How to Make Keyboard Shortcuts

Keyboard shortcuts allow you to perform certain common functions easily without having to reach for the mouse each time. Creating your own is a good idea when you have functions that are repeated often, and in the case of editing, it is especially useful for accepting or rejecting changes.

I, as editor, have found it extremely useful to have keyboard shortcuts for the following:

  • ctrl + ] = accept change (AcceptChangesSelected)
  • ctrl + [ = reject change (RejectChangesSelected)
  • ctrl + / = highlight (uses color defined) (Note: highlight is in Tools –> Highlight)
  • ctrl + \ = toggle show insertions and deletions (ShowInsertionsAndDeletions)
  • ctrl + 8 = toggle Strikethrough
  • ctrl + backspace = add comment (InsertNewComment)

*Toggle means that it turns the function on and off.

To make keyboard shortcuts  in Word 2003 and 2007, see below.

For Word 2010

  1. On the FILE tab click on “Options”   

keyboardshortcut1

It will open this page:

keyboardshortcut2

Click on “Customize Ribbon” (Step 2)

It will open this page. Click on “Keyboard Shortcut: Customize”  (Step 3)

keyboardshortcut3

It will open a page like that below.

Search through the categories, and then the commands to find the command you want and click on it to highlight it.

(Note: Sometimes finding the command is the hardest part. You can go into “All Commands” and find the above in alphabetical order.)

Below I show you how to do this for “Accept Change

Click on “All Commands” in the left window and then scroll down in the right window till you get to “Accept Changes Selected.”  Click on that.

keyboardshortcut4

You will see if, perhaps, there already IS a shortcut. If there is, and you like it, make a note of it, and close the application.

If not, put your cursor into the “Press New Shortcut Key” box  (הקש מקש קיצור חדש)  and add in the combination YOU want for your shortcut. I use “Control ]” for accepting changes, but you can assign any combination you want.

Note: When you put in the combination, you will see if it has already been assigned as a shortcut to some other command. You can override it, if you don’t need it.

Finally click the Assign button.

(Hint: Write your shortcuts on a little card, and stick it to the corner of your computer or on the wall in front of you. You can also write on other useful shortcuts. Here are ten for special characters. )

To make keyboard shortcuts  in Word 2003 and 2007

  1. Go to Tools-> Customize, and click on the ‘Keyboard’ button. כלים  -> התאמה אישית, וללחוץ על לוח מקשים.
  2. Search through the categories/commands to find the command you want and click on it to highlight it. (Note: Sometimes finding the command is the hardest part. You can go into “All Commands” and find the above in alphabetical order.)
  3. You will see if there is any keyboard shortcut already attached to that command, which you have the option of using or changing.
  4. If there is no shortcut yet, place the cursor in the “Press New Shortcut Key” (הקש מקש קיצור חדש) box and key in your combination. You will be told if that combination is actually assigned to another command, and you have the choice of deciding whether to still use that combination or try another.
  5. Finally click the Assign button.
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