In the fast-paced world of an Executive PA, mastering Keyboard Shortcuts for Word is essential for saving time and maintaining professional momentum. By using efficient commands, you can accelerate document creation, streamline formatting, and minimise repetitive clicks. Furthermore, having these shortcuts at your fingertips allows you to focus on higher‑value tasks that truly showcase your expertise.

Below are 12 must‑know Keyboard Shortcuts for Word, organised for both Windows and Mac users. Additionally, I’ve included links to Microsoft’s official guides for deeper exploration:

Action	Windows Shortcut	Mac Shortcut
Bold	Ctrl + B	⌘ + B
Italic	Ctrl + I	⌘ + I
Underline	Ctrl + U	⌘ + U
Save Document	Ctrl + S	⌘ + S
Open Document	Ctrl + O	⌘ + O
Print	Ctrl + P	⌘ + P
New Document	Ctrl + N	⌘ + N
Insert Hyperlink	Ctrl + K	⌘ + K
Go to Top of Document	Ctrl + Home	⌘ + ↑
Go to Bottom of Document	Ctrl + End	⌘ + ↓
Find and Replace	Ctrl + H	⌘ + Shift + H
Navigate Between Headings	Ctrl + Alt + 1/2/3	⌘ + Option + 1/2/3

For more shortcuts and customization options, visit Microsoft’s Word shortcut reference: support.microsoft.com/word-shortcuts and learn about Find and Replace with wildcards here: support.microsoft.com/wildcards.

Why Use Keyboard Shortcuts for Word?

First, shortcuts dramatically reduce mouse dependency. Consequently, you maintain your writing flow without interruption. Moreover, shortcuts such as Save (Ctrl + S/⌘ + S) become second nature, protecting your work effortlessly. Therefore, integrating these commands into daily practice is invaluable for productivity.

Pro Tip: Advanced Find & Replace

Combine “Find” (Ctrl + F/⌘ + F) with wildcards in Replace (Ctrl + H/⌘ + Shift + H) to perform complex edits in seconds.

What are Wildcards? Wildcards let you search for patterns rather than exact text. For example:

• ? matches any single character (e.g., b?g finds “big,” “bag,” “bug”).
• * matches any sequence of characters (e.g., pre*tion finds “presentation,” “precaution,” “preparation”).
• Use ranges like [A-Z] to match any uppercase letter or [0-9] for digits.

Enable wildcards in Word’s Replace dialog by clicking More >> and checking Use wildcards, then enter your pattern and replacement.

Customising Your Shortcuts

Additionally, Word lets you customise shortcuts under File > Options > Customize Ribbon > Keyboard shortcuts. There, you can assign or reassign commands to suit your unique workflow. By tailoring shortcuts, you ensure maximum efficiency and a personal touch that fits your working style.

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