Here is a list of commonly-used keyboard shortcuts for Microsoft Office on the 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. In the end, you will get the job done faster.
The following Mac shortcuts for common actions like copy, paste, or print work across all Microsoft Office and most other applications.
Print: COMMAND + P or CONTROL + P
Find: COMMAND + F
Cut: COMMAND + X or CONTROL + X
Copy: COMMAND + C or CONTROL + C
Paste: COMMAND + V or CONTROL + V
Save: COMMAND + S or CONTROL + S
Common Application-Specific Shortcuts
Since each Microsoft Office application differs in purpose, certain actions will apply to some, but not to others. Here are several application-specific shortcuts for the most common actions within each of the five applications.
OneNote on the Mac is missing some features compared to Windows, but it’s still an awesome productivity tool. Let us show you how to work more efficiently with OneNote.
For easily moving around within notebooks, the keyboard shortcuts below can help.
Switch between notebook sections: OPTION + TAB
Move paragraphs up: COMMAND + SHIFT + UP ARROW
Move paragraphs down: COMMAND + SHIFT + DOWN ARROW
Move paragraphs left: COMMAND + SHIFT + LEFT ARROW
Also, to switch between pages in a notebook section, follow these steps:
With your cursor on the page within the notebook section, select CONTROL + TAB.
The application will highlight the Add Page navigation on the right.
Use the arrow keys to move up or down through your list and select the desired page.
You can use several keyboard shortcuts for OneNote that assist with inserting and deleting.
Insert a line break: SHIFT + RETURN
Insert the current date: COMMAND + D
Insert the current date and time: COMMAND + SHIFT + D
Insert a link: COMMAND + K
Delete the word to the left: OPTION + DELETE
Delete the word to the right: FN + OPTION + DELETE
For handling pages and other items, these actions can help you do things faster.
Microsoft Excel has a large amount of keyboard shortcuts that can make you more efficient, especially if you work in this application daily. To start with cells, you must begin by selecting the cell(s) to apply the action(s).
Insert cells: CONTROL + SHIFT + =
Delete cells: COMMAND + – or CONTROL + –
Insert a hyperlink: COMMAND + K or CONTROL + K
Enter the date: CONTROL + ; (semicolon)
Enter the time: COMMAND + ; (semicolon)
Select only visible cells: COMMAND + SHIFT + * (asterisk)
Select only the active cell (when multiple cells are selected): SHIFT + DELETE
When working with rows and columns, you must also select those that you wish to apply the action to.
Select the row: SHIFT + SPACEBAR
Hide rows: CONTROL + 9
Unhide rows: CONTROL + SHIFT + (
Select the column: CONTROL + SPACEBAR
Hide columns: CONTROL + 0 (number 0)
Unhide columns: CONTROL + SHIFT + )
Moving within and across worksheets is simple with these shortcuts.
Move to the next sheet in a workbook: CONTROL + PAGE DOWN or OPTION+ RIGHT ARROW
Move to the previous sheet in a workbook: CONTROL + PAGE UP or OPTION+ LEFT ARROW
Scroll to the active cell in a worksheet: CONTROL + DELETE
Move between unlocked cells on a protected worksheet: TAB
Insert a slide: COMMAND + SHIFT + N or CONTROL + M
When it is time to present your slide show, these handy shortcuts will help make it run smoothly. They work in full-screen mode, whether you are in presenter view or not.
Play from the first slide: COMMAND + SHIFT + RETURN
Play from the current slide: COMMAND + RETURN
End the slide show: ESC, COMMAND + PERIOD, or HYPHEN
Hide the pointer: CONTROL + H
If you want to change your view in Microsoft PowerPoint, these shortcuts will help you get there in a hurry.
Normal view: COMMAND + 1
Slide sorter view: COMMAND + 2
Notes page view: COMMAND + 3
Outline view: COMMAND + 4
Full screen view: COMMAND + CONTROL + F
Presenter view: OPTION + RETURN
Tip: You can quickly hide your presentation by pressing the W or B key, while in presentation mode. This will turn the screen white or black, respectively. This is a great trick to ensure your audience’s attention is on you, not on the current slide.
Microsoft Word, like Excel, has many keyboard shortcuts available on Mac. So, once again, here are the most common commands for Word users. Starting with plenty of formatting options, you can quickly zip through your document creations with these shortcuts for paragraphs and fonts.
Center a paragraph: COMMAND + E
Justify a paragraph: COMMAND + J
Left align a paragraph: COMMAND + L
Right align a paragraph: COMMAND + R
Increase font size: COMMAND + SHIFT + >
Decrease font size: COMMAND + SHIFT + <
Apply all capital letters: COMMAND + SHIFT + A
Apply bold: COMMAND + B
Apply italics: COMMAND + I
Apply underline: COMMAND + U
Apply double underline: COMMAND + SHIFT + D
Change your line spacing in a snap with these shortcuts.
Single-spacing: COMMAND + 1
Double-spacing: COMMAND + 2
5 line-spacing: COMMAND + 5
For inserting special items such as symbols or breaks, these shortcut commands come in handy.
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.
One Other Custom Keyboard Shortcut Option
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 not a conflict and personally, I have not been successful at using this method, yet.
Which Keyboard Shortcuts Can’t You Live Without?
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.
Which keyboard shortcuts do you use most and feel that you cannot live without?Share your comments with us below!