Sep 26, 2018 - Alignment/Justification of Text in Microsoft Word. Bullet, Justify Left-to-Right Language Justification buttons available on QAT. All of the methods shown so far keep the same text on each line, they simply move the text to. Both the header and the footer Styles are set up with a center-tab and a right-tab.
1. Frequently Used Shortcuts | |
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⌘+Z or Ctrl+Z | Undo the last action |
⌘+X or Ctrl+X | Cut selected text or graphics |
⌘+C or Ctrl+C | Copy selected text or graphics to the Clipboard |
⌘+V or Ctrl+V | Paste the Clipboard contents |
Option+⌘+G | Choose the Go To command (Edit menu) |
Option+⌘+L | Open the Spelling and Grammar dialog box |
F8 | Extend a selection |
⌘+` (Grave accent) | Go to the next window |
⌘+Shift+S | Choose the Save As command (File menu). |
Shift+F2 | Copy selected text |
Shift+F3 | Change letters to uppercase, lowercase, or mixed case |
Ctrl+F for Find; Ctrl+H for Find and Replace | Find or Find and Replace |
⌘+P or Ctrl+P | Print a document |
Shift+F5 | Move to the previous insertion point |
⌘+Shift+` (Grave accent) | Go to the previous window |
Shift+F7 | Open the Thesaurus pane |
Shift+F8 | Shrink a selection |
Shift+F9 | Switch between a field code and its result |
⌘+F3 | Cut the selection to the Spike |
⌘+F4 | Close the window |
Option+⌘+R | Expand or minimize the ribbon |
⌘+Shift+F5 | Edit a bookmark |
Option+F7 | Find the next misspelling or grammatical error. The Check spelling as you type check box must be selected (Word menu, Preferences command, Spelling and Grammar). |
⌘+Shift+L | Look up selected text on the Internet |
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2. Move the Cursor | |
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Move the cursor | Some Windows keyboard shortcuts conflict with the corresponding default Mac OS keyboard shortcuts. To use these shortcuts, you may have to change your Mac keyboard settings to change the Show Desktop shortcut for the key. |
Arrow Left | Move one character to the left |
Arrow Right | Move one character to the right |
Option+Arrow Left | Move one word to the left |
Option+Arrow Right | Move one word to the right |
⌘+Arrow Up | Move one paragraph up |
⌘+Arrow Down | Move one paragraph down |
Shift+Tab | Move one cell to the left (in a table) |
Tab | Move one cell to the right (in a table) |
Arrow Up | Move up one line |
Arrow Down | Move down one line |
⌘+Arrow Right or End | Move to the end of a line |
⌘+Arrow Left or Home | Move to the beginning of a line |
Page Up | Move up one screen (scrolling) |
Page Down | Move down one screen (scrolling) |
⌘+Page Down | Move to the top of the next page |
⌘+Page Up | Move to the top of the previous page |
⌘+End; On a MacBook keyboard: ⌘+FN+Arrow Right | To the end of a document |
⌘+Home; On a MacBook keyboard: ⌘+FN+Arrow Left | To the beginning of a document |
Shift+F5 | To the previous insertion point |
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3. Select text and graphics | |
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Select the first item that you want, hold down ⌘ , and then select any additional items. | Select multiple items not next to each other |
Shift+Arrow Right | Select one character to the right |
Shift+Arrow Left | Select one character to the left |
Shift+Option+Arrow Right | Select one word to the right |
Shift+Option+Arrow Left | Select one word to the left |
⌘+Shift+Arrow Right or Shift+End | Select to the end of a line |
⌘+Shift+Arrow Left or Shift+Home | Select to the beginning of a line |
Shift+Arrow Down | Select one line down |
Shift+Arrow Up | Select one line up |
⌘+Shift+Arrow Down | Select to the end of a paragraph |
⌘+Shift+Arrow Up | Select to the beginning of a paragraph |
Shift+Page Down | Select one screen down |
Shift+Page Up | Select one screen up |
⌘+Shift+Home | Select to the beginning of a document |
⌘+Shift+End | Select to the end of a document |
Option+⌘+Shift+Page Down | Select to the end of a window |
⌘+A | Select to select the entire document |
⌘+Shift+F8 , and then use the arrow keys; press Esc to cancel selection mode. | Select to a vertical block of text |
F8 , and then use the arrow keys; press Esc to cancel selection mode. | Select to a specific location in a document |
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4. Select text and graphics in a table | |
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Tab | Select the next cell's contents |
Shift+Tab | Select the preceding cell's contents |
Hold down Shift and press an arrow key repeatedly. | Extend a selection to adjacent cells |
Click in the column's top or bottom cell. Hold down Shift and press the Arrow Up or Arrow Down key repeatedly. | Select a column |
⌘+Shift+F8 , and then use the arrow keys; press Esc to cancel selection mode. | Extend a selection (or block) |
Shift+F8 | Reduce the selection size |
Select the first item that you want, hold down ⌘ , and then select any additional items. | Select multiple cells, columns, or rows that are not next to each other |
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5. Extend a selection | |
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F8 | Turn on extend mode |
F8, Arrow Left | Select the nearest character to the left |
F8, Arrow Right | Select the nearest character to the right |
Press F8 repeatedly to expand the selection to the entire word, sentence, paragraph, section, and document. | Expand a selection |
Shift+F8 | Reduce the size of a selection |
Esc | Turn off extend mode |
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6. Edit text and graphics | |
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⌘+C or F3 | Copy text or graphics |
⌘+Shift+C | Copy a style |
⌘+Shift+V | Paste a style |
Ctrl+Option+C | Copy text or graphics to the Scrapbook |
⌘+X or F2 | Cut selected text to the clipboard |
⌘+X or F2 (then move the cursor and press ⌘+V or F4 ) | Move text or graphics |
Option+F3 | Create AutoText |
⌘+Option+Shift+V | Insert AutoText |
⌘+V or F4 | Paste the Clipboard contents |
⌘+Ctrl+V | Paste special |
⌘+Option+Shift+V | Paste and match the formatting of the surrounding text |
⌘+Shift+F3 | Paste the Spike contents |
Delete | Delete one character to the left |
⌘+Delete | Delete one word to the left |
⌘ or Clear | Delete one character to the right |
⌘+⌘ | Delete one word to the right |
⌘+X or F2 | Cut selected text to the Clipboard |
⌘+Z | Undo the last action |
⌘+Y | Redo the last action |
⌘+F3 | Cut to the Spike |
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7. Align and format paragraphs | |
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⌘+E | Center a paragraph |
⌘+J | Justify a paragraph |
⌘+L | Left-align a paragraph |
⌘+R | Right-align a paragraph |
Ctrl+Shift+M | Indent a paragraph from the left |
⌘+Shift+M | Remove a paragraph indent from the left |
⌘+T | Create a hanging indent |
⌘+Shift+T | Remove a hanging indent |
⌘+Option+K | Start AutoFormat |
⌘+Shift+N | Apply the Normal style |
⌘+Option+1 | Apply the Heading 1 style |
⌘+Option+2 | Apply the Heading 2 style |
⌘+Option+3 | Apply the Heading 3 style |
⌘+Shift+L | Apply the List style when the cursor is at the beginning of a line |
Option+Spacebar | Insert a nonbreaking space |
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8. Set line spacing | |
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⌘+1 | Set lines as single-spaced |
⌘+2 | Set lines as double-spaced |
⌘+5 | Set lines as 1.5-line spacing |
⌘+0 (zero) | Add or remove one line of space directly preceding a paragraph |
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9. Format characters | |
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⌘+Shift+F | Change the font |
⌘+Shift+> | Increase the font size |
⌘+Shift+< | Decrease the font size |
⌘+ | Increase the font size by 1 point |
⌘+ | Decrease the font size by 1 point |
⌘+D | Change the formatting of characters (Font command, Format menu) |
Shift+F3 | Change the case of letters |
⌘+Shift+A | Format in all capital letters |
⌘+B | Apply bold formatting |
⌘+U | Apply an underline |
⌘+Shift+W | Underline words but not spaces |
⌘+Shift+D | Double-underline text |
⌘+I | Apply italic formatting |
⌘+Shift+K | Format in all small capital letters |
⌘+= (Equal sign) | Apply subscript formatting (automatic spacing) |
⌘+Shift++ (Plus sign) | Apply superscript formatting (automatic spacing) |
⌘+Shift+X | Apply strike-through formatting |
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10. Insert special characters | |
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⌘+F9 | Insert an empty field |
Shift+Return | Insert a line break |
⌘+Enter | Insert a page break |
⌘+Shift+Return | Insert a column break |
⌘+Shift+- (Hyphen) | Insert a nonbreaking hyphen |
Option+G | Insert the copyright symbol |
Option+R | Insert the registered trademark symbol |
Option+2 | Insert the trademark symbol |
Option+; (Semicolon) | Insert an ellipsis |
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11. Work with fields | |
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Ctrl+Shift+D | Insert a DATE field |
⌘+Option+Shift+L | Insert a LISTNUM field |
Ctrl+Shift+P | Insert a PAGE field |
Ctrl+Shift+T | Insert a TIME field |
⌘+F9 | Insert an empty field |
F9 | Update selected fields |
⌘+Shift+F9 | Unlink a field |
Shift+F9 | Switch between a field code and its result |
Option+F9 | Switch between all field codes and their results |
Option+Shift+F9 | Run GOTOBUTTON or MACROBUTTON from the field that displays the field results |
F11 | Go to the next field |
Shift+F11 | Go to the previous field |
⌘+F11 | Lock a field |
⌘+Shift+F11 | Unlock a field |
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12. Outline a document | |
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Ctrl+Shift+Arrow Left | Promote a paragraph |
Ctrl+Shift+Arrow Right | Demote a paragraph |
⌘+Shift+N | Demote to body text |
Ctrl+Shift+Arrow Up | Move selected paragraphs up |
Ctrl+Shift+Arrow Down | Move selected paragraphs down |
Ctrl+Shift++ (Plus sign) | Expand text under a heading |
Ctrl+Shift+- (Minus sign) | Collapse text under a heading |
Ctrl+Shift+A | Expand all body text and headings or collapse all body text |
Ctrl+Shift+L | Show the first line of body text or all body text |
Ctrl+Shift + | Show all headings with the specified heading level |
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13. Review a document | |
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⌘+Option+A | Insert a comment |
⌘+Shift+E | Turn track changes on or off |
Home | Go to the beginning of a comment |
End (The End key is not available on all keyboards) | Go to the end of a comment |
⌘+Home | Go to the beginning of the list of comments when in the Reviewing Pane |
⌘+End | Go to the end of the list of comments when in the Reviewing Pane |
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14. Print a document | |
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⌘+P | Print a document |
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15. Move around in a table | |
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Tab (If the cursor is in the last cell of a table, pressing Tab adds a new row) | Move to the next cell |
Shift+Tab | Move to the preceding cell |
Arrow Up or Arrow Down | Move to the preceding or next row |
Ctrl+Home | Move to the first cell in the row |
Ctrl+End | Move to the last cell in the row |
Ctrl+Page Up | Move to the first cell in the column |
Ctrl+Page Down | Move to the last cell in the column |
Return | Start a new paragraph |
Tab at the end of the last row. | Add a new row at the bottom of the table |
Return at the beginning of the first cell | Add text before a table at the beginning of a document |
⌘+Ctrl+I | Insert a row |
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16. Resize table columns by using the ruler | |
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Shift | Move a single column line; Retain table width. |
⌘+Shift | Equally resize all columns to the right; Retain table width. |
⌘ | Proportionally resize all columns to the right; Retain table width. |
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17. Resize table columns directly in a table. | |
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To display a column's measurements in the ruler when you resize the column, press Option with these shortcut keys. To finely adjust a column width, turn off snap-to functionality by pressing Option with the shortcut keys. | |
No key | Move a single column line; Retain table width. |
Shift | Retain column sizes to the right; Change table width. |
⌘+Shift | Equally resize all columns to the right; Retain table width. |
⌘ | Proportionally resize all columns to the right; Retain table width. |
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18. Insert paragraphs and tab characters in a table | |
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Return | Insert a new paragraph in a cell |
Option+Tab | Insert a Tab character in a cell |
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19. Use footnotes and endnotes | |
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⌘+Option+F | Insert a footnote |
⌘+Option+E | Insert an endnote |
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20. Right-to-left language features | |
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Ctrl+⌘+Arrow Left | Paragraph direction to right to left |
Ctrl+⌘+Arrow Right | Paragraph direction to left to right |
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21. Function key shortcuts | |
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Word 2016 for Mac uses the function keys for common commands, including Copy and Paste. For quick access to these shortcuts, you can change your Apple system preferences so you don't have to press the Fn key every time you use a function key shortcut. | |
F1 | Undo the last action |
F2 | Cut selected text or graphics |
F3 | Copy selected text or graphics to the clipboard |
F4 | Paste the Clipboard contents |
F5 | Choose the Go To command (Edit menu) |
F7 | Open the Spelling and Grammar dialog box |
F8 | Extend a selection |
F9 | Update selected fields. |
⌘+F6 | Go to the next window |
Shift+F2 | Copy selected text |
Shift+F3 | Change letters to uppercase, lowercase, or mixed case |
Shift+F4 or ⌘+Shift+F4 | Repeat a Find or Go To action |
Shift+F5 | Move to the previous insertion point |
Shift+F7 | Open the Thesaurus pane |
Shift+F8 | Shrink a selection |
Shift+F9 | Switch between a field code and its result. |
Shift+F11 | Go to the previous field |
⌘+F3 | Cut the selection to the Spike |
⌘+F4 | Close the window |
⌘+F6 | Go to the next window |
⌘+F9 | Insert an empty field |
⌘+F11 | Lock a field |
⌘+Shift+F3 | Insert the contents of the Spike |
⌘+Shift+F5 | Edit a bookmark |
⌘+Shift+F7 | Update linked information in a Word source document |
⌘+Shift+F8+ Arrow Key | Extend a selection as a block selection |
⌘+Shift+F9 | Unlink a field |
⌘+Shift+F11 | Unlock a field |
Option+F3 | Create an AutoText entry |
Option+F7 | Find the next misspelling or grammatical error |
Option+F8 | Run a macro |
Option+F9 | Switch between all field codes and their results |
⌘+Shift+L | Look up selected text on the Internet |
Option+Shift+F9 | Run GOTOBUTTON or MACROBUTTON from the field that displays the field results |
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Lesson 8: Indents and Tabs
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Introduction
Indenting text adds structure to your document by allowing you to separate information. Whether you'd like to move a single line or an entire paragraph, you can use the tab selector and the horizontal ruler to set tabs and indents.
Optional: Download our practice document.
Watch the video below to learn more about how to use indents and tabs in Word.
Indenting text
In many types of documents, you may want to indent only the first line of each paragraph. This helps to visuallyseparate paragraphs from one another.
It's also possible to indent every line except for the first line, which is known as a hanging indent.
To indent using the Tab key
A quick way to indent is to use the Tab key. This will create a first-line indent of 1/2 inch.
- Place the insertion point at the very beginning of the paragraph you want to indent.
- Press the Tab key. On the Ruler, you should see the first-line indent marker move to the right by 1/2 inch.
- The first line of the paragraph will be indented.
If you can't see the Ruler, select the View tab, then click the check box next to the Ruler.
Indent markers
In some cases, you may want to have more control over indents. Word provides indent markers that allow you to indent paragraphs to the location you want.
The indent markers are located to the left of the horizontal ruler, and they provide several indenting options:
- First-line indent marker adjusts the first-line indent
- Hanging indent marker adjusts the hanging indent
- Left indent marker moves both the first-line indent and hanging indent markers at the same time (this will indent all lines in a paragraph)
To indent using the indent markers
- Place the insertion point anywhere in the paragraph you want to indent, or select one or more paragraphs.
- Click and drag the desired indent marker. In our example, we'll click and drag the left indent marker.
- Release the mouse. The paragraphs will be indented.
To indent using the Indent commands
If you want to indent multiple lines of text or all lines of a paragraph, you can use the Indent commands. The Indent commands will adjust the indent by 1/2-inch increments.
- Select the text you want to indent.
- On the Home tab, click the Increase Indent or Decrease Indent command.
- The text will indent.
To customize the indent amounts, select the Layout tab near the desired values in the boxes under Indent.
Tabs
Using tabs gives you more control over the placement of text. By default, every time you press the Tab key, the insertion point will move 1/2 inch to the right. Adding tab stops to the Ruler allows you to change the size of the tabs, and Word even allows you to apply more than one tab stop to a single line. For example, on a resume you could left-align the beginning of a line and right-align the end of the line by adding a Right Tab, as shown in the image below.
Pressing the Tab key can either add a tab or create a first-line indent, depending on where the insertion point is. Generally, if the insertion point is at the beginning of an existing paragraph, it will create a first-line indent; otherwise, it will create a tab.
The tab selector
The tab selector is located above the vertical ruler on the left. Hover the mouse over the tab selector to see the name of the active tab stop.
Types of tab stops:
- Left Tab left-aligns the text at the tab stop.
- Center Tab centers the text around the tab stop.
- Right Tab right-aligns the text at the tab stop.
- Decimal Tab aligns decimal numbers using the decimal point.
- Bar Tab draws a vertical line on the document.
- First Line Indent inserts the indent marker on the Ruler and indents the first line of text in a paragraph.
- Hanging Indent inserts the hanging indent marker and indents all lines other than the first line.
Although Bar Tab, First Line Indent, and Hanging Indent appear on the tab selector, they're not technically tabs.
To add tab stops
- Select the paragraph or paragraphs you want to add tab stops to. If you don't select any paragraphs, the tab stops will apply to the current paragraph and any new paragraphs you type below it.
- Click the tab selector until the tab stop you want to use appears. In our example, we'll select Right Tab.
- Click the location on the horizontal ruler where you want your text to appear (it helps to click on the bottom edge of the Ruler). You can add as many tab stops as you want.
- Place the insertion point in front of the text you want to tab, then press the Tab key. The text will jump to the next tab stop. In our example, we will move each date range to the tab stop we created.
Removing tab stops
It's a good idea to remove any tab stops you aren't using so they don't get in the way. To remove a tab stop, first select all of the text that uses the tab stop. Then click and drag it off of the Ruler.
Word can also display hidden formatting symbols such as spaces (), paragraph marks (), and tabs () to help you see the formatting in your document. To show hidden formatting symbols, select the Home tab, then click the Show/Hide command.
Challenge!
- Open our practice document.
- Use the Tab key to indent the beginning of each paragraph in the body of the cover letter. These start with I am exceedingly interested, While working toward, and Enclosed is a copy.
- When you're finished, the first page should look like this:
- Scroll to page 2.
- Select all of the text below Training & Education on page 2.
- Place a right tab at the 6' (15.25 cm) mark.
- Insert your cursor before each date range, then press the Tab key. These dates include 2008, 1997-2001, and 1995-1997.
- Select each job description under the Experience section and move the Left Indent to the 0.25' (50 mm) mark.
- When you're finished, page 2 should look something like this:
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