Comprehensive Guide to Microsoft Word: Menus, Tools, and Shortcut Keys
Microsoft Word is one of the most widely used word processing applications developed by Microsoft. It is used across industries for creating, editing, formatting, and sharing documents. This guide offers a detailed explanation of Microsoft Word’s key features, including all Ribbon menus and available shortcut keys, and provides instructions on how and when to use them.
1. File Menu #
The File menu is also known as the Backstage View. It provides options related to document management rather than content editing.
Key Options: #
- New: Create a new document.
- Open: Open an existing document.
- Save / Save As: Save current document or save under a different name/location.
- Print: Print your document or configure printer settings.
- Share: Share document via email or cloud.
- Export: Save as PDF/XPS or change file type.
- Close: Close the current document.
- Account: View and manage Microsoft Office account settings.
- Options: Configure Word settings like Proofing, Display, and Language.
Shortcut Keys: #
- Ctrl + N: New document
- Ctrl + O: Open document
- Ctrl + S: Save
- F12: Save As
- Ctrl + P: Print
- Alt + F: Open File Menu
2. Home Menu #
The Home tab contains the most commonly used features for document editing.
Key Sections: #
- Clipboard: Cut, Copy, Paste, and Format Painter.
- Font: Font type, size, color, bold, italic, underline, highlight, and effects.
- Paragraph: Bullets, numbering, indentation, line spacing, alignment.
- Styles: Apply predefined styles.
- Editing: Find, Replace, and Select.
Shortcut Keys: #
- Ctrl + C: Copy
- Ctrl + X: Cut
- Ctrl + V: Paste
- Ctrl + Z: Undo
- Ctrl + Y: Redo
- Ctrl + B: Bold
- Ctrl + I: Italic
- Ctrl + U: Underline
- Ctrl + E: Center text
- Ctrl + L: Left align
- Ctrl + R: Right align
- Ctrl + J: Justify
3. Insert Menu #
Use this tab to insert various elements into a document.
Key Sections: #
- Pages: Cover Page, Blank Page, Page Break
- Tables: Insert tables
- Illustrations: Pictures, Shapes, Icons, 3D Models, SmartArt, Chart
- Add-ins: Use third-party tools
- Media: Online Video
- Links: Hyperlink, Bookmark, Cross-reference
- Comments: Add comment to document
- Header & Footer: Add header, footer, and page numbers
- Text: Text box, WordArt, Drop Cap
- Symbols: Equation, Symbol
Shortcut Keys: #
- Alt + N: Open Insert tab
- Ctrl + K: Insert hyperlink
- Alt + Shift + D: Insert date
- Alt + Shift + T: Insert time
4. Design Menu #
This tab deals with the aesthetic appearance of the document.
Key Sections: #
- Document Formatting: Themes, colors, fonts, effects
- Page Background: Watermark, Page Color, Page Borders
Shortcut Keys: #
- No default shortcuts, but accessible through Alt + G
5. Layout Menu #
Use this tab to format the layout of the document.
Key Sections: #
- Page Setup: Margins, Orientation, Size, Columns, Breaks, Line Numbers
- Paragraph: Indents and Spacing
- Arrange: Position, Wrap Text, Align, Group, Rotate
Shortcut Keys: #
- Alt + P: Open Layout tab
6. References Menu #
Helps in managing citations, bibliographies, and document references.
Key Sections: #
- Table of Contents
- Footnotes: Insert and navigate footnotes/endnotes
- Citations & Bibliography
- Captions: Insert captions and Table of Figures
- Index: Mark entries and insert index
- Table of Authorities
Shortcut Keys: #
- Alt + S: Open References tab
7. Mailings Menu #
Essential for creating mail merge documents.
Key Sections: #
- Create: Envelopes and Labels
- Start Mail Merge
- Select Recipients
- Write & Insert Fields
- Preview Results
- Finish & Merge
Shortcut Keys: #
- Alt + M: Open Mailings tab
8. Review Menu #
Useful for proofreading and document review.
Key Sections: #
- Proofing: Spelling & Grammar, Thesaurus, Word Count
- Accessibility
- Language: Set proofing language, Translate
- Comments: Add, delete, and navigate comments
- Tracking: Track changes, show markup
- Changes: Accept/Reject changes
- Compare: Compare documents
Shortcut Keys: #
- F7: Spelling and Grammar
- Shift + F7: Thesaurus
- Ctrl + Alt + M: Insert comment
- Alt + R: Open Review tab
9. View Menu #
Customize how your document is displayed.
Key Sections: #
- Views: Read Mode, Print Layout, Web Layout, Outline, Draft
- Show: Ruler, Gridlines, Navigation Pane
- Zoom: Zoom in/out, 100%, Page Width
- Window: New Window, Arrange All, Split, View Side by Side
- Macros: View and record macros
Shortcut Keys: #
- Alt + W: Open View tab
- Ctrl + Alt + V: Print Layout view
- Alt + Ctrl + N: Draft view
10. Help Menu #
Provides support and information resources.
Key Sections: #
- Help: Access Word help
- Contact Support
- Feedback: Send feedback to Microsoft
- About Word: Version information
Shortcut Keys: #
- F1: Open Help pane
General Useful Shortcuts #
- Ctrl + A: Select all
- Ctrl + F: Find
- Ctrl + H: Replace
- Ctrl + T: Hanging indent
- Ctrl + Shift + > / <: Increase/decrease font size
- Ctrl + 1 / 2 / 5: Line spacing (single, double, 1.5)
- Ctrl + Shift + L: Bullet list
Conclusion #
The various menus in Microsoft Word provide a comprehensive set of tools and shortcuts to enhance your document creation and editing experience. Each menu is designed to cater to specific tasks, from managing files and formatting text to inserting elements and reviewing content. By familiarizing yourself with these menus and their associated shortcut keys, you can significantly improve your efficiency and productivity in Word. Whether you’re creating a simple document or a complex report, these features ensure you have all the necessary tools at your fingertips.
All ShortCut Keys #
| Command Name | Modifiers | Key |
|---|---|---|
| All Caps | Ctrl+Shift+ | A |
| App Restore | Alt+ | F5 |
| Auto Format | Alt+Ctrl+ | K |
| Bold | Ctrl+ | B |
| Bold | Ctrl+Shift+ | B |
| Bookmark | Ctrl+Shift+ | F5 |
| Browse Next | Ctrl+ | Page Down |
| Browse Prev | Ctrl+ | Page Up |
| Browse Sel | Alt+Ctrl+ | Home |
| Cancel | Esc | |
| Change Case | Shift+ | F3 |
| Char Left | Left | |
| Char Left Extend | Shift+ | Left |
| Char Right | Right | |
| Char Right Extend | Shift+ | Right |
| Clear | Del | |
| Close Pane | Alt+Shift+ | C |
| Collapse Heading | Alt+Shift+ | - |
| Collapse Heading | Alt+Shift+ | Num - |
| Column Break | Ctrl+Shift+ | Return |
| Column Select | Ctrl+Shift+ | F8 |
| Copy | Ctrl+ | C |
| Copy | Ctrl+ | Insert |
| Copy Format | Ctrl+Shift+ | C |
| CopyToFrom | Shift+ | F2 |
| Create Auto Text | Alt+ | F3 |
| Customize Keyboard Shortcut | Alt+Ctrl+ | Num + |
| Cut | Ctrl+ | X |
| Cut | Shift+ | Del |
| Date Field | Alt+Shift+ | D |
| Delete Back Word | Ctrl+ | Backspace |
| Delete Word | Ctrl+ | Del |
| Distribute Para | Ctrl+Shift+ | J |
| Do Field Click | Alt+Shift+ | F9 |
| Doc Close | Ctrl+ | W |
| Doc Close | Ctrl+ | F4 |
| Doc Maximize | Ctrl+ | F10 |
| Doc Restore | Ctrl+ | F5 |
| Doc Size | Ctrl+ | F8 |
| Doc Split | Alt+Ctrl+ | S |
| Double Underline | Ctrl+Shift+ | D |
| Edit | Alt+Shift+ | R |
| End of Column | Alt+ | Page Down |
| End of Column | Alt+Shift+ | Page Down |
| End of Doc Extend | Ctrl+Shift+ | End |
| End of Document | Ctrl+ | End |
| End of Line | End | |
| End of Line Extend | Shift+ | End |
| End of Row | Alt+ | End |
| End of Row | Alt+Shift+ | End |
| End of Window | Alt+Ctrl+ | Page Down |
| End of Window Extend | Alt+Ctrl+Shift+ | Page Down |
| Endnote | Alt+Ctrl+ | D |
| Equation Toggle | Alt+ | = |
| Expand Heading | Alt+Shift+ | = |
| Expand Heading | Alt+Shift+ | Num + |
| Extend Selection | F8 | |
| Field Codes | Alt+ | F9 |
| File Close or Exit | Alt+ | F4 |
| Font | Ctrl+Shift+ | F |
| Font Formatting | Ctrl+ | D |
| Font Size Select | Ctrl+Shift+ | P |
| Footnote | Alt+Ctrl+ | F |
| Formatting Pane | Alt+Ctrl+Shift+ | S |
| Formatting Properties | Shift+ | F1 |
| Go Back | Shift+ | F5 |
| Go Back | Alt+Ctrl+ | Z |
| Go To | Ctrl+ | G |
| Go To | F5 | |
| Goto Object Layer | Alt+Ctrl+ | 5 |
| Grow Font | Ctrl+Shift+ | . |
| Grow Font One Point | Ctrl+ | ] |
| Hanging Indent | Ctrl+ | T |
| Help | F1 | |
| HHC | Alt+Ctrl+ | F7 |
| Hidden | Ctrl+Shift+ | H |
| Highlight | Alt+Ctrl+ | H |
| Hyperlink | Ctrl+ | K |
| Indent | Ctrl+ | M |
| Insert Building Block | F3 | |
| Insert Building Block | Alt+Ctrl+Shift+ | V |
| Insert Comment | Alt+Ctrl+ | M |
| Insert Field | Ctrl+ | F9 |
| Insert Spike | Ctrl+Shift+ | F3 |
| Invoke Copilot for selection | Alt+ | I |
| Italic | Ctrl+ | I |
| Italic | Ctrl+Shift+ | I |
| JumpToCommentCard | Alt+ | F12 |
| Line Down | Down | |
| Line Down Extend | Shift+ | Down |
| Line Up | Up | |
| Line Up Extend | Shift+ | Up |
| List Num Field | Alt+Ctrl+ | L |
| Lock Fields | Ctrl+ | 3 |
| Lock Fields | Ctrl+ | F11 |
| Macro | Alt+ | F8 |
| Mail Merge Check | Alt+Shift+ | K |
| Mail Merge Edit Data Source | Alt+Shift+ | E |
| Mail Merge to Doc | Alt+Shift+ | N |
| Mail Merge to Printer | Alt+Shift+ | M |
| Mark Citation | Alt+Shift+ | I |
| Mark Index Entry | Alt+Shift+ | X |
| Mark Table of Contents Entry | Alt+Shift+ | O |
| Merge Field | Alt+Shift+ | F |
| Microsoft System Info | Alt+Ctrl+ | F1 |
| Move | F2 | |
| New Default | Ctrl+ | N |
| Next Field | F11 | |
| Next Field | Alt+ | F1 |
| Next Misspelling | Alt+ | F7 |
| Next Object | Alt+ | Down |
| Next Pane | F6 | |
| Next Window | Ctrl+ | F6 |
| Next Window | Alt+ | F6 |
| Normal | Alt+Ctrl+ | N |
| Normal Style | Ctrl+Shift+ | N |
| Normal Style | Alt+Shift+ | Clear (Num 5) |
| Open | Ctrl+ | F12 |
| Open | Alt+Ctrl+ | F2 |
| Open or Close Up Para | Ctrl+ | 0 |
| Open Using Backstage | Ctrl+ | O |
| Outline | Alt+Ctrl+ | O |
| Outline Demote | Alt+Shift+ | Right |
| Outline Move Down | Alt+Shift+ | Down |
| Outline Move Up | Alt+Shift+ | Up |
| Outline Promote | Alt+Shift+ | Left |
| Outline Show First Line | Alt+Shift+ | L |
| Page | Alt+Ctrl+ | P |
| Page Break | Ctrl+ | Return |
| Page Down | Page Down | |
| Page Down Extend | Shift+ | Page Down |
| Page Field | Alt+Shift+ | P |
| Page Up | Page Up | |
| Page Up Extend | Shift+ | Page Up |
| Para Down | Ctrl+ | Down |
| Para Down Extend | Ctrl+Shift+ | Down |
| Para Up | Ctrl+ | Up |
| Para Up Extend | Ctrl+Shift+ | Up |
| Paragraph Alignment | Ctrl+ | E |
| Paragraph Alignment | Ctrl+ | R |
| Paragraph Alignment | Ctrl+ | J |
| Paragraph Alignment | Ctrl+ | L |
| Paragraph Formatting | Ctrl+ | Q |
| Paragraph Spacing | Ctrl+ | 5 |
| Paragraph Spacing | Ctrl+ | 2 |
| Paragraph Spacing | Ctrl+ | 1 |
| Paste | Ctrl+ | V |
| Paste | Shift+ | Insert |
| Paste Format | Ctrl+Shift+ | V |
| Paste Special | Alt+Ctrl+ | V |
| Prev Field | Shift+ | F11 |
| Prev Field | Alt+Shift+ | F1 |
| Prev Object | Alt+ | Up |
| Prev Pane | Shift+ | F6 |
| Prev Window | Ctrl+Shift+ | F6 |
| Prev Window | Alt+Shift+ | F6 |
| Ctrl+ | P | |
| Ctrl+ | F2 | |
| Ctrl+Shift+ | F12 | |
| Alt+Ctrl+ | I | |
| Proofing | F7 | |
| Read Aloud | Alt+Ctrl+ | Space |
| Redo | Alt+Shift+ | Backspace |
| Redo or Repeat | Ctrl+ | Y |
| Redo or Repeat | F4 | |
| Redo or Repeat | Alt+ | Return |
| Repeat Find | Shift+ | F4 |
| Repeat Find | Alt+Ctrl+ | Y |
| Replace | Ctrl+ | H |
| Research Lookup | Ctrl+Shift+ | O |
| Reset Char | Ctrl+ | Space |
| Reset Char | Ctrl+Shift+ | Z |
| Revision Marks Toggle | Ctrl+Shift+ | E |
| Save | Ctrl+ | S |
| Save | Shift+ | F12 |
| Save | Alt+Shift+ | F2 |
| Save As | F12 | |
| Select All | Ctrl+ | A |
| Select All | Ctrl+ | Clear (Num 5) |
| Select All | Ctrl+ | Num 5 |
| Select and scroll to next E2o | Alt+Ctrl+ | G |
| Select Table | Alt+ | Clear (Num 5) |
| Show All | Ctrl+Shift+ | 8 |
| Show All Headings | Alt+Shift+ | A |
| Show All Headings | Alt+Shift+ | A |
| Show Heading1 | Alt+Shift+ | 1 |
| Show Heading2 | Alt+Shift+ | 2 |
| Show Heading3 | Alt+Shift+ | 3 |
| Show Heading4 | Alt+Shift+ | 4 |
| Show Heading5 | Alt+Shift+ | 5 |
| Show Heading6 | Alt+Shift+ | 6 |
| Show Heading7 | Alt+Shift+ | 7 |
| Show Heading8 | Alt+Shift+ | 8 |
| Show Heading9 | Alt+Shift+ | 9 |
| Shrink Font | Ctrl+Shift+ | , |
| Shrink Font One Point | Ctrl+ | [ |
| Shrink Selection | Shift+ | F8 |
| Small Caps | Ctrl+Shift+ | K |
| Smart Find | Ctrl+ | F |
| Spike | Ctrl+ | F3 |
| Start of Column | Alt+ | Page Up |
| Start of Column | Alt+Shift+ | Page Up |
| Start of Doc Extend | Ctrl+Shift+ | Home |
| Start of Document | Ctrl+ | Home |
| Start of Line | Home | |
| Start of Line Extend | Shift+ | Home |
| Start of Row | Alt+ | Home |
| Start of Row | Alt+Shift+ | Home |
| Start of Window | Alt+Ctrl+ | Page Up |
| Start of Window Extend | Alt+Ctrl+Shift+ | Page Up |
| Start Office Dictation | Alt+ | ` |
| Style | Alt+Ctrl+ | 3 |
| Style | Ctrl+Shift+ | L |
| Style | Alt+Ctrl+ | 1 |
| Style | Alt+Ctrl+ | 2 |
| Style Apply Pane | Ctrl+Shift+ | S |
| Style Separator | Alt+Ctrl+ | Return |
| Subscript | Ctrl+ | = |
| Superscript | Ctrl+Shift+ | = |
| Symbol Font | Ctrl+Shift+ | Q |
| Thesaurus RR | Shift+ | F7 |
| Time Field | Alt+Shift+ | T |
| Toggle Character Code | Alt+ | X |
| Toggle Field Display | Shift+ | F9 |
| Toggle Master Subdocs | Ctrl+ | \ |
| Toggle Ribbon | Ctrl+ | F1 |
| Toggle XMLTag View | Ctrl+Shift+ | X |
| Un Hang | Ctrl+Shift+ | T |
| Un Indent | Ctrl+Shift+ | M |
| Underline | Ctrl+ | U |
| Underline | Ctrl+Shift+ | U |
| Undo | Ctrl+ | Z |
| Undo | Alt+ | Backspace |
| Unlink Fields | Ctrl+ | 6 |
| Unlink Fields | Ctrl+Shift+ | F9 |
| Unlock Fields | Ctrl+ | 4 |
| Unlock Fields | Ctrl+Shift+ | F11 |
| Update Auto Format | Alt+Ctrl+ | U |
| Update Fields | F9 | |
| Update Fields | Alt+Shift+ | U |
| Update Source | Ctrl+Shift+ | F7 |
| VBCode | Alt+ | F11 |
| Web Go Back | Alt+ | Left |
| Web Go Forward | Alt+ | Right |
| Word Count List | Ctrl+Shift+ | G |
| Word Count Recount | Ctrl+Shift+ | R |
| Word Left | Ctrl+ | Left |
| Word Left Extend | Ctrl+Shift+ | Left |
| Word Right | Ctrl+ | Right |
| Word Right Extend | Ctrl+Shift+ | Right |
| Word Underline | Ctrl+Shift+ | W |