As a student with low vision, I often spend more time formatting academic writing and adjusting page layouts compared to the amount of time I spend writing or actually getting my ideas on paper. For years, I would click on icons or search for items listed in menus or on the toolbar using tools like screen magnification or leaning in close to my screen to look at items visually, which would often lead to eye strain or accidentally selecting similar-looking items from menus because I couldn’t see them very well. This took a lot of time and often made me even more frustrated, as I would question why concepts like APA formatting were so difficult for students with low vision to implement on their own.
Something that has really transformed my academic writing workflow is learning keyboard shortcuts for academic writing in Microsoft Word, which can help with applying formatting and other text styles without requiring users to search for icons. These academic writing keyboard shortcuts and hotkeys are also invaluable for people that use keyboard access to write with a screen reader or braille display. Here are my most-used keyboard shortcuts for academic writing that I use for formatting papers in APA Style as a student with low vision. All listed keyboard shortcuts are for Microsoft Word for Windows.
Hanging indent: Ctrl + T
Hanging indents indent all lines of a paragraph or reference entry except for the first line, and are used in APA Style for reference entries. To ensure that hanging indents are set to indent 0.5 inches per APA Style guidelines, users may need to configure special indentation in Paragraph settings for the document, which can be accessed by pressing the following keyboard shortcuts one after the other:
- Alt + H
- Z + P
- P + G
- Tab to Special Indentation, Hanging, By
- Enter
Once these settings are configured, users can press Ctrl + T to add a hanging indent to text, or Ctrl + Shift + T to remove a hanging indent.
Other indentation keyboard shortcuts for Microsoft Word
- Indent entire paragraph (all lines indented equally): Ctrl + M
- Remove indent from paragraph (all lines indented equally): Ctrl + Shift + M
- Indent first line by 0.5 inches: Tab
Indentation keyboard shortcuts in Microsoft Word for Mac
- Hanging indent: Command + T
- Undo hanging indent: Command + Shift + T
- Indent entire paragraph (all lines indented equally): Ctrl + Shift + M
- Remove indent from paragraph (all lines indented equally): Command + Shift + M
- Indent first line by 0.5 inches: Tab
Related links
- How I Create Citations For Research Papers With Low Vision
- How I Manage Dysgraphia In Online Classes
Apply double spacing: Ctrl + 2
Double spacing is frequently used in academic writing, and refers to the amount of space between the individual lines of a page. Outside of keyboard shortcuts for academic writing, increased spacing between lines can also be helpful for reading with double vision or line tracking. To apply double spacing to a paragraph, select any line in the paragraph and use the keyboard shortcut Ctrl + 2. To apply double spacing to the entire document, use the Ctrl + A shortcut to select all text, and then use Ctrl + 2.
Other line spacing keyboard shortcuts for Microsoft Word
- Apply single-line spacing: Ctrl + 1
- Apply 1.5-line spacing: Ctrl + 5
Line spacing keyboard shortcuts in Microsoft Word for Mac
- Apply double-line spacing: Command + 2
- Apply single-line spacing: Command + 1
- Apply 1.5-line spacing: Command + 5
Related links
Web layout: Alt + W, L1 (Alt + W, L+1)
For users that prefer to write with a responsive layout or zoom in on a page without changing the font size, web layout is useful for displaying Word documents in large print and fitting text to the width of the screen, with a maximum zoom level of 500%. To activate Web layout, use the keyboard shortcut Alt + W, and then press L + 1 together.
For users that do not want to edit their document, another alternative for reading Word documents in large print is Read Mode. Read mode uses the keyboard shortcut Alt + W, F (press Alt + W followed by F), which can zoom in up to 300% and divides text into smaller sections without affecting the original document. I recommend enabling Column Layout for best results.
I have noticed that switching from Read Mode to Web layout with keyboard shortcuts is challenging. If I want to switch from Read mode to Web layout, I have to use the Escape key to exit Read Mode and then use the Alt + W, L1 shortcut to open Web layout again. That said, my zoom/magnification preferences are saved, so I do not have to manually adjust zoom again.
Other view options keyboard shortcuts for Microsoft Word
- Print layout view: Ctrl + Alt + P
- Outline view: Ctrl + Alt + O
- Zoom in: Ctrl + +
- Zoom out: Ctrl + –
- Return to 100% zoom: Ctrl + 0
View options keyboard shortcuts in Microsoft Word for Mac
- Web layout: No keyboard shortcut listed or assigned by default
- Print layout view: No keyboard shortcut listed or assigned by default
- Outline view: No keyboard shortcut listed or assigned by default
- Zoom in: Command + +
- Zoom out: Command + –
- Return to 100% zoom: Command + 0
Related links
- Secret Microsoft Office Accessibility Features I Use Every Day
- Reading Bookshare Titles With Microsoft Word
Paste as plain text: Ctrl + Shift + V
When copying and pasting formatted text from another source, it can be easier to paste as plain text or keep text only to avoid potential formatting issues when using keyboard shortcuts for academic writing. Using Ctrl + Shift + V will paste content from the clipboard as plain text, adding the text to the current cursor location in the document. To merge formatting and have the selected text formatted like the other text in the document, use Ctrl + Shift + V, M (pressing M after the other keyboard shortcut to merge formatting).
Users can change default paste behaviors in Word options in the Advanced menu. This can be accessed by pressing the following keyboard shortcuts:
- Alt + F
- 00 (zero twice)
- Use arrow keys to select Options
- Tab to Advanced
- Navigate to cut, copy, paste (I found this by pressing W twice)
- Select enter to save changes
Other paste keyboard shortcuts in Microsoft Word
- Paste clipboard: Ctrl + V
- Merge document formatting: Ctrl + V, M or Ctrl + Shift + V, M
- View paste options in document after pasting selected text: Alt + Shift + F10
Paste keyboard shortcuts in Microsoft Word for Mac
- Paste clipboard: Command + V
- Paste text only: Command + Shift + V
- Merge document formatting: Command + V, M or Command + Shift + V, M
- View paste options in document after pasting selected text: Command + Control + V
Related links
Apply Heading 1 or Heading 2 styles: Ctrl + Alt + 1 or Ctrl + Alt + 2
Headings are essential for navigating documents with screen readers and are a key part of academic writing. Instead of simply applying bold formatting to body text, use Heading 1, Heading 2, and Heading 3 styles to structure documents and make it easier to navigate between paragraphs. Users can also update heading styles by using Ctrl + Alt + Shift + S to open the Styles task pane and modify styles to fit APA, MLA, or other style requirements.
Other headings keyboard shortcuts for Microsoft Word
- Heading 1: Ctrl + Alt + 1
- Heading 2: Ctrl + Alt + 2
- Heading 3: Ctrl + Alt + 3
- Normal style (body text): Ctrl + Shift + N
- Styles task pane: Ctrl + Alt + Shift + S, use arrow keys to select Manage Styles
Headings keyboard shortcuts in Microsoft Word for Mac
- Heading 1: Command + Option + 1
- Heading 2: Command + Option + 2
- Heading 3: Command + Option + 3
- Normal style (body text): Command + Shift + N
- Styles task pane: No keyboard shortcut listed or assigned by default
Related links
Increase (or decrease) font size: Ctrl + Shift + > or Ctrl + Shift + <
To increase the font size in Microsoft Word using keyboard shortcuts, select an area of text and use Ctrl + Shift + > to increase the font size, or Ctrl + Shift + < to decrease the font size. This will set the font size for the document as the next highest or lowest font size in the font drop-down listing; for example, using Ctrl + Shift + > at a font size of 12 will increase the font size to 14, while using Ctrl + Shift + < will decrease the font size to 11.
Other font size keyboard shortcuts for Microsoft Word
- Increase the font size by 1 point: Ctrl + ] (right bracket)
- Decrease the font size by 1 point: Ctrl + [ (left bracket)
Font size keyboard shortcuts in Microsoft Word for Mac
- Increase font size: Command + Shift + >
- Decrease font size: Command + Shift + <
- Increase the font size by 1 point: Command + ] (right bracket)
- Decrease the font size by 1 point: Command + [ (left bracket)
Related links
- Mainstream eReader Apps and Low Vision Accessibility
- Ways To Use Teleprompter Apps As Assistive Technology
Find and replace: Ctrl + H
I often will insert placeholder text for parenthetical citations or statistics that I want to reference in my paper, and use find and replace to insert formatted citations or text in multiple locations. This is also helpful when it comes to checking errors or spelling mistakes, especially if I notice that I am making the same error frequently in my paper (e.g. misspelled citation, wrong acronym) as I can replace everything simultaneously.
Other navigation keyboard shortcuts for Microsoft Word
- Find in document: Ctrl + F
- Alternative for find and replace: Alt + H, Z + N, R
Find and replace keyboard shortcuts in Microsoft Word for Mac
- Find and replace: Control + H
- Find in document: Command + F
Related links
- How I Use Espanso Text Expander With Dysgraphia
- How I Create Citations For Research Papers With Low Vision
Insert a comment: Ctrl + Alt + M
Instead of using track changes (which can be more challenging for me to read), I prefer to have professors or peers use the commenting tool with Microsoft Word to make notes about suggested changes or let me know what I need to fix. This also makes it easier for me to review other people’s papers when reading in Web layout with large print.
To show a list of comments in a document, activate the keyboard shortcut by pressing the following keys one after the other:
- Alt
- R
- P
- 1
- L
Other comment and proofreading keyboard shortcuts in Microsoft Word
- Open all comments: Alt + R, Z + C, P + 1, L (list view)
- Open all comments: Alt + R, Z + C, P + 1, C (contextual view, comments are next to corresponding locations)
- Turn change tracking on or off: Ctrl + Shift + E
- Close the reviewing pane: Alt + Shift + C
Commenting and proofreading keyboard shortcuts in Microsoft Word for Mac
- Insert comment: Command + Option + A
- Open reviewing pane: Alt + Shift + E
- Go to first comment in list: Open reviewing pane (Alt + Shift + E), then Command + Home
- Move to beginning of comment: Home
- Turn change tracking on or off: Command + Shift + E
- Close the reviewing pane: Alt + Shift + C
Related links
- Make Proofreading Feedback Accessible For Low Vision
- Purposes of Media Descriptions for Visual Impairment
- How To Write Alt Text For Educational Content
Extend the selection: F8
Need to select more than a single word? Start extending the selection of text by pressing the function F8 key. Press the function F8 key repeatedly to expand the selection to the entire word, sentence, paragraph, section, or document, selecting the Escape key when finished. F8 can also be used with the mouse to place the cursor at the desired start or end location for selected text; place the cursor in the desired location and then select the Escape key.
Other extend selection keyboard shortcuts for Microsoft Word
- Select the nearest character to the left or right: F8, Left or Right arrow key
- Reduce the selection: Shift + F8
- Select a vertical block of text: Ctrl + Shift + F8, use arrow keys
Extend selection keyboard shortcuts in Microsoft Word for Mac
Some Word for Mac keyboard shortcuts conflict with default macOS keyboard shortcuts, including F8 for extending the selection of text. To use F8, users will need to change their Mac keyboard settings to change the shortcut for the key. Refer to Mac Help documents for your version of MacOS.
Once the shortcut conflicts are resolved, the following extend selection keyboard shortcuts are available in Microsoft Word for Mac:
- Start extending the selection: F8
- Expand the selection: F8 repeatedly to expand the selection to the entire word, sentence, paragraph, section, or document.
- Select the nearest character to the left or right: F8, Left or Right arrow key
- Reduce the selection: Shift + F8
- Select a vertical block of text: Ctrl + Shift + F8, use arrow keys
- Stop extending the selection: Esc
Related links
Select more than one word: multiple shortcuts
There are several ways to select text in Microsoft Word without a mouse using keyboard shortcuts for academic writing or other tasks. The exact keyboard shortcuts will vary depending on the location of the text being selected and how much text the user would like to select. To select text in Microsoft Word using keyboard shortcuts, use one of the following options:
- Select text: Shift + Arrow keys
- Select the word to the left: Ctrl + Shift + Left arrow key
- Select the word to the right: Ctrl + Shift + Right arrow key
- Select from the current position to the beginning of the current line: Shift + Home
- Select from the current position to the end of the current line: Shift + End
- Select from the current position to the beginning of the current paragraph: Ctrl + Shift + Up arrow key
- Select from the current position to the end of the current paragraph: Ctrl + Shift + Down arrow key
- Select from the current position to the top of the screen: Shift + Page up
- Select from the current position to the bottom of the screen: Shift + Page down
- Select from the current position to the beginning of the document: Ctrl + Shift + Home
- Select from the current position to the end of the document: Ctrl + Shift +End
- Select from the current position to the bottom of the window: Ctrl + Alt + Shift + Page down
- Select all document content: Ctrl + A
Select text with keyboard shortcuts in Microsoft Word for Mac
- Select text: Shift + Arrow keys
- Select the word to the left: Shift + Option + Left arrow key
- Select the word to the right: Shift + Option + Right arrow key
- Select from the current position to the beginning of the current line: Shift + Home or Command + Shift + Left arrow key
- Select from the current position to the end of the current line: Shift + End or Command + Shift + Right arrow key
- Select from the current position to the beginning of the current paragraph: Command + Shift + Up arrow key
- Select from the current position to the end of the current paragraph: Command + Shift + Down arrow key
- Select from the current position to the top of the screen: Shift + Page up
- Select from the current position to the bottom of the screen: Shift + Page down
- Select from the current position to the beginning of the document: Command + Shift + Home
- Select from the current position to the end of the document: Command + Shift +End
- Select from the current position to the bottom of the window: Command + Shift + Option + Page down
- Select all document content: Command + A
Display nonprinting characters or reveal formatting: Ctrl + Shift + 8 or Shift + F1
Did I accidentally italicize a comma? What are the formatting characteristics of selected text in the document? Ctrl + Shift + 8 displays nonprinting characters so users can inspect details such as how many spaces are between words, what types of formatting have been applied to selected text, or where paragraphs are located in a document. Shift + F1 opens the Reveal Formatting task pane and can be used to examine formatting for selected text or make updates to styles.
Other formatting keyboard shortcuts for Microsoft Word
- Switch selected text to all caps: Shift + F3
- Switch selected text to all lowercase: Shift + F3 + F3 (press F3 twice)
- Switch selected text to title case (sentences are capitalized): Shift + F3 + F3 + F3 (press F3 three times)
Formatting keyboard shortcuts in Microsoft Word for Mac
- View formatting characters or nonprinting characters: No keyboard shortcut listed or assigned by default
- Reveal formatting: No keyboard shortcut listed or assigned by default
- Switch selected text to all caps: Shift + F3
- Switch selected text to all lowercase: Shift + F3 + F3 (press F3 twice)
- Switch selected text to title case (sentences are capitalized): Shift + F3 + F3 + F3 (press F3 three times)
More resources on keyboard shortcuts for academic writing with low vision
- This post assumes that a user has access to a full keyboard with function keys. Learn more about choosing a keyboard with low vision in Mainstream Technology and Low Vision: Keyboards
- Interested in accessible typing resources for low vision? Check out Learning To Type With Low Vision
- There are fewer keyboard shortcuts in Word for iOS and Word for Android compared to the desktop applications. View a list of available shortcuts from Microsoft in Keyboard shortcuts in Word – Microsoft Support
- Want to learn more about how I write research papers and academic writing for low vision? Browse Writing Success Archives | Veronica With Four Eyes or view the Reading/Writing category at Reading And Writing Archives | Veronica With Four Eyes
Published December 17, 2025. Updated December 2025