Navigating the digital workspace efficiently is crucial, especially when dealing with tasks as common as printing. For users of Microsoft 365 applications on Windows, mastering the Shortcut Key For Printing can significantly enhance workflow and save valuable time. Whether you’re aiming for speed, have mobility considerations, or simply prefer keyboard commands, understanding and utilizing these shortcuts is a game-changer.
The File menu in Microsoft 365 apps serves as your backstage pass to managing files, adjusting application settings, and, importantly, executing print commands. Accessing this menu and its print functionalities via keyboard shortcuts streamlines your interaction, making you more productive. This guide will delve into the essential shortcut key for printing and other related shortcuts within the File menu, enabling you to print documents and manage print settings with unparalleled ease.
Understanding the File Menu and KeyTips
The File menu, often referred to as ‘Backstage view,’ is your central hub for actions that operate behind the scenes of your document or project. Instead of directly manipulating content, you’re managing the file itself and the application’s behavior. Accessing this menu is the first step to utilizing the shortcut key for printing and other file-related commands.
To open the File menu from any normal or editing view within a Microsoft 365 application (like Word, Excel, PowerPoint, or Outlook), simply press Alt + F. This action unveils a range of options categorized into pages or tabs, each addressing different aspects of file and application management. The number of pages available may vary depending on the specific Microsoft 365 app you are using.
KeyTips: Your Guide to File Menu Shortcuts
Microsoft 365 employs a system called KeyTips to further simplify shortcut navigation within the File menu. Once you press Alt + F to open the File menu, you’ll notice small square boxes appearing over each page and option. These boxes contain letters, numbers, or combinations thereof – the KeyTips. These are essentially mini-shortcuts that guide you through the menu without needing to remember complex key combinations.
New page in the File menu of Word for Windows. KeyTips are displayed over the page options, such as 'Info', 'New', 'Open', 'Save as', 'Print', 'Share', 'Export', 'Transform', 'Account', 'Feedback', and 'Options'
Using KeyTips is straightforward:
- Open the File Menu: Press Alt + F. KeyTips will appear.
- Select a Page: Press the key that corresponds to the KeyTip of the page you want to access. For example, to open the New page in Word, press N.
- Choose an Option: Once a page opens, a new set of KeyTips will appear over the options on that page. Press the key matching the KeyTip for the desired option. For example, on the New page in Word, press S to move to the Search field for online templates.
For screen reader users, navigating the File menu with KeyTips is also accessible. When you land on an option with a KeyTip, the screen reader announces the option’s name followed by the full shortcut sequence (e.g., “Print button, Alt, F, P, P”).
Essential File Menu Shortcuts for Daily Use
While the KeyTip system allows for flexible navigation, some shortcuts are used so frequently that memorizing them becomes incredibly beneficial. Here’s a table of the most common and time-saving shortcuts within the Microsoft 365 File menu:
| Action | Shortcut | KeyTip (after Alt+F) |
|---|---|---|
| Open the File menu | Alt + F | |
| Home Page: Access recent files, templates, search | Alt + F, H | H |
| New Page: Create new files, browse templates | Alt + F, N | N |
| Save: Save with default settings | Alt + F, S | S |
| Save As: Open Save As dialog box | Alt + F, A, 1 or Alt + F, A, O | A, 1 or A, O |
| Print Page: Access print options | Alt + F, P | P |
| Exit File Menu: Return to document view | Esc |
Mastering the Shortcut Key for Printing
The shortcut key for printing in Microsoft 365, accessed through the File menu, is your gateway to quickly printing documents and managing print settings. Let’s break down the print-related shortcuts:
1. Accessing the Print Page:
- Shortcut: Alt + F, P
- KeyTip: P (after pressing Alt + F)
Pressing Alt + F, P will directly take you to the Print page within the File menu. From here, you can adjust various print settings using further KeyTips or shortcuts.
2. Quick Print with Default Settings:
- Shortcut: Ctrl + P, P
For the fastest printing experience, Ctrl + P, P is your go-to command. Ctrl + P initially opens the Print interface, and the second P immediately initiates printing using your default printer and settings. This is ideal when you need to print a document quickly without modifying any print parameters.
3. Navigating Print Options on the Print Page:
Once you’ve opened the Print page using Alt + F, P, you can use the following KeyTips to adjust print settings:
| Print Option | KeyTip (after Alt+F, P) |
|---|---|
| Printer Menu: Select printer | I |
| Printing Range Menu: All pages, custom range | A |
| Set Page Range: Specify page numbers | S |
| Page Orientation: Portrait or Landscape | O |
| Paper Size: Select paper size | L |
Example: Changing Paper Size using Shortcuts
Let’s say you need to print your document on legal-size paper instead of the default letter size. Here’s how you can do it using keyboard shortcuts:
- Press Alt + F, P to open the Print page.
- Press L to activate the Paper Size menu.
- Use the arrow keys to navigate to “Legal” in the paper size list.
- Press Enter to select “Legal.”
- If you’re ready to print, press P (KeyTip for the Print button) or Tab to the Print button and press Enter.
Streamlining File Management with Shortcuts
Beyond printing, the File menu and its shortcuts offer efficient ways to manage your Microsoft 365 files. Here are some additional useful shortcuts within the File menu:
Creating New Files:
- New Blank File (General): Ctrl + N (This shortcut works from almost anywhere in most Microsoft 365 apps to quickly create a new blank document, spreadsheet, or presentation).
- New Page in File Menu: Alt + F, N
- Create from Template: Alt + F, N, Z, [Number/Letter], C (Select a template from the list using its KeyTip number/letter).
- Search Online Templates: Alt + F, N, S, [Search Term], Enter
Opening Existing Files:
- Open File Dialog: Ctrl + O (Opens the standard Windows Open dialog box).
- Open Page in File Menu: Alt + F, O
- Search Recent Files: Alt + F, O, R, E, [Search Term]
- List Recent Files: Alt + F, O, R, Y, 2
- Open from OneDrive: Alt + F, O, K (Personal OneDrive) or Alt + F, O, S, 1 (Company OneDrive)
Saving and Exporting Files:
- Save: Ctrl + S (Quickly saves the current file).
- Save As Page: Alt + F, A
- Save As Dialog: Alt + F, A, 1 or Alt + F, A, O
- Export Page: Alt + F, E
- Create PDF/XPS: Alt + F, E, A
Accessing Account and App Options:
- Account Page: Alt + F, D (Manage account settings, updates).
- Options Dialog Box: Alt + F, T (Customize application settings).
Conclusion: Embrace Efficiency with Print Shortcuts
Mastering the shortcut key for printing and other File menu shortcuts in Microsoft 365 is a significant step towards enhancing your productivity and workflow. By utilizing these keyboard commands, you can navigate the File menu, manage your documents, and execute print jobs with speed and precision. Whether you frequently print documents or occasionally need to adjust print settings, these shortcuts will undoubtedly streamline your experience and save you valuable time in the long run. Embrace these shortcuts and unlock a more efficient way to interact with Microsoft 365 applications.
