Word can create custom keyboard shortcuts for commands, styles, symbols, macros, and other features in desktop versions that expose keyboard customization.
Steps
- Open Word Options > Customize Ribbon.
- Choose Customize beside Keyboard shortcuts.
- Select a command category and then the specific command you want.
- Click Press new shortcut key, press the combination, and check whether Word says it is already assigned.
- Choose where to save the shortcut, select Assign, and test it in the document.
How it works
Saving the shortcut in Normal.dotm can make it available broadly, while saving it in another template can limit it to documents based on that template. Built-in shortcuts can be reassigned, so read the ‘currently assigned to’ information before overwriting one.
Important considerations
Avoid assigning common operating-system or accessibility shortcuts. Back up customized templates if you depend on many personal Word shortcuts.
Practical guidance
Word shortcuts are separate from Quick Access Toolbar access keys and operating-system shortcuts. If a shortcut stops working, check whether an add-in, macro, or changed template has reassigned it. Use Reset All only if you are willing to lose other custom keyboard assignments in that template.
More detail
For a command you use occasionally, adding it to the Quick Access Toolbar may be easier than memorizing another shortcut; Alt key tips can then invoke toolbar positions. For text expansion, AutoCorrect or Quick Parts can be better than a command shortcut. Match the customization method to the repeated task.
Related: Repeat an action in Word.
Related: Disable macros in Word.
Text shortcuts with AutoCorrect
AutoCorrect can expand a short code into longer text as you type, such as turning “addr” into your full address:
- Go to File > Options > Proofing > AutoCorrect Options.
- In Replace, type a short code that isn’t a real word, like
addror;sig. - In With, type the full text.
- Click Add, then OK.
Type the code followed by a space, and Word replaces it automatically.
Reusable blocks with Quick Parts
For formatted text, tables, or logos, select the content and choose Insert > Quick Parts > Save Selection to Quick Part Gallery. Later, type the entry’s name and press F3 to insert it.
One-key access with the Quick Access Toolbar
Add a command to the Quick Access Toolbar by right-clicking it on the ribbon and choosing Add to Quick Access Toolbar. Press Alt and you’ll see a number over each toolbar button; Alt plus that number runs the command.
Handy built-in shortcuts
| Shortcut | Action |
|---|---|
| Ctrl+Shift+N | Apply Normal style |
| Ctrl+Alt+1 / 2 / 3 | Apply Heading 1, 2, or 3 |
| Ctrl+Shift+C / Ctrl+Shift+V | Copy and paste formatting |
| Ctrl+Enter | Insert a page break |
| Shift+F3 | Change case of selected text |
| Ctrl+K | Insert a hyperlink |
Create a desktop shortcut to a document
To open a Word file quickly, right-click it in File Explorer and choose Show more options > Send to > Desktop (create shortcut).
Related: Turn off the Insert key in Windows 11.
Frequently asked questions
Can I customize shortcuts in Word for Mac?
Yes. Go to Tools > Customize Keyboard.
How do I reset all custom shortcuts?
In the Customize Keyboard dialog, click Reset All. For inserting special characters, see how to insert symbols in Word.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
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