, choose another shortcut for Application windows, or choose – (minus sign) to turn
it off.

Expand text under a heading Control +

Shift +
Plus sign

Collapse text under a heading Control +

Shift +
Minus
sign

Expand all body text and headings or collapse all body text Control +
Shift + A

Show the first line of body text or all body text Control +
Shift + L

Show all headings with the specified heading level Control +

Shift +
<Heading
level>

Review a document

To do this Press

Insert a comment + Option + A

To do this Press

Turn track changes on or off + Shift + E

Go to the beginning of a comment Home

Go to the end of a comment End  (The End key is not available on all
keyboards)

Go to the beginning of the list of comments when in the + Home

Reviewing Pane

Go to the end of the list of comments when in the + End

Reviewing Pane

Print a document

To Press

Print a document +P

Move around in a table

To do this Press

Move to the next cell Tab (If the cursor is in the last cell of a table, pressing Tab
adds a new row)

Move to the preceding cell Shift + Tab

Move to the preceding or next row Up arrow or Down arrow

Move to the first cell in the row Control + Home

Move to the last cell in the row Control + End

Move to the first cell in the column Control + Page Up

To do this Press

Move to the last cell in the column Control + Page Down

Start a new paragraph Return

Add a new row at the bottom of the table Tab at the end of the last row

Add text before a table at the beginning of Return at the beginning of the first cell
a document

Insert a row + Control + I

Resize table columns by using the ruler

To do this Press the shortcut keys, and then drag a column

boundary

Move a single column line Shift

Retain table width

Equally resize all columns to the right + Shift

Retain table width

Proportionally resize all columns to the

right

Retain table width

Resize table columns directly in a table

Tips: 

To display a column's measurements in the ruler when you resize the column, press Option with these
shortcut keys.

To finely adjust a column width, turn off snap-to functionality by pressing Option with the shortcut keys.
To do this Press the shortcut keys, and then drag a column
boundary

Move a single column line No key

Retain table width

Retain column sizes to the right Shift

Change table width

Equally resize all columns to the right + Shift

Retain table width

Proportionally resize all columns to the

right

Retain table width

Insert paragraphs and tab characters in a table

To do this Press

Insert a new paragraph in a cell Return

Insert a Tab character in a cell Option + Tab

Use footnotes and endnotes

To do this Press

Insert a footnote + Option + F

Insert an endnote + Option + E

Right-to-left language features

Word supports right-to-left functionality for languages that work in a right-to-left or a combined right-to-left,
left-to-right environment for writing, editing, and displaying text. In this context, right-to-left languages
refers to any writing system that is written from right to left and includes languages that require contextual
shaping, such as Arabic, and languages that do not.

Before you can use these keyboard shortcuts, you need to ensure keyboard shortcuts are enabled for the
language you are using:

1. Go to Apple > System Preferences > Keyboard.

2. On the Input Sources tab, select the language for which you want to enable shortcuts.

3. On the right side of the tab, select the check box for Enable keyboard shortcuts.

To switch Press

Paragraph direction to right to left Control + + Left arrow

Paragraph direction to left to right Control + + Right arrow

Use function key shortcuts

Word 2016 for Mac uses the function keys for common commands, including Copy and Paste. For quick
access to these shortcuts, you can change your Apple system preferences so you don't have to press the
Fn key every time you use a function key shortcut.

Note: Changing system function key preferences affects how the function keys work for your Mac, not just
Word. After changing this setting, you can still perform the special features printed on a function key. Just
press the Fn key. For example, to use the F12 key to change your volume, press Fn+F12.

Change function key preferences with the mouse

1. On the Apple menu, press System Preferences.

2. Select Keyboard.

3. On the Keyboard tab, select the check box for Use all F1, F2, etc. keys as standard function keys.

Function key shortcuts

To do this Press

Undo the last action F1

×
Was this information helpful? Yes No
To do this Press

Cut selected text or graphics F2

Copy selected text or graphics to the clipboard F3

Paste the Clipboard contents F4

Choose the Go To command (Edit menu) F5

Open the Spelling and Grammar dialog box F7

Extend a selection F8

Update selected fields. F9

Go to the next window + F6

Copy selected text Shift +

F2

Change letters to upper

uppercase, lowercase, or mixed case Shift +
F3

Repeat a Find or Go To action Shift +

F4 or
+
Shift +
F4

Move to the previous insertion point Shift +

F5

Open the Thesaurus pane Shift+

F7

Shrink a selection Shift+

F8

Switch between a field code and its result. Shift +

F9
To do this Press

Go to the previous field Shift +

F11
This keyboard shortcut conflicts with a default Mission Control key for Show Desktop. To use
this Office keyboard shortcut, you must first change the Show Desktop shortcut for this key. On
the Apple menu, click System Preferences > Mission Control. Under Keyboard and Mouse,
choose another shortcut for Show Desktop, or choose – (minus sign) to turn it off.

Cut the selection to the Spike + F3

Close the window + F4

Go to the next window + F6

Insert an empty field + F9

Lock a field +
F11

Insert the contents of the Spike +

Shift +
F3

Edit a bookmark +
Shift +
F5

Update linked information in a Word source document +

Shift +
F7

Extend a selection as a block selection +

Shift +
F8, an
arrow
key

Unlink a field +
Shift +
F9
To do this Press

Unlock a field +
Shift +
F11

Create an AutoText entry Option

+ F3

Find the next misspelling or grammatical error Option

+ F7

Run a macro Option

+ F8

Switch between all field codes and their results Option

+ F9

Look up selected text on the Internet +

Shift +
L

Run GOTOBUTTON or MACROBUTTON from the field that displays the field results Option
+ Shift
+ F9

See also
Learn how to navigate Word using accessible features

Basic tasks using a screen reader with Word

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or
questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical
assistance. The Disability Answer Desk support team is trained in using many popular assistive
technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go
to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer
Desk.
    

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