Microsoft Word - Print A List Of Word's Shortcut Keys As A Handy Reference Tool

To help you work more efficiently, Word offers an extensive collection of keyboard shortcuts that you can use to perform common operations. There are a number of ways to find out which keyboard shortcuts correspond to various Word commands. For example, you can refer to the Screen Tips associated with toolbar buttons, or you can use the Help feature to locate categorical listings of Word's shortcut keys. However, many users find it more helpful to keep a printed list of shortcut keys near their systems for quick and easy reference. If you're one of these users, we have good news for you. Word offers two little-known utilities that you can use to print lists of shortcut keys. One utility prints a complete list of Word's default shortcut key assignments, and the other prints a list of a document or template's shortcut keys.

What's on the menu?

The techniques we'll discuss both achieve a similar goal, but each uses a very different procedure to produce the finished product. To print a list of Word's default keyboard shortcuts, you'll need to run Word's built-in ListCommands macro to create the list. Once the list has been created, you can then save it or print it as you would any other document.

On the other hand, to print a list of Word's custom keyboard shortcuts, you don't need to access any macros. Instead, you just need to modify one of Word's printer settings in the Print dialog box.

First, we'll walk you step-by-step through each procedure. Then we'll point you to a few bonus tricks that you can use to print additional document-specific information other than keyboard shortcuts. Let's get started.

Print a list of Word's default shortcut keys

You can print a list of Word's default shortcut keys by running its built-in ListCommands macro. This macro generates a table that lists each of Word's built-in-commands, as well as the shortcut keys and menu locations, if any, that correspond to each.

To run the ListCommands macro, choose Tools | Macro | Macros from Word's menu bar to open the Macros dialog box. In the Macros dialog box, choose Word Commands from the Macros In dropdown list. Next, select the ListCommands item in the Macro Name list box, and then click Run.

In the resulting List Commands dialog box choose the Current Menu And Keyboard Settings option button. Choosing this option causes Word to include only those built-in commands that are currently assigned to a menu command and/or shortcut key. Commands that aren't accessible via a shortcut key or keyboard command are omitted from the list. However, if you'd like to include unassigned commands as well as assigned commands, just choose the All Word Commands option button instead.

When you've chosen the desired option button, click OK. The ListCommands macro proceeds to run behind the scenes, generating a table that lists the keyboard shortcuts and menu locations for each Word command that uses one.

The table is organized alphabetically by command name. To determine a command's keyboard shortcut, first locate it in the Command Name column. The command's keyboard shortcut is the combination of keys listed in its corresponding Modifiers and Key columns. Simply press these keys simultaneously to execute the command. You can also determine the menu, submenu, or toolbar on which a command is located by referring to the command name's corresponding Menu column.

At this point, you can print the table or save it as you would any other document for later reference. We recommend doing both. Keep a printed copy near your computer--this copy will be easy to leaf through and annotate. However, there's good reason to save an electronic copy of the document on your system, too. You'll notice that the items in the table's Command Names column use programmatic command names rather than the userfriendly command names that you're accustomed to seeing on Word's menus and toolbars. It usually takes just a minimal amount of detective work to determine the command name that corresponds to the feature you're looking for. However, if you're having trouble finding the command you're looking for, you can easily search it out using your electronic copy and Word's Find utility. To access the Find utility, choose Edit | Find from the menu bar or simply press [Ctrl]F.

Print a list of custom shortcut keys

If you work with custom templates, toolbars, styles and the like, then chances are you've assigned custom shortcut keys to the features you use most often. For example, custom shortcut keys are an especially efficient way to quickly apply styles or execute macros.

You can easily print a list of the custom keyboard shortcuts that you've saved to a global template like the template, or to a custom template or document. To do so, choose File | Print from the menu bar to access the Print dialog box. In the Print dialog box, choose Key Assignments from the Print What dropdown list, and then click OK. (If you're using Word 2001, choose Microsoft Word in the command collection dropdown list, and then choose Key Assignments from the Print dropdown list in the resulting command collection.)

Word proceeds to print a report that lists the custom keyboard shortcuts (if any) that you've saved to the document, the template it's based on, and the active global template. You'll find that a list of custom keyboard shortcuts makes an especially handy training tool to help new employees get up to speed using your company's custom templates. And by the way--custom shortcut keys aren't the only things the Print What command can help you to print. For more information about this command's additional abilities, see the tip Print specific document elements with the Print What command.

Stay informed

Word provides all sorts of user assistance tools designed to help you learn the ropes quickly and to work more efficiently. However, some of these tools are easier to find than others. Among these are Word's keyboard shortcut lists. Now that you know how to gain quick access to keyboard shortcut information, you'll be able to streamline your work habits so you'll be able to keep both hands on the keyboard.

Go back