Word
40 Word features with ribbon steps, shortcuts and notes from real work.
Copy formatting from one piece of text to another.
CtrlAltC / CtrlAltV
Double-click Format Painter to apply it several times, then press Esc. Word 2019 and earlier: Ctrl+Shift+C and Ctrl+Shift+V.
Remove formatting from text and return it to its base style.
CtrlSpace
The Clear All Formatting button removes all formatting. Ctrl+Space removes manual character formatting only. Text pasted from the web often carries stray formatting, so clear it first.
Paste text without the source formatting.
CtrlShiftV
This shortcut is for Microsoft 365. To set the default paste behavior: File → Options → Advanced → Cut, copy, and paste.
Space between lines and between paragraphs.
Ctrl1 / Ctrl5 / Ctrl2
Ctrl+1 = single, Ctrl+5 = 1.5 lines, Ctrl+2 = double. Use Spacing After, not empty paragraphs, to separate paragraphs.
Switch to lowercase, UPPERCASE, or Capitalize Each Word without retyping.
ShiftF3
Bulleted or numbered lists that renumber automatically.
At the start of a list item, Tab demotes one level and Shift+Tab promotes one level.
Find and replace text, including formatting and special characters.
^p = paragraph mark).CtrlH
To remove doubled empty paragraphs: Find what ^p^p, Replace with ^p.
Heading styles that drive the table of contents, the Navigation Pane, and chapter numbering.
CtrlAlt1 / 2 / 3
To change the look of every heading at once: right-click Heading 1 → Modify.
Change the font, size, color, or spacing of a style. The whole document follows.
A map of the document: jump to a heading, or drag headings to reorder chapters.
CtrlF
If a heading is missing, it does not use a Heading style yet.
Chapter numbering such as 1, 1.1, 1.1.1 linked to the Heading styles.
Show hidden paragraph marks, tabs, spaces, and breaks.
CtrlShift8
The first thing to check when a layout looks wrong.
Start a new page at the cursor.
CtrlEnter
Divide the document so orientation, margins, headers, or page numbers can differ.
For one landscape page in the middle of a document: a section break before and after that page, then Layout → Orientation → Landscape.
Page margins, orientation, and paper size.
Text that repeats at the top or bottom of every page.
For a different header in one section: turn off Link to Previous on the Header & Footer tab.
Automatic page numbers, including i, ii, iii for front matter.
For a cover page without a number: Header & Footer tab → Different First Page.
Text in two or three columns, as in a newsletter.
CtrlShiftEnter (Column Break)
Faded text behind the page, such as DRAFT or CONFIDENTIAL.
A table for data and for layouts that need to line up.
Press Tab in the last cell to add a new row.
Repeat the table header row on every page.
Repeated header rows appear only in Print Layout view and when you print.
Turn text separated by tabs or commas into a table.
How text flows around a picture.
If pictures move around while you edit, use In Line with Text for reports.
Reduce the file size of a document with many pictures.
An automatic table of contents with page numbers.
F9
Headings must use the Heading 1, 2, or 3 styles.
Numbered labels for figures and tables.
List of figures: References → Insert Table of Figures.
A reference such as "see Figure 3" that updates automatically.
A numbered note at the bottom of the page.
CtrlAltF
Source citations and a bibliography (APA and other styles).
Record every edit so it can be accepted or rejected.
CtrlShiftE
Comments in the margin that leave the text unchanged.
CtrlAltM
Compare two versions of a document and see the differences.
Check spelling and grammar.
F7
For a document in Malay, set the proofing language to Malay so that not every word gets a red underline.
Counts of words, characters, and paragraphs.
CtrlShiftG
One letter for many recipients, with names and addresses taken from an Excel list.
The first row in Excel must hold the column headings (Name, Address, and so on). Leave no blank rows.
Print address labels or name tags from a list.
A final document whose layout does not change on another computer.
F12 (Save As)
Save automatically and restore earlier versions.
Remove comments, tracked changes, and hidden personal information before you send a document.
Limit editing, for example a form that can only be filled in.
The AI tutor answers questions about Word in English or Malay.