You need to change the capitalization of text in a Word document without retyping it. Word provides a built-in command called Change Case that cycles through five case styles. This article shows you the keyboard shortcut to apply each case and how to use the command efficiently.
Key Takeaways: Change Case Keyboard Shortcut in Word
- Shift+F3: Toggles selected text between lowercase, UPPERCASE, and Capitalize Each Word.
- Change Case command in Font group: Provides a dropdown with five case options including tOGGLE cASE.
- No built-in shortcut for Sentence case: You must use the dropdown menu or create a custom macro for Sentence case.
How the Change Case Feature Works in Word
The Change Case command modifies the capitalization of selected text. Word offers five case types: Sentence case, lowercase, UPPERCASE, Capitalize Each Word, and tOGGLE cASE. The command does not change the font or character style, only the letter casing.
The feature works on any text including headings, body paragraphs, and table cells. It does not affect numbers, symbols, or punctuation. Word applies the case transformation based on the current selection. If no text is selected, the command is grayed out in the ribbon.
The keyboard shortcut Shift+F3 cycles through three of the five case types. The order is lowercase, UPPERCASE, and Capitalize Each Word. This shortcut is identical to the behavior in PowerPoint and Outlook, making it consistent across Office applications.
Prerequisites for Using Change Case
No special setup is required. The Change Case command is available in all desktop versions of Word for Windows and Mac. It also works in Word for the web, but the shortcut behavior may differ slightly. Ensure you have at least one character of text selected before using the shortcut.
Steps to Convert Text Case Using the Keyboard Shortcut
Follow these steps to change text case with Shift+F3 in Word. The same method works in Word 2016, 2019, 2021, and Microsoft 365.
- Select the text you want to change
Click and drag your mouse over the text, or hold Shift and use the arrow keys to highlight the text. You can select a single word, a sentence, or an entire paragraph. - Press Shift+F3
Press and hold the Shift key, then press F3. The selected text changes to lowercase. Each press of Shift+F3 cycles to the next case option in this order: lowercase, UPPERCASE, Capitalize Each Word. - Continue pressing Shift+F3 until you reach the desired case
If the first press gives you lowercase, press Shift+F3 again for UPPERCASE, and a third time for Capitalize Each Word. Pressing Shift+F3 a fourth time returns to the original case of the selected text. - Use the Font dialog for Sentence case or tOGGLE cASE
Select your text, then click the Home tab. In the Font group, click the Change Case button (it looks like Aa). Choose Sentence case or tOGGLE cASE from the dropdown menu. There is no keyboard shortcut for these two options.
Using the Ribbon Instead of the Shortcut
If you prefer the mouse, the Change Case button is located in the Font group on the Home tab. Click the Aa icon to open the dropdown. Select any of the five case types. This method shows all options at once without cycling.
If the Change Case Shortcut Does Not Work
Shift+F3 Does Nothing When Pressed
This usually happens when the F3 key is assigned to a different function by your keyboard or software. Some laptop keyboards require pressing Fn+F3 to use the F3 key. Check your keyboard manual or press Fn+Shift+F3. Also verify that text is selected. The shortcut does nothing if no text is highlighted.
Shift+F3 Opens Find or Another Dialog
This indicates that the shortcut is being intercepted by another program or add-in. Close any third-party clipboard managers or keyboard remapping tools. Test the shortcut in a new, blank Word document. If it works there, the issue is with the specific document or an add-in. Disable COM add-ins from File > Options > Add-ins.
Shift+F3 Cycles to Wrong Case Type
The shortcut cycles only three options: lowercase, UPPERCASE, and Capitalize Each Word. If you need Sentence case or tOGGLE cASE, you must use the ribbon dropdown. There is no hidden shortcut for these two options. You can create a custom macro to assign Sentence case to a different key combination.
| Item | Shift+F3 Shortcut | Ribbon Dropdown |
|---|---|---|
| Sentence case | Not available | Available in Aa dropdown |
| lowercase | First press | Available in Aa dropdown |
| UPPERCASE | Second press | Available in Aa dropdown |
| Capitalize Each Word | Third press | Available in Aa dropdown |
| tOGGLE cASE | Not available | Available in Aa dropdown |
Now you can change text case in Word without retyping. Start by selecting your text and pressing Shift+F3 to cycle through lowercase, UPPERCASE, and Capitalize Each Word. For Sentence case or tOGGLE cASE, use the Aa button in the Font group on the Home tab. If you frequently need Sentence case, consider recording a macro and assigning it to a custom keyboard shortcut like Alt+S.