This article will explore ten lesser-known Microsoft Word shortcuts that help those working with this word processing software save time.
What is Microsoft Word?
Microsoft Word is an application that was designed to help users with word processing and creating professional-looking documents like letters, resumes, and reports. Word users can either create their own documents or edit already-existing ones. This program is considered to be easy to learn and intuitive to work with for users of all ages and from all backgrounds. This is why Word remains the most-used word processing app for students and professionals alike. Word is available as part of the Microsoft 365 suite and can also be purchased separately. Currently, Word is the most popular word processing software available, with approximately 1.2 billion users around the world.
10 Microsoft Word Shortcuts You May Not Know About
Microsoft Word provides users with dozens of helpful shortcuts that are designed to make writing, research, editing, and formatting easier. Those who know how to use multiple keyboard shortcuts can save valuable time performing repetitive actions in Word, such as creating new documents, bolding text, and undoing changes. Although most users are familiar with basic shortcuts, such as “Ctrl + S” to save and “Ctrl + P” to print, other shortcuts are less well-known.
Word users should be aware that not all Word shortcuts work across every device or all versions of Word. While the shortcut keys vary on some devices, a good rule of thumb is that the “Command” key on a Mac has the same function as the “Control” key on a PC.
The following are ten shortcuts you may not be familiar with but can save you precious time once you master them:
- Deleting whole words. While most Word users know how to delete words one letter at a time with delete or backspace key, a lesser-known shortcut allows users to delete whole words. In order to do so, simply place the cursor after the word that should be erased, then select “Ctrl + Backspace” to delete it.
- Smart lookup. Sometimes Word users need to look something up as they write. Instead of having to open a new window, it’s possible to look up a word or phrase right from Word. Those wishing to do so highlight the word(s), then right-click to see a drop-down menu that has a “Smart Lookup” option. When this option is selected, it provides a shortcut to search the internet for this word or phrase. Search results provide information such as the definition of the word, as well as other pertinent facts.
- Get rid of unwanted formatting. When pasting text into Word from external sources such as websites, oftentimes strange formatting comes along with the text. Instead of wasting time attempting to address one formatting issue at a time, it’s much easier to highlight the text, then select “Ctrl + Space” to get rid of the formatting in the highlighted portion of text.
- Change the case of the text. If you accidentally had the caps lock on and didn’t intend to write the whole sentence or paragraphs in all capital letters, there’s an easy shortcut to fix this. Highlight the text and select “Command + Shift + A” and the upper-case letters will all transform to lowercase. This command also works to change the text from lowercase to uppercase letters.
- Split the window. Sometimes, Word users wish to split the document they’re working on it two on-screen parts, each of which can be edited. In order to do so, use the “Alt + Ctrl + S” command to split the document in half. To undo this split, simply repeat the command.
- Move to the beginning or end of the document. When working with a long document, it can be helpful to quickly move from the top to the bottom of the document, or vice versa. Word has a shortcut for both actions. Those who want to jump directly to the beginning of the document can use “Ctrl + Home” to do so. If you want to head to the end, choose “Ctrl + End” instead.”
- Underline just words. One of the most popular Word shortcuts is “Ctrl + U,” which underlines an entire chunk of highlighted text. However, what if you want to underline the words only, and not the spaces between them? Word has you covered with a shortcut for this as well. To underline only words, highlight the desired text, then click “Ctrl + Shift + W.”
- Insert a hyperlink. Adding a hyperlink directly into a Word document is simple, thanks to this helpful shortcut. Those who want to add hyperlinks first should highlight the text they wish to transform into a link, then choose “Ctrl + K,” which will open a box called “Insert Hyperlink.” From there, enter the name of the website, then click “OK.”
- Increase/decrease font size. Sometimes, Word users need to make a slight adjustment to font size, a one-unit increase or decrease in a given portion of text. Shortcuts are available for both actions. Those who wish to increase font by one unit can do so by highlighting the text, then selecting “Ctrl + ].” Similarly, to shrink the text size, click on “Ctrl + [.” Each time you enter the shortcut, the highlighted text will go down one size. This command can be repeated multiple times if necessary.
- Insert symbols. In addition to text, Word also provides users with options for inserting symbols. Two of the most-used symbols in Word are copyright symbols and trademark symbols. Those who want to add a copyright symbol can do so by clicking on “Alt + Ctrl + C,” and those who are looking to add a trademark symbol can select “Alt + Ctrl + T.”
In addition to the above-mentioned Word shortcuts, users can also customize shortcuts in this app based on their own preferences and needs. Those wishing to do so can easily make customizations by selecting “File > Options > Customize Ribbon.” Then, choose “Customize” at the bottom of this pane.
Start Learning Microsoft Word with Hands-on Classes
For those who are looking to master Microsoft Word, Noble Desktop has you covered. Their onsite Microsoft Word classes are a great option for those in Manhattan who are new to using Word, as well as more seasoned Word users hoping to learn complicated features and functions. Their Microsoft Word Level 1 is a one-day course that covers core techniques and shortcuts, as well as practical Word skills, like how to send mass emails, create labels, and execute effective formatting.
In addition, there are also more than 50 in-person and live online Word courses available through Noble Desktop or one of its affiliate schools. A variety of course options are offered, ranging in duration from three hours to three days and costing between $119 and $999. For students looking to work with the entire Microsoft 365 suite, you can also browse approximately 400 in-person and live online Microsoft Office classes in a city near you to find local study options.