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How to Assign a key combination to a Word command

Word

Using the keyboard instead of the mouse is one of very effective ways to increase productivity. Most (if not all) software applications use key combinations to accomplish most popular commands. You may already know such common key combinations as Ctrl+Z for Undo, Ctrl+S for Save, or Ctrl+P for Print.

This article explains how to assign a key combination to a standard Microsoft Word command (e.g. Bold, FormatParagraph, etc) or a custom Word macro (e.g. Trados 2007 command, TransTools command, etc). Similarly, you will be able to change default key combinations if you prefer to use a specific set of keys.

Here are step-by-step instructions for doing this:

  • Word 2003 or earlier:

    1. In Microsoft Word, open the Customize dialogue. There are two ways to do this:
      1. right-click in Microsoft Word menu / toolbar area and choose Customize...
      2. click Tools -> Customize...

    2. Switch to Commands tab [1] and click the Keyboard button [2] as shown below.

      Screenshot: Word Customize dialogue

    3. From the Categories list, select the appropriate category like File, Format, etc (if you wish to assign a key combination to a built-in Word command) or select Macros [1] to assign a key combination to a custom Microsoft Word macro (e.g. a TransTools macro, Trados 2007 macro or your custom designed macro, etc).

      In the Macros list on the right [2] select the appropriate command (in the example below we will select 'Go To Bookmark 1' command - "Trans_GoToBookmark1"). Look at its Description [4] to find out what the command does.

      Screenshot: Word Customize Keyboard dialogue

    4. In the textbox labelled "Press new shortcut key" [3] , type a key combination. (Press Backspace key in the field if the combination you have typed is incorrect).
    5. Click Assign [5] to assign the new key combination to the selected macro. The new key combination will appear in Current Keys list.
    6. If you want to assign a different key combination, select the key combination in the Current Keys list and click Remove button.
    7. When you are done, click Close, and close the Customize dialogue as well.
  • Word 2007 or later:

    1. Open Word Options dialogue by clicking the big Microsoft Office icon in the top left corner of the Word window (Word 2007) or File tab (Word 2010+) and clicking Word Options button or Options menu at the bottom.
    2. In the list on the left select Customize, and click Customize... at the bottom of the dialogue:

    3. From the Categories list, select the appropriate category like "Home tab", "Insert tab", etc (depending on where the appropriate command is located) or select Macros [1] to assign a key combination to a custom macro (e.g. a TransTools macro, Trados 2007 macro or your custom designed macro, etc).

      In the Macros list on the right [2] select the appropriate command (in the example below we will select 'Go To Bookmark 1' command - "Trans_GoToBookmark1"). Look at its Description [4] to find out what the command does.

    4. In the textbox labelled "Press new shortcut key" [3] , type a key combination. (Press Backspace key in the field if the combination you have typed is incorrect).
    5. Click Assign [5] to assign the new key combination to the selected macro. The new key combination will appear in Current Keys list.
    6. If you want to assign a different key combination, select the key combination in the Current Keys list and click Remove button.
    7. When you are done, click Close and save the changes to Word Options.

Additional tips

  • You can assign several different key combinations to the same command.
  • You can add alternative key combinations to standard Word commands, e.g. assign a second key combination to the Save File command, etc.
  • Check whether the typed key combination is assigned to another command (in the example above, Ctrl+Down is already assigned to ParaDown command ). You may need to choose another key combination if the selected one is used by some common command.
  • Key combinations are stored in the main template, Normal.dot (or Normal.dotm for Word 2007 and later), which is stored in your user profile. So your custom key combinations will be used only by you.
Developed by Stanislav Okhvat, 2007–2016

Microsoft Word®, Excel®, PowerPoint® and Visio® are registered trademarks of Microsoft Corporation.
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Wordfast© is copyright of Yves Champollion.

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