For professionals and everyday users alike, efficiency is paramount. Navigating through menus and options using a mouse can be time-consuming. This is where keyboard shortcuts become invaluable, especially within the Microsoft 365 suite on Windows. By utilizing an external keyboard and mastering shortcuts within the File menu of Microsoft 365 applications, users can significantly enhance their workflow and boost productivity. Furthermore, for individuals with mobility or visual impairments, these shortcuts are not just about efficiency; they are essential tools that provide an accessible alternative to touchscreen and mouse interactions.
The File menu in Microsoft 365 applications acts as a backstage pass to managing your files, account settings, and application configurations. Whether you are in the normal working view or deep in editing, these shortcuts offer direct access to critical functionalities. Often referred to as the ‘Backstage view,’ the File menu allows you to handle the essential behind-the-scenes tasks that keep your digital workspace organized and efficient.
Note:
- The keyboard shortcuts detailed in this guide are based on the US keyboard layout. Users of other keyboard layouts may find slight discrepancies in key mappings.
- Shortcuts indicated with a plus sign (+) require pressing and holding multiple keys simultaneously.
- Shortcuts indicated with a comma (,) require pressing keys in sequential order.
- To quickly locate a specific shortcut within this article, utilize the search function by pressing Ctrl+F and entering your search terms.
Understanding the File Menu and KeyTips
In any Microsoft 365 application, be it Word, Excel, PowerPoint, or Outlook, the File menu is your central hub for file management and application settings. Accessing this menu is straightforward: from the standard, editing, or even inbox view, simply press Alt + F.
Upon pressing Alt + F, the File menu gracefully unfolds, presenting a structured interface divided into distinct pages, sometimes referred to as tabs. Each page categorizes related options, allowing for intuitive navigation. The number of pages available can vary slightly depending on the specific Microsoft 365 application you are using.
Navigating with KeyTips: Your Shortcut to Shortcuts
While full keyboard shortcuts are essential, Microsoft 365 provides an even more streamlined approach within the File menu using KeyTips. Each page and option within the File menu is assigned a unique KeyTip – a letter, number, or combination of both, displayed in a small square box directly over the menu items. These KeyTips act as dynamic shortcuts, allowing you to select options, delve into deeper settings, and open dialog boxes without needing to memorize lengthy shortcut combinations each time.
New page in the File menu of Word for Windows
Alt text: New page options with KeyTips displayed in the File menu of Word for Windows, highlighting the ‘N’ KeyTip for the New option.
Tip: If KeyTips are not visible, simply press the Alt key. If a KeyTip appears grayed out, it indicates that the corresponding option is currently unavailable.
To effectively utilize KeyTips:
- Initiate the File menu by pressing Alt + F. Observe the KeyTips that appear over the page options within the menu.
- On your keyboard, press the key that corresponds to the letter or number displayed in the KeyTip of the desired page. For example, to access the New page in Word, press N.
- The selected page will open, revealing a new set of KeyTips associated with the options available on that page.
- To choose a specific option, press the keyboard key that matches the KeyTip letter for that option. For instance, on the New page in Word, pressing S will take you directly to the Search field for online templates.
For users who rely on screen readers, navigating the File menu with KeyTips is also seamlessly integrated. When you land on an option with a KeyTip, the screen reader will announce the name of the option followed by its full shortcut. For example, when you reach the Print button, Narrator will announce: “Print button, Alt, F, P, P.” This auditory feedback reinforces the KeyTip system and makes it accessible to all users.
The tables below are structured to provide clarity. The first row under the header typically displays the full shortcut to access a specific page in the File menu. Subsequent rows then list the KeyTips used for options within that page, offering a comprehensive guide to efficient navigation.
Essential File Menu Shortcuts for Daily Use
This section highlights the most frequently used shortcuts for accessing key options within the File menu across Microsoft 365 applications. Mastering these shortcuts will form the foundation of a more efficient workflow.
| Task | Shortcut |
|---|---|
| Open the File menu | Alt+F |
| Within the File menu: | |
| Open the Home page: Access recent, pinned, and shared files; create new files from scratch or templates; search for files – all in one centralized location. | H |
| Open the New page: Start a new blank file or explore a wide range of templates. | N |
| Save a file with default settings: This option is available when AutoSave is disabled. | S |
| Open the Save As dialog box: Save your file with a different name or to a different location. | A, 1 or A, O |
| Open the Print page: Configure print settings and initiate the printing process. | P |
| Exit the File menu: Return to your normal working view (editing or Inbox). | Esc |
Streamlining File Creation with Shortcuts
Creating new files is a fundamental task, and the File menu offers several options for starting fresh. The following shortcuts are designed to expedite the file creation process using the New page options.
Tip: For the quickest way to create a new blank file or email, press Ctrl + N.
| Task | Shortcut |
|---|---|
| Open the New page | Alt+F, N |
| Within the New page: | |
| Create a new file from an app template list template. | Z, number (1-9) or letter (A-P), then C (e.g., Z, 1, C) |
| Search for online templates. | S, type search terms, Enter |
| Perform a predefined search for template types. | U, number (1-7) (e.g., U, 1) |
Efficiently Managing and Opening Files with Shortcuts
Navigating through files and folders can be streamlined using the Open page in the File menu. These shortcuts allow you to quickly access recent files, browse different save locations, and search for specific documents.
Tip: To quickly open a file and see a list of your recently accessed files, press Ctrl + O.
| Task | Shortcut |
|---|---|
| Open the Open page | Alt+F, O |
| Within the Open page: | |
| Search recent files. | R, E, type search terms |
| Display a list of recent files. | R, Y, 2 |
| Display a list of recent folders. | R, Y, 3 |
| Display files shared with you or files you’ve shared. | Y, 1 |
| Display files and folders on your company OneDrive. | S, 1 |
| Display SharePoint sites you use and follow. | S, 2 |
| Display files and folders on your personal OneDrive. | K |
| Display navigation options and files/folders on your local device (PC). | C |
| Open the standard Windows Open dialog box to browse files and folders. | O |
| Open a recent document closed without saving (Recover Unsaved Documents). | U, locate file, Enter |
Saving and Renaming Files with Keyboard Efficiency
Proper file management includes saving and renaming files effectively. The File menu’s Save and Save As options are readily accessible via these shortcuts, ensuring your work is securely stored and easily identifiable.
Tip: For a quick save of your current file, press Ctrl + S.
| Task | Shortcut |
|---|---|
| Save a file with default settings (when AutoSave is off). | S |
| Open the Save or Save As page. | A |
| Within the Save or Save As page: | |
| Add a cloud location to save files to. | A, A |
| Rename a file. | A, Y, 3 |
| Save a copy to Documents on your PC. | A, C, Y, 8 (to Documents), then Alt+A, Y, 5 (to Save) |
| Open the Save As dialog box to save with a different name or location. | A, 1 or A, O |
Printing Made Simple with File Menu Shortcuts
Printing documents is a common task, and the Print page in the File menu offers comprehensive control over print settings. These shortcuts streamline access to print options, allowing for quick and efficient hard copies.
Tip: To quickly print a file using default settings, press Ctrl + P, P.
| Task | Shortcut |
|---|---|
| Open the Print page | Alt+F, P |
| Within the Print page: | |
| Open the printer menu to select a printer. | I |
| Open the menu for selecting the printing range. | A |
| Set printing range by page or slide numbers. | S |
| Set the page orientation (portrait/landscape). | O |
| Set the paper size. | L |
Exporting and Changing File Types with Ease
The Export page in the File menu provides options for creating different file formats, such as PDF or XPS, and changing the file type altogether. These shortcuts simplify the process of preparing your Microsoft 365 files for various uses.
| Task | Shortcut |
|---|---|
| Open the Export page | Alt+F, E |
| Within the Export page: | |
| Create a PDF or XPS file of your Microsoft 365 file. | A |
| Change the file type of your Microsoft 365 file. | C, pick file type, save |
| In PowerPoint: Open Send to Microsoft Word dialog (create handouts in Word format). | H, A |
File Protection, Inspection, and Management Shortcuts
Ensuring file integrity and security is crucial. The Info page in the File menu offers tools to protect, inspect, and manage your Microsoft 365 files. These shortcuts provide quick access to these important features.
| Task | Shortcut |
|---|---|
| Open the Info page | Alt+F, I |
| Within the Info page: | |
| Copy the path to your file. | C |
| Open the file location in File Explorer. | F |
| Open the Protect Document menu (define editing restrictions). | P |
| Check for hidden properties and personal information before publishing (Inspect Document). | I, I |
Transforming Documents to Web Pages in Word
For Word users, the File menu offers the unique ability to transform documents into web pages using Microsoft Sway. This shortcut directly accesses this feature, enabling easy web publishing.
| Task | Shortcut |
|---|---|
| Open the Transform to Web Page dialog box (Word to Microsoft Sway). | Alt+F, M |
Accessing Your Microsoft 365 Account Information
Managing your Microsoft 365 account is made easier with shortcuts to the Account page (or Microsoft 365 Account in Outlook). Here, you can manage your profile, updates, and account settings.
| Task | Shortcut |
|---|---|
| Open the Account or Microsoft 365 Account page | Alt+F, D |
| Within the Account or Microsoft 365 Account page: | |
| Change your account photo. | C |
| Sign out of your account. | E |
| Switch user account. | S |
| Check for and apply Microsoft 365 updates. | R, U |
Streamlining Outlook Email Account Management
Outlook users have dedicated shortcuts within the File menu to manage their email accounts. The Account Information page provides access to settings like automatic replies and account configurations.
| Task | Shortcut |
|---|---|
| Open the Account Information page (Outlook). | Alt+F, I |
| Within the Account Information page: | |
| Access the email account settings menu. | S |
| Open the Automatic Replies (Out of Office) dialog box. | O |
| Open the dialog box for adding a new account to Outlook. | D |
| Empty the Deleted Items folder. | T, Y |
| Open the Rules and Alerts dialog box (manage email rules). | R |
Customizing App Settings and Options
Tailoring your Microsoft 365 applications to your preferences is essential for a comfortable and efficient workflow. The Options dialog box, accessible via these shortcuts, allows you to personalize various app settings.
| Task | Shortcut |
|---|---|
| Open the Options dialog box. | Alt+F, T |
| Within the Options dialog box: | |
| In Outlook: Toggle Play a sound for received messages (on/off). | M, Tab, P, Spacebar |
| Access the Proofing options (spelling and grammar settings). | P |
| Change the Microsoft 365 theme (appearance). | G, Tab, T |
Providing Feedback on Microsoft 365 Apps
Microsoft values user feedback. The Feedback page in the File menu, accessible via these shortcuts, provides a direct channel to share your thoughts and suggestions about Microsoft 365 applications.
| Task | Shortcut |
|---|---|
| Open the Feedback page. | Alt+F, K |
| Within the Feedback page: | |
| Open the form for sending positive feedback (I like something). | L |
| Open the form for sending negative feedback (I don’t like something). | D |
| Open the webpage for suggesting a new feature or improvement. | S |
Further Resources for Accessibility and Shortcuts
To expand your knowledge and accessibility practices within Microsoft 365, explore these related resources:
- Make your content accessible to everyone
- Keyboard shortcuts in Excel
- Keyboard shortcuts in Word
- Keyboard shortcuts for Outlook
- Use keyboard shortcuts to create PowerPoint presentations
- Use keyboard shortcuts to deliver PowerPoint presentations
Accessibility Support
Microsoft is committed to providing an inclusive experience for all users. If you have a disability or accessibility-related inquiries, please reach out to the Microsoft Disability Answer Desk for technical assistance. Their team is proficient in assistive technologies and offers support in English, Spanish, French, and American Sign Language. Visit their site for contact details specific to your region.
For government, commercial, or enterprise users, please contact the enterprise Disability Answer Desk.
By mastering these file menu shortcuts, you can navigate Microsoft 365 applications more efficiently, saving time and enhancing your overall productivity. These shortcuts not only speed up your workflow but also contribute to a more accessible and user-friendly computing experience.
