Running a macro by clicking through the View tab and Macros menu each time slows down repetitive tasks. Word lets you assign any macro to a keyboard shortcut so you can execute it instantly. This article explains how to create that shortcut using the Customize Keyboard dialog. It also covers how to save the shortcut in the correct template and what to do if the shortcut stops working.
Key Takeaways: Assigning a Keyboard Shortcut to a Word Macro
- File > Options > Customize Ribbon > Customize button next to Keyboard shortcuts: Opens the Customize Keyboard dialog where you assign shortcuts to macros.
- Categories list > Macros > select your macro name: Locates the specific macro you want to bind to a key combination.
- Press new shortcut key field > type your key combination > Assign: Registers the shortcut so it runs the macro immediately when pressed.
What the Customize Keyboard Dialog Does
Word stores keyboard shortcut assignments in the Customize Keyboard dialog. This dialog is separate from the Quick Access Toolbar customization. It lists every command and macro that can receive a shortcut. You can assign single-key combinations such as Ctrl+Shift+F or Alt+Ctrl+W. The dialog also shows whether a combination is already in use by another command. This prevents conflicts before you save the assignment.
Before you begin, you need a macro that already exists in Word. You can create a macro using the Record Macro feature or write one in the Visual Basic Editor. The macro must be stored in a document or template that is currently open. Word will not list macros from closed files in the Categories list.
Steps to Assign a Keyboard Shortcut to a Macro
The following steps work in Word 2019, Word 2021, and Word for Microsoft 365 on Windows 11 and Windows 10.
- Open the Customize Keyboard dialog
Click File > Options > Customize Ribbon. At the bottom of the dialog, next to Keyboard shortcuts, click the Customize button. - Select Macros in the Categories list
In the Categories list on the left, scroll down and click Macros. The list on the right will show all available macros from open documents and templates. - Choose your macro
In the Commands list, click the name of the macro you want to assign. The macro name appears exactly as it was saved, for example Normal.NewMacros.FormatInvoice. - Type the keyboard shortcut
Click inside the Press new shortcut key field. Press the key combination you want to use, such as Ctrl+Alt+I. Word displays the keys pressed. If the combination is already assigned, Word shows Currently assigned to followed by the command name. Choose a different combination if you want to avoid overwriting an existing shortcut. - Assign the shortcut
Click the Assign button. The new shortcut appears in the Current keys list. Click Close to return to the Options dialog, then click OK.
Save the Shortcut in the Correct Template
The Save changes in drop-down list at the top of the Customize Keyboard dialog controls where the shortcut is stored. Select Normal.dotm to make the shortcut available in all documents based on the Normal template. Select the current document name to limit the shortcut to that document only. If you choose the document, the shortcut will not work when you open a different file.
Use a Shortcut That Is Not Already Assigned
Word reserves many key combinations for built-in commands. The safest approach is to use Ctrl+Alt+letter or Ctrl+Shift+letter combinations. These are rarely occupied. Avoid using Ctrl+S, Ctrl+O, or Ctrl+P because they control core file operations. If you assign a shortcut that conflicts with a built-in command, Word will overwrite the original assignment until you remove the new one.
If the Macro Shortcut Does Not Work
The Macro Is Not Listed in the Commands Box
Word only shows macros stored in currently open documents or templates. If you recorded a macro and closed the document without saving, the macro is lost. Open the document or template that contains the macro before opening the Customize Keyboard dialog. If the macro is stored in a global add-in such as Normal.dotm, verify the add-in is not disabled. Go to File > Options > Add-ins. In the Manage drop-down, select Disabled Items and click Go. Enable any disabled items.
The Shortcut Runs a Different Command
Another add-in or template may have assigned the same key combination. Open the Customize Keyboard dialog and press the shortcut in the Press new shortcut key field. Word shows the current assignment. Reassign the shortcut to your macro and click Assign. If the conflict returns, check whether a startup add-in is loading a conflicting shortcut. Remove or disable the add-in from File > Options > Add-ins > Manage COM Add-ins.
The Shortcut Works in One Document but Not Another
This happens when you saved the shortcut to a specific document instead of the Normal template. Open the document where the shortcut was saved. Open the Customize Keyboard dialog. In the Save changes in list, change the target to Normal.dotm and reassign the shortcut. The shortcut will then apply to all documents.
Macro Shortcut vs Quick Access Toolbar: Key Differences
| Item | Keyboard Shortcut | Quick Access Toolbar Button |
|---|---|---|
| Trigger method | Press keys on the keyboard | Click an icon with the mouse |
| Speed | Instant, no mouse movement needed | Requires moving the cursor to the toolbar |
| Customization location | File > Options > Customize Ribbon > Customize | File > Options > Quick Access Toolbar |
| Storage scope | Normal.dotm or current document | Normal.dotm or current document |
| Conflict detection | Shows currently assigned command | No conflict detection |
A keyboard shortcut is faster for macros you run many times per hour. A toolbar button is better for macros you run occasionally and prefer to trigger with a mouse. You can use both methods on the same macro without conflict.
You can now assign any macro to a keyboard shortcut and control where the shortcut is saved. Try assigning a shortcut to a macro that inserts a standard signature block or reformats a table. For advanced control, use the Organizer to copy macros between templates and then reassign shortcuts in the destination template.