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COMPUTER LITERACY
ADDITIONAL INFO

(Keyboard shortcut
in Microsoft Word
and
Word Processing
Terminology)

1|Page- Ian Jay

 Shortcut Keys in Microsoft Word
1. Ctrl and A: Selects all in the current
document.
2. Ctrl and B: Bold text.
3. Ctrl and C: Copies the item or text.
4. Ctrl and D: Displays the Font dialogue
box.
5. Ctrl and E: Switch a paragraph between
center and left alignment.
6. Ctrl and F: Displays the Find dialog box
to search the current document.
7. Ctrl and G: Displays the Go To dialog
box to search for a specific location in the
current document.
8. Ctrl and H: Displays the Replace
dialogue box.
9. Ctrl and I: Italicize text.
10. Ctrl and J: Switch a paragraph between
justified and left alignment.
11. Ctrl and K: Create a hyperlink.
12. Ctrl and L: Left align a paragraph.
13. Ctrl and M: Indent a paragraph from the
left.
14. Ctrl and N: Create a new document.
15. Ctrl and O: Opens a new document.
16. Ctrl and P: Prints a document.
17. Ctrl and R: Switch the alignment of a
paragraph between left and right.
18. Ctrl and S: Saves a document.
19. Ctrl and U: Underlines text.
20. Ctrl and V: Pastes the copied item or
text.
21. Ctrl and X: Cuts the selected item or
text.
22. Ctrl and Y: Redo the last action.
23. Ctrl and Z: Undo the last action.
24. F1 key: Get help on a selected command
or use the Office assistant.
25. Shift and F1 Key: Review text
formatting.
26. F2 Key: Move text or image.
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27. Shift + F2 Key: Copy text.
28. F3 Key: Insert an autotext entry.
29. Shift + F3 Key: Change the case of the
selected text.
30. F4 Key: Perform last action again.
31. Shift + F4 Key: Perform a Find or Go To
action again.
32. F5 Key: Displays the Go To dialogue
box. You can also get to Find and
Replace from here.
33. Shift + F5 Key: Move to a previous
revision.
34. F6 Key: Go to the next frame or pane.
35. Shift + F6 Key: Go to the previous frame
or pane.
36. F7 Key: Launch the Spell Checker.
37. Shift + F7 Key: Launch the Thesaurus.
38. F8 Key: Extend the current selection.
39. Shift + F8 Key: Shrink the current
selection.
40. F9 Key: Refresh.
41. Shift + F9 Key: Switch between a field
code and its result.
42. F10 Key: Show KeyTips.
43. Shift + F10 Key: Display a Shortcut
Menu (same as right-clicking).
44. F11 Key: Go to the next field.
45. SHIFT + F11 Key: Go to the previous
field.
46. F12 Key: Open Save As, equivalent to
tools menu.
47. Shift + F12 Key: Save document,
equivalent to tools menu.
48. Ctrl and Enter: Insert a page break.
49. Ctrl and F2: Select Print Preview
command.
50. Ctrl and F4: Closes the active window.
51. Ctrl and F6: Opens the next window if
multiple are open
 Word Processing -- Terminology
A 5. Copying: The process of copying will take an
1. Alignment: Alignment refers to the way text
is arranged in the document between the
margins. In horizontal alignment, paragraphs
of text can be left aligned (flush against the
left margin), right aligned (flush against the
right margin), or centered (each line within
the paragraph centered between the margins).
There is a fourth alignment option known as
"justified". Text in a justified paragraph will
be spread evenly across the page and appear
as a block with text lining up on both the left
and right margins.
2. Application: Another word for a software
program. In word processing, the application
is a Word Processor such as Microsoft Word.
3. AutoCorrect: This feature is used to correct
typos and misspelled words. When
AutoCorrect is turned on, common mistakes
are automatically replaced using a default a
list of words that are stored in the word
processing application. The user can also
typically modify the list to include their own
common misspellings.
C
4. Clipboard: The clipboard is a temporary
holding area the computer uses for any item
that has been copied or cut. When an item
such as text is placed on the clipboard, it can
then be pasted elsewhere in the document.
Items will stay on the clipboard until they are
deleted or erased. The manner in which the
clipboard is cleared depends on the
application being used. Quite often, the
clipboard is cleared when another item is cut
or copied or if the application is closed.
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existing item in a document and creates a
duplicate in a new location in the document
(or even in another document). When an item
is copied, it is stored temporarily on the
clipboard waiting to be pasted elsewhere.
6. Cursor/ Insertion Point: The cursor (also
known as the insertion point) is a flashing
vertical bar on the screen that indicates where
entered text or objects will be placed in the
document. To place the cursor to a new
location in your document, you would move
your mouse pointer to the new location and
click the left mouse button once. The flashing
cursor should now appear in the new location
and any text typed or object inserted will be
placed there.
7. Cutting: The process of cutting is used to
move text or objects in a document. Cutting
takes an existing item in a document, removes
it from its current location and stores it on the
clipboard. The item can then be pasted
elsewhere in the document (or even in another
document) as long as it remains on the
clipboard.
D
8. Document: A document is the file that is
created using a word processor. Documents
can contain many different types of items
such as text, images, tables, charts, borders
and clip art.
E
9. Editing: Editing is the process of making
changes or corrections in a document. It
includes alterations to the text itself, moving
or copying items to other locations and
applying formatting options to the document
itself and items within it.
 F I
10. Footer: The footer is an area that appears at
the bottom of every page in a document that
can contain one or more lines of text. One
common use of the footer is to insert the
current page number on every page in the
document.
11. Font: A font is a set of letters and numbers of
one particular typeface. The font includes not
only the typeface, but other characteristics
such as size, spacing and emphasis. An
example of a font would be Arial, 12 point,
italic.
12. Formatting: The process of formatting a
document involves specifying how the
document will look in its final form on the
screen and when printed. Common formatting
options include the font, font size, color,
alignment, spacing, margins and other
properties.
H 17. Landscape: Page orientation refers to the way
13. Header: The header is an area that appears at
the top of every page in a document that can
contain one or more lines of text. One
common use of the header is to include
information about the document (such as the
title) on every page in the document.
14. Highlighting / Selecting: Highlighting (or
Selecting) an object or area of text is typically
the first step to making a change to that item.
When an item is highlighted (or selected) the
next action (whether it be formatting, deleting,
copying, or cutting) will typically only affect
that item. Items are usually highlighted
(selected) using the mouse by clicking in the
starting position (and holding down the mouse
button) and dragging to the end of the area
that you want to select.
15. Indent: The space between the margin of the
page and the text. Most word processors allow
for both left and right indentation. One other
common use of indention is what is known as
a "first line indent" where only the first line of
a paragraph is indented and the remaining
lines of text lie directly against the left margin
of the page.
16. Insertion Point/ Cursor: The insertion point
(also known as the cursor) is a flashing
vertical bar on the screen that indicates where
entered text or objects will be placed in the
document. To place the insertion point to a
new location in your document, you would
move your mouse pointer to the new location
and click the left mouse button once. The
flashing insertion point should now appear in
the new location and any text typed or object
inserted will be placed there.
L
the rectangular page is turned or positioned
for viewing or printing. The two types of
orientation in word processing are portrait and
landscape. Portrait orientation is where the
height of the page is greater than the width.
Landscape orientation, on the other hand, has
a greater width than height (the page is turned
on its side).
18. Legal Size: The term "Legal" in the page
layout area of a word processing application
refers to the size of the paper being used to
print the document. The dimensions of legal
sized paper are 8.5 X 14 inches.
19. Letter Size: The term "Letter" in the page
layout area of a word processing application
refers to the size of the paper being used to
print the document. The dimensions of letter
sized paper are 8.5 X 11 inches.

4|Page- Ian Jay

20. Line Spacing: Line spacing refers to the
amount of white space between lines of text in
a paragraph. Commonly used line spacing
settings are single spaced and double spaced.
M
21. Margin: The margin is the white space
between the edge of the page and where text
or other items can be placed in your
document. Margin settings can be adjusted to
include more or less space around the edge of
the page and left, right, top and bottom
margins can be changed independently of one
another.
22. Menu Bar: The menu bar typically appears at
the top of the word processing application's
window and contains a listing of the main
commands in the form of text. Menu items
that are common among multiple applications
include File, Edit, View and Help. When you
click on one of these items, additional options
appear in a drop-down menu on the screen.
P
23. Paragraph: In a word processing document, a
new paragraph is created each time the enter
key on the keyboard is pressed. A paragraph
can be made up of several lines of text, a
single item, or nothing at all. Microsoft Word
has a view that will show you where each
paragraph in a document begins or ends.
24. Paragraph Spacing: Paragraph spacing refers
to the amount of white space that is left
between paragraphs when the enter key is hit.
Unlike line spacing, paragraph spacing does
not affect the amount of space between lines
of text, but instead, between one paragraph
and the next.
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25. Pasting: After text or another item is cut or
copied it is placed on the clipboard. The
process of pasting takes the item on the
keyboard and places it in current location of
the insertion point.
26. Portrait: If the page layout indicates Portrait
page orientation, the vertical edge of the paper
is larger than the horizontal edge. Portrait
orientation is the most common orientation in
word processing. Landscape (where the
horizontal edge is larger than the vertical
edge) is the other option.
27. Print Preview: Print Preview is a word
processing feature that will show you what
your document will look like on a piece of
paper if it were to be printed.
R
28. Rulers: The rulers appear at the top and side
of the document within the word processing
window and are used to show the position of
the margins, tabs, indents, columns, rows and
other items that are set for the document.
S
29. Scroll Bars: Since many documents are too
long to fit legibly on a single computer screen,
vertical and horizontal scroll bars are included
to allow you to move through the document
and change the area of the document that is
currently being viewed on the screen.
30. Selecting / Highlighting: Selecting (or
Highlighting) an object or area of text is
typically the first step to making a change to
that item. When an item is selected (or
highlighted) the next action (whether it be
formatting, deleting, copying, or cutting) will
typically only affect that item. Items are
usually selected (or highlighted) using the
mouse by clicking in the starting position (and
holding down the mouse button) and dragging
to the end of the area that you want to select.
31. Spelling / Grammar Checker: Most word
processing programs include a utility that
checks for proper spelling and grammar.
Depending on the application being used,
these utilities may run automatically and alert
you to errors as you type (such as in Microsoft
Word) or require you to run the utility
manually. Either way, you typically will be
given options as to whether or not to accept
the changes suggested by the utility. The
exception to this would be if AutoCorrect is
turned on and the item in question appears in
the AutoCorrect listing.
T
32. Tabs: Tabs are used to control the placement
of text on a page. Tab stops can be set within
the ruler at the top of the word processing
window. In addition to the location of a tab
(example: 2 inches in from the left margin),
the type of tab can also be set. Common tab
types include left, right, centered and decimal.
The tab type controls how the text will be
aligned if it is forced to that tab stop. When
the tab key is pressed on the keyboard, the
cursor will move to the next tab stop location.
33. Table: A table is a collection of text, data or
other items that are arranged in columns and
rows.
34. Template: A template is a starting point for a
document that contains initial formatting
options, settings, colors, layout and
placeholders. A typical blank document
begins with the "Normal" template, but
sometimes it is a time saver to begin with a
preformatted template when creating a more
advanced document (such as a brochure or
flyer).
6|Page- Ian Jay
35. Tool bar: A tool bar consists of buttons that
provide a shortcut way of performing a
commonly used function. There are many
different toolbars that exist in word processing
applications, each of which focuses on a
particular topic or category.
36. Typeface: The typeface determines the shape
of the letters and numbers in a document.
Common typefaces include Times New
Roman and Arial. A collection of letters and
numbers of one particular typeface makes up
a Font.
U
37. Undo: The "Undo" command can be used to
reverse the last action (or series of actions)
that you have performed in a document. When
using the Undo command, each item must be
reversed sequentially, meaning that if you
would like to undo the action you took 7
actions ago, you would first need to undo
actions 1 through 6 as well.
W
38. Wizard: A wizard is an interactive feature
built into the word processing application
(particularly in Microsoft Word) that will
walk you step-by-step through a specialized
process. One example of a Wizard included in
Microsoft Word is the Mail Merge Wizard
which provides assistance with automatically
creating letters, mailing labels or envelopes
from a list of names and addresses.
39. Word Processing: Word Processing refers to
the act of using a computer to create, edit,
save and print documents.
40. Word Wrap: Word Wrap refers to the
function of a word processor that will
automatically force text to a new line when
the right margin is reached while typing.
Word Wrap eliminates the need for pressing
the Enter key on the keyboard at the end of
every line.