Ribbon, Help, and other Microsoft Office keyboard shortcuts

You can use the keyboard to access commands on the Ribbon, which is a component of the Microsoft Office Fluent user interface, and to navigate to and move around in the Help window. This topic also provides keyboard shortcuts for basic Microsoft Office functionality.

In this article

Keyboard access to the Office Fluent Ribbon

Keyboard shortcuts for using the Help window

Keyboard shortcuts for Microsoft Office basics

Keyboard access to the Office Fluent Ribbon

1. Press ALT.

The KeyTips are displayed over each feature that is available in the current view. The following example is from Microsoft Office Word.

The preceding image was excerpted from Training on Microsoft Office Online.

2. Press the letter that appears in the KeyTip over the feature that you want to use.
3. Depending on which letter you press, additional KeyTips may appear. For example, if the Home tab is active and you press I, 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.

 Note    To cancel the action that you are taking and hide the KeyTips, press ALT.

Tip  If the Watch Window does not get focus after you select it by using the KeyTips, press ALT, and then press CTRL+TAB.

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Keyboard shortcuts for using the Help window

The Help window provides access to all Office Help content. The Help window displays topics and other Help content.

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Keyboard shortcuts for Microsoft Office basics

Display and use windows

Change or resize the font

Move around in text or cells

Move around in and work in tables

Access and use task panes

Access and use smart tags

• You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer.
• If you have access to the World Wide Web, you can download Microsoft Office Sounds from the Microsoft Office Online Web site. After you install the sound files, do the following in Microsoft Office Access 2007, Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, and Microsoft Office Word 2007:
  1. Click the Microsoft Office Button , and then click Program Options.
  2. Click Advanced.
  3. Under General, select the Provide feedback with sound check box, and then click OK.

 Note    When you select or clear this check box, the setting affects all Office programs that support sound.

Resize and move toolbars, menus, and task panes

1. Press ALT to select the menu bar.
2. Press CTRL+TAB repeatedly to select the toolbar or task pane that you want.
3. Do one of the following:

Resize a toolbar

1. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
2. Click the Size command, and then press ENTER.
3. Use the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize one pixel at a time.

Move a toolbar

4. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
5. Click the Move command, and then press ENTER.
6. Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel at a time. To undock the toolbar, press DOWN ARROW repeatedly. To dock the toolbar vertically on the left or right side, press LEFT ARROW or RIGHT ARROW when the toolbar is all the way to the left side or right side.

Resize a task pane

7. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
8. Use the DOWN ARROW key to select the Size command, and then press ENTER.
9. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time.

Move a task pane

10. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
11. Use the DOWN ARROW key to select the Move command, and then press ENTER.
12. Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel at a time.
4. When you finish moving or resizing, press ESC.

Use dialog boxes

Use edit boxes within dialog boxes

Use the Open and Save As dialog boxes

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Excel > Accessibility

Use the keyboard to work with Ribbon programs

Show All

If you prefer to use the keyboard instead of the mouse, the programs that use the Ribbon, which is part of the Microsoft Office Fluent user interface in the 2007 Microsoft Office system provide keyboard shortcuts that enable you to quickly perform tasks without reaching for the mouse.

What do you want to do?

Access any command in a few keystrokes

Change the keyboard focus without using the mouse

Access any command in a few keystrokes

Access keys provide a way to quickly use a command by pressing a few keystrokes, no matter where you are in the program. Every command in a program that uses an Office Fluent Ribbon can be accessed by using an access key. You can get to most commands by using two to four keystrokes.

1. Press and release the ALT key.

The KeyTips are displayed over each feature that is available in the current view. The following example is from Microsoft Office Word.

The above image was excerpted from Training on Microsoft Office Online.

2. Press the letter shown in the KeyTip over the feature that you want to use.
3. Depending on which letter you pressed, you may be shown additional KeyTips. For example, if the Home tab is active and you pressed N, the Insert tab is displayed, along with the KeyTips for the groups in that tab.
4. Continue pressing letters until you press the letter of the specific command or option that you want to use. In some cases, you have to first press the letter of the group that contains the command.

Tip  To cancel the action that you are taking and hide the KeyTips, press and release the ALT key.

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Change the keyboard focus without using the mouse

Another way to use the keyboard to work with Ribbon programs 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.

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See Also

• Use access keys from Office 2003 in Ribbon programs
• Use the Ribbon

Excel > Accessibility

Excel shortcut and function keys

The following lists contain CTRL combination shortcut keys, function keys, and some other common shortcut keys, along with descriptions of their functionality.

Tip  To keep this reference available when you work, you may want to print this topic. To print this topic, press CTRL+P.

 Note    If an action that you use often does not have a shortcut key, you can record a macro to create one.

In this article

CTRL combination shortcut keys

Function keys

Other useful shortcut keys

CTRL combination shortcut keys

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Function keys

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Other useful shortcut keys

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See Also

• Ribbon, Help, and other Microsoft Office keyboard shortcuts

Excel > Accessibility

Use access keys from Office 2003 in Ribbon programs

In some Microsoft Office programs, menus and toolbars have been replaced by the Ribbon, which is a part of the Microsoft Office Fluent user interface. However, if you have memorized and gotten used to using the access keys from Microsoft Office 2003, you can still use them.

 Note    In Microsoft Office Outlook, menus and toolbars are still part of the main window of the program. However, in open items such as e-mail messages, the access keys have been replaced with the Office Fluent Ribbon.

When you are using an access key from Office 2003, a message is displayed to alert you and to remind you which keys you have pressed. For example, in either Microsoft Office Word or Microsoft Office Excel, you want to insert a hyperlink in your file, and you are used to using the access key sequence from Office 2003, so you press ALT+I. The following message is shown to remind you of which keys you have pressed: Office 2003 access key: ALT, I,. When you press the I key again, the Insert Hyperlink dialog box is displayed.

See Also

• Use the keyboard to work with Ribbon programs
• Use the Ribbon

Excel > Accessibility

Keyboard shortcuts for working with shapes, text boxes, and WordArt

The keyboard shortcuts that are described in this article refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard.

For keyboard shortcuts in which you press two or more keys simultaneously, the keys to press are separated by a plus sign (+). For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,).

For keyboard shortcuts for working with SmartArt graphics, see Keyboard shortcuts for SmartArt graphics.

To view additional keyboard shortcuts for each program, see the links in the See Also section.

Which 2007 Microsoft Office system program are you using?

Excel

Outlook

PowerPoint

Word

Excel

Copy the attributes of a shape

1. Select the shape with the attributes that you want to copy.

If you select a shape with attached text, you copy the look and style of the text as well as the attributes of the shape.

2. Press CTRL+SHIFT+C to copy the shape attributes.
3. Press the TAB key or SHIFT+TAB to select the shape or object that you want to copy the attributes to.
4. Press CTRL+SHIFT+V.

Edit a linked or embedded object

1. Press SHIFT+TAB to select the object that you want.
2. Press SHIFT+F10 for the shortcut menu.
3. Press the DOWN ARROW to select <variable> Object, and then to select Edit.

Insert a SmartArt graphic

1. Press and release ALT, N, and then M to select SmartArt.
2. Press the arrow keys to select the type of SmartArt graphic that you want.
3. Press TAB, and then press the arrow keys to select the SmartArt graphic layout that you want to insert.
4. Press ENTER.

Insert a Text box

1. Press and release ALT, and then press N and then press x.
2. Press CTRL+ENTER to insert the text box.
3. Type the text 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.

• Press TAB to cycle forward (or SHIFT+TAB to cycle backward) through the shapes or objects until sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear on the object that you want to select.
• To select multiple items, use the selection pane. To open the selection pane, press and release ALT, H, FD, and then P.

Keyboard shortcuts for use in the Selection pane

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Outlook

Copy the attributes of a shape

1. Select the shape with the attributes that you want to copy.

If you select a shape with attached text, you copy the look and style of the text as well as the attributes of the shape.

2. Press CTRL+SHIFT+C to copy the shape attributes.
3. Press the TAB key or SHIFT+TAB to select the shape or object that you want to copy the attributes to.
4. Press CTRL+SHIFT+V.

Edit a linked or embedded object

1. Press SHIFT+TAB to select the object that you want.
2. Press SHIFT+F10 for the shortcut menu.
3. Press the DOWN ARROW to select <variable> Object, and then to select Edit.

Insert an object

1. Press ALT, N, and then J.
2. Do one of the following.
   • Press DOWN ARROW to select an object type, and then press ENTER to create an object.
   • Press CTRL+TAB to switch to the Create from File tab, and then type the file name of the object that you want to insert or browse to the file.

Insert a SmartArt graphic

1. Press and release ALT, N, and then M to select SmartArt.
2. Press the arrow keys to select the type of SmartArt graphic that you want.
3. Press TAB, and then press the arrow keys to select the SmartArt graphic layout that you want to insert.
4. Press ENTER.

Insert a Text box

1. Press and release ALT, N, and then press X.
2. Press the arrow keys to select the Text box that you want, and then press ENTER.
3. Type the text that you want.
4. When you are finished typing and want to switch back to editing text in your document, press SHIFT+F10, choose Exit Edit Text on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.), and then press ESC.

Insert WordArt

1. Press and release ALT, N, and then W to select WordArt.
2. Press the arrow keys to select the WordArt style that you want, and then press ENTER.
3. Type the text that you want.
4. Press TAB, and then press ENTER.

Select a shape

 Note    If your cursor is within text, press ESC.

• Press TAB to cycle forward (or SHIFT+TAB to cycle backward) through the shapes or objects until sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear on the object that you want to select.

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PowerPoint

Copy the attributes of a shape

1. Select the shape with the attributes that you want to copy.

If you select a shape with attached text, you copy the look and style of the text as well as the attributes of the shape.

2. Press CTRL+SHIFT+C to copy the shape attributes.
3. Press the TAB key or SHIFT+TAB to select the shape or object that you want to copy the attributes to.
4. Press CTRL+SHIFT+V.

Edit a linked or embedded object

1. Press SHIFT+TAB to select the object that you want.
2. Press SHIFT+F10 for the shortcut menu.
3. Press the DOWN ARROW to select <variable> Object, and then to select Edit.

Insert a SmartArt graphic

1. Press and release ALT, N, and then M to select SmartArt.
2. Press the arrow keys to select the type of SmartArt graphic that you want.
3. Press TAB, and then press the arrow keys to select the SmartArt graphic layout that you want to insert.
4. Press ENTER.

Insert a Text box

1. Press and release ALT, N, and X.
2. Press TAB to move to Text Box, located on the Insert tab in the Text group.

If you have turned on East Asian language support on the computer, use the arrow key to use arrow key to select either Horizontal Text Box or Vertical Text Box.

3. Press CTRL+ENTER.
4. Type the text 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.

• Press TAB to cycle forward (or SHIFT+TAB to cycle backward) through the shapes or objects until sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear on the object that you want to select.
• To select multiple items, use the selection pane. To open the selection pane, press and release ALT, H, SL, and then P.

Keyboard shortcuts for use in the Selection pane

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Word

Copy the attributes of a shape

1. Select the shape with the attributes that you want to copy.

If you select a shape with attached text, you copy the look and style of the text as well as the attributes of the shape.

2. Press CTRL+SHIFT+C to copy the shape attributes.
3. Press the TAB key or SHIFT+TAB to select the shape or object that you want to copy the attributes to.
4. Press CTRL+SHIFT+V.

Edit a linked or embedded object

1. Press SHIFT+TAB to select the object that you want.
2. Press SHIFT+F10 for the shortcut menu.
3. Press the DOWN ARROW to select <variable> Object, and then to select Edit.

Insert an object

1. Press ALT, N, and then J.
2. Do one of the following.
   • Press DOWN ARROW to select an object type, and then press ENTER to create an object.
   • Press CTRL+TAB to switch to the Create from File tab, and then type the file name of the object that you want to insert or browse to the file.

Insert a SmartArt graphic

1. Press and release ALT, N, and then M to select SmartArt.
2. Press the arrow keys to select the type of SmartArt graphic that you want.
3. Press TAB, and then press the arrow keys to select the SmartArt graphic layout that you want to insert.
4. Press ENTER.

Insert a Text box

1. Press and release ALT, N, and then press X.
2. Press the arrow keys to select the Text box that you want, and then press ENTER.
3. Type the text that you want.
4. When you are finished typing and want to switch back to editing text in your document, press SHIFT+F10, choose Exit Edit Text on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.), and then press ESC.

Insert WordArt

1. Press and release ALT, N, and then W to select WordArt.
2. Press the arrow keys to select the WordArt style that you want, and then press ENTER.
3. Type the text that you want.
4. Press TAB, and then press ENTER.

Select a shape

 Note    If your cursor is within text, press ESC.

• TAB to cycle forward (or SHIFT+TAB to cycle backward) through the shapes or objects until sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear on the object that you want to select.

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See Also

• Excel shortcut and function keys
• Keyboard shortcuts for SmartArt graphics
• Ribbon, Help, and other Microsoft Office keyboard shortcuts

Excel > Accessibility

Use Windows to make your Office experience accessible

There are several ways to make Microsoft Office easier to use for people with disabilities. In most cases, the way to customize your system to make it more accessible is by using the Accessibility settings in Microsoft Windows. For more information, do one of the following:

• See the Accessibility page on the Microsoft Web site.
• See the Help topics in the Windows Help and Support Center:
  1. Click Start and then click Help and Support.
  2. Type accessibility in the Search field, and then press ENTER.
  3. Choose a topic in the Search Results list.

Excel > Accessibility

I don't see commands for converting text to speech

Text-to-speech features are included only in Microsoft Office Excel.

What do you want to do?

Use text-to-speech commands in Microsoft Office Excel 2007

Use text-to-speech commands in Excel 2003 or 2002

Play back worksheet data

Use text-to-speech commands in Microsoft Office Excel 2007

1. Next to the Quick Access Toolbar, click Customize Quick Access Toolbar .
2. Click More Commands.
3. In the Choose commands from list, select All Commands.
4. Scroll down, and for each text-to-speech command that you want to use, click the Speak Cells command, and then click Add.
5. Click OK.
6. When you want to use a text-to-speech command, click it on the Quick Access Toolbar.

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Use text-to-speech commands in Excel 2003 and 2002

1. On the Tools menu, point to Speech, and then click Show Text to Speech Toolbar.
2. On the Text To Speech toolbar, click the command that you want to use.

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Play back worksheet data

You need speakers installed to perform this procedure.

Play back a group of cells

1. Select a group of cells to read back.
2. Choose how the computer will read back your data by clicking By Rows or By Columns .
3. Click Speak Cells .
4. To correct an error, click Stop Speaking , and use your mouse and keyboard to make the necessary changes.
5. Click Speak Cells to make the computer continue to read back your selection.

Tip  You can select a specific range of cells for the computer to read back to you, or you can click Speak Cells without selecting any cells and Microsoft Office Excel will automatically expand the selection to include the neighboring cells that contain values.

Play back after every cell entry

1. Click Speak On Enter .
2. Enter data in a cell. After you press ENTER, the computer will read back the data in the cell.

 Note    If you hide the Text To Speech toolbar and you did not turn off Speak On Enter , the computer continues to read back each cell entry that you make. Click Speak On Enter to turn it off.

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Excel > Accessibility

What happened to speech recognition?

Speech recognition features are not available in the 2007 Microsoft Office system programs.

To use speech recognition features, run Windows Speech Recognition in Windows Vista. For information, see the links in the See Also section.

 Notes 

• If your operating system is Microsoft Windows XP, you must run a previous version of a Microsoft Office system program to use speech recognition features.
• In Microsoft Office Excel 2007, you can use text-to-speech functionality, which is different from speech recognition. To use text-to-speech commands, see I can't convert text to speech, which includes the information.

Excel > Accessibility

Keyboard shortcuts for SmartArt graphics

The keyboard shortcuts described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard.

 Note    To print this topic, press TAB to select Show All, press ENTER, and then press CTRL+P.

Insert a SmartArt graphic in a 2007 Microsoft Office system document

1. In the Microsoft Office program where you want to insert the graphic, press ALT, then N, and then M to open the SmartArt Graphic dialog box.
2. Press UP ARROW or DOWN ARROW to select the type of graphic that you want.
3. Press TAB to move to the Layout task pane.
4. Press the arrow keys to select the layout that you want.
5. Press ENTER to insert the selected layout.

Work with shapes in a SmartArt graphic

Move and resize shapes in a SmartArt graphic

 Notes 

• To apply more precise adjustments to shapes, press the CTRL key in addition to any of the above keyboard shortcuts.
• These keyboard shortcuts apply to multiple selections as if you selected each item individually.

Work with text in a SmartArt graphic

Apply character formatting

Copy text formatting

 Note    This functionality is not available in Office Word 2007.

Apply paragraph formatting

Use the Text pane

See Also

• Accessibility tips when working with a SmartArt graphic

 Accessibility

   Ribbon, Help, and other Microsoft Office keyboard shortcuts

   Use the keyboard to work with Ribbon programs

   Excel shortcut and function keys

   Use access keys from Office 2003 in Ribbon programs

   Keyboard shortcuts for working with shapes, text boxes, and WordArt

   Use Windows to make your Office experience accessible

   I don't see commands for converting text to speech

   What happened to speech recognition?

   Keyboard shortcuts for SmartArt graphics

To do this

Press

Open the Help window.

F1

Close the Help window.

ALT+F4

Switch between the Help window and the active program.

ALT+TAB

Go back to Program Name Home.

ALT+HOME

Select the next item in the Help window.

TAB

Select the previous item in the Help window.

SHIFT+TAB

Perform the action for the selected item.

ENTER

In the Browse Program Name Help section of the Help window, select the next or previous item.

TAB or SHIFT+TAB

In the Browse Program Name Help section of the Help window, expand or collapse the selected item.

ENTER

Select the next hidden text or hyperlink, including Show All or Hide All at the top of a Help topic.

TAB

Select the previous hidden text or hyperlink.

SHIFT+TAB

Perform the action for the selected Show All, Hide All, hidden text, or hyperlink.

ENTER

Move to the previous Help topic (Back button).

ALT+LEFT ARROW or BACKSPACE

Move to the next Help topic (Forward button).

ALT+RIGHT ARROW

Scroll small amounts up or down within the current Help topic.

UP ARROW, DOWN ARROW

Scroll larger amounts up or down within the current Help topic.

PAGE UP, PAGE DOWN

Change whether the Help window appears connected to (tiled) or separate from (untiled) the active program.

ALT+U

Display a menu of commands for the Help window. This requires that the Help window is the active focus. (Click in the Help window.)

SHIFT+F10

Stop the last action (Stop button).

ESC

Refresh the window (Refresh button).

F5

Print the current Help topic.

 Note    If the cursor is not in the current Help topic, press F6 and then press CTRL+P.

CTRL+P

Change the connection state.

F6, and then click DOWN ARROW

Type text in the Type words to search for box.

F6, and then click DOWN ARROW

Switch among areas in the Help window; for example, switch between the toolbar, Type words to search for box, and Search list.

F6

In a Table of Contents in tree view, select the next or previous item.

UP ARROW, DOWN ARROW

In a Table of Contents in tree view, expand or collapse the selected item.

LEFT ARROW, RIGHT ARROW

To do this

Press

Switch to the next window.

ALT+TAB

Switch to the previous window.

ALT+SHIFT+TAB

Close the active window.

CTRL+W or CTRL+F4

Restore the size of the active window after you maximize it.

CTRL+F5

Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.

 Note    If pressing F6 doesn't display the task pane that you want, try pressing ALT to place focus on the menu bar or the Ribbon, and then press CTRL+TAB to move to the task pane.

F6

Move to a pane from another pane in the program window (counterclockwise direction).

SHIFT+F6

When more than one window is open, switch to the next window.

CTRL+F6

Switch to the previous window.

CTRL+SHIFT+F6

When a document window is not maximized, perform the Move command (on the Control menu for the window). Use the arrow keys to move the window, and, when finished, press ESC.

CTRL+F7

When a document window is not maximized, perform the Size command (on the Control menu for the window). Press the arrow keys to resize the window, and, when finished, press ESC.

CTRL+F8

Minimize a window to an icon (works for only some Microsoft Office programs).

CTRL+F9

Maximize or restore a selected window.

CTRL+F10

Copy a picture of the screen to the Clipboard.

PRINT SCREEN

Copy a picture of the selected window to the Clipboard.

ALT+PRINT SCREEN

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+<

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, this will insert a new slide with the same slide layout as the original slide.

CTRL+ENTER

Repeat the last Find action.

SHIFT+F4

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

To do this

Press

Move to a task pane from another pane in the program window. (You may need to press F6 more than once.)

 Note    If pressing F6 doesn't display the task pane that you want, try pressing ALT to place focus on the menu bar, and then press CTRL+TAB to move to the task pane.

F6

When a menu or toolbar is active, move to a task pane. (You may need to press CTRL+TAB more than once.)

CTRL+TAB

When a task pane is active, select the next or previous option in the task pane.

TAB or 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 the selected button.

SPACEBAR or ENTER

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 command on the menu or submenu.

HOME or END

Scroll up or down in the selected gallery list.

PAGE UP or PAGE DOWN

Move to the top or bottom of the selected gallery list.

CTRL+HOME or CTRL+END

Open the Research task pane.

 Note    This keyboard shortcut does not work in Microsoft Office PowerPoint or Microsoft Office SharePoint Designer.

ALT+Click

To do this

Press

Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message.

ALT+SHIFT+F10

Select the next item on a smart tag menu.

DOWN ARROW

Select the previous item on a smart tag menu.

UP ARROW

Perform the action for the selected item on a smart tag menu.

ENTER

Close the smart tag menu or message.

ESC

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.

CTRL+TAB

Switch to the previous tab in a dialog box.

CTRL+SHIFT+TAB

Move between options in an open drop-down list, or between options in a group of options.

Arrow keys

Perform the action assigned to the selected button; select or clear the selected check box.

SPACEBAR

Open the list if it is closed and move to that option in the list.

First letter of an option in a drop-down list

Select an option; select or clear a check box.

ALT+ the letter underlined in an option

Open a selected drop-down list.

ALT+DOWN ARROW

Close a selected drop-down list; cancel a command and close a dialog box.

ESC

Perform the action assigned to a default button in a dialog box.

ENTER

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.

LEFT ARROW or 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 insertion point to the beginning of the entry.

SHIFT+HOME

Select from the insertion point to the end of the entry.

SHIFT+END

To do this

Press

Go to the previous folder.

ALT+1

Up One Level button: open the folder up one level above the open folder.

ALT+2

Search the Web button: close the dialog box and open your Web search page.

ALT+3

Delete button: delete the selected folder or file.

ALT+3

Create New Folder button: create a new folder.

ALT+4

Views button: switch among available folder views.

ALT+5

Tools button: show the Tools menu.

ALT+L

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 Look in list.

F4 or ALT+I

Refresh the file list.

F5

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 to another tab of the Ribbon.

ALT or F10 to select the active tab, and then LEFT ARROW or RIGHT ARROW

Minimize or restore 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 window:

• Active tab of the Ribbon
• View status bar at the bottom of the window
• Your document

F6

Move the focus to each command in the Ribbon, forward or backward.

ALT or F10, and then TAB or SHIFT+TAB

Move down, up, left, or right among the items in the Ribbon.

DOWN ARROW, UP ARROW, LEFT ARROW, or RIGHT ARROW

Activate the selected command or control in the Ribbon.

SPACE BAR or ENTER

Open the selected menu or gallery in the Ribbon.

SPACE BAR or ENTER

Activate a command or control in the Ribbon so you can modify a value.

ENTER

Finish modifying a value in a control in the Ribbon, and move focus back to the document.

ENTER

Get help on the selected command or control in the Ribbon. (If no Help topic is associated with the selected command, the Help table of contents for that program is shown instead.)

F1

Key

Description

CTRL+SHIFT+(

Unhides any hidden rows within the selection.

CTRL+SHIFT+)

Unhides any hidden columns within the selection.

CTRL+SHIFT+&

Applies the outline border to the selected cells.

CTRL+SHIFT_

Removes the outline border from the selected cells.

CTRL+SHIFT+~

Applies the General number format.

CTRL+SHIFT+$

Applies the Currency format with two decimal places (negative numbers in parentheses).

CTRL+SHIFT+%

Applies the Percentage format with no decimal places.

CTRL+SHIFT+^

Applies the Exponential number format with two decimal places.

CTRL+SHIFT+#

Applies the Date format with the day, month, and year.

CTRL+SHIFT+@

Applies the Time format with the hour and minute, and AM or PM.

CTRL+SHIFT+!

Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.

CTRL+SHIFT+*

Selects the current region around the active cell (the data area enclosed by blank rows and blank columns).

In a PivotTable, it selects the entire PivotTable report.

CTRL+SHIFT+:

Enters the current time.

CTRL+SHIFT+"

Copies the value from the cell above the active cell into the cell or the Formula Bar.

CTRL+SHIFT+Plus (+)

Displays the Insert dialog box to insert blank cells.

CTRL+Minus (-)

Displays the Delete dialog box to delete the selected cells.

CTRL+;

Enters the current date.

CTRL+`

Alternates between displaying cell values and displaying formulas in the worksheet.

CTRL+'

Copies a formula from the cell above the active cell into the cell or the Formula Bar.

CTRL+1

Displays the Format Cells dialog box.

CTRL+2

Applies or removes bold formatting.

CTRL+3

Applies or removes italic formatting.

CTRL+4

Applies or removes underlining.

CTRL+5

Applies or removes strikethrough.

CTRL+6

Alternates between hiding objects, displaying objects, and displaying placeholders for objects.

CTRL+8

Displays or hides the outline symbols.

CTRL+9

Hides the selected rows.

CTRL+0

Hides the selected columns.

CTRL+A

Selects the entire worksheet.

If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the current region and its summary rows. Pressing CTRL+A a third time selects the entire worksheet.

When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box.

CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula.

CTRL+B

Applies or removes bold formatting.

CTRL+C

Copies the selected cells.

CTRL+C followed by another CTRL+C displays the Clipboard.

CTRL+D

Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below.

CTRL+F

Displays the Find and Replace dialog box, with the Find tab selected.

SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action.

CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected.

CTRL+G

Displays the Go To dialog box.

F5 also displays this dialog box.

CTRL+H

Displays the Find and Replace dialog box, with the Replace tab selected.

CTRL+I

Applies or removes italic formatting.

CTRL+K

Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks.

CTRL+N

Creates a new, blank workbook.

CTRL+O

Displays the Open dialog box to open or find a file.

CTRL+SHIFT+O selects all cells that contain comments.

CTRL+P

Displays the Print dialog box.

CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected.

CTRL+R

Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right.

CTRL+S

Saves the active file with its current file name, location, and file format.

CTRL+T

Displays the Create Table dialog box.

CTRL+U

Applies or removes underlining.

CTRL+SHIFT+U switches between expanding and collapsing of the formula bar.

CTRL+V

Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents.

CTRL+ALT+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program.

CTRL+W

Closes the selected workbook window.

CTRL+X

Cuts the selected cells.

CTRL+Y

Repeats the last command or action, if possible.

CTRL+Z

Uses the Undo command to reverse the last command or to delete the last entry that you typed.

CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed.

Key

Description

F1

Displays the Microsoft Office Excel Help task pane.

CTRL+F1 displays or hides the Ribbon, a component of the Microsoft Office Fluent user interface.

ALT+F1 creates a chart of the data in the current range.

ALT+SHIFT+F1 inserts a new worksheet.

F2

Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off.

SHIFT+F2 adds or edits a cell comment.

CTRL+F2 displays the Print Preview window.

F3

Displays the Paste Name dialog box.

SHIFT+F3 displays the Insert Function dialog box.

F4

Repeats the last command or action, if possible.

CTRL+F4 closes the selected workbook window.

F5

Displays the Go To dialog box.

CTRL+F5 restores the window size of the selected workbook window.

F6

Switches between the worksheet, Ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the Ribbon area.

SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and Ribbon.

CTRL+F6 switches to the next workbook window when more than one workbook window is open.

F7

Displays the Spelling dialog box to check spelling in the active worksheet or selected range.

CTRL+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel.

F8

Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection.

SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys.

CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized.

ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro.

F9

Calculates all worksheets in all open workbooks.

SHIFT+F9 calculates the active worksheet.

CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated.

CTRL+F9 minimizes a workbook window to an icon.

F10

Turns key tips on or off.

SHIFT+F10 displays the shortcut menu for a selected item.

ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message.

CTRL+F10 maximizes or restores the selected workbook window.

F11

Creates a chart of the data in the current range.

SHIFT+F11 inserts a new worksheet.

ALT+F11 opens the Microsoft Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA).

F12

Displays the Save As dialog box.

Key

Description

ARROW KEYS

Move one cell up, down, left, or right in a worksheet.

CTRL+ARROW KEY moves to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty cells or datasheet borders.) in a worksheet.

SHIFT+ARROW KEY extends the selection of cells by one cell.

CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell.

LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the Ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a Ribbon tab is selected, these keys navigate the tab buttons.

DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a Ribbon tab is selected, these keys navigate up or down the tab group.

In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options.

DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list.

BACKSPACE

Deletes one character to the left in the Formula Bar.

Also clears the content of the active cell.

In cell editing mode, it deletes the character to the left of the insertion point.

DELETE

Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments.

In cell editing mode, it deletes the character to the right of the insertion point.

END

Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on.

Also selects the last command on the menu when a menu or submenu is visible.

CTRL+END moves to the last cell on a worksheet, in the lowest used row of the rightmost used column. If the cursor is in the formula bar, CTRL+END moves the cursor to the end of the text.

CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the end—this does not affect the height of the formula bar.

ENTER

Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default).

In a data form, it moves to the first field in the next record.

Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command.

In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button).

ALT+ENTER starts a new line in the same cell.

CTRL+ENTER fills the selected cell range with the current entry.

SHIFT+ENTER completes a cell entry and selects the cell above.

ESC

Cancels an entry in the cell or Formula Bar.

Closes an open menu or submenu, dialog box, or message window.

It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the Ribbon and status bar again.

HOME

Moves to the beginning of a row in a worksheet.

Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.

Selects the first command on the menu when a menu or submenu is visible.

CTRL+HOME moves to the beginning of a worksheet.

CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.

PAGE DOWN

Moves one screen down in a worksheet.

ALT+PAGE DOWN moves one screen to the right in a worksheet.

CTRL+PAGE DOWN moves to the next sheet in a workbook.

CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.

PAGE UP

Moves one screen up in a worksheet.

ALT+PAGE UP moves one screen to the left in a worksheet.

CTRL+PAGE UP moves to the previous sheet in a workbook.

CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.

SPACEBAR

In a dialog box, performs the action for the selected button, or selects or clears a check box.

CTRL+SPACEBAR selects an entire column in a worksheet.

SHIFT+SPACEBAR selects an entire row in a worksheet.

CTRL+SHIFT+SPACEBAR selects the entire worksheet.

• If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet.
• When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.

ALT+SPACEBAR displays the Control menu for the Microsoft Office Excel window.

TAB

Moves one cell to the right in a worksheet.

Moves between unlocked cells in a protected worksheet.

Moves to the next option or option group in a dialog box.

SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box.

CTRL+TAB switches to the next tab in dialog box.

CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

To do this

Press

Move to the end of a Text box.

CTRL+END

Move to the beginning of a Text box.

CTRL+HOME

Alternate between hiding objects, displaying objects, and displaying placeholders for objects.

CTRL+6

Select an object (with text selected inside the object).

ESC

Select an object (with an object selected).

TAB or SHIFT+TAB until the object you want is selected

Select an object that is under other objects and cycle forward through the stack of objects.

TAB after you select the top object

Select an object that is under other objects and cycle backward through the stack of objects.

SHIFT+TAB after you select the top object

Open the Selection pane.

ALT, H, FD, and then P

Cut selected object.

CTRL+X

Copy selected object.

CTRL+C

Paste cut or copied object.

CTRL+V

Copy formatting only.

CTRL+SHIFT+C

Paste formatting only.

CTRL+SHIFT+V

Paste special.

CTRL+ALT+V

Undo the last action.

CTRL+Z

Redo the last action.

CTRL+Y

To do this

Press

Open the Selection pane.

ALT, H, FD, and then P

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

Show or hide a focused item.

CTRL+SHIFT+S

To do this

Press

Select an object (with text selected inside the object).

ESC

Select an object (with an object selected).

TAB or SHIFT+TAB until the object you want is selected

Cut selected object.

CTRL+X

Copy selected object.

CTRL+C

Paste cut or copied object.

CTRL+V

Copy formatting only.

CTRL+SHIFT+C

Paste formatting only.

CTRL+SHIFT+V

Paste special.

CTRL+ALT+V

Undo the last action.

CTRL+Z

Redo the last action.

CTRL+Y

To do this

Press

Select an object (with text selected inside the object).

ESC

Select an object (with an object 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 an object that is under other objects and cycle forward through the stack of objects.

TAB after you select the top object

Select an object that is under other objects and cycle backward through the stack of objects.

SHIFT+TAB after you select the top object

Open the Selection pane.

ALT, H, SL, and then P

Cut selected object.

CTRL+X

Copy selected object.

CTRL+C

Paste cut or copied object.

CTRL+V

Copy formatting only.

CTRL+SHIFT+C

Paste formatting only.

CTRL+SHIFT+V

Paste special.

CTRL+ALT+V

Group shapes, pictures, or WordArt.

CTRL+G after you select the items that you want to group

Ungroup shapes, pictures, or WordArt.

CTRL+SHIFT+G after you select the group that you want to ungroup

Show or hide the grid.

SHIFT+F9

Show or hide guides.

ALT+F9

Undo the last action.

CTRL+Z

Redo the last action.

CTRL+Y

To do this

Press

Open the Selection pane.

ALT, H, SL, and then P

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

Collapse all groups.

ALT+SHIFT+1

Expand all groups.

ALT+SHIFT+9

To do this

Press

Select an object (with text selected inside the object).

ESC

Select an object (with an object selected).

TAB or SHIFT+TAB until the object you want is selected

Cut selected object.

CTRL+X

Copy selected object.

CTRL+C

Paste cut or copied object.

CTRL+V

Copy formatting only.

CTRL+SHIFT+C

Paste formatting only.

CTRL+SHIFT+V

Paste special.

CTRL+ALT+V

Undo the last action.

CTRL+Z

Redo the last action.

CTRL+Y