Function Keys in Word 97-2024 (365)
General Discussion of Function Keys
In the early days of word processing on computers, the function or F- keys
were often the primary way of telling the computer what you wanted done. (An
exception was WordStar which predated DOS.) There were originally ten
function keys and they were grouped on the left side of the keyboard. Their
current assignments spring from this history.
Early programs would come with a template that would fit around them to
describe their functions or with
stickers that would go on top of the keys. These are still available for
many programs. Because the original keyboard came with ten rather than twelve
function keys the functions assigned to the F11 and F12 keys are also assigned to
(more complex) variations on other keys. Some modern computers have a special
Fn key to allow the function keys to be used or to give them additional
functions. See below if this is your situation.
twenty key combinations are unassigned.
See also: The Secret
F13-F24 Function Keys by ThioJoe.
The function keys, in some cases, predate the existence of menus. There
are function keys on the Macintosh version of Word as well. There are slight
differences.
With this history in mind, let's take a look at the function keys for Word.
Each function key can be modified (as can ordinary keys) with the Shift, Ctrl &
Alt keys (and combinations of these). Many function keys have keyboard
equivalents with the ordinary letter keys in combination with the Ctrl key.
F1
(modifiers) |
Get Help or visit Office.com |
F2
(modifiers) |
Move text or graphic. Use the arrow
keys to place the cursor where you want to move the text or graphic, and
then press Enter to move, or press Esc to cancel |
| Shift |
Reveal Formatting (or
context-sensitive help) toggle |
Shift |
Copies the selected text or graphic. Use
the arrow keys to place the cursor where you want to copy the text or
graphic, and then press Enter to copy, or press Esc to cancel. |
| Ctrl |
2007-2024 (365) - Collapse/Expand Ribbon
97-2003 - Hide/show helper pane |
Ctrl |
Print Preview |
| Ctrl+Shift |
|
Ctrl+Shift |
|
| Alt |
Go to Next Field (F11) |
Alt |
|
| Alt+Shift |
Go to Previous Field (Shift+F11) |
Alt+Shift |
Save document (Ctrl+S) (Shift+F12) |
| Ctrl+Alt |
Display Microsoft System Information |
Ctrl+Alt |
Open document (Ctrl+O) (Ctrl+F12) |
F3
(modifiers) |
Insert Building Block / AutoText |
F4
(modifiers) |
Repeat the last action (Ctrl+Y) |
| Shift |
Change text Case (cycles through choices) |
Shift |
Repeat last Find or GoTo action
(similar to arrows on
browse object) |
| Ctrl |
Cut to the Spike |
Ctrl |
Close the window (document) (Ctrl+W) |
| Ctrl+Shift |
Insert Contents of Spike |
Ctrl+Shift |
|
| Alt |
Create an AutoText entry / Building Block |
Alt |
Quit Microsoft Word (Quit
application) |
| Ctrl+Alt |
|
Ctrl+Alt |
|
F5
(modifiers) |
Go To (page, table, line, bookmark, section,
comment, footnote, endnote, field, graphic, equation, object, heading)
(Ctrl+G) |
F6
(modifiers) |
Next open frame or pane: switch
between the document, task pane, status bar, and ribbon. In a document
that has been split, F6 includes the split panes when switching between
panes and the task pane. |
| Shift |
Move to last change in document |
Shift |
Previous open frame or pane |
| Ctrl |
Restore document window size (i.e. after
resizing it) |
Ctrl |
Go to next document window |
| Ctrl+Shift |
Edit a bookmark |
Ctrl+Shift |
Go to previous document window |
| Alt |
|
Alt |
Go to next document window |
| Alt+Shift |
|
Alt+Shift |
Go to previous document window |
| Ctrl+Alt |
|
Ctrl+Alt |
|
F7
(modifiers) |
Check Spelling and Grammar |
F8
(modifiers) |
Extend a selection - Select Column |
| Shift |
Thesaurus |
Shift |
Reduce size of a selection |
| Ctrl |
Choose the Move window command (title
bar shortcut menu) |
Ctrl |
Choose the Size window
command (title bar shortcut menu) |
| Ctrl+Shift |
Update linked information in a Microsoft Word source
document. |
Ctrl+Shift |
Extend a selection or block (then press an
arrow key) |
| Alt |
Next questioned spelling |
Alt |
List and Run Macros |
| Alt+Shift |
Translation Pane |
Alt+Shift |
|
| Ctrl+Alt |
|
Ctrl+Alt |
|
F9
(modifiers) |
Update Field (Ctrl+Shift+U) |
F10
(modifiers) |
Show Key Tips - Word 97-2003 menu
bar (Alt key alone 2007 and later) |
| Shift |
Reveal Field Code (one level) |
Shift |
Display a Shortcut Menu |
| Ctrl |
Insert new Empty Field braces { } |
Ctrl |
Maximize document window |
| Ctrl+Shift |
Unlink a Field (change to text) (Ctrl+6) |
Ctrl+Shift |
|
| Alt |
Toggle Field Code Display (all) this is for all
fields in all documents and stays like this until toggled again |
Alt |
Maximize the program window. |
| Alt+Shift |
Do Field Click - Run
GOTOBUTTON or
MACROBUTTON from the field that displays the field results.
(same as double-click?) |
Alt+Shift |
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. |
| Ctrl+Alt |
|
Ctrl+Alt |
|
F11
(modifiers) |
Go to Next Field |
F12
(modifiers) |
Save As |
| Shift |
Go to Previous Field |
Shift |
Save (Ctrl+S) |
| Ctrl |
Lock Field (Ctrl+3) |
Ctrl |
Open (Ctrl+O) |
| Ctrl+Shift |
Unlock Field (Ctrl+4) |
Ctrl+Shift |
Print Preview and Print (Ctrl+P) |
| Alt |
Display Visual Basic Editor - show macro code |
Alt |
|
| Alt+Shift |
|
Alt+Shift |
|
| Ctrl+Alt |
|
Ctrl+Alt |
|
Some of these keys (like Alt+F4 to close an application) are intended to be
universal among Windows programs. Others are peculiar to Word and its functions.
These keys are powerful tools.
Troubleshooting Function Keys
Some computers (especially laptops) assign their own functions to the
function keys in their BIOS. If the function keys on your keyboard have little
symbols on them in addition to the number, chances are good this is the case
with your computer. The computer this is being typed on is an HP Envy
which does this. It also has an additional special shift key (Fn) which
lets the user use the original assignments. So, for instance where the Word
function key is Ctrl+F9 to insert a field, it would be, instead,
Fn+Ctrl+F9 or Fn, followed by Ctrl+F9. It may also be possible to edit the BIOS so that the
Fn key
is used for the special functions assigned by the computer manufacturer, and the
ones showing above work without pressing this extra key. If you want to change
your BIOS to use the Word function keys without the Fn key, check your computer
manufacturer's website for instructions.
This applies to Macintosh computers as well. Essentially, if your keyboard
has little icons or pictures on the F-keys, chances are good that the
manufacturer has assigned those keys to the functions indicated by the icons and
you will need to use the Fn key to get to the functions assigned to the keys by
Word or some other program.
Also, many Windows utilities hijack (appropriate) certain function keys for
their own use. One I use is SnagIt, a screen capture utility. SnagIt lets the
user control this. I don't know that all such programs do.
Often (not always) on the Mac the Option key fills the
function of the Alt key; the Cmd key fills the function of the
Ctrl key.
Not all keyboard shortcuts in Windows exist on the Mac, but most do. Some Mac
keyboards also have a Ctrl key.
Keyboard shortcuts in Word for Mac - Microsoft Support
Here is a
link to my
chart showing keyboard shortcuts that manipulate fields on both Windows and
the Mac.
The chart below shows what is shown on the
documentation page. I suspect there may be more. I recommend referring to
the Windows chart above and experimenting with the different shift keys.
F1
(modifiers) |
Undo (Cmd+Z) |
F2
(modifiers) |
Cut text or graphics
(Cmd+X) |
| Shift |
|
Shift |
Copies the selected
text or graphic. Use the arrow keys to place the cursor where you want
to copy the text or graphic, and then press Return to copy, or press Esc
to cancel. |
| Cmd |
|
Cmd |
|
| Ctrl |
|
Ctrl |
|
| Ctrl+Shift |
|
Ctrl+Shift |
|
| Opt |
|
Opt |
|
| Opt+Shift |
|
Opt+Shift |
|
| Ctrl+Opt |
|
Ctrl+Opt |
|
F3
(modifiers) |
Copy text to Clipboard (Cmd+C) |
F4
(modifiers) |
Paste text
from Clipboard (Cmd+V) |
| Shift |
Change text Case (cycles through choices) |
Shift |
Repeats the last Find
or GoTo action |
| Ctrl |
|
Ctrl |
|
| Cmd |
Cuts selection to the Spike |
Cmd |
Close Current
Document |
| Cmd+Shift |
Pastes contents of the Spike |
Cmd+Shift |
Repeats the last Find
or GoTo action |
| Opt |
Create AutoText Entry |
Opt |
|
| Cmd+Opt |
|
Cmd+Opt |
|
F5
(modifiers) |
Go To (page, table, line, bookmark, section,
comment, footnote, endnote, field, graphic, equation, object, heading) (Cmd+Opt+G) |
F6
(modifiers) |
Switch between the
document, task pane, status bar, and ribbon. In a document that has been
split, F6 includes the split panes when switching between panes and the
task pane. |
| Shift |
Move to last change in document |
Shift |
Previous open frame or pane |
| Ctrl |
|
Cmd |
Go to next document window |
| Cmd+Shift |
Edit a bookmark |
Cmd+Shift |
Go to previous document window |
| Opt |
|
Opt |
|
| Opt+Shift |
|
Opt+Shift |
|
| Ctrl+Opt |
|
Ctrl+Opt |
|
F7
(modifiers) |
Check Spelling and Grammar
(Cmd+Opt+L) |
F8
(modifiers) |
Extend a selection - Select Column |
| Shift |
Thesaurus |
Shift |
Reduce size of a selection |
| Ctrl |
|
Ctrl |
|
| Cmd+Shift |
Update linked information in a Microsoft Word source
document. |
Cmd+Shift |
Turn Extend a
selection mode on or off |
| Opt |
Next questioned spelling |
Opt |
Display macro dialog
box |
| Opt+Shift |
Open Dictionary |
Opt+Shift |
|
| Ctrl+Opt |
|
Ctrl+Opt |
|
F9
(modifiers) |
Update Field |
F10
(modifiers) |
|
| Shift |
Reveal Field Code (one level) |
Shift |
Display a Shortcut Menu |
| Cmd |
Insert new Empty Field braces { } |
Ctrl |
|
| Cmd+Shift |
Unlink a Field (change to text) |
Ctrl+Shift |
|
| Opt |
Toggle Field Code Display (all) this is for all
fields in all documents and stays like this until toggled again |
Opt |
|
| Opt+Shift |
Do Field Click - Run
GOTOBUTTON or
MACROBUTTON from the field that displays the field results.
(same as double-click?) |
Opt+Shift |
|
| Cmd+Opt |
|
Cmd+Opt |
|
F11
(modifiers) |
Go to Next Field |
F12
(modifiers) |
|
| Shift |
Go to Previous Field |
Shift |
|
| Cmd |
Lock Field |
Ctrl |
|
| Cmd+Shift |
Unlock Field |
Ctrl+Shift |
|
| Opt |
Display Visual Basic Editor - show macro code |
Opt |
|
| Opt+Shift |
|
Opt+Shift |
|
| Ctrl+Opt |
|
Ctrl+Opt |
|
More Keyboard Shortcuts than Function Keys
There are far more shortcut keys built into Word than the function keys. You
can find them in help, but it is a long list. You can make a written list if you
want. See
this article for directions.
Here is one such list in a web format.
A number of key combinations have no assigned function and could be easily
assigned to call macros, AutoText or other Word functions. This is not difficult
to do. No function key has the combination of Ctrl+Alt+Shift assigned. The
Ctrl+Alt combination is not assigned for the any of the function keys other than
F1 and F2.
You want to get to the customize keyboard shortcuts dialog.
See also:
Assigning Keyboard Shortcuts in Microsoft Word 2007-2019 (365)
There are a number of ways to get there. They differ depending on whether
you have Word 97-2003 or Word 2007-2013.
Word 97-2003
You can reach this by choosing Customize under the Tools menu (or by
right clicking on any toolbar). Then Options > Keyboard.
See
How to assign a macro or command to a hot-key
Word 2007
You can reach the Customize Keyboard dialog by right-clicking on the
Ribbon and selecting "Customize the Quick Action Toolbar." Then click on the
keyboard button at the bottom of the dialog that pops up.
Word 2010-2019 / 365
You can reach the Customize Keyboard dialog by right-clicking on the
Ribbon and selecting "Customize the Ribbon." Then click on the
customize keyboard
button at the bottom of the dialog that pops up.
There are twenty unassigned function key keyboard shortcuts available for
assignment without overwriting an existing assignment. There appear to be even
more unassigned in the Mac version.
F1
|
Ctrl+Shift |
F2
|
Ctrl+Shift |
F3
|
Ctrl+Alt |
F4
|
Ctrl+Shift
Alt |
F5
|
Alt
Alt+Shift
Ctrl+Alt |
F6
|
Ctrl+Alt |
F7
|
Ctrl+Alt |
F8
|
Alt+Shift
Ctrl+Alt |
F9
|
Ctrl+Alt |
F10
|
Ctrl+Shift
Ctrl+Alt |
F11
|
Alt+Shift
Ctrl+Alt |
F12
|
Alt
Alt+Shift
Ctrl+Alt |
Function Key Toolbar in Word 2000-2003
You can get the function keys to display in a special
toolbar at the bottom of the screen if you want (something like pressing F3
twice in WP 5.1). The following macro will do this.
Sub ShowMeFunctionKeys() Commandbars("Function Key Display").Visible = TrueEnd Sub
The following macro would toggle this display:
Sub ToggleFunctionKeysDisplay() With Commandbars("Function Key Display") .Visible = Not .Visible End With End Sub
See Macros and VBA
for instructions on inserting this macro into your Normal.dot or other
template.
In versions 2007 and later there is no equivalent display,
but the help system will show function key use, as will a web search:
2007-2016. These show up in a Google
search for "keyboard shortcuts Microsoft Word" or "function keys Microsoft
Word."
Last updated
11 Nov 2024
|
