Formatting text in Word often requires multiple clicks on the ribbon, which slows down your workflow. Using keyboard shortcuts lets you apply bold, italic, underline, and many other formatting styles without lifting your hands from the keyboard. This article lists the most useful keyboard shortcuts for formatting text in Word, including character formatting, paragraph formatting, and alignment. You will learn each shortcut and how to remember them for daily use.
Key Takeaways: Word Keyboard Shortcuts for Text Formatting
- Ctrl+B, Ctrl+I, Ctrl+U: Apply bold, italic, and underline to selected text instantly.
- Ctrl+Shift+> and Ctrl+Shift+<: Increase or decrease font size in preset increments.
- Ctrl+E, Ctrl+L, Ctrl+R: Align text to center, left, or right without using the ribbon.
- Ctrl+Shift+C and Ctrl+Shift+V: Copy and paste formatting between text selections.
What Keyboard Shortcuts for Text Formatting Cover in Word
Word includes dozens of keyboard shortcuts that apply formatting directly to selected text or the current paragraph. These shortcuts work in all modern versions of Word, including Word for Microsoft 365, Word 2021, Word 2019, and Word for Mac with minor key differences. The shortcuts are grouped into three categories: character formatting (font style, size, color), paragraph formatting (alignment, line spacing, indentation), and formatting copying (format painter without the mouse). No add-ins or special setup is required. The shortcuts are built into Word and active by default.
Character Formatting Shortcuts
Character formatting affects individual characters or selected text. The most common shortcuts are Ctrl+B for bold, Ctrl+I for italic, and Ctrl+U for underline. Use Ctrl+Shift+W to underline only words, not spaces. Use Ctrl+= for subscript and Ctrl+Shift+= for superscript. To clear all character formatting from selected text, press Ctrl+Spacebar.
Paragraph Formatting Shortcuts
Paragraph formatting applies to the entire paragraph where the cursor is located or to multiple selected paragraphs. Ctrl+E centers the paragraph, Ctrl+L left-aligns, and Ctrl+R right-aligns. Ctrl+J justifies the text. For line spacing, Ctrl+1 sets single spacing, Ctrl+2 sets double spacing, and Ctrl+5 sets 1.5 line spacing. Ctrl+M indents the entire paragraph, and Ctrl+Shift+M removes the indent.
Copying and Pasting Formatting
Word includes a keyboard-only version of the Format Painter. Select text with the formatting you want to copy, press Ctrl+Shift+C. Then select the target text and press Ctrl+Shift+V to paste the formatting. This works for font, size, color, and paragraph formatting.
How to Use Keyboard Shortcuts for Text Formatting in Word
The following steps assume you have text typed in a Word document. Select the text you want to format before pressing a shortcut. For paragraph shortcuts, you can place the cursor anywhere inside the paragraph without selecting the whole paragraph.
Apply Bold, Italic, and Underline
- Select the text you want to format
Click and drag over the text, or hold Shift and use the arrow keys to select. - Press Ctrl+B for bold
The selected text becomes bold. Press Ctrl+B again to remove bold. - Press Ctrl+I for italic
The selected text becomes italicized. Press Ctrl+I again to remove italic. - Press Ctrl+U for underline
An underline appears under the selected text. Press Ctrl+U again to remove the underline.
Change Font Size Quickly
- Select the text
Highlight the text whose size you want to change. - Press Ctrl+Shift+> to increase font size
The font size increases to the next size in the font size list, such as from 11 to 12. - Press Ctrl+Shift+< to decrease font size
The font size decreases to the previous size in the list.
Align Paragraphs
- Place the cursor in the paragraph
Click anywhere in the paragraph you want to align. To align multiple paragraphs, select them first. - Press Ctrl+L for left alignment
The paragraph aligns to the left margin. - Press Ctrl+E for center alignment
The paragraph centers between the margins. - Press Ctrl+R for right alignment
The paragraph aligns to the right margin. - Press Ctrl+J for justified alignment
Word adds space between words so the paragraph aligns to both left and right margins.
Copy Formatting With the Keyboard
- Select text that has the formatting you want to copy
This can be a single word or a full paragraph. - Press Ctrl+Shift+C
Word copies the formatting of the selected text. No visual feedback appears. - Select the target text
Highlight the text where you want to apply the copied formatting. - Press Ctrl+Shift+V
Word applies the copied formatting to the target text.
Common Mistakes When Using Formatting Shortcuts
Pressing the Wrong Key Combination
Many users press Ctrl+Shift+B instead of Ctrl+B or Ctrl+Shift+I instead of Ctrl+I. Ctrl+Shift+B applies a different formatting. Ctrl+Shift+I applies italic to the entire document. To avoid this, practice the exact three-key combinations. Use the Ctrl key with a single letter for basic formatting.
Formatting Not Applying to the Selected Text
If the shortcut does not work, the text may be inside a content control or a table cell with restricted formatting. Check if the document is protected. Go to Review > Restrict Editing. If protection is on, you must turn it off before formatting. Also confirm that the NumLock key is not interfering with the number keys.
Shortcuts Conflict With Other Programs
Some keyboard shortcuts in Word overlap with system shortcuts, such as Ctrl+Alt+Arrow keys for screen rotation on some graphics drivers. If a shortcut does nothing or performs a different action, check your graphics driver settings. You can disable screen rotation shortcuts in the Intel Graphics Command Center or the NVIDIA Control Panel.
| Formatting Action | Keyboard Shortcut | Alternative Method |
|---|---|---|
| Bold | Ctrl+B | Home > Bold button |
| Italic | Ctrl+I | Home > Italic button |
| Underline | Ctrl+U | Home > Underline button |
| Increase font size | Ctrl+Shift+> | Home > Font Size drop-down |
| Decrease font size | Ctrl+Shift+< | Home > Font Size drop-down |
| Center align | Ctrl+E | Home > Center button |
| Left align | Ctrl+L | Home > Left Align button |
| Right align | Ctrl+R | Home > Right Align button |
| Justify | Ctrl+J | Home > Justify button |
| Copy formatting | Ctrl+Shift+C | Home > Format Painter |
| Paste formatting | Ctrl+Shift+V | Home > Format Painter (after copying) |
You can now format text in Word without touching the mouse by using the shortcuts listed above. Start by memorizing Ctrl+B, Ctrl+I, and Ctrl+U for bold, italic, and underline. Next, practice Ctrl+E, Ctrl+L, and Ctrl+R for alignment. The Format Painter shortcuts Ctrl+Shift+C and Ctrl+Shift+V will save the most time when applying consistent formatting across a document. For an advanced tip, assign your own custom keyboard shortcuts in File > Options > Customize Ribbon > Customize Keyboard Shortcuts to speed up formatting actions you use most.