Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

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CTRL   Set Up Custom Shortcut Keys in MS Word & Make a Cheat SheetEvolution gave us two hands, but hopefully it will continue on and give us a few more. Just two hands are hardly fitting for the digital age.

If we could total up the seconds lost in flitting between the keyboard and the mouse, I am sure it will add up to a nice round figure. That’s why keyboard shortcuts are important to learn and master. It’s not a difficult skill, we have to just key in patience and practice.

The Office Ribbon still has its naysayers but I feel that when it comes to keyboard shortcuts, it gives us the easiest way to learn them. Press the Alt key and you have them displayed on the Ribbon. It’s just a matter of following the letters. These keyboard shortcuts make Microsoft Office operations smooth, but it’s just the first level. There are a few dozen more below the surface.


Keyboard shortcuts are not only about productivity and speed but they also help to minimize occupational ailments like tendonitis from constant computer use. So, if I am succeeding in making you fall in love with the gal called QWERTY, then you should know that you can create your own keyboard shortcuts and change the default ones in MS Word too.

By the way, Microsoft Office Online has a short but great training course on Word shortcut keys.

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3 Steps To Configuring Your Own Word Shortcut Keys

The thing about customizing keyboard shortcuts is that there are some key combinations that you instinctively remember. Also there are some commands or combination of commands for which there are no default shortcut keys. For example, you can set up custom shortcut keys for macros, specific fonts, styles, and special symbols that you frequently use.

So here’s how we go about bringing them all within the touch of a key.

  • To start, follow this sequence of clicks: Office Button ““ Word Options ““ Customize.

Word Options   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

  • Close to the bottom, click on the Customize button for Keyboard shortcuts to bring up the Customize Keyboard dialog box.

Customize Keyboard   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

  • In the Customize Keyboard dialog box, commands are listed for specific categories. Check the Description for what each key does. Each command has its corresponding shortcut listed in the Current Keys field. You can easily assign a different set of keys by pressing CTRL (with or without SHIFT/ALT) and a letter. MS Word lets you know if your shortcut combo is assigned to any other command or not. Choose the template to assign the key to ““ Normal (for all documents or the presently open document). Click on Assign and your new shortcut key is set.

Customize Keyboard2   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

Setting Up A Brand New Word Shortcut Key

There are also some commands for which no Word shortcut keys are assigned by default. Take this for instance ““ Sending an open Word document via email.

Let’s see how to configure a keyboard shortcut for that ““

In the Customize Keyboard dialog box, check out All Commands listed under Categories. In the listings on the right, scroll down to a command called FileSendMail.

Select that and press the new shortcut keys you want to have for this task in the Press new shortcut key field. Save the changes across all documents (the Normal template) or just the open one. Click on Assign to complete the process.

Customize Keyboard3   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

Custom Word shortcut keys can also be set up for Macros, Styles, Fonts, Autotext, and Common Symbols.

Customize Keyboard4   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

Explore the commands given for them under categories. There are probably some which you use very frequently. For example, a repeated activity like inserting your name or address as an autotext could benefit from a shortcut key.

Remembering Them All

You have just set up a dozen fresh shortcut keys and are on the threshold of boosted productivity. It will take a bit of time before you are silky smooth with them. With a single step, we can print out the list and keep it close. Here’s how to have a cheat sheet for our personalized shortcut keys.

Click on CTRL+P for the Print dialog box. You can also go from the menu, but we are talking about shortcuts aren’t we?

From the dropdown for Print What, select Key assignments. Click on OK to print out your keyboard shortcuts list.

Print   Set Up Custom Shortcut Keys in MS Word & Make a Cheat Sheet

Note: Only those key assignments that have been reassigned from their defaults will be printed.

For a person who uses MS Word a lot, shortcut use comes from practice or purpose. For both, we have some readymade cheat sheets for download.

If you like all that’s workmanlike about Microsoft Word, also check out our How To Create Professional Reports and Documents free guide.

Life isn’t meant for shortcuts but Microsoft Office productivity certainly is. Are you up to speed with shortcuts or do your love your mouse more?

Image Credit: Sielarts informàtica

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10 Comments -

Srivatsan Venkatesh

Wow, I never looked at the “Print What?” box. Nice article!

Alex

Agreed, very useful. I’ve been meaning to make a shortcut for some time now.

Zak

Becoming familiar with the built-in keyboard shortcuts and adding your own is a great way to improve your productivity.

However, the Customize Keyboard dialog can be confusing as many commands are assigned names that are less than obvious.

An easier way to assign a keyboard shortcut to a command is to press Ctrl + Alt + the plus sign on your numeric keypad.

The cursor will change to the Apple command logo. Now select the menu item or toolbar button you want to assign a keyboard shortcut to and the Customize Keyboard dialog will appear with the command already selected.

This works on Word 2003 and presumably newer versions too.

Saikat

Great tip! Thanks a lot, Zak. Works on Word 2007.

Paul Stewart

There is also a great plugin that I use called viemu. You can get it at http://www.viemu.com . It emulates vi in word….I use it and love it …saves so much of my time editing and so on as I don’t have to take my hands off the keyboard.

Saikat

Hi Paul,

It looks good. Unfortunately it’s not free.

Paul

Yes, I did neglect to include that important fact…my bad.

Paul Stewart

There is also a great plugin that I use called viemu. You can get it at http://www.viemu.com . It emulates vi in word….I use it and love it …saves so much of my time editing and so on as I don’t have to take my hands off the keyboard.