Whether you’re working today, grillin’, or hanging poolside, Happy Memorial Day! For those outside the U.S. a belated but heartfelt Happy Remembrance Day!

I hope the following shortcuts will help save you productivity time when you return to the keyboard. I’ve broken the keystrokes into two sections — Windows and Mac — to act as a quick and easy reference guide.

Please note: Today is all about MS Word. For other shortcuts, such as inserting advanced symbols/characters, WordPress, or YouTube, see Writing Hacks: Keyboard Shortcuts. Please ignore my wonky columns. 😉

COMPOSING & EDITING                          WINDOWS                MAC

Create a new document                              Ctrl-N                          ⌘-N

Open document                                          Ctrl-O                         ⌘-O

Save document                                           Ctrl-S                         ⌘-S

Open “Save As”                                           F12                            ⌘-Shift-S

Close document                                          Ctrl-W                        ⌘-W

Print document                                            Ctrl-P                         ⌘-P

Select All                                                     Ctrl-A                         ⌘-A

Copy to clipboard                                        Ctrl-C                         ⌘-C or F3

Paste from clipboard                                    Ctrl-V                          ⌘-V or F4

Delete selection & copy to clipboard             Ctrl-X                          ⌘-X or F2

Undo last action                                           Ctrl-Z                         ⌘-Z or F1

Redo last action                                           Ctrl-Y                         ⌘-Y

Add comment                                             Ctrl-Alt-M                    ⌘-Option-A

Turn revision tracking on/off                          Ctrl-Shift-E                  ⌘-Shift-E

Run spelling/grammar check                        F7                              ⌘-Option-L or F7

TEXT FORMATTING

Bold                                                         Ctrl-B                         ⌘-B

Italics                                                        Ctrl-I                           ⌘-I

Underline                                                  Ctrl-U                         ⌘-U

Double underline                                       Ctrl-Shift-D                 ⌘-Shift-D

Underline words, not spaces                     Ctrl-Shift-W                ⌘-Shift-W

Strikethrough text                                       Alt-H, 4                     ⌘-Shift-X

All caps                                                     Ctrl-Shift-A                ⌘-Shift-A

Superscript text                                         Ctrl-Shift-+                 ⌘-Shift-+

Subscript text                                             Ctrl-=                        ⌘-=

Increase font size                                        Ctrl-Shift->                ⌘-Shift->

Decrease font size                                      Ctrl-Shift-<                ⌘-Shift-<

Insert hyperlink                                           Ctrl-K                        ⌘-K

Open font dialog box                                  Ctrl-D                        ⌘-D

or Ctrl-Shift-F

PARAGRAPH FORMATTING

Left-align text                                              Ctrl-L                          ⌘-L

Right-align text                                            Ctrl-R                         ⌘-R

Center-align text                                         Ctrl-E                          ⌘-E

Justify text                                                  Ctrl-J                          ⌘-J

Indent paragraph                                        Ctrl-M                         Ctrl-Shift-M

Remove indentation                                   Ctrl-Shift-M                 ⌘-Shift-M

Change to single spaced                           Ctrl-1                          ⌘-1

Change to double spaced                          Ctrl-2                          ⌘-2

Change to 1.5 spaced                               Ctrl-5                          ⌘-5

Remove paragraph formatting                     Ctrl-Q

Open Apply Styles task pane                     Ctrl-Shift-S

Open Styles pane                                     Ctrl-Alt-Shift-S              ⌘-Option-Shift-S

DOCUMENT NAVIGATION & VIEWS

Move up one paragraph                           Ctrl-Up arrow            ⌘-Up arrow

Move down one paragraph                       Ctrl-Down arrow       ⌘-Down arrow

Move right one word                                 Ctrl-Right arrow        ⌘-Right arrow

Move left one word                                   Ctrl-Left arrow          ⌘-Left arrow

Move to top of document                          Ctrl-Home                ⌘-Home or ⌘-Fn-Left arrow

Move to bottom of document                    Ctrl-End                    ⌘-End or ⌘-Fn-Right arrow

Go to dialog box                                       Ctrl-G or F5              ⌘-Option-G or F5

Switch among last four places in doc        Ctrl-Alt-Z

Switch to Print Layout                               Ctrl-Alt-P

Switch to Outline View                              Ctrl-Alt-O

Switch to Draft View                                  Ctrl-Alt-N

Switch to Read Mode View                        Alt-W,F

Split document window/remove split          Ctrl-Alt-S

Display Help                                                 F1

FIND AND REPLACE

Find                                                           Ctrl-F                          ⌘-F

Find and Replace                                       Ctrl-H or Alt-H-R          ⌘-H-R

Find tab (inside Find and Replace)              Alt-D

SPECIAL CHARACTERS RECOGNIZED BY FIND AND REPLACE

Type these special characters into the Find box to search document:

• Em dash
• En dash
• Em space
• En space
• Copyright symbol
• Registered symbol
• Trademark
• Section symbol
• Paragraph symbol
• Ellipsis
• Double opening quote
• Double closing quote

SPECIAL CHARACTERS IN DROP-DOWN MENU

Within the Find and Replace dialog box, choose one of the following special characters:

• Em dash
• En dash
• Nonbreaking hyphen
• Optional hyphen
• Nonbreaking space
• Section symbol
• Paragraph symbol

I find it easier to create my own shortcuts for special characters and symbols I use on a regular basis. For example, if you want to create a shortcut for the em dash, go to Insert > Advanced Symbol > Special Characters. At the bottom of the dialog box click Keyboard Shortcut and a new dialog pops up. In the Press New Keyboard Shortcut box, type Ctrl-E or whatever is easy to remember. Click OK and you’re done. Easy peasy. The same applies to symbols, only you’ll choose Symbols instead of Special Characters.

FORMATTING IN FIND AND REPLACE

Click Replace, then More to expand dialog box

Click Format and a list of different formatting types appear. Search by font, paragraph, tab, language, frame, style, or highlight.

Select the type of formatting you want replaced. A dialog box opens, showing all the formatting options available to search for in that category.

For example, the Find Font dialog box is a copy of the Font Formatting dialog box, with all the same formatting options.

Specify formatting type. Then click OK

Repeat these steps to find additional types of formatting. You can even search for text with both specific font formatting and paragraph formatting at the same time.

Click Replace With

Click Format

Select formatting type (font, paragraph, tabs, language, frame, style, highlight)

This is especially helpful if you need to highlight italicized words for the publisher. In my career, I’ve worked with five different publishers and every house required it be done during final edits.

Click OK

Select replacement option: Replace, Replace All, Replace Next

Click OK

Click Close

DISCUSSION QUESTIONS

I’m curious if highlighting italics is an industry standard.

Where are my Indie authors who do their own formatting? Do you highlight italics? What program do you use for formatting? Is highlighting italics a requirement for that program?

Traditional authors, does your publisher ask you to highlight italics during final edits?