Accessibility features in PowerPoint

Microsoft PowerPoint includes features that make the software accessible to a wider range of users, including those who have limited dexterity, low vision, or other disabilities.

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Magnification and print options

View slides in high contrast

Displaying slides in high contrast is supported by Microsoft Windows 98, Microsoft Windows 2000, Microsoft Windows Millennium Edition, or later.

On the Windows Start menu, point to Settings, and then click Control Panel.
Double-click the Accessibility Options icon.
On the Display tab, select the Use High Contrast check box.
Click OK.
On the View menu in Microsoft PowerPoint, point to Color/Grayscale, and then click High Contrast.

Note The high-contrast setting works for viewing slides and thumbnails in normal and slide sorter view. In slide show view, slides are displayed as you have designed them. High contrast is a screen-only setting; it does not affect the actual presentation, nor does it apply to the printed presentation.

Print a presentation in pure black and white

This process does not change colors or design in the original color presentation.

On the View menu, point to Color/Grayscale, and then click Grayscale or Pure Black and White.
Do one of the following:
- To adjust the look of any object, right-click the object, point to Grayscale or Black and White Setting on the shortcut menu, and then click the option you want.
- To select multiple objects, hold down SHIFT while you right-click each object, point to Grayscale or Black and White Setting on the shortcut menu, and then click the option you want.

Note You can apply different grayscale or black-and-white settings to different objects on the same slide.

Zoom in or out of a slide

On the Standard toolbar, click the arrow next to the Zoom box , and then click the magnification you want.

Tip

Click Fit to display the entire slide in the slide pane.

Scroll and zoom by using the Microsoft IntelliMouse pointing device

Do any of the following:

To scroll up or down, rotate the wheel forward or backward.
To zoom in or out, hold down CTRL as you rotate the wheel forward or backward.
To expand or collapse an outline, point to a heading, and then hold down SHIFT as you rotate the wheel forward or backward.

Note For information about changing options and to view troubleshooting tips for the Microsoft IntelliMouse, see the IntelliPoint Online User's Guide.

Toolbar and menu options

Create a toolbar

On the Tools menu, click Customize.
Click the Toolbars tab.
Click New.
In the Toolbar name box, type the name you want, and then click OK.
Click the Commands tab.
Do one of the following:
Add a button to the toolbar
1. Click a category in the Categories box.
2. Drag the command you want from the Commands box to the displayed toolbar.
Add a built-in menu to the toolbar
1. Click Built-in Menus in the Categories box.
2. Drag the menu you want from the Commands box to the displayed toolbar.
When you have added all the buttons and menus you want, click Close.

Note In Microsoft Access, custom toolbars that you create are specific to the Access data file. If you want to use a custom toolbar in a different Access data file, you must re-create or import the custom toolbar.

Add a separator bar between toolbar buttons

You can add a separator bar before the first and after the last item in a group to distinguish the group from other buttons and menus on a toolbar.

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the Tools menu, click Customize.
To add a separator bar, keep the Customize dialog box open, right-click the button you want on the toolbar, and then click Begin a Group. A separator bar is added to the left of the button on a horizontal toolbar, and above a button on a vertical docked toolbar.
To remove a separator bar between two buttons, drag one button closer to the other.

Increase the size of toolbar buttons

On the Tools menu, click Customize.
Click the Options tab.
Select the Large icons check box.

Change the width of a drop-down list box on a toolbar

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the Tools menu, click Customize.
With the Customize dialog box open, click the list box you want to change ù for example, the Font or Font Size box on the Formatting toolbar.
Point to the left or right edge of the box. When the pointer changes to a double-headed arrow, drag the edge of the box to change its width.

Add a button to a toolbar

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
Click the Toolbar Options arrow .
Point to Add or Remove Buttons.
Point to the name of the toolbar.
Click the button you want to add. You can also add to a toolbar a button that is not on the list.
How?
1. On the Tools menu, click Customize.
2. Click the Commands tab.
3. In the Categories box, click a category for the command you want the button to perform.
4. Drag the command or macro you want from the Commands box to the displayed toolbar.

Add a built-in menu to a toolbar

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
  In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the Tools menu, click Customize.
Click the Commands tab.
In the Categories box, click Built-in Menus.
Drag the menu you want from the Commands box to the displayed toolbar.

Add a custom menu to a toolbar

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the Tools menu, click Customize.
Click the Commands tab.
In the Categories box, click New Menu.
Drag New Menu from the Commands box to the displayed toolbar.
Right-click the new menu on the toolbar, type a name in the Name box on the shortcut menu, and then press ENTER.
To add a command to the custom menu, click a category in the Categories box, and then drag the command from the Commands box to the empty box in the custom menu.

Add a command to a menu

If the menu you want to change is on a toolbar, make sure the toolbar is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the View menu, point to Toolbars.
Click Customize, and then click the Commands tab.
In the Categories box, click a category for the command.
Drag the command you want from the Commands box and, without releasing the mouse, rest it over the menu you want to change. When the menu displays a list of commands, point to where you want the command to appear, and then release the mouse.

Show all the buttons on a toolbar

Use the move handle on the toolbar to drag the toolbar to its own row. You can also move the toolbar to a location other than the edge of the program window so that the toolbar becomes a floating toolbar.

Show all the commands on menus

On any toolbar, click the Toolbar Options arrow.
Point to Add or Remove Buttons.
Click Customize.
Click the Options tab.
Select the Always show full menus box.

Note

The Always show full menus box affects all of your Microsoft Office programs.

Restore original settings for a menu

On the View menu, point to Toolbars, and then click Customize.
Right-click the menu you want to restore, and then click Reset on the shortcut menu.

Note The Reset command restores the built-in menu to its original image, commands, and submenus.

Restore original buttons and menus on a built-in toolbar

On the View menu, point to Toolbars, and then click Customize.
Click the Toolbars tab.
In the Toolbars box, click the name of the toolbar you want to restore.
Click Reset.

Notes

You cannot reset a custom toolbar.
As you work with Microsoft Office, the menus and toolbars are personalized to show the commands that you use most often. If you want, you can return the toolbar and menu display to the state it was in when you first started using Office.

Restore original settings for a built-in toolbar button or menu command

Make sure the toolbar you want to change is visible.
How?
1. On the View menu, point to Toolbars.
2. Click the toolbar you want to display, or, to view more toolbars, click Customize.
3. In the Customize dialog box, click the Toolbars tab, then double-click the toolbar you want to display.
On the View menu, point to Toolbars, and then click Customize.
Do one of the following:
- To restore a toolbar button, right-click the button, and then click Reset on the shortcut menu.
- To restore a menu command, click the menu that contains the command, right-click the command, and then click Reset on the shortcut menu.

Notes

The Reset command restores the built-in toolbar button or menu command to its original image, name, and command.
The Reset command isn't available for a button that displays a list when clicked.

Show default toolbar buttons and menu commands

On the View menu, point to Toolbars, and then click Customize.
Click the Options tab.
Click Reset my usage data.

Notes

The Reset my usage data button affects the buttons shown on a built-in toolbar only if it is not wide enough to display all the buttons. It affects the menu commands shown on the short version of built-in menus only if you have the Always show full menus box cleared on the Options tab in the Customize dialog box.
The Reset my usage data button affects only the toolbar buttons and menu commands of the Microsoft Office program in which the button is clicked.
The Reset my usage data button does not change the location of toolbars, does not remove any buttons or commands you've added by using the Customize dialog box, and does not add buttons or commands you've deleted.

Automation features

Copy formatting

Select the text that has the style you want to copy.
On the Formatting toolbar, click Format Painter , and then select the text to which you want to apply the formatting.

Note You can't copy the font and font size on WordArt text.

Tip

You can apply the formatting to several text selections in succession. First, select the text whose style you want to copy, double-click Format Painter , and then select each block of text, one by one, that you want to apply the formatting to.

Correct capitalization and spelling

On the Tools menu, click AutoCorrect, and then click the AutoCorrect tab.
Do one or more of the following:
- To turn the capitalization options on or off, select or clear any of these check boxes:
  - Correct TWo INitial CApitals
  - Capitalize first letter of sentences
  - Capitalize first letter of table cells
  - Capitalize names of days
  - Correct accidental use of cAPS LOCK key
- To turn text entries for misspellings and typos on or off, select or clear the Replace text as you type check box.

Tip

You can also turn off AutoCorrect settings by using the menu displayed by the AutoCorrect Options button , which appears when you rest the mouse pointer near text that was just corrected. On the button menu, click Stop (capitalizing or correcting) for the type of correction that was made. This turns off the relevant capitalization option or deletes the relevant spelling entry in the AutoCorrect dialog box.

Format punctuation marks, symbols, and lists

AutoFormat options include automatic changes that Microsoft PowerPoint makes to the look of your text, such as changing fraction characters to a fraction symbol or formatting Internet paths as hyperlinks.

On the Tools menu, click AutoCorrect Options, and then click the AutoFormat As You Type tab.
Select or clear any of the automatic formatting options you want to turn on or off.

Resize text

Turning AutoFit on or off for body text also turns it on or off for text in the notes pane.

On the Tools menu, click AutoCorrect Options.
Click the AutoFormat As You Type tab.
Do any of the following:
Turn AutoFit on or off for title text
- Under Apply as you type, select or clear the AutoFit title text to placeholder check box.
Turn AutoFit on or off for body text
- Under Apply as you type, select or clear the AutoFit body text to placeholder check box.

Tip

You can turn off text AutoFit temporarily from the AutoFit Options button menu.

Keyboard shortcuts for drawing objects

Insert a shape

Press ALT+U to choose AutoShape on the Drawing toolbar.
Use the arrow keys to move through the categories of AutoShapes, and select the AutoShape you want.
Press CTRL+ENTER.

Note To edit the AutoShape, select the AutoShape, and then use the keyboard to choose AutoShape on the Format menu. Select the options you want on the available tabs.

Insert a text box

Use the keyboard to choose Text Box on the Insert menu.
Press CTRL+ENTER.
Type the text you want in the text box.
When you are finished typing and want to switch back to editing text in your slide, press SHIFT+F10, choose Exit Edit Text on the shortcut menu, and then press ESC.

Note To format the text box (to add a fill color or change the size, for example) select the text box, choose Text Box on the Format menu, and then select the options you want on the available tabs.

Insert WordArt

Use the keyboard to choose WordArt on the Insert menu, Picture submenu.
Use the arrow keys to select the WordArt style you want, and then press ENTER.
Type the text you want, and then use the TAB key to select other options in the dialog box.
Press ENTER to insert the WordArt.

Note To edit the WordArt, select the object, choose WordArt on the Format menu, and then select the options you want on the available tabs.

Select a shape

Note If your insertion point is within text, press ESC.

Do one of the following:

Select a single shape

To select a single shape, press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the object you want to select.
Select more than one shape
1. If it is not on your Drawing toolbar, add the Select Multiple Objects button.
  How?
  1. Press ALT+F , and then press CTRL+TAB until you select the Drawing toolbar.
  2. Press the RIGHT ARROW key until you reach the More Buttons arrow.
  3. Press the DOWN ARROW key. The Add or Remove Buttons menu will appear.
  4. Press the DOWN ARROW key, press the RIGHT ARROW key, and then press TAB until you reach the Select Multiple Objects button, and then press ENTER.
2. On the Drawing toolbar, click Select Multiple Objects .
3. Select the checkbox next to the object or objects you want, and then tab to OK and press ENTER.

Rotate a shape, picture, or WordArt

Select the AutoShape, picture, or WordArt you want to rotate.
On the Format menu, use the keyboard to choose the command for the type of object you selected ù for example, AutoShape or Text Box ù and then select the Size tab.
Under Size and rotate, use the TAB key to select Rotation, and then type the amount of rotation you want.
To preview the rotation, choose Preview.
You might have to move the dialog box in order to preview.

Show or hide a grid or guides

SHIFT+F9

Show or hide the grid

ALT+F9

Show or hide guides

CTRL+G

Change grid or guide settings

Change the position of a shape, picture, or WordArt on a slide

Select the AutoShape, picture, or WordArt you want to change.
On the Format menu, use the keyboard to choose the command for the type of object you selected ù for example, AutoShape or Text Box ù and then select the Position tab.
Under Position on slide, select the options you want.
To preview the change, choose Preview.
You might have to move the dialog box in order to preview.

Change the size of a shape, picture, or WordArt

Select the AutoShape, picture, or WordArt you want to change.
On the Format menu, use the keyboard to choose the command for the type of object you selected ù for example, AutoShape or Text Box ù and then select the Size tab.
Select the options you want.
To preview the changes, choose Preview.
You might have to move the dialog box in order to preview the drawing object.

Copy the attributes of a shape

Select the AutoShape with the attributes you want to copy.
If you select an AutoShape with attached text, you copy the look and style of the text as well as the attributes of the AutoShape.
Press CTRL+SHIFT+C to copy the object attributes.
Press the TAB key or SHIFT+TAB to select the object you want to copy the attributes to.
Press CTRL+SHIFT+V.

Keyboard shortcuts for common Microsoft PowerPoint tasks

Move between panes

F6: Move clockwise among panes of normal view
SHIFT+F6: Move counterclockwise among panes of normal view
CTRL+SHIFT+TAB: Switch between Slides and Outline tabs of the Outline and Slides pane in normal view

Create and edit presentations

CTRL+N: Create a new presentation
CTRL+M: Insert a new slide
CTRL+D: Make a copy of the selected slide
CTRL+O: Open a presentation
CTRL+W: Close a presentation
CTRL+P: Print a presentation
CTRL+S: Save a presentation
F5: Run a presentation
ALT+F4: Quit PowerPoint
CTRL+F: Find text
CTRL+H: Replace text
CTRL+K: Insert a hyperlink
F7: Check spelling
ESC: Cancel a menu or dialog box action
CTRL+Z: Undo an action
CTRL+Y: Redo or repeat an action

Work in an outline

ALT+SHIFT+LEFT ARROW: Promote a paragraph
ALT+SHIFT+RIGHT ARROW: Demote a paragraph
ALT+SHIFT+UP ARROW: Move selected paragraphs up
ALT+SHIFT+DOWN ARROW: Move selected paragraphs down
ALT+SHIFT+1: Show heading level 1
ALT+SHIFT+PLUS SIGN: Expand text below a heading
ALT+SHIFT+MINUS SIGN: Collapse text below a heading
ALT+SHIFT+A: Show all or collapse all text or headings
SLASH (/) on the numeric keypad: Turn character formatting on or off

Select text and objects

SHIFT+RIGHT ARROW: One character to the right
SHIFT+LEFT ARROW: One character to the left
CTRL+SHIFT+RIGHT ARROW: To the end of a word
CTRL+SHIFT+LEFT ARROW: To the beginning of a word
SHIFT+UP ARROW: One line up
SHIFT+DOWN ARROW: One line down
ESC: An object (with text selected inside the object)
TAB or SHIFT+TAB until the object you want is selected: An object (with an object selected)
ENTER: Text within an object (with an object selected)
CTRL+A (on the Slides tab): All objects
CTRL+A (in slide sorter view): All slides
CTRL+A (on the Outline tab): All text

Delete and copy text and objects

BACKSPACE: Delete one character to the left
CTRL+BACKSPACE: Delete one word to the left
DELETE: Delete one character to the right
CTRL+DELETE: Delete one word to the right
CTRL+X: Cut selected object
CTRL+C: Copy selected object
CTRL+V: Paste cut or copied object
CTRL+Z: Undo the last action

Move around in text

LEFT ARROW: One character to the left
RIGHT ARROW: One character to the right
UP ARROW: One line up
DOWN ARROW: One line down
CTRL+LEFT ARROW: One word to the left
CTRL+RIGHT ARROW: One word to the right
END: To the end of a line
HOME: To the beginning of a line
CTRL+UP ARROW: Up one paragraph
CTRL+DOWN ARROW: Down one paragraph
CTRL+END: To the end of a text box
CTRL+HOME: To the beginning of a text box
CTRL+ENTER: To the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.
SHIFT+F4: To repeat the last Find action

Move around in and work on tables

TAB: Move to the next cell
SHIFT+TAB: Move to the preceding cell
DOWN ARROW: Move to the next row
UP ARROW: Move to the preceding row
CTRL+TAB: Insert a tab in a cell
ENTER: Start a new paragraph
TAB at the end of the last row: Add a new row at the bottom of the table

Format and align characters and paragraphs

Change or resize the font

CTRL+SHIFT+F: Change the font
CTRL+SHIFT+P: Change the font size
CTRL+SHIFT+>: Increase the font size
CTRL+SHIFT+<: Decrease the font size

Apply character formats

CTRL+T: Change the formatting of characters (Font command, Format menu) between sentence, lowercase, or uppercase
SHIFT+F3: Change the case of letters
CTRL+B: Apply bold formatting
CTRL+U: Apply an underline
CTRL+I: Apply italic formatting
CTRL+EQUAL SIGN: Apply subscript formatting (automatic spacing)
CTRL+SHIFT+PLUS SIGN: Apply superscript formatting (automatic spacing)
CTRL+SPACEBAR: Remove manual character formatting, such as subscript and superscript

Copy text formats

CTRL+SHIFT+C: Copy formats
CTRL+SHIFT+V: Paste formats

Align paragraphs

CTRL+E: Center a paragraph
CTRL+J: Justify a paragraph
CTRL+L: Left align a paragraph
CTRL+R: Right align a paragraph

Run a slide show presentation

You can use the following shortcut keys while running your slide show presentation in full-screen mode.

N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or the SPACEBAR (or click the mouse): Perform the next animation or advance to the next slide
P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE: Perform the previous animation or return to the previous slide
number+ENTER: Go to slide number
B or PERIOD: Display a black screen, or return to the slide show from a black screen
W or COMMA: Display a white screen, or return to the slide show from a white screen
S or PLUS SIGN: Stop or restart an automatic slide show
ESC, CTRL+BREAK, or HYPHEN: End a slide show
E: Erase on-screen annotations
H: Go to the next hidden slide
T: Set new timings while rehearsing
O: Use original timings while rehearsing
M: Use mouse-click to advance while rehearsing
1+ENTER (or press both mouse buttons for 2 seconds): Return to the first slide
CTRL+P: Redisplay hidden pointer and/or change the pointer to a pen
CTRL+A: Redisplay hidden pointer and/or change the pointer to an arrow
CTRL+H: Hide the pointer and navigation button immediately
CTRL+U: Hide the pointer and navigation button in 15 seconds
SHIFT+F10 (or right-click): Display the shortcut menu
TAB: Go to the first or next hyperlink on a slide
SHIFT+TAB: Go to the last or previous hyperlink on a slide
ENTER while a hyperlink is selected: Perform the "mouse click" behavior of the selected hyperlink
SHIFT+ENTER while a hyperlink is selected: Perform the "mouse over" behavior of the selected hyperlink

Tip

You can press F1 during a slide show to see a list of controls.

Browse hyperlinks in a slide show presentation

TAB: Go to the first or next hyperlink per slide
SHIFT+TAB: Go to the last or previous hyperlink per slide
ENTER while a hyperlink is selected: Perform the "mouse click" behavior of the selected hyperlink
SHIFT+ENTER while a hyperlink is selected: Perform the "mouse over" behavior of the selected hyperlink

Browse Web presentations

The following keys are for viewing your Web presentation in Microsoft Internet Explorer 4.0 or later.

TAB: Move forward through the hyperlinks in a Web presentation, the Address bar, and the Links bar
SHIFT+TAB: Move back through the hyperlinks in a Web presentation, the Address bar, and the Links bar
ENTER: Perform the "mouse click" behavior of the selected hyperlink
SPACEBAR: Go to the next slide
BACKSPACE: Go to the previous slide

Send a presentation in an e-mail

Use the following keys (if you are sending the presentation as the body of the message) when the e-mail header is active. To activate the e-mail header, press SHIFT+TAB as many times as necessary. (If text within a text box is selected, you must first press F2 to select the text box before pressing SHIFT+TAB.)

ALT+S: Send the current presentation as an e-mail message
CTRL+SHIFT+B: Open the Address Book
ALT+K: Check the names on the To, Cc, and Bcc lines against the Address Book
TAB: Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active
SHIFT+TAB: Select the previous field or button in the e-mail header

Keyboard shortcuts for Online Help and the Microsoft Office Assistant

Display and use the Office Assistant

To perform the following actions, the Microsoft Office Assistant must be turned on and visible. To turn on or show the Office Assistant, press ALT+H to open the Help menu, and then press O. With the Assistant visible, press F1 to display the Assistant balloon.

F1: Display the Assistant balloon (if the Assistant is turned off, F1 opens the Help window)

In the Assistant balloon

ALT+number: Select a Help topic from the list the Assistant displays. ALT+1 is the first topic, ALT+2 is the second, and so on.
ALT+DOWN ARROW: Display more Help topics in the Assistant list
ALT+UP ARROW: Display previous Help topics in the Assistant list
ESC: Close an Assistant message or a tip

In some wizards or dialog boxes

TAB: Move to the Help button in the wizard
SPACEBAR, with the Help button selected: Show the Assistant in a wizard or dialog box. To hide the Assistant, press SPACEBAR again. Note that not all wizards or dialog boxes have Help provided by the Assistant.

Note If you use a screen review utility or other accessibility aid, you'll get the best results with Help if you enter questions in the Answer Wizard tab in the Help window rather than in the Office Assistant balloon or in the Ask a Question box.

Display and use the Help window

To use the Help window, the Microsoft Office Assistant must be turned off. To turn off the Assistant, press F1 to display the Assistant. Press ALT+O to open the Options tab in the Office Assistant dialog box. Press ALT+U to clear the Use the Office Assistant check box, and then press ENTER. Press F1 to display the Help window.

F1: Display the Help window if the Assistant is turned off (if the Assistant is turned on, F1 displays the Assistant balloon).

In the Help window

F6: Switch between the Help topic and the Contents, Answer Wizard, Index pane
TAB: Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic
SHIFT+TAB: Select the previous hidden text or hyperlink, or the Browser View button at the top of a Microsoft Office Web site article
ENTER: Perform the action for the selected Show All, Hide All, hidden text, or hyperlink
ALT+O: Display the Options menu to access any Help toolbar command
ALT+O, and then press T: Hide or show the pane with the Contents, Answer Wizard, and Index tabs
ALT+O, and then press B: Display the previously viewed topic
ALT+O, and then press F: Display the next topic in a previously displayed sequence of topics
ALT+O, and then press H: Return to the specified home page
ALT+O, and then press S: Stop the Help window from opening a Help topic (useful if you want to stop a Web page from downloading)
ALT+O, and then press I: Open the Internet Options dialog box for Microsoft Internet Explorer, where you can change accessibility settings
ALT+O, and then press R: Refresh the topic (useful if you have linked to a Web page)
ALT+O, and then press P: Print all topics in a book or a selected topic only
ALT+F4: Close the Help window

Use the Contents, Answer Wizard, Index pane

Press F6 to switch from the Help topic to the Contents, Answer Wizard, Index pane.

CTRL+TAB: Switch to the next tab
ALT+C: Switch to the Contents tab
ALT+A: Switch to the Answer Wizard tab
ALT+I: Switch to the Index tab
ENTER: Open a selected book or Help topic
DOWN ARROW: Select the next book or Help topic
UP ARROW: Select the previous book or Help topic
SHIFT+F10: Display a shortcut menu

Note If you use a screen review utility or other accessibility aid, you'll get the best results with Help if you enter questions in the Answer Wizard tab in the Help window rather than in the Microsoft Office Assistant balloon or in the Ask a Question box.

Use the topic pane

Press F6 to switch from the Contents, Answer Wizard, Index pane to the open Help topic.

ALT+RIGHT ARROW: Go to the next Help topic
ALT+LEFT ARROW: Go to the previous Help topic
TAB: Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic
SHIFT+TAB: Select the previous hidden text or hyperlink, or the Browser View button at the top of a Microsoft Office Web site article
ENTER: Perform the action for the selected Show All, Hide All, hidden text, or hyperlink
UP ARROW or DOWN ARROW: Scroll toward the beginning or end of a Help topic
PAGE UP or PAGE DOWN: Scroll toward the beginning or end of a Help topic in large increments
HOME or END: Go to the beginning or end of a Help topic
CTRL+P: Print the current Help topic
CTRL+A: Select the entire Help topic
CTRL+C: Copy the selected items to the Clipboard
SHIFT+F10: Display a shortcut menu

Keyboard shortcuts for Microsoft Office basics

Display and use windows

ALT+TAB: Switch to the next window
ALT+SHIFT+TAB: Switch to the previous window
CTRL+W or CTRL+F4: Close the active window
CTRL+F5: Restore the size of the active window after you've maximized it
F6: Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.; Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to move to the task pane.
SHIFT+F6: Move to a pane from another pane in the program window (counterclockwise direction)
CTRL+F6: When more than one window is open, switch to the next window
CTRL+SHIFT+F6: Switch to the previous window
CTRL+F7: When a document window is not maximized, performs the Move command (on the Control menu for the window). Use the arrow keys to move the window, and, when finished, press ESC.
CTRL+F8: When a document window is not maximized, performs the Size command (on the Control menu for the window). Use the arrow keys to resize the window, and, when finished, press ESC.
CTRL+F9: Minimize a window to an icon (works only for some Microsoft Office programs)
CTRL+F10: Maximize or restore a selected window
PRINT SCREEN: Copy a picture of the screen to the Clipboard
ALT+PRINT SCREEN: Copy a picture of the selected window to the Clipboard

Access and use smart tags

ALT+SHIFT+F10: Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message.
DOWN ARROW: Select the next item in a smart tag menu.
UP ARROW: Select the previous item in a smart tag menu.
ENTER: Perform the action for the selected item in a smart tag menu.
ESC: Close the smart tag menu or message.

Tip

You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer.

If you have access to the World Wide Web, you can download Microsoft Office Sounds from the Microsoft Office Web site. On the Help menu, click Office on the Web and search for "Microsoft Office Sounds." After you've installed the sound files, you need to select the Provide feedback with sound check box on the General tab of the Options dialog box (Tools menu). When you select (or clear) this check box, the setting affects all Office programs that support sound.

Note The hyperlink in this topic goes to the Web. You can switch back to Help at any time.

Access and use task panes

F6: Move to a task pane from another pane in the program window. (You may need to press F6 more than once.); Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar, and then pressing CTRL+TAB to move to the task pane.
CTRL+TAB: When a menu or toolbar is active, move to a task pane. (You may need to press CTRL+TAB more than once.)
TAB or SHIFT+TAB: When a task pane is active, select the next or previous option in the task pane
CTRL+DOWN ARROW: Display the full set of commands on the task pane menu
DOWN ARROW or UP ARROW: Move among choices in a selected submenu; move among certain options in a group of options
SPACEBAR or ENTER: Open the selected menu, or perform the action assigned to the selected button
SHIFT+F10: Open a shortcut menu; open a drop-down menu for the selected gallery item
HOME or END: When a menu or submenu is visible, select the first or last command on the menu or submenu
PAGE UP or PAGE DOWN: Scroll up or down in the selected gallery list
CTRL+HOME or CTRL+END: Move to the top or bottom of the selected gallery list

Resize and move toolbars, menus, and task panes

Press ALT to select the menu bar.
Press CTRL+TAB repeatedly to select the toolbar or task pane you want.
Do one of the following:
Resize a toolbar
1. In the toolbar, press CTRL+SPACE to display the Toolbar Options menu.
2. Select the Size command, and then press ENTER.
3. Use the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize one pixel at a time.
Move a toolbar
1. In the toolbar, press CTRL+SPACE to display the Toolbar Options menu.
2. Select the Move command, and then press ENTER.
3. Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel at a time. To undock the toolbar, press DOWN ARROW repeatedly. To dock the toolbar vertically on the left or right side, press LEFT ARROW or RIGHT ARROW respectively when the toolbar is all the way to the left or right side.
Resize a task pane
1. In the task pane, press CTRL+SPACE to display a menu of additional commands.
2. Use the DOWN ARROW key to select the Size command, and then press ENTER.
3. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize by one pixel at a time.
Move a task pane
1. In the task pane, press CTRL+SPACE to display a menu of additional commands.
2. Use the DOWN ARROW key to select the Move command, and then press ENTER.
3. Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel at a time.
When you are finished moving or resizing, press ESC.

Use dialog boxes

TAB: Move to the next option or option group
SHIFT+TAB: Move to the previous option or option group
CTRL+TAB: Switch to the next tab in a dialog box
CTRL+SHIFT+TAB: Switch to the previous tab in a dialog box
Arrow keys: Move between options in an open drop-down list, or between options in a group of options
SPACEBAR: Perform the action assigned to the selected button; check or clear the selected check box
First letter of an option in a drop-down list: Open the list if it is closed and move to that option in the list
ALT+ the letter underlined in an option: Select an option; select or clear a check box
ALT+DOWN ARROW: Open a selected drop-down list
ESC: Close a selected drop-down list; cancel a command and close a dialog box
ENTER: Perform the action assigned to a default button in a dialog box

Use edit boxes within dialog boxes

An edit box is a blank in which you type or paste an entry, such as your user name or the path to a folder.

HOME: Move to the beginning of the entry
END: Move to the end of the entry
LEFT ARROW or RIGHT ARROW: Move one character to the left or right
CTRL+LEFT ARROW: Move one word to the left
CTRL+RIGHT ARROW: Move one word to the right
SHIFT+LEFT ARROW: Select or unselect one character to the left
SHIFT+RIGHT ARROW: Select or unselect one character to the right
CTRL+SHIFT+LEFT ARROW: Select or unselect one word to the left
CTRL+SHIFT+RIGHT ARROW: Select or unselect one word to the right
SHIFT+HOME: Select from the insertion point to the beginning of the entry
SHIFT+END: Select from the insertion point to the end of the entry

Use the Open and Save As dialog boxes

The Open, Insert Picture, and Save As dialog boxes support standard dialog box keyboard shortcuts. (To view standard shortcuts for dialog boxes, refer to the Use Dialog Boxes and Use Edit Boxes Within Dialog Boxes sections in the main Keyboard Shortcuts topic.) These dialog boxes also support the shortcuts below.

ALT+1: Go to the previous folder
ALT+2: Up One Level button: open the folder up one level above the open folder
ALT+3: Search the Web button: close the dialog box and open your Web search page
ALT+4: Delete button: delete the selected folder or file
ALT+5: Create New Folder button: create a new folder
ALT+6: Views button: switch among available folder views
ALT+7 or ALT+L: Tools button: show the Tools menu
SHIFT+F10: Display a shortcut menu for a selected item such as a folder or file
TAB: Move between options or areas in the dialog box
F4 or ALT+I: Open the Look in list
F5: Refresh the file list