MS Word Shortcut Keys: Setup & Cheat Sheet

The Evolving Need for Efficiency in the Digital Workspace

Human anatomy provided us with two hands, yet it’s reasonable to anticipate further evolutionary adaptations to better suit the demands of our increasingly digital world. The limitations of just two hands become apparent when considering the frequent transitions required between a keyboard and a mouse.

Calculating the cumulative time spent switching between input devices would undoubtedly reveal a substantial figure. Consequently, mastering keyboard shortcuts is crucial for enhancing workflow. This skill isn’t inherently complex; it simply requires dedication and consistent practice.

While the Office Ribbon has faced criticism, it offers a remarkably accessible method for learning keyboard shortcuts. Activating the Alt key displays the available shortcuts directly on the Ribbon interface. It’s a straightforward process of identifying and utilizing the corresponding letters. These shortcuts streamline Microsoft Office operations, representing just the initial layer of potential efficiency gains.

Beyond Speed: The Benefits of Shortcut Mastery

The advantages of utilizing keyboard shortcuts extend beyond mere productivity and speed. They also contribute to minimizing the risk of repetitive strain injuries, such as tendonitis, often associated with prolonged computer use. If this discussion is inspiring you to embrace the power of the QWERTY layout, you should be aware that MS Word allows for the creation of custom shortcuts and modification of existing default ones.

Furthermore, Microsoft Office Online provides a concise and effective training course specifically focused on Word shortcut keys.

A Three-Step Guide to Customizing Word Shortcut Keys

Personalizing keyboard shortcuts is beneficial because certain key combinations are easily remembered. Additionally, many commands or combinations of commands lack default shortcut assignments. For instance, you can define custom shortcuts for frequently used macros, fonts, styles, and special symbols.

Here’s how to implement these customizations:

Begin by navigating through this sequence: Office Button - Word Options - Customize.

Near the bottom of the window, click the Customize button associated with Keyboard shortcuts to open the Customize Keyboard dialog box.

Within the Customize Keyboard dialog box, commands are categorized. Review the Description to understand the function of each key. The Current Keys field displays the assigned shortcut for each command. You can assign a new combination by pressing CTRL (with or without SHIFT/ALT) and a letter. MS Word will indicate if the chosen shortcut is already in use. Select the template – Normal (for all documents) or the current document – and click Assign to save your new shortcut.

Creating New Word Shortcut Keys

Some commands within Word do not have default shortcut keys assigned. Consider the task of sending an open Word document via email as an example.

Let’s explore how to configure a shortcut for this action:

In the Customize Keyboard dialog box, select All Commands from the Categories list. Scroll through the commands on the right until you locate FileSendMail.

Select this command and press the desired new shortcut keys in the Press new shortcut key field. Save the changes to apply them to all documents (the Normal template) or only the currently open document. Click Assign to finalize the process.

Custom Word shortcut keys can also be established for Macros, Styles, Fonts, Autotext, and Common Symbols.

Browse the commands available under each category. Identify those you use frequently. For example, automating the insertion of your name or address as autotext could benefit from a dedicated shortcut key.

Maintaining a Reference Guide

Having configured a number of new shortcut keys, you’re poised to significantly improve your productivity. It will take time to become proficient with these new combinations. To aid in memorization, you can print a list for easy reference.

Press CTRL+P to open the Print dialog box. Alternatively, you can access this function through the menu, but we are focusing on shortcuts, aren’t we?

From the Print What dropdown menu, select Key assignments. Click OK to print your customized keyboard shortcuts list.

Note: Only those key assignments that have been modified from their default settings will be included in the printed list.

For frequent MS Word users, proficiency with shortcuts develops through practice and intentional application. We also offer a free guide, How To Create Professional Reports and Documents, for those interested in further enhancing their skills.

While life isn’t about taking shortcuts, Microsoft Office productivity certainly benefits from them. Are you proficient with shortcuts, or do you prefer using a mouse?

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