Appendix
Keyboard shortcuts
Throughout this book, we provide information about how to perform tasks quickly and efficiently by using keyboard shortcuts. The following keyboard shortcuts are available in all the primary Microsoft 365 apps. You can use these keyboard shortcuts to:
Display and use windows
Work in dialogs
Use the Backstage view
Navigate the ribbon
Change the keyboard focus without using the mouse
Move around in and work in tables
Access and use panes and galleries
Access and use available actions
Find and replace content
Get help
Tip
In the keyboard shortcut tables, keys you press at the same time are separated by a plus sign (+), and keys you press sequentially are separated by a comma (,).
Display and use windows
Action | Keyboard shortcut |
|---|---|
Switch to the next window | Alt+Tab |
Switch to the previous window | Alt+Shift+Tab |
Close the active window | Ctrl+W or Ctrl+F4 |
Restore the size of the active window after you maximize it | Alt+F5 |
Move to a pane from another pane in the app window (clockwise direction) If pressing F6 does not display the pane that you want, press Alt to put the focus on the ribbon, and then press Ctrl+Tab to move to the pane | F6 or Shift+F6 |
Switch to the next open window | Ctrl+F6 |
Switch to the previous window | Ctrl+Shift+F6 |
Maximize or restore a selected window | Ctrl+F10 |
Copy a picture of the screen to the clipboard | Print Screen |
Copy a picture of the selected window to the clipboard | Alt+Print Screen |
Work in dialogs
Action | Keyboard shortcut |
|---|---|
Move to the next option or option group | Tab |
Move to the previous option or option group | Shift+Tab |
Switch to the next tab in a dialog | Ctrl+Tab |
Switch to the previous tab in a dialog | Ctrl+Shift+Tab |
Move between options in an open dropdown list, or between options in a group of options | Arrow keys |
Perform the action assigned to the selected button; select or clear the selected checkbox | Spacebar |
Select an option; select or clear a checkbox | Alt+the underlined letter |
Open a selected dropdown list | Alt+Down Arrow |
Select an option from a dropdown list | First letter of the list option |
Close a selected dropdown list; cancel a command and close a dialog | Esc |
Run the selected command | Enter |
Use edit boxes within dialogs
An edit box is a blank box in which you enter or paste an entry.
Action | Keyboard shortcut |
|---|---|
Move to the beginning of the entry | Home |
Move to the end of the entry | End |
Move one character to the left or right | Left Arrow or Right Arrow |
Move one word to the left | Ctrl+Left Arrow |
Move one word to the right | Ctrl+Right Arrow |
Select or unselect one character to the left | Shift+Left Arrow |
Select or unselect one character to the right | Shift+Right Arrow |
Select or unselect one word to the left | Ctrl+Shift+Left Arrow |
Select or unselect one word to the right | Ctrl+Shift+Right Arrow |
Select from the insertion point to the beginning of the entry | Shift+Home |
Select from the insertion point to the end of the entry | Shift+End |
Use the Open and Save As dialogs
Action | Keyboard shortcut |
|---|---|
Open the Open dialog | Ctrl+F12 or Ctrl+O |
Open the Save As dialog | F12 |
Open the selected folder or file | Enter |
Open the folder one level above the selected folder | Backspace |
Delete the selected folder or file | Delete |
Display a shortcut menu for a selected item such as a folder or file | Shift+F10 |
Move forward through options | Tab |
Move back through options | Shift+Tab |
Open the Look In list | F4 or Alt+I |
Refresh the file list | F5 |
Use the Backstage view
Action | Keyboard shortcut |
|---|---|
Display the Open page of the Backstage view | Ctrl+O |
Display the Save As page of the Backstage view (when saving a file for the first time) | Ctrl+S |
Continue saving a Microsoft 365 file (after giving the file a name and location) | Ctrl+S |
Display the Save As or Save A Copy page of the Backstage view (after initially saving a file) | Alt+F+A |
Close the Backstage view | Esc |
Tip
You can use dialogs instead of Backstage view pages by selecting the Don’t Show The Backstage When Opening Or Saving Files With Keyboard Shortcuts checkbox on the Save page of the Options dialog. Set this option in any Office app to enable it in all Office apps.
Navigate the ribbon
Follow these steps:
Press Alt to display the KeyTips of each feature in the current view.
Press the letter shown in the KeyTip for the feature that you want to use.
Tip
To cancel the action and hide the KeyTips, press Alt.
Change the keyboard focus without using the mouse
Action | Keyboard shortcut |
|---|---|
Select the active tab of the ribbon and activate the access keys | Alt or F10; press either of these keys again to move back to the document and cancel the access keys |
Move to another tab of the ribbon | F10 to select the active tab, and then Left Arrow or Right Arrow |
Expand or collapse the ribbon | Ctrl+F1 |
Display the shortcut menu for the selected item | Shift+F10 |
Move the focus among the following areas of an app window:
| F6 |
Move the focus to each command on the ribbon, forward or backward, respectively | Tab or Shift+Tab |
Move among the items on the ribbon | Arrow keys |
Activate the selected command or control on the ribbon | Spacebar or Enter |
Display the selected menu or gallery on the ribbon | Spacebar or Enter |
Activate a command or control on the ribbon so that you can modify a value | Enter |
Finish modifying a value in a control on the ribbon, and move focus back to the document | Enter |
Get help on the selected command or control on the ribbon | F1 |
Move around in and work in tables
Action | Keyboard shortcut |
|---|---|
Move to the next cell | Tab |
Move to the preceding cell | Shift+Tab |
Move to the next row | Down Arrow |
Move to the preceding row | Up Arrow |
Insert a tab in a cell | Ctrl+Tab |
Start a new paragraph | Enter |
Add a new row at the bottom of the table | Tab at the end of the last row |
Access and use panes and galleries
Action | Keyboard shortcut |
|---|---|
Move to a pane from another pane in the app window | F6 |
When a menu is active, move to a pane | Ctrl+Tab |
When a pane is active, select the next or previous option in the pane | Tab or Shift+Tab |
Display the full set of commands on the pane menu | Ctrl+Spacebar |
Perform the action assigned to the selected button | Spacebar or Enter |
Open a dropdown menu for the selected gallery item | Shift+F10 |
Select the first or last item in a gallery | Home or End |
Scroll up or down in the selected gallery list | Page Up or Page Down |
Close a pane | Ctrl+Spacebar, C |
Open the clipboard | Alt+H, F, O |
Access and use available actions
Action | Keyboard shortcut |
|---|---|
Display the shortcut menu for the selected item | Shift+F10 |
Display the menu or message for an available action or for the AutoCorrect Options button or the Paste Options button | Alt+Shift+F10 |
Move between options in a menu of available actions | Arrow keys |
Perform the action for the selected item on a menu of available actions | Enter |
Close the available actions menu or message | Esc |
Find and replace content
Action | Keyboard shortcut |
|---|---|
Open the Find dialog | Ctrl+F |
Open the Replace dialog | Ctrl+H |
Repeat the last Find action | Shift+F4 |
Get help
Action | Keyboard shortcut |
|---|---|
Open the Help pane | F1 |
Select the next item in the Help pane | Tab |
Select the previous item in the Help pane | Shift+Tab |
Perform the action for the selected item | Enter |
Select the next hidden text or hyperlink, including Show All or Hide All at the top of a Help topic | Tab |
Select the previous hidden text or hyperlink | Shift+Tab |
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink | Enter |
Move back to the previous Help topic (Back button) | Alt+Left Arrow or Backspace |
Move forward to the next Help topic (Forward button) | Alt+Right Arrow |
Scroll small amounts up or down, respectively, within the currently displayed Help topic | Up Arrow, Down Arrow |
Scroll larger amounts up or down, respectively, within the currently displayed Help topic | Page Up, Page Down |