Our list of common keyboard shortcuts for Microsoft Office for Mac will help you get your work done faster.
Keyboard shortcuts save time no matter what type of computer you use. To help you work faster, here is a list of commonly-used shortcuts for Microsoft Office on Mac. We have included OneNote, Outlook, Excel, PowerPoint, Word, and some basic universal shortcuts to start with. We'll even show you how to create your own custom keyboard shortcuts.
So, if you’ve been wondering which Mac Excel shortcuts can help you move through spreadsheets quicker or which Mac Word shortcuts can help you format text faster, we’ve got you covered.
Shortcut (Mac)
Action
Basic Shortcuts Across Applications
Cmd + P or Ctrl + P
Print
Cmd + F
Find
Cmd + X or Ctrl + X
Cut
Cmd + C or Ctrl + C
Copy
Cmd + V or Ctrl + V
Paste
Cmd + S or Ctrl + S
Save
Cmd + Z or Ctrl + Z
Undo
Cmd + Y or Ctrl + Y or Cmd + Shift + Z
Redo
Cmd + Ctrl + R
Minimize or maximize the ribbon
Microsoft OneNote
Option + Tab
Switch between notebook sections
Cmd + Shift + Up Arrow
Move selected paragraphs up
Cmd + Shift + Down Arrow
Move selected paragraphs down
Cmd + Shift + Left Arrow
Move selected paragraphs left
Ctrl + Tab [ + Use arrow keys to move up or down]
Switch between pages
Shift + Return
Insert a line break
Cmd + D
Insert the current date
Cmd + Shift + Down Arrow
Insert the current date and time
Cmd + K
Insert a link
Option + Delete
Delete the word to the left
Fn + Option + Delete
Delete the word to the right
Ctrl + G
View a list of open notebooks
Cmd + Option + F
Search all notebooks
Cmd + N
Create a notebook page
Cmd + Shift + M
Move a page
Cmd + Shift + C
Copy a page
Microsoft Outlook – Email
Cmd + N
Create a message
Cmd + S
Save the open message to Drafts
Cmd + Return
Send the open message
Cmd + E
Add an attachment to the open message
Cmd + K
Send and receive all messages
Cmd + R
Reply to the message
Shift + Cmd + R
Reply to all
Cmd + J
Forward the message
Microsoft Outlook – Calendar, Notes, Tasks, and Contacts
Cmd + N
Create an event, note, task, or contact
Cmd + O (letter O)
Open the selected event, note, task, or contact
Delete
Delete the selected event, note, task, or contact
Shift + Ctrl + [
Navigate to the previous pane
Shift + Ctrl + ]
Navigate to the next pane
Cmd + T
Switch the calendar view to include today
Cmd + J
Send the note as an email
Microsoft Outlook – Flagging Messages, Tasks, and Contacts
Ctrl + 1
Today
Ctrl + 2
Tomorrow
Ctrl + 3
This week
Ctrl + 4
Next week
Ctrl + 5
No due date
Ctrl + 6
Custom due date
Ctrl + =
Add a reminder
0 (zero)
Mark complete
Microsoft Excel
Ctrl + Shift + =
Insert cells
Cmd + – or Ctrl + –
Delete cells
Cmd + Shift + K
Group selected cells
Cmd + Shift + J
Ungroup selected cells
Cmd + K or Ctrl + K
Insert a hyperlink
Cmd + D or Ctrl + D
Fill down
Cmd + R or Ctrl + R
Fill right
Ctrl + ; (semicolon)
Enter the date
Cmd + ; (semicolon)
Enter the time
Cmd + Shift + * (asterisk)
Select only visible cells
Shift + Delete
Select only the active cell when multiple cells are selected
Shift + Spacebar
Select the row
Ctrl + 9
Hide rows
Ctrl + Shift + (
Unhide rows
Ctrl + Spacebar
Select the column
Ctrl + 0 (zero)
Hide columns
Ctrl + Shift + )
Unhide columns
Shift + Return
Complete an entry and move up
Tab
Complete an entry and move right
Shift + Tab
Complete an entry and move left
Esc
Cancel an entry
Shift + F2
Insert, open, or edit a comment
Ctrl + Delete
Scroll to the active cell in a worksheet
Tab
Move between unlocked cells on a protected worksheet
Ctrl + Page Down or Option + Right Arrow
Move to the next sheet in a workbook
Ctrl + Page Up or Option + Left Arrow
Move to the previous sheet in a workbook
Home or Fn + Left Arrow
Move to the beginning of the row
Ctrl + Home or Ctrl + Fn + Left Arrow
Move to the beginning of the sheet
Ctrl + End or Ctrl + Fn + Right Arrow
Move to the last cell in use on the sheet
Page Up or Fn + Up Arrow
Move up one screen
Page Down or Fn + Down Arrow
Move down one screen
Option + Page Up or Fn + Option + Up Arrow
Move left one screen
Option + Page Down or Fn + Option + Down Arrow
Move right one screen
Microsoft PowerPoint
Cmd + N
Create a presentation
Cmd + O (letter O)
Open a presentation
Cmd + W
Close a presentation
Cmd + P
Print a presentation
Cmd + S
Save a presentation
Cmd + Shift + N or Ctrl + N
Insert a slide
Cmd + Shift + Return
Play from the first slide
Cmd + Return
Play from the current slide
Esc or Cmd + . (period) or – (hyphen)
End the slide show
Ctrl + H
Hide the pointer
Cmd + 1
Normal view
Cmd + 2
Slider sorter view
Cmd + 3
Notes page view
Cmd + 4
Outline view
Cmd + Ctrl + F
Full screen view
Option + Return
Presenter view
B
Turn the screen black while in presentation mode
W
Turn the screen white while in presentation mode
Microsoft Word
Cmd + E
Center a paragraph
Cmd + J
Justify a paragraph
Cmd + L
Left align a paragraph
Cmd + R
Right align a paragraph
Cmd + Shift + >
Increase font size
Cmd + Shift + <
Decrease font size
Cmd + Shift + A
Apply all capital letters
Cmd + B
Apply bold
Cmd + I (letter I)
Apply italics
Cmd + U
Apply underline
Cmd + Shift + D
Apply double underline
Cmd + 1
Single-spacing
Cmd + 2
Double-spacing
Cmd + 5
1.5 line-spacing
Shift + Return
Insert a line break
Shift + Enter
Insert a page break
Cmd + Shift + Enter
Insert a column break
Option + G
Insert a copyright symbol
Option + 2
Insert a trademark symbol
Option + R
Insert a registered trademark symbol
Option + ; (semicolon)
Insert an ellipsis
Cmd + Shift + N
Apply style – Normal
Cmd + Shift + L
Apply style – List
Cmd + Option + 1
Apply style – Heading 1
Cmd + Option + 2
Apply style – Heading 2
Cmd + Option + 3
Apply style – Heading 3
Microsoft Word allows for updates to the keyboard shortcuts, unlike the other Office 2016 applications. And, the process is simple as well as sensible if you use Word regularly.
Open a Word document and—on the Mac menu, not the menu within Word—select Tools > Customize Keyboard. Then choose a category and a command. If a current shortcut exists, it will display in the Current Keys area.
To delete it, just select it and click Remove. To add a new shortcut, enter your desired keys to the Press new keyboard shortcut section. You can decide to save your changes in your current document or the Word document template. Then hit OK.
Many choose to add keyboard shortcuts to their Mac and apply them to specific applications, which can be done only if there are no conflicts. You can do this by going to System Preferences > Keyboard > Shortcuts > App Shortcuts. You then click the plus sign, select your application, enter a menu command, and include the shortcut.
However again, this will only work if there is no conflict and personally, I have not been successful at using this method, yet.
It would be amazing if we could all memorize hundreds of keyboard shortcuts. This is not possible for most, so we stick with those we use constantly. They become such a habit that it is almost automatic. But it's also always great to learn new ones.
For additional shortcuts, check out these most useful Mac keyboard shortcuts.
Image Credit: Dedi Grigoroiu/Shutterstock
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With her BS in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She then decided to follow her dream and now writes about technology full-time.
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