,y/|) National Center
on Severe and Sensoi^ Disabilities
Keyboard Shortcuts for Microsoft Office 2007
(Modified from:
http://office.microsoft.com/en-us/help/keyboard-shortcuts-for-microsoft-office-HP010147626.aspx
- retrieved 6/15/2010)
Contents
Microsoft Office basics 3
Display and use windows 3
Change or resize the font 4
Find and replace 4
Move around in text or cells 5
Move around in and work in tables 6
Access and use task panes 7
Resize a task pane 7
Use dialog boxes 8
Use edit boxes within dialog boxes 9
Use the Open and Save As dialog boxes 10
Navigating the Ribbon 10
Access any command with a few keystrokes 10
Change the keyboard focus without using the mouse 11
Common tasks in Microsoft Office PowerPoint 12
Move between panes 12
Work in an outline 12
Work with shapes, pictures, boxes, objects, and WordArt 12
Insert a shape 12
Insert a text box 13
Insert an object 13
Insert WordArt 13
Select a shape 13
Group or ungroup shapes, pictures, and WordArt objects 13
Show or hide a grid or guides 13
Copy the attributes of a shape 14
Select text and objects 14
Delete and copy text and objects 15
Move around in text 16
Move around in and work on tables 17
Edit a linked or embedded object 17
Format and align characters and paragraphs 18
Change or resize the font 18
Apply character formats 18
Copy text formats 19
Align paragraphs 19
Run a presentation 20
Slide show shortcuts 20
Media shortcuts during presentation 22
Browse Web presentations 22
Use the Selection pane feature 23
2 | Page
Microsoft Office basics
Display and use windows
TO DO THIS PRESS
Switch to the next window. ALT+TAB, TAB
Switch to the previous window. ALT+SHIFT+TAB, TAB
Close the active window. CTRL+W or CTRL+F4
Broadcast the open presentation to a remote audience using the
PowerPoint web application. CTRL+F5
Move to the next task pane from another pane in the F6
program window (clockwise direction). You may need to press F6 more than once.
NOTE If pressing F6 does not display the task pane that you want,
press ALT to put the focus on the Ribbon, and then press CTRL+TAB to
move to the task pane.
Move to a pane from another pane in the program window
(counterclockwise direction). SHIFT+F6
When more than one PowerPoint window is open, switch to CTRL+F6
the next PowerPoint window.
Switch to the previous PowerPoint window. CTRL+SHIFT+F6
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN
3 | Page
Change or resize the font
NOTE The cursor needs to be inside a text box to use these shortcuts.
TO DO THIS PRESS
Change the font. CTRL+SHIFT+F
Change the font size. CTRL+SHIFT+P
Increase the font size of the selected text. CTRL+SHIFT+>
Decrease the font size of the selected text. CTRL+SHIFT+<
Find and replace
TO DO THIS PRESS
Open the Find dialog box. CTRL+F
Open the Replace dialog box. CTRL+H
Repeat the last Find action. SHIFT+F4
4 | Page
Move around in text or cells
TO DO THIS PRESS
Move one character to the left. LEFT ARROW
Move one character to the right. RIGHT ARROW
Move one line up. UP ARROW
Move one line down. DOWN ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Move to the end of a line. END
Move to the beginning of a line. HOME
Move up one paragraph. CTRL+UP ARROW
Move down one paragraph. CTRL+DOWN ARROW
Move to the end of a text box. CTRL+END
Move to the beginning of a text box. CTRL+HOME
In Microsoft Office PowerPoint, move to the next title or body text
placeholder. If it is the last placeholder on a slide, CTRL+ENTER
this will insert a new slide with the same slide layout as the original
slide.
Repeat the last Find action. SHIFT+F4
5 | Page
Move around in and work in tables
TO DO THIS PRESS
Move to the next cell. TAB
Move to the preceding cell. SHIFT+TAB
Move to the next row. DOWN ARROW
Move to the preceding row. UP ARROW
Insert a tab in a cell. CTRL+TAB
Start a new paragraph. ENTER
Add a new row at the bottom of the table. TAB at the end of the last row
6 | Page
Access and use task panes
TO DO THIS PRESS
Move to a task from another pane in the program window. F6
(You may need to press F6 more than once.)
When a task pane is active, select the next or previous option in the
task pane, respectively. TAB, SHIFT+TAB
Display the full set of commands on the task pane menu. CTRL+DOWN ARROW
Move among choices on a selected submenu; move among certain options
in a group of options in a dialog box. DOWN ARROW or UP ARROW
Open the selected menu, or perform the action assigned to SPACEBAR or
ENTER
the selected button.
Open a shortcut menu; open a drop-down menu for the selected gallery
item. SHIFT+F10
When a menu or submenu is visible, select the first or last HOME,
END
command, respectively, on the menu or submenu.
Scroll up or down in the selected gallery list, respectively. PAGE UP, PAGE
DOWN
Move to the top or bottom of the selected gallery list, HOME, END
respectively.
Close a task pane. CTRL+SPACEBAR, C
Open the Clipboard. ALT+H, F, O
Resize a task pane
1. In the task pane, press CTRL+SPACEBAR to display a menu of
additional commands.
2. Use the DOWN ARROW key to select the Size command, and then press ENTER.
3. Use the arrow keys to resize the task pane. Use CTRL+ the arrow
keys to resize one pixel at a time.
NOTE When you finish resizing, press ESC.
7 | Page
Use dialog boxes
TO DO THIS PRESS
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. (A tab must already be
selected in an open dialog box) DOWN ARROW
Switch to the previous tab in a dialog box. (A tab must already be
selected in an open dialog box) UP ARROW
Open a selected drop-down list. DOWN ARROW, ALT+DOWN ARROW
Open the list if it is closed and move to an option in the list. First
letter of an option in a drop-down list
Move between options in an open drop-down list, or between options in
a group of options. UP ARROW, DOWN ARROW
Perform the action assigned to the selected button; select or clear
the selected check box. SPACEBAR
Select an option; select or clear a check box. The letter underlined
in an option
Perform the action assigned to a default button in a dialog box. ENTER
Close a selected drop-down list; cancel a command and close a dialog
box. ESC
8 | Page
Use edit boxes within dialog boxes
An edit box is a blank box in which you type or paste an entry, such
as your user name or the path of a folder.
TO DO THIS PRESS
Move to the beginning of the entry. HOME
Move to the end of the entry. END
Move one character to the left or right, respectively. LEFT ARROW, RIGHT ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Select or cancel selection one character to the left. SHIFT+LEFT ARROW
Select or cancel selection one character to the right. SHIFT+RIGHT ARROW
Select or cancel selection one word to the left. CTRL+SHIFT+LEFT ARROW
Select or cancel selection one word to the right. CTRL+SHIFT+RIGHT ARROW
Select from the cursor to the beginning of the entry. SHIFT+HOME
Select from the cursor to the end of the entry. SHIFT+END
9 | Page
Use the Open and Save As dialog boxes
TO DO THIS PRESS
Open the Open dialog box ALT+F then O
Open the Save As dialog box ALT+F then A
Move between options in an open drop-down list, or between options in
a group of options Arrow keys
Display a shortcut menu for a selected item, such as a folder or file.
SHIFT+F10
Move between options or areas in the dialog box. TAB
Open the filepath drop-down menu F4 or ALT+I
Refresh the file list. F5
Navigating the Ribbon
Access any command with a few keystrokes
1. Press ALT.
The KeyTips are displayed over each feature that is available in the
current view.
2. Press the letter shown in the KeyTip over the feature that you want to
use.
3. Depending on which letter you press, you may be shown additional
KeyTips. For example, if the Home tab is active and you press N, the
Insert tab is displayed, along with the KeyTips for the groups on that
tab.
4. Continue pressing letters until you press the letter of the command
or control that you want to use. In some cases, you must first press
the letter of the group that contains the command. For example, if the
Home tab is active, press ALT+H, F, S will take you to the Size list
box in the Font group.
NOTE To cancel the action that you are taking and hide the KeyTips, press ALT.
10 | Page
Change the keyboard focus without using the mouse
Another way to use the keyboard to work with the Ribbon is to move the
focus among the tabs and commands until you find the feature that you
want to use. The following table lists some ways to move the keyboard
focus without using the mouse.
TO DO THIS PRESS
Select the active tab of the Ribbon and activate the access keys.
ALT
or F10. Press either of these keys again to move back to the document
and cancel the access keys.
Move left or right to another tab of the Ribbon, respectively. F10 to
select the active tab, and then LEFT ARROW, RIGHT ARROW
Hide or show the Ribbon. CTRL+F1
Display the shortcut menu for the selected command. SHIFT+F10
Move the focus to select each of the following areas of the F6
window:
Active tab of the Ribbon Any open task Your document
Move the focus to each command on the Ribbon, forward or backward
respectively. TAB, SHIFT+TAB
Move down, up, left, or right among the items on the Ribbon,
respectively. DOWN ARROW, UP ARROW, LEFT ARROW, RIGHT ARROW
Activate the selected command or control on the Ribbon. SPACE BAR or ENTER
Open the selected menu or gallery on the Ribbon. SPACE BAR or ENTER
Activate a command or control on the Ribbon so you can modify a value. ENTER
Finish modifying a value in a control on the Ribbon, and move ENTER
the focus back to the document.
Get help on the selected command or control on the Ribbon. (If no Help
topic is associated with the selected command, a general Help topic
about the program is shown instead.) F1
11 | Page
Common tasks in Microsoft Office PowerPoint
Move between panes
TO DO THIS PRESS
Move clockwise among panes in Normal view. F6
Move counterclockwise among panes in Normal view. SHIFT+F6
Switch between Slides and Outline tabs in the Outline and Slides pane
in Normal view. CTRL+SHIFT+TAB
Work in an outline
TO DO THIS PRESS
Promote a paragraph. ALT+SHIFT+LEFT ARROW
Demote a paragraph. ALT+SHIFT+RIGHT ARROW
Move selected paragraphs up. ALT+SHIFT+UP ARROW
Move selected paragraphs down.ALT+SHIFT+DOWN ARROW
Show heading level 1. ALT+SHIFT+1
Expand text below a heading. ALT+SHIFT+PLUS SIGN
Collapse text below a heading. ALT+SHIFT+MINUS SIGN
Work with shapes, pictures, boxes, objects, and WordArt Insert a shape
1. Press and release ALT, then N, then S, then H to select Shapes.
2. Use the arrow keys to move through the categories of shapes, and
select the shape that you want.
3. Press CTRL+ENTER to insert the shape that you selected.
12 | Page
Insert a text box
1. Press and release ALT, then N, and then X.
2. Press CTRL+ENTER to insert the text box.
Insert an object
1. Press and release ALT, then N, then J to select Object.
2. Use the arrow keys to move through the objects.
3. Press CTRL+ENTER to insert the object that you want.
Insert WordArt
1. Press and release ALT, then N, then W to select WordArt.
2. Use the arrow keys to select the WordArt style that you want, and
then press ENTER.
3. Type the text that you want.
Select a shape
NOTE If your cursor is within text, press ESC.
• To select a single shape, press the TAB key to cycle forward (or
SHIFT+TAB to cycle backward) through the objects until sizing handles
appear on the object that you want to select.
• To select multiple items, use the selection pane.
Group or ungroup shapes, pictures, and WordArt objects
• To group shapes, pictures, or WordArt objects, select the items that
you want to group, and then press CTRL+G.
• To ungroup a group, select the group, and then press CTRL+SHIFT+G.
Show or hide a grid or guides
TO DO THIS PRESS
Show or hide the grid. SHIFT+F9
Show or hide guides. ALT+F9
13 | Page
Copy the attributes of a shape
1. Select the shape with the attributes that you want to copy.
NOTE If you select a shape with text, you copy the look and style of
the text in addition to the attributes of the shape.
2. Press CTRL+SHIFT+C to copy the object attributes.
3. Press the TAB key or SHIFT+TAB to select the object that you want
to copy the attributes to.
4. Press CTRL+SHIFT+V.
Select text and objects
TO DO THIS PRESS
Select one character to the right. SHIFT+RIGHT ARROW
Select one character to the left. SHIFT+LEFT ARROW
Select to the end of a word. CTRL+SHIFT+RIGHT ARROW
Select to the beginning of a word. CTRL+SHIFT+LEFT ARROW
Select one line up (with the cursor at the beginning of a line).
SHIFT+UP ARROW
Select one line down (with the cursor at the beginning of a
line). SHIFT+DOWN ARROW
Select an object (when the text inside the object is selected). ESC
Select another object (when one object is selected). TAB or SHIFT+TAB
until the object you want is selected
Select text within an object (with an object selected). ENTER
Select all objects. CTRL+A (on the Slides tab)
Select all slides. CTRL+A (in Slide Sorter view)
Select all text. CTRL+A (on the Outline tab)
14 | Page
Delete and copy text and objects
TO DO THIS PRESS
Delete one character to the left. BACKSPACE
Delete one word to the left. CTRL+BACKSPACE
Delete one character to the right. DELETE
Delete one word to the right.
NOTE The cursor must be between words to do this. CTRL+DELETE
Cut selected object or text. CTRL+X
Copy selected object or text. CTRL+C
Paste cut or copied object or text. CTRL+V
Undo the last action. CTRL+Z
Redo the last action. CTRL+Y
Copy formatting only. CTRL+SHIFT+C
Paste formatting only. CTRL+SHIFT+V
Open Paste Special dialog box. CTRL+ALT+V
15 | Page
Move around in text
TO DO THIS PRESS
Move one character to the left. LEFT ARROW
Move one character to the right. RIGHT ARROW
Move one line up. UP ARROW
Move one line down. DOWN ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Move to the end of a line. END
Move to the beginning of a line. HOME
Move up one paragraph. CTRL+UP ARROW
Move down one paragraph. CTRL+DOWN ARROW
Move to the end of a text box. CTRL+END
Move to the beginning of a text box. CTRL+HOME
Move to the next title or body text placeholder. If it is the last
placeholder on a slide, this will insert a new slide with
the CTRL+ENTER
same slide layout as the original slide.
Move to repeat the last Find action. SHIFT+F4
16 | Page
Move around in and work on tables
TO DO THIS PRESS
Move to the next cell. TAB
Move to the preceding cell. SHIFT+TAB
Move to the next row. DOWN ARROW
Move to the preceding row. UP ARROW
Insert a tab in a cell. CTRL+TAB
Start a new paragraph. ENTER
Add a new row at the bottom of the table. TAB at the end of the last row
Edit a linked or embedded object
1. Press TAB OR SHIFT+TAB to select the object that you want.
2. Press SHIFT+F10 for the shortcut menu.
3. Use the DOWN ARROW until Worksheet Object is selected, press RIGHT
ARROW to select Edit, and press ENTER.
NOTE The name of the command in the shortcut menu depends on the type
of embedded or linked object. For example, an embedded Microsoft
Office Excel worksheet has the command Worksheet Object, whereas an
embedded Microsoft Office Visio Drawing has the command Visio Object.
17 | Page
Format and align characters and paragraphs Change or resize the font
NOTE You must first select the text that you wish to change to use
these keyboard shortcuts.
TO DO THIS PRESS
Open the Font dialog box to change the font. CTRL+SHIFT+F
Increase the font size. CTRL+SHIFT+>
Decrease the font size. CTRL+SHIFT+<
Apply character formats
TO DO THIS PRESS
Open the Font dialog box to change the formatting of characters.
CTRL+T
Change the case of letters between sentence, lowercase, or uppercase. SHIFT+F3
Apply bold formatting. CTRL+B
Apply an underline. CTRL+U
Apply italic formatting. CTRL+I
Apply subscript formatting (automatic spacing). CTRL+EQUAL SIGN
Apply superscript formatting (automatic spacing). CTRL+SHIFT+PLUS SIGN
Remove manual character formatting, such as subscript and
superscript. CTRL+SPACEBAR
Insert a hyperlink. CTRL+K
18 | Page
Copy text formats
TO DO THIS PRESS
Copy formats. CTRL+SHIFT+C
Paste formats. CTRL+SHIFT+V
Align paragraphs
TO DO THIS PRESS
Center a paragraph. CTRL+E
Justify a paragraph. CTRL+J
Left align a paragraph. CTRL+L
Right align a paragraph. CTRL+R
19 | Page
Run a presentation
You can use the following keyboard shortcuts while you are running
your presentation in Slide Show view.
Slide show shortcuts
Start a presentation from the beginning. F5
Perform the next animation or advance to the next slide. N, ENTER,
PAGE DOWN, RIGHT
ARROW, DOWN ARROW, or SPACEBAR
Perform the previous animation or return to the previous P, PAGE UP,
LEFT ARROW, UP ARROW, slide. or BACKSPACE
Go to slide number. number+ENTER
Display a blank black slide, or return to the presentation from B or
PERIOD a blank black slide.
Display a blank white slide, or return to the presentation from W or
COMMA a blank white slide.
Stop or restart an automatic presentation. S
End a presentation. ESC or HYPHEN
Erase on-screen annotations. E
Go to the next slide, if the next slide is hidden. H
Set new timings while rehearsing. T
Use original timings while rehearsing. O
Use mouse-click to advance while rehearsing. M
Re-record slide narration and timing R
20 | Page
TO DO THIS PRESS
Return to the first slide. Press and hold Right and Left Mouse buttons
for 2 seconds
Show or hide the arrow pointer A or =
Change the pointer to a pen. CTRL+P
Change the pointer to an arrow. CTRL+A
Change the pointer to an eraser CTRL+E
Show or hide ink markup CTRL+M
Hide the pointer and navigation button immediately. CTRL+H
Hide the pointer and navigation button in 15 seconds. CTRL+U
View the All Slides dialog box CTRL+S
View the computer task bar CTRL+T
Display the shortcut menu. SHIFT+F10
Go to the first or next hyperlink on a slide. TAB
Go to the last or previous hyperlink on a slide. SHIFT+TAB
Perform the "mouse click" behavior of the selected hyperlink. ENTER
while a hyperlink is selected
21 | Page
Media shortcuts during presentation
TO DO THIS PRESS
Stop media playback ALT+Q
Toggle between play and pause ALT+P
Go to the next bookmark ALT+END
Go to the previous bookmark ALT+HOME
Increase the sound volume ALT+Up
Decrease the sound volume ALT+Down
Seek forward ALT+SHIFT+PAGE DOWN
Seek backward ALT+SHIFT+PAGE UP
Mute the sound ALT+U
TIP You can press F1 during your presentation to see a list of controls.
Browse Web presentations
The following keys are for viewing your Web presentation in Microsoft
Internet Explorer 4.0 or later.
TO DO THIS PRESS
Move forward through the hyperlinks in a Web presentation, the
Address bar, and the Links bar. TAB
Move back through the hyperlinks in a Web presentation, the Address
bar, and the Links bar. SHIFT+TAB
Perform the "mouse click" behavior of the selected hyperlink. ENTER
Go to the next slide. SPACEBAR
22 | Page
Use the Selection pane feature
Use the following keyboard shortcuts in the Selection pane.
To launch the Selection pane, press Alt, then H, then S, then L, and then P.
TO DO THIS PRESS
Cycle the focus through the different panes. F6
Display the context menu. SHIFT+F10
Move the focus to a single item or group. UP ARROW or DOWN ARROW
Move the focus from an item in a group to its parent group. LEFT ARROW
Move the focus from a group to the first item in that group. RIGHT ARROW
Expand a focused group and all its child groups. * (on numeric keypad
only)
Expand a focused group. + (on numeric keypad only)
Collapse a focused group. - (on numeric keypad only)
Move the focus to an item and select it. SHIFT+UP ARROW or SHIFT+DOWN
ARROW
Select a focused item. SPACEBAR or ENTER
Cancel selection of a focused item. SHIFT+SPACEBAR or SHIFT+ENTER
Move a selected item forward. CTRL+SHIFT+F
Move a selected item backward. CTRL+SHIFT+B
Show or hide a focused item. CTRL+SHIFT+S
Rename a focused item. F2
Switch the keyboard focus within the Selection pane between tree view
and the Show All and Hide All buttons. TAB or SHIFT+TAB
23 | Page
TO DO THIS PRESS
Collapse all groups. ALT+SHIFT+1
NOTE The focus must be in the tree view of the Selection pane to use
this shortcut.
Expand all groups. ALT+SHIFT+9
24 | Page
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