How to create a custom keyboard shortcut in Word
You can create, modify, or remove existing keyboard shortcuts in Microsoft Word, and here's how in Office from Microsoft 365 or Office 2019.
Microsoft Word allows you to create custom keyboard shortcuts to quickly use a combination of keys to execute a command or macro, apply a style, and insert a symbol without the need of extra steps utilizing a mouse.
In addition to creating new shortcuts, whether you use the version of Office from Microsoft 365 or Office 2019 , Microsoft Word also lets you modify existing shortcuts or remove those you do not want.
In this Windows 10 guide, we will walk you through the steps of creating a custom keyboard shortcut for your most frequent Word commands. In addition, we will also outline the steps of removing a specific shortcut and resetting all custom settings to their defaults.
How to create custom keyboard shortcut in Word
How to remove custom keyboard shortcut in word.
- How to reset custom keyboard shortcut settings in Word
To assign a custom keyboard shortcut to a command or item in Word, use these steps:
- Open Microsoft Word .
- Click on Options from the bottom-left corner. Quick note: If you have a blank document open, click the File menu to access the Options button. Alternatively, you can also right-click anywhere in the Ribbon and select the Customize the Ribbon option to access the settings.
- Click on Customize Ribbon .
- Under the "Customize the Ribbon and keyboard shortcuts" section, click the Customize button for "Keyboard shortcuts."
- In the Categories section, select the category that contains the command, macro, or style you want to customize.
- In the Command section, select the item to which you want to add a custom keyboard shortcut. Quick note: If the command has a shortcut already assigned, it will be listed under the "Current keys" section. You can always add more shortcuts for the same command or remove shortcuts as needed (see steps below).
- In the Press new shortcut key box, confirm the keyboard shortcut you want to use. Quick tip: You can use a number of key combinations. For example, you can use a function key, such as F3 and F4 , Alt and/or Ctrl + other keys like Alt + Ctrl + F7 . If the shortcut is already in use, you can still use it, but the keyboard shortcut will no longer be available for the other item.
- In the "Save changes in" option, select the Normal.dotm option to make the keyboard available for all documents.
- Click the Assign button.
- Click the Close button.
Once you complete the steps, you can now start using the keyboard shortcut to quickly run command, macro, style, font, or symbol.
While the ability to customize shortcuts is available in older versions, you should consider upgrading to Office from Microsoft 365. The subscription-based service offers a free upgrade and other benefits, such as sharing the apps with up to six family members and friends, and you get access to services like Microsoft Teams, Family Safety, Microsoft Editor, and 1TB of OneDrive storage.
Microsoft 365 gives you full access to all the Office apps and benefits like 1TB OneDrive storage and Skype minutes. You can also install Word, Excel, PowerPoint, Outlook, and other apps on up to five devices, and depending on the subscription, you can share the account with up to six people.
To remove a keyboard shortcut in Word, use these steps:
- Click on Options from the bottom-left corner.
- In the Categories section, select the category that contains the command you want to customize.
- In the Command section, select the item from which you want to remove a custom keyboard shortcut.
- Under the "Current keys" section, select the shortcut you want to remove.
- Click the Remove button.
After you complete the steps, the shortcut will no longer be available in Microsoft Word.
How to reset custom keyboard shortcut settings in Word
To reset all the shortcut settings in Word, use these steps:
- Click the Reset All button.
- Click the Yes button.
Once you complete the steps, the keyboard settings will reset to their original configuration.
More Windows 10 resources
For more helpful articles, coverage, and answers to common questions about Windows 10, visit the following resources:
- Windows 10 on Windows Central — All you need to know
- Windows 10 help, tips, and tricks
- Windows 10 forums on Windows Central
Get the Windows Central Newsletter
All the latest news, reviews, and guides for Windows and Xbox diehards.
Mauro Huculak is technical writer for WindowsCentral.com. His primary focus is to write comprehensive how-tos to help users get the most out of Windows 10 and its many related technologies. He has an IT background with professional certifications from Microsoft, Cisco, and CompTIA, and he's a recognized member of the Microsoft MVP community.
- 2 Make haste for one of the best PC gaming mice we've ever tested with a slashed price for Black Friday
- 3 Microsoft demonstrates how it's training small language models to reason better than ChatGPT and BIng Chat
- 4 Be My AI integration into Microsoft's Disability Answer Desk will help visually impaired users install a new version of Windows without any external assistance
- 5 The best Xbox controller that money can buy falls to its lowest-ever price for Black Friday — don't miss this deal!
How to add shortcut keys to autotext entries in word.
AutoText entries are reusable chunks of text you can insert into documents using just a few keystrokes, saving you a lot of typing.
AutoText entries are reusable chunks of text you can insert into documents using just a few keystrokes, saving you a lot of typing. However, you can add keyboard shortcut keys to AutoText entries, making it even faster.
Related: How to Quickly Insert Blocks of Text in Microsoft Word with AutoText
Adding a shortcut key to an AutoText entry allows you to insert it without having to type any of the AutoText entry’s name. Simply press the shortcut key, and the large block of text will appear in your document. This may not seem like it would save a lot of time, but if you have a lot of AutoText entries you use regularly, the little bit of time you save inserting each entry can add up.
If you want to add a shortcut key to a custom AutoText entry you create, first set up your AutoText entry as described in our guide . You can also add shortcut keys to built-in AutoText entries.
For this demonstration, we'll add a shortcut key to the “Address” AutoText entry we created in the article referenced above. Create a new Word document or open an Existing one and click the “File” tab.
On the backstage screen, click “Options” in the list of items on the left.
The “Word Options” dialog box displays. Click “Customize Ribbon” in the list of items on the left.
In the right pane, below the list of commands, click “Customize” next to “Keyboard shortcuts”.
In the list of “Categories” on the “Customize Keyboard” dialog box, scroll down and select “Building Blocks”.
All available building blocks display in the “Building Blocks” list on the right. Scroll down, if necessary, and select the AutoText entry to which you want to add a shortcut key. Here, we've selected our “Address” AutoText entry.
Click in the “Press new shortcut key” edit box and then press the shortcut key you want to use. The key combination displays in the edit box. If that key combination is already assigned to another function, that function is listed below the “Current keys” list box, next to “Currently assigned to”. In our example, we tried to assign “Ctrl + Shift + A” to our “Address” AutoText entry, but that key combination is already assigned to “AllCaps”. You can reassign the key combination to your AutoText entry, but we decided not to.
Instead, we tried “Alt + Ctrl + A” instead and discovered that key combination is unassigned. To finalize the shortcut key assignment, click “Assign”.
The chosen shortcut key is added to the “Current keys” list. You can add multiple shortcut keys to one AutoText entry by repeating this process. When you're done assigning shortcut keys, click "Close".
You are returned to the "Word Options" dialog box. Click “OK” to close it.
Now we can use “Alt + Ctrl + A” to insert our “Address” AutoText entry into any Word document as we type.
How to assign a keyboard shortcut to blocks of content for easy input in Word
Share with Your Friends
Your email has been sent
If you have several pre-defined blocks of content in Microsoft Word, you can avoid the busy Quick Parts gallery by assigning keyboard shortcuts.
In the article How to add an automated signature to a Microsoft Word document , I showed you how to use Quick Parts in Word to insert a graphic of your signature. If you’re not familiar with this feature, it lets you save reusable content—text, graphics, and formatting—so that you can insert these pieces into documents, saving a lot of time and eliminating typos.
Manually inserting a Quick Parts item, or block, via the interface is easy and quick but using a shortcut keystroke is sometimes easier. Assign shortcuts when you use an item often or if you use several frequently. In this article, I’ll show you how to assign a keyboard shortcut to a Quick Parts item. This feature is part of the larger Building Blocks feature, so throughout this article, I will use the term block .
Disclosure: TechRepublic may earn a commission from some of the products featured on this page. TechRepublic and the author were not compensated for this independent review.
LEARN MORE: Microsoft 365 Consumer pricing and features
I’m using Microsoft 365 , but you can use older versions. There’s no demonstration file because you won’t need one. Custom shortcuts aren’t supported by the browser edition.
How to add blocks of reusable content to Quick Parts in Word
If you already know how to create a block, you can probably skip this section, but you will need one in the next section. Let’s use CBSi’s address to illustrate how to add a block. First, enter the address and add a bit of formatting—make the company name bold, as shown in Figure A .
Select all three lines of the address and continue as follows:
- Click the Insert tab and then click Quick Parts in the Text group.
- Choose Save Selection to Quick Part Gallery.
- In the resulting dialog, Word will assign the first line in the selection as the item’s name. When applying this to your own work, choose meaningful and short names. The other settings depend on your situation. For instance, you might save different addresses to different templates. For now, retain the default settings ( Figure B ).
To insert the address, click Quick Parts in the Text group and choose the address item from the gallery, as shown in Figure C . That’s only a couple of clicks, so why create a shortcut at all?
In our simple example, the address thumbnail is at the top of the gallery. Once you decide you like this feature, you will add more. At some point, finding the exact thumbnail among the dozen or more items you have will slow you down. The second reason is, in all that thumbnail confusion, you might select the wrong one and not catch it. Now that we have the address block, let’s assign a keyboard shortcut to avoid both potential pitfalls.
How to assign the shortcut
There are a lot of steps to assigning a keyboard shortcut, but it isn’t difficult. Mostly, you’re digging through the interface to find the options. If you have a lot of reusable content blocks, you’ll find the effort worth it. First, let’s pull up the Customize Keyboard dialog as follows:
- Click the File menu and choose Options from the left pane.
- In the resulting dialog, choose Customize Ribbon in the left pane, which will update the dialog.
- At the bottom of the left list, click Customize.
Now you’re in the Customize Keyboard dialog, where you’ll assign the shortcut as follows:
- In the Categories list to the left, select Building Blocks. It’s at the bottom of the list. Remember, Quick Parts is part of the Building Blocks feature and if you review Figure B , you’ll see that you saved the item to a building blocks file.
- Choosing Building Blocks updates the list to the right. The block you just added will be in that list. Find it and select it.
- Click inside the Press new shortcut key control and press the keys you want as your shortcut. As you can see in Figure D , I pressed Ctrl+Shift+a ( a for address). If your shortcut is already in use, Word will warn you in the Current keys control (to the left). When this happens, you have to make a choice: overwrite the existing shortcut or try a different set of keys. We won’t change the Normal.dotm setting in the Save changes in dropdown, but if you’re working with templates, you can save the shortcut to a specific template file, which is helpful.
- Click Assign, Close and then OK.
Anytime you want to enter the address, press Ctrl+Shift+a and bypass the interface. As I mentioned earlier, if you only have a few blocks to enter, using the shortcut isn’t easier than the interface. Shortcuts are helpful when you have several or you prefer them over the interface—many users still prefer keyboard shortcuts over grabbing the mouse.
Subscribe to the Developer Insider Newsletter
From the hottest programming languages to commentary on the Linux OS, get the developer and open source news and tips you need to know. Delivered Tuesdays and Thursdays
- What's in Windows 10 19H2 for enterprises? (TechRepublic)
- Windows 10: A cheat sheet (TechRepublic)
- What to do if you're still running Windows 7 (free PDF) (TechRepublic)
- Power checklist: Securing Windows Server 2016 (TechRepublic Premium)
- Microsoft delivers first Windows 10 Fast Ring build from its new development branch (ZDNet)
- 6 simple security changes all Windows 10 users need to make (CNET)
- Get more must-read Microsoft tips and news (TechRepublic on Flipboard)
- See all of Susan's content
TechRepublic Premium Editorial Calendar: Policies, Checklists, Hiring Kits and Glossaries for Download
TechRepublic Premium content helps you solve your toughest IT issues and jump-start your career or next project.
7 Best AI Art Generators of 2023
This is a comprehensive list of the best AI art generators. Explore the advanced technology that transforms imagination into stunning artworks.
The Best Cheap Payroll Services for 2023
Find the perfect payroll service for your business without breaking the bank. Discover the top cheap payroll services, features, pricing and pros and cons.
NordVPN Review (2023): Pricing, Security & Performance
Is NordVPN worth it? How much does it cost and is it safe to use? Read our NordVPN review to learn about pricing, features, security, and more.
10 Best Free Project Management Software & Tools for 2023
Free project management software provides flexibility for managing projects without paying a cent. Check out our list of the top free project management tools.
Cloud Strategies Are Facing a New Era of Strain in Australia, New Zealand
Australian and New Zealand enterprises in the public cloud are facing pressure to optimize cloud strategies due to a growth in usage and expected future demand, including for artificial intelligence use cases.
Hiring Kit: Video Game Programmer
Coding a digital video game not only requires a thorough knowledge of programming language, it also requires a deep understanding of the game engine, the APIs and the creative assets that will eventually inhabit the game being produced. Successfully applying all of these skills requires exceptional attention to detail and an inherent ability to collaborate ...
Quick Glossary: Blockchain
Blockchain systems are part of a trend that is moving the internet-of-information era into an internet-of-value era, where assets — and asset ownership — can be transferred instantly and with absolute confidence. Whether you’re a recent hire at an IT department help desk or the CEO of a Fortune 100 company, you need to know ...
Quick Glossary: Retailtech
Retail technology, a.k.a. retailtech, continues to be the driving force behind the changing retail landscape today. Some of the newest developments include scan-and-go checkouts, visual outfitting software and digital price tags. In this glossary, TechRepublic Premium presents more than 90 key retail tech concepts to help your understanding. From the glossary: Brick and click Brick ...
- TechRepublic on Twitter
- TechRepublic on Facebook
- TechRepublic on LinkedIn
- TechRepublic on Flipboard
- Property of TechnologyAdvice
Create a TechRepublic Account
Get the web's best business technology news, tutorials, reviews, trends, and analysis—in your inbox. Let's start with the basics.
* - indicates required fields
Sign in to TechRepublic
Lost your password? Request a new password
Please enter your email adress. You will receive an email message with instructions on how to reset your password.
Check your email for a password reset link. If you didn't receive an email don't forgot to check your spam folder, otherwise contact support .
Welcome. Tell us a little bit about you.
This will help us provide you with customized content.
Want to receive more TechRepublic news?
You're all set.
Thanks for signing up! Keep an eye out for a confirmation email from our team. To ensure any newsletters you subscribed to hit your inbox, make sure to add [email protected] to your contacts list.
- Safely Find the Best Shopping Deals
- Early Black Friday Deals!
Adding Shortcut Keys to Word AutoText Entries
Automate repetitive text tasks with AutoText entries
- Galen University
DUEL / Getty Images
Auto Text entries are canned bits of text you can insert into different Word docs — but with keyboard shortcuts, Auto Text insertion proves even faster.
These instructions apply to Microsoft Word 2010 and later, for the Windows desktop. Similar functionality appears in Word 2007 and Word 2003, as well as Word for Mac .
Creating an Auto Text Entry
Several default Auto Text entries ship with Word. Your default Auto Text entries support the assignment of hotkeys.
Follow these steps to create an AutoText entry:
Select the text you want to add to your AutoText gallery.
Select the Insert tab. In the Text group, click the Quick Parts button.
Position your mouse pointer over AutoText. In the secondary menu that opens, click Save Selection to AutoText Gallery at the bottom of the menu.
Complete the fields in the Create New Building Block dialog box:
- The Name field will display the text you selected.
- Gallery should be set to AutoText .
- Category is General by default, though you can create your own.
- Description offers a label to identify the entry.
- Save it in the template you want to save the entry in. Default is Normal.
- Options lets you choose to have the AutoText inserted normally, in its own paragraph, or between page breaks, giving it its own page.
Click OK .
Applying a Shortcut to the Auto Text Entry
Keyboard shortcuts apply to Word overall and not just to Auto Text entries. To create a new shortcut, open Word Options then select the Customize Ribbon tab. Select the Customize button at the bottom of the dialog box. In the resulting pop-up box, scroll the category list to Building Blocks then select the relevant block from the list. From the Press new shortcut key box, input the intended key combo. When you've nailed it, select Close and exit Word Options.
If you save the changes in Normal.dotm , the hotkey applies to all new documents based on the Normal template. Thus, the hotkey persists across documents.
Get the Latest Tech News Delivered Every Day
- How to Use AutoText in Microsoft Word
- How to Insert a Signature in Word
- How to Create or Reassign Keyboard Shortcuts in Microsoft Office
- How to Reset Keyboard Shortcuts in Word
- How to Use Special Characters and Symbols in Word
- How to Create Microsoft Word Templates
- How to Create Macros in Microsoft Word
- How to Edit AutoCorrect Settings in Microsoft Word
- How to Remove Words From iPhone Predictive Text
- How to Enable or Disable AutoComplete in MS Word
- Using Overtype and Insert Modes in Microsoft Word
- How to Disable a Keystroke Combination in Microsoft Word
- Microsoft Word Uppercase Shortcut Key
- How to Convert a Word Document to JPG
- How to Use Microsoft Word
- How to Create a Hanging Indent in Word
By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.
Microsoft Word keyboard shortcuts
Below lists the more commonly used shortcut keys in Microsoft Word . See the computer shortcuts page if you are looking for a list of shortcut keys used in other programs. Please be aware that some shortcuts may not work in all versions of Microsoft Word.
If the device you are using does not have function keys (F1-F12) on its keyboard, like a Chromebook , certain shortcuts are unavailable to you.
Some Microsoft Word shortcut keys below may not work in Word 365, and most shortcut keys do not work in Word on a mobile device.
You can also utilize the mouse to perform many common actions. The following section contains examples of mouse shortcuts.
- Microsoft Excel keyboard shortcuts.
- Top 10 keyboard shortcuts everyone should know.
How to Assign Keyboard Shortcuts to Styles in Microsoft Word
Assigning keyboard shortcuts to the styles you use most in Word can streamline the document creation process. Just follow these five steps to assign shortcuts.
This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.
- How to Add Picture Borders in Microsoft Word
- How to Check Spelling and Grammar in Microsoft Word
- How to Use Mail Merge in Microsoft Word
- How to Remove Metadata from Microsoft Word Files
- How to Merge Cells in a Table in Microsoft Word
- How to Split Text Into Columns in Microsoft Word
- How to Wrap Text Around an Image in Microsoft Word
- How to Add Built-in Fields in Microsoft Word
- How to Work with Multiple Windows in Microsoft Word
- How to Add Clip Art in Microsoft Word
- How to Close a Document in Microsoft Word
- How to Create Custom Bullets in Microsoft Word
- How to Cross-Reference Captions in Microsoft Word
- How to Choose Paper Size in Microsoft Word
- How to Assign Keyboard Shortcuts to Styles in Microsoft Word (this article)
- How to Delete a Table of Contents in Microsoft Word
- How to Create a New Document in Microsoft Word
- How to Use Smart Lookup in Microsoft Word
- How to Create a Master Document in Microsoft Word
- How to Use the Microsoft Word Go To Command
- How to Copy a Macro to Another Document in Microsoft Word
- How to Convert a Table to Text in Microsoft Word
- How to Use Ink Equations in Microsoft Word
- How to Import a File in Microsoft Word
- How to Create Character-Specific Styles in Microsoft Word
- How to Create an Outline in Microsoft Word
- How to Set Print Scaling in Microsoft Word
- How to Create a Concordance File and Use AutoMark in Microsoft Word
- How to Customize the Ribbon in Office 365
- How to Move the Quick Access Toolbar Below the Ribbon in Microsoft Word
- How to Append Text to a Microsoft Word Document
- How to Open a Microsoft Word Document From Backstage view
- How to Use the Ruler in Microsoft Word
- How to Change Text to WordArt in Microsoft Word
- How to Compare Documents in Microsoft Word
- How to Combine Documents in Microsoft Word
- How to Use the Resume Reading Feature in Microsoft Word
- How to Resolve Style Conflicts in Microsoft Word
- Tips for Using Find and Replace in Microsoft Word
- How to Add Your Name to Microsoft Word
- How to Change Ribbon Tab Order in Microsoft Word
- How to Create a New Microsoft Word Document in Backstage view
- How to Use Live Layout in Microsoft Word
Search for: Search Button
Add a fast keyboard shortcut for any Word style
Peter Deegan Microsoft 365 , Microsoft Word , Office 2000 , Office 2003 , Office 2007 , Office 2010 , Office 2013 , Office 2016 , Office 2019 , Office 2021 / Office LTSC
Add a keyboard shortcut for any Microsoft Word style including Headings and Normal style. A shortcut is faster than clicking on the ribbon anytime you want to apply a style.
For commonly used styles it’s easier and faster to use a keyboard shortcut. Microsoft even supplies a few with Word, but not enough.
The in-built style shortcuts are:
Normal Ctrl + Shift + N
Heading 1 Ctrl + Alt + 1
Heading 2 Ctrl + Alt + 2
Heading 3 Ctrl + Alt + 3
Microsoft supplies in-built styles up to Heading 9 does NOT include the matching shortcuts for all of them.
Shortcuts for Heading 4 and beyond
Let’s build on that start by adding shortcut for Heading 4 and beyond
From the Style Gallery or Styles list, right-click and choose Modify.
On the Modify Style dialog head for the Format button and choose Shortcut Key.
That opens the Customize Keyboard dialog ready to assign a new shortcut key.
Commands: the Heading 4 style is added for you.
Press new shortcut key: click in the box then press the key combination you want to apply. In this case Ctrl + Alt + 4
Currently assigned to: will show you in your shortcut choice is already allocated to something else.
Save changes in: Normal.dotm is the standard choice to apply the shortcuts to all documents. Alternatively choose an open document or template. Where are Word styles saved – document or template
Assign: when you’re ready, click Assign to apply the change.
Repeat treatment as required
Do the same for Heading 5, Heading 6 and any other style you want to apply to shortcut.
Heading 4 Ctrl + Alt + 4
Heading 5 Ctrl + Alt + 5
Heading 6 Ctrl + Alt + 6
And so on ….
For consistency, we use Ctrl + Alt plus a letter for non-heading styles.
The default shortcut for Normal style is Ctrl + Shift + N . But you might prefer all your Style related shortcuts to be Ctrl + Alt + something to be consistent with the in-built Heading style shortcuts.
Changing the Normal style shortcut to Ctrl + Alt + N has a tiny catch. That shortcut is already allocated to ‘ViewNormal’ or Draft View as it’s now known ( ‘Normal’ view because in early Word versions it was the default view). Few people use Draft view these days so changing the shortcut should not be a problem.
Select Normal style |Modify | Shortcut Key then enter the Ctrl + Alt + N shortcut key.
You’ll see that it’s already assigned to ‘ViewNormal’ but you can click Assign to override that with your preference. There’s nothing wrong with that. Word for Windows has always allowed users to change default keyboard shortcuts to their own preference.
Where are Word styles saved – document or template What does Word style ‘Automatically update’ really mean? Change Word style reliably to match current paragraph Word Style inheritance made clear and simple Great Word style renaming and alias tricks
Stack Exchange Network
Stack Exchange network consists of 183 Q&A communities including Stack Overflow , the largest, most trusted online community for developers to learn, share their knowledge, and build their careers.
Super User is a question and answer site for computer enthusiasts and power users. It only takes a minute to sign up.
Q&A for work
Connect and share knowledge within a single location that is structured and easy to search.
How to assign VBA to a keyboard shortcut in Microsoft Word?
Okay this sounds silly. I am trying to assign a Macro to a keyboard shortcut in Microsoft Word.
Let's say I want to assign macro LangUS to a keyboard shortcut
I want to assign the macro to shortcut CTRL + SHIFT + L. While Microsoft Excel prompts me to assign a keyboard shortcut before recording, this is not the case in Microsoft Word.
In addition, online resources encourage me to use Option button in Macro. However, there is no Option button. The available button is Organizer which displays another thing
I'm not familiar with VBA coding as well so I can't directly write the codes in the VBA editor
Any ideas on how to assign a shortcut to a Macro in Word? TIA.
2 Answers 2
You can assign a macro to a keyboard shortcut in word rather simply..
Here is my article on the MS website about assigning keyboard shortcuts .
Here are just the steps required to add the keyboard shortcut to a macro in Word for Windows 2010 or later:
File > Options Customize the Ribbon Customize Keyboard (Button) Choose the storage location for your customization (Either the normal template or the current document/template) Choose what category it is you want to use the shortcut on (i.e. macros, styles) Pick the specific macro, command, style, building block to which you will assign the shortcut Click in the box for the new shortcut and press your shortcut combination. Look to see if already assigned. Click on the Assign button. Repeat steps 1-8 as needed. Then Close the Customize Keyboard dialog and OK your way out of the Customize the Ribbon dialog. If prompted, save changes to the template.
Note, the article also contains steps for other versions of Word as well as other kinds of things to which a keyboard shortcut can be assigned.
Use a third-party popular and free utility, autohotkey. Make sure to use the extensive help they have available.
- Thanks for the insights! Does Word not provide feature to assign Macros to keyboard shortcuts unlike Excel? – amedicalenthusiast Aug 11, 2022 at 6:26
- IMO, it is easier in Word than in Excel. See my answer. – Charles Kenyon Aug 11, 2022 at 19:56
You must log in to answer this question.
Not the answer you're looking for browse other questions tagged microsoft-word keyboard-shortcuts vba macros ..
- Featured on Meta
- Update: New Colors Launched
- We're rolling back the changes to the Acceptable Use Policy (AUP)
Hot Network Questions
- Shortest Algorithm* That Generates a Harlequin Pattern
- Is this a correlation request?
- What is a "normal" in game development
- Can the Tyranny of the Majority rule be applied to the UN's General Assembly?
- Energetic man and his boisterous son are a better fit as colonists than on an overcrowded Earth
- The Number of the Feast
- Object slowest at periapsis - despite correct position calculation
- How to prevent using source code as data source for machine learning activities?
- Are the terms time and rhythm interchangeable?
- Could a federal law override a state constitution?
- In which situations or societies do people not take turns to speak in conversations?
- Is G*Power reliable for logistic regression? It does not seem to account for Hauck-Donner
- Using Parseval's to Evaluate an Integral
- Are owners of companies that offer public stocks without paying dividends receiving free money?
- Stop customers from increasing line item
- Non injectively path-connected space
- Is there a respectful way to address a Catholic priest other than "Father"?
- An unbelievably talented protagonist who re-creates technology from scratch and wins the girl
- Are 26'' wheels and tubes a thing of the past?
- Quid sit ego, what is the self?
- Is a Superficial wound actually worse than a Light wound?
- Do some philosophical questions tend to entertain vacuous ideas?
- How to recognize and take constructive criticism?
- Celestial "orbits"
LibroEditing proofreading, editing, transcription, localisation
- My Iris Murdoch research project
- Student pricing 2023-24
- More References
- GDPR compliance and privacy statement
- Guest blog posts, adverts, sponsored posts
- All the Troublesome Pairs
- Careers advice
- Resources for students / small businesses / Word users
- All the small business interviews
How do I assign a shortcut key in Word 2010, 2013 and 2016?
In this article we will learn about assigning shortcut keys or keyboard shortcuts or short-cuts in Word 2010, 2013 and 2016 for PC. Please note that these instructions are for these versions of Word and might not work in the same way on a Mac or in an older version of Word.
What is a keyboard shortcut or shortcut key?
A keyboard shortcut allows you to use the keys on your keyboard to do tasks that you might normally need to use your mouse for, or which are buried deep in layers of menus. Click a couple of buttons and you have done what you wanted to do.
What is the purpose of assigning shortcut keys?
The clue is in the word “shortcut”. Assigning a keystroke or two to carry out common tasks will save time and is also used by people who need to use the mouse less, for example if they suffer from or are prone to RSI.
Are some actions in Word covered by shortcut keys anyway?
Yes, some actions in Word are already doable by using keyboard shortcuts. For example, you can copy text by pressing Control and C at the same time, or paste it somewhere using Control and V. You can also look for text pretty well anywhere there’s text by using Control and F together.
What we’re talking about here is assigning a new shortcut key to an activity that doesn’t already have one – or assigning a new key to a different shortcut.
How do I assign or change keyboard shortcuts?
To assign or change keyboard shortcuts or shortcut keys, you need to access the Customize Ribbon menu.
In brief, you can use one of these two paths:
- File – Word Options – Customize Ribbon
- Right-click on the tabs in the Ribbon – select Customize Ribbon
See this article for screenshots and more detail.
Once you’ve followed the trail to the Customize Ribbon dialogue box, you should be here:
Now click on Keyboard shortcuts: Customize.
The Customize Keyboard menu
This looks a bit weird at first. Basically, in the left-hand box you will find all of the tabs (and a few more) that you see in your Word ribbon. In the right-hand box, you will find all of the commands or actions associated with that tab. So when you first go into this menu, you’ll see the File Tab and a load of things you probably don’t normally do:
However, if you move to the Home Tab (by clicking on it) you will see some more familiar items – and note that they’re in alphabetical order.
Here you can see under Current keys that Bold has the shortcut keys Ctrl+B and Ctrl+Shift+B, which means that you can hold down Control and the b key at the same time, or Control and Shift and the b at the same time to make the text that’s highlighted or the next text you type bold. You might have known how to do that already: here is where that shortcut can be set, removed or changed.
If you scroll down the list of tabs, headed Categories, you will find one called Commands Not in the Ribbon which is a useful list.
Let’s say I wanted to change the shortcut for AllCaps (i.e. to change the highlighted text or next text I type to be ALL IN CAPITALS).
I click on the AllCaps Command and then press the new shortcut key I want to assign to that – in this case I’ve chosen Ctrl+C – so I hit those keys and Ctrl+C gets added into the box under Press new shortcut key:
What if the shortcut key I want to use has already been assigned?
Here we can see that Ctrl+C is already assigned to EditCopy. If I assign Ctrl+C to AllCaps, it will then move over from EditCopy to AllCaps and will no longer be available for EditCopy.
Of course, this might not matter, if the other command is one you don’t use anyway. If you want to assign this shortcut, go ahead and press Assign. The shortcut will move into the Current keys section.
How do I remove or cancel a keyboard shortcut?
If you want to remove the keyboard shortcut you’ve just created, or one that you keep hitting by accident, highlight the one you want to remove and press the Remove button beneath it. Note: if you’ve reassigned a shortcut key and want to put it back to how it was, you will need to find its original command and add it back in there.
How do I save my keyboard shortcuts?
When you’ve assigned your shortcuts, press the Close button on the Customize Keyboard menu and the OK button on the Customize Ribbon menu.
Note: you can save changes in a new template, if you want to keep your standard Word template as it is. Drop down the Save changes in: list to do that.
In this article I’ve explained how to assign and remove keyboard shortcuts or shortcut keys to give a short cut that will save your mouse hand. If you’ve enjoyed this article and found it useful, please share using the sharing buttons below, or comment if you’ve searched for it and used it and I’ve helped you. Thank you!
Related articles on this blog
How to customise the Quick Access Toolbar
How do I customise the Word Ribbon?
Posted by Liz Dexter on April 13, 2017 in Word
Tags: Word 2016 , Word tips , Word2010 , Word2013
2 responses to “ How do I assign a shortcut key in Word 2010, 2013 and 2016? ”
The Story Reading Ape
April 13, 2017 at 6:04 pm
Reblogged this on Chris The Story Reading Ape's Blog and commented: Another great tutorial, by Liz Dexter 👍
Like Liked by 1 person
April 14, 2017 at 2:00 pm
Reblogged this on Don Massenzio's Blog and commented: Here is a helpful post on assigning a shortcut key in Word from the Libro Editing blog.
I love hearing from my readers - do please leave a comment! Cancel reply
This site uses Akismet to reduce spam. Learn how your comment data is processed .
- How can my business books help you? Buy at my Amazon UK and Amazon.com stores
- Why should editors be thinking about and using conscious language? [shared post]
- Book review – Ebonye Gussine Wilkins – “Respectful Querying with NUANCE”
- Gendered language and language change
- Automatic transcription – some real-world case studies 2: automatic closed-captioning
- Automatic transcription – some real-world case studies 1: voice-to-text software
- November 2022
- January 2022
- December 2021
- November 2021
- October 2021
- September 2021
- October 2020
- September 2020
- August 2020
- September 2019
- August 2019
- February 2019
- January 2019
- December 2018
- February 2018
- January 2018
- December 2017
- November 2017
- October 2017
- September 2017
- August 2017
- February 2017
- January 2017
- December 2016
- November 2016
- October 2016
- September 2016
- August 2016
- February 2016
- January 2016
- December 2015
- November 2015
- October 2015
- September 2015
- August 2015
- February 2015
- January 2015
- December 2014
- November 2014
- October 2014
- September 2014
- August 2014
- February 2014
- January 2014
- December 2013
- November 2013
- October 2013
- September 2013
- August 2013
- February 2013
- January 2013
- December 2012
- November 2012
- October 2012
- September 2012
- August 2012
- February 2012
- January 2012
- December 2011
- November 2011
- October 2011
- September 2011
- August 2011
- February 2011
- January 2011
- December 2010
- November 2010
- October 2010
- August 2010
- October 2009
Blog at WordPress.com.
Entries (RSS) and Comments (RSS)
- Already have a WordPress.com account? Log in now.
- Follow Following
- Copy shortlink
- Report this content
- View post in Reader
- Manage subscriptions
- Collapse this bar
Top Contributors in Word: Stefan Blom - Charles Kenyon - Suzanne S. Barnhill - Jim_ Gordon - Bob Jones AKA: CyberTaz 👏
November 13, 2023
Top Contributors in Word:
Stefan Blom - Charles Kenyon - Suzanne S. Barnhill - Jim_ Gordon - Bob Jones AKA: CyberTaz 👏
- Search the community and support articles
- Microsoft 365 and Office
- Search Community member
Ask a new question
Can I assign a special character to a keyboard shortcut? (Card suit symbols in Red and Black)
I am writing a tutorial on poker. It involves a lot of mentions of card denominations, like A♠, J ♦, 4 ♥ , & 2♣ . Is there a way I can assign each of these 4 suit characters to a keyboard shortcut so that I can enter then into text that way?
They come from the Segoe UI Symbol character set.
It would be great if hearts and diamonds also came in red.
Replies (10) .
- Volunteer Moderator
See my Article Assigning Keyboard Shortcuts in Microsoft Word 2007-2021 (365) which uses the four suit symbols as examples.
*** Using a Prefix or Trigger or Setup in a Keyboard Shortcut There are a large but finite number of possible keyboard Shortcuts and some require real finger dexterity. Users have fertile imaginations and can come up with more uses for shortcuts than there would seem available shortcuts. This is especially true if you do not want to overwrite commonly used built-in shortcuts. Word allows one key combination to be the starting point or prefix or trigger for multiple shortcuts. For instance, you might wish to assign shortcuts to items that are in Backstage (show up under File). Rather than use multiple primary keyboard shortcuts, you can use Ctrl+Shift+F as a prefix to be followed by another keystroke to actually call a feature. Ctrl+Shift+F , C - Compatibility Checker Ctrl+Shift+F , I - Document Inspector Ctrl+Shift+F , O - File Open Using Backstage The initial prefix can be a Function Key or a key combination (that can include a Function Key). That can be followed by any single keystroke which can be a function key. Here is another example of a shortcut prefix being assigned to symbols for card suits: The example with card suits above was to help someone who wanted shortcuts for symbols for the four card suits. The first thought was to combine Ctrl+Alt+Shift with each of the appropriate letters. However, it turns out that Word will not let you assign a the shortcut Ctrl+Alt+Shift+D. ***
Another option would be to set AutoCorrect for them.
Exploiting AutoCorrect by Suzanne Barnhill, MVP
The color and size comes from applying a character style to the red suits and a corresponding style to the black ones so that they will not be tied to theme colors. The unicode numbers and the text are all in 11 pt text, the symbols are 16 pt in the same font. The character styles do not carry the font name, only the size and color.
Here is a temporary link to a document that has the four symbols from unicode numbers.
Here is a separate temporary link to the same document without the font size change in the style .
They are already formatted so all you would need to do would to select them and add them to your AutoCorrect as formatted entries. If you want to change the size, do that in the styles.
If you wanted to leave them comparatively small and the same size as the font you are using, change one of the symbols to be that size, i.e., 11 pt., as the surrounding text, then update the style from the formatting. That should remove the size component from that style. Here is what the Hearts symbol looks like when it is the same size.
1 person found this reply helpful
Was this reply helpful? Yes No
Sorry this didn't help.
Great! Thanks for your feedback.
How satisfied are you with this reply?
Thanks for your feedback, it helps us improve the site.
Thanks for your feedback.
I tried to follow your steps in " Finally! Method of Assigning Keyboard Shortcuts:", but I got stuck on Step 5: Choose the category. I scrolled through the list of categories, but didn't find anything until I got to "Common Symbols" at the very end. But selecting that, I didn't see the card symbols listed.
I downloaded that file, but I've never used Autocorrect so I don't know how to copy those settings over. Also, the file says it is read only. Is that a problem?
I tried to follow your steps in " Finally! Method of Assigning Keyboard Shortcuts:", but I got stuck on Step 5: Choose the category. I scrolled through the list of categories, but didn't find anything until I got to "Common Symbols" at the very end. But selecting that, I didn't see the card symbols listed. ???
Try downloading my document and assigning formatted AutoCorrect.
Otherwise, you need to go to More Symbols on the Symbols dialog. To get the color though, you will likely need to use either AutoCorrect or AutoText (which can also have keyboard shortcuts assigned).
I don't know where More Symbols is.
Here's what I did following the steps on your website:
Word 2010 and later
1. File > Options (done)
2. Customize the Ribbon
3. Customize Keyboard (Button)
I clicked on the Customize... button at the bottom next to Keyboard shortcuts:
4. Choose the storage location for your customization (Either the normal template or the current document/template)
I chose the open document
5. Choose what category it is you want to use the shortcut on (i.e. macros, styles)
I searched all through the Categoies: list. At the very bottom, I found Common Symbols, which I selected.
6. Pick the specific macro, command, style, building block to which you will assign the shortcut
I assumed you meant in the Common Symbols: list, but they aren't there. I don't see any More Symbols option.
That's as far as I got.
7. Click in the box for the new shortcut and press your shortcut combination. Look to see if already assigned.
8. Click on the Assign button.
That may make things a bit simpler creating the AutoCorrect.
I have a button for AutoCorrect Options on my QAT, which makes it easy for me to add things. The long method is to select the item and then File > Options > Proofing > AutoCorrect Options.
Here is a simple template that you can use to add that button, temporarily or permanently, to your QAT.
Modifying the Quick Access Toolbar (QAT) in Microsoft Word
I got it to work. Your comment about More Symbols triggered something. In the document, I clicked on
Went to the Segoe UI Symbol font
Entered Character Code "2660"
Selected the spade symbol
Clicked on Shortcut Key:
Entered my key combination (Ctrl+P,S).
Back in the document, I typed Ctrl+P,S and got the spade symbol.
I will do the same for the other three.
I don't know how to get the diamonds and hearts to be red, but this helps a lot.
Here is a separate temporary link to the same document without the font size change in the style . https://www.dropbox.com/s/dos7oh772o3xdkx/deleteme%20card%20suit%20symbols%202.docx?dl=0 That may make things a bit simpler creating the AutoCorrect. I have a button for AutoCorrect Options on my QAT, which makes it easy for me to add things. The long method is to select the item and then File > Options > Proofing > AutoCorrect Options. Here is a simple template that you can use to add that button, temporarily or permanently, to your QAT. https://www.dropbox.com/s/shvf4qincetqxf1/AutoCorrect%20Options%20Button%20on%20Quick%20Access%20Toolbar%20%28QAT%29%202023-02-13.dotx?dl=0 Modifying the Quick Access Toolbar (QAT) in Microsoft Word
I'll check that out when I get a minute. Thanks
In the Symbol dialog, with the desired symbol selected, click the Shortcut Key... button and assign the desired shortcut.
*** I don't know how to get the diamonds and hearts to be red, but this helps a lot. Thanks
To get the Hearts and Diamonds to be red rather than the font's color in your style will require using something different. You can't do that with just keyboard shortcuts unless you find a font that has them colored and perhaps not then either.
You would need to use:
or Macros with keyboard shortcuts assigned to them.
I gave you links about AutoCorrect earlier. To use AutoCorrect you simply type a series of characters and press the space bar or punctuation. See Suzanne's article on this . The examples I gave for a series of keys is in the screenshot and documents I provided. This is how I've implemented the card symbols on my system.
With AutoText/Building Blocks you would also start with text formatted using character styles and select it. Use Alt+F3 to get a dialog box, give it a name, category, and save. I think AutoCorrect is the way to go, though, unless you need to transfer these methods of inputting to someone else.
The documents I linked previously with the formatted characters could be a starting place for either method. That way you do not have to set up the styles. Again, this is the only way to get the Red short of macros.
Document with larger symbols (16 pt) than font
Document with symbols same size as font
Both symbols and macros can be assigned to a QAT modification stored in a template as well as to keyboard shortcuts that can also be stored in a particular template. I guess that rather than storing these in the Normal template, I would create a custom template to use when writing about playing cards that contained your symbols, shortcuts, macros if used, and any QAT modifications.
- Norsk Bokmål
Customize keyboard shortcuts
You can customize keyboard shortcuts (or shortcut keys) by assigning them to a command, macro, font, style, or frequently used symbol. You can also remove keyboard shortcuts. You can assign or remove keyboard shortcuts by using a mouse or just the keyboard.
Use a mouse to assign or remove a keyboard shortcut
Go to File > Options > Customize Ribbon .
At the bottom of the Customize the Ribbon and keyboard shortcuts pane, select Customize .
In the Save changes in box, select the current document name or template that you want to save the keyboard shortcut changes in.
In the Categories box, select the category that contains the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
In the Commands box, select the name of the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
Any keyboard shortcuts that are currently assigned to that command or other item appear in the Current keys box, or below the box with the label Currently assigned to .
To assign a keyboard shortcut do the following:
Begin keyboard shortcuts with CTRL or a function key.
In the Press new shortcut key box, press the combination of keys that you want to assign. For example, press CTRL plus the key that you want to use.
Look at Current keys (or Currently assigned to ) to see whether the combination of keys is already assigned to a command or other item. If the combination is already assigned, type a different combination.
Important: Reassigning a combination of keys means that you can no longer use the combination for its original purpose. For example, pressing CTRL+B changes selected text to bold. If you reassign CTRL+B to a new command or other item, you will not be able to make text bold by pressing CTRL+B unless you restore the keyboard shortcut assignments to their original settings by selecting Reset All at the bottom of the Customize Keyboard dialog box.
Select Assign .
Note: If you use a programmable keyboard, the key combination CTRL+ALT+F8 might already be reserved for initiating keyboard programming.
Remove a keyboard shortcut
In the Current keys box, select the keyboard shortcut that you want to remove.
Select Remove .
Use just the keyboard to assign or remove a keyboard shortcut
Press ALT+F, T to open the Word Options dialog box.
Press DOWN ARROW to select Customize Ribbon .
Press the TAB key repeatedly until Customize is selected at the bottom of the dialog box, and then press ENTER.
In the Categories box, press DOWN ARROW or UP ARROW to select the category that contains the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
Press the TAB key to move to the Commands box.
Press DOWN ARROW or UP ARROW to select the name of the command or other item that you want to assign a keyboard shortcut to or remove a keyboard shortcut from.
Any keyboard shortcuts that are currently assigned to that command or item appear in the Current keys box, or below the box with the label Currently assigned to .
Press the TAB key repeatedly until the cursor is in the Press new shortcut key box.
Press the combination of keys that you want to assign. For example, press CTRL plus the key that you want to use.
Press the TAB key repeatedly until the Save changes in box is selected.
Press DOWN ARROW or UP ARROW to highlight the current document name or template in which you want to save the keyboard shortcut changes, and then press ENTER.
Press the TAB key repeatedly until Assign is selected, and then press ENTER.
To remove a keyboard shortcut
Press the SHIFT+TAB key repeatedly until the cursor is in the Current keys box.
Press DOWN ARROW or UP ARROW to select the keyboard shortcut that you want to remove.
Press the TAB key repeatedly until Remove is selected, and then press ENTER.
Need more help?
Want more options.
Explore subscription benefits, browse training courses, learn how to secure your device, and more.
Microsoft 365 subscription benefits
Microsoft 365 training
Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.
Ask the Microsoft Community
Microsoft Tech Community
Microsoft 365 Insiders
Was this information helpful?
Thank you for your feedback.