For anyone looking to enhance their workflow within Microsoft 365 applications on Windows, mastering keyboard shortcuts, especially the Shortcut Print Key, is a game-changer. These shortcuts, readily available in the File menu, offer a significant boost in efficiency. They are particularly invaluable for users with mobility or visual impairments, providing an accessible alternative to touchscreens and mice.
The File menu in Microsoft 365 apps acts as your backstage pass to managing files, accounts, and application settings. Accessible from any editing or normal view, it houses essential commands that streamline your work behind the scenes. This article delves into the world of these time-saving shortcuts, with a special focus on the shortcut print key and related commands.
Note: Keyboard shortcuts in this guide are based on the U.S. keyboard layout. Users of other layouts might find key correspondences slightly different. A plus sign (+) indicates pressing keys simultaneously, while a comma (,) signifies pressing keys in sequence. To quickly navigate this article, use Ctrl+F to search for specific shortcuts.
Navigating the File Menu with Keyboard Shortcuts
Opening the File Menu
From any normal, editing, or inbox view within your Microsoft 365 application, simply press Alt + F. This instantly opens the File menu, your gateway to a range of backstage options.
The File menu is structured into pages, often referred to as tabs, each grouping related options. The number of these pages varies depending on the specific Microsoft 365 application you are using.
Utilizing KeyTips for Efficient Navigation
Each page and option within the File menu is assigned a unique KeyTip. These KeyTips, displayed as letters, numbers, or combinations, are your secret weapon for navigating without a mouse. Instead of memorizing lengthy shortcuts, KeyTips allow you to select options, access deeper settings, and open dialog boxes with ease.
New page in the File menu of Word for Windows
Tip: If KeyTips are not visible, press the Alt key. Grayed-out KeyTips indicate unavailable options.
Here’s how to use KeyTips:
- Press Alt + F to open the File menu. KeyTips will appear over the page options.
- Press the key corresponding to the KeyTip letter of the desired page. For instance, in Word, press N to open the New page.
- Once the page opens, a new set of KeyTips will appear over the options within that page.
- Select an option by pressing the key that matches its KeyTip. For example, on the New page in Word, press S to access the Search field for online templates.
For screen reader users, navigating the File menu with KeyTips is also seamless. When you land on an option with a KeyTip, the screen reader announces the option’s name followed by its full shortcut, such as “Print button, Alt, F, P, P.”
The tables below provide both the full shortcut for accessing a page and the KeyTips for options within that page, starting with frequently used shortcuts and then focusing on specific tasks like printing.
Essential File Menu Shortcuts for Daily Use
| Task | Shortcut |
|---|---|
| Open the File menu | Alt+F |
| Within the File menu: | |
| Go to Home page for recent, pinned, shared files, new blank files, templates, and file search. | H |
| Open the New page to create new files or browse templates. | N |
| Save a file with default settings (when AutoSave is off). | S |
| Open the Save As dialog to save with a different name or location. | A, 1 or A, O |
| Open the Print page to configure print settings and print your file. | P |
| Exit the File menu and return to the document or inbox view. | Esc |
Mastering the Shortcut Print Key and Print Options
The shortcut print key combination, Alt + F, P, quickly takes you to the Print page within any Microsoft 365 application. From here, you can fine-tune your print job with a range of keyboard shortcuts, ensuring efficient and precise printing.
| Task on the Print Page | Shortcut |
|---|---|
| Open the Print page | Alt+F, P |
| Within the Print page: | |
| Open the printer selection menu. | I |
| Open the menu to select printing range (all pages, etc.). | A |
| Set printing range by specific page or slide numbers. | S |
| Set page orientation (portrait/landscape). | O |
| Set paper size. | L |
Tip: For an even faster printing process, Ctrl + P, P will immediately print your file using the default printer and settings. However, for more control over your print output, mastering Alt + F, P and the subsequent KeyTips is highly recommended.
Creating New Files with Keyboard Shortcuts
| Task | Shortcut |
|---|---|
| Open the New page | Alt+F, N |
| Within the New page: | |
| Create a file from an app template list (template number/letter + C). | Z, [1-9/A-P], C |
| Search for online templates. | S, [search terms], Enter |
| Predefined template type search (type number). | U, [1-7] |
Quick Tip: Ctrl + N is a universal shortcut to quickly create a new blank file or email.
Opening and Searching Files Efficiently
| Task | Shortcut |
|---|---|
| Open the Open page | Alt+F, O |
| Within the Open page: | |
| Search recent files. | R, E, [search terms] |
| Display recent file list. | R, Y, 2 |
| Display recent folder list. | R, Y, 3 |
| List files shared with you or you’ve shared. | Y, 1 |
| List files/folders on company OneDrive. | S, 1 |
| List SharePoint sites you use/follow. | S, 2 |
| List files/folders on personal OneDrive. | K |
| Navigation options and local device files/folders list. | C |
| Open standard Windows Open dialog box. | O |
| Open recently closed document (without saving) and recover it. | U, [locate file], Enter |
Quick Tip: Ctrl + O quickly opens a file and shows your recent files list.
Saving and Renaming Files Using Shortcuts
| Task | Shortcut |
|---|---|
| Save file with defaults (AutoSave off). | S |
| Open Save or Save As page. | A |
| Within the Save or Save As page: | |
| Add a cloud save location. | A, A |
| Rename a file. | A, Y, 3 |
| Save a copy to Documents on your PC. | A, C, Y, 8, Alt+A, Y, 5 |
| Open the Save As dialog box. | A, 1 or A, O |
Quick Tip: Ctrl + S is the fastest way to save a file.
Exporting Files and Changing File Types
| Task | Shortcut |
|---|---|
| Open the Export page | Alt+F, E |
| Within the Export page: | |
| Create a PDF or XPS file. | A |
| Change file type. | C, [file type], save |
| In PowerPoint, open Send to Microsoft Word dialog (handouts). | H, A |
Managing File Information and Security
| Task | Shortcut |
|---|---|
| Open the Info page | Alt+F, I |
| Within the Info page: | |
| Copy file path. | C |
| Open file location. | F |
| Open Protect Document menu (set editing restrictions). | P |
| Inspect file for hidden properties and personal info. | I, I |
Transforming Word Documents to Web Pages
| Task | Shortcut |
|---|---|
| Open Transform to Web Page dialog box (Word to Microsoft Sway). | Alt+F, M |
Accessing Account Information
| Task | Shortcut |
|---|---|
| Open Account or Microsoft 365 Account page | Alt+F, D |
| Within the Account or Microsoft 365 Account page: | |
| Change account photo. | C |
| Sign out of account. | E |
| Switch user account. | S |
| Check for Microsoft 365 updates. | R, U |
Managing Outlook Email Account Settings
| Task | Shortcut |
|---|---|
| Open Account Information page (Outlook) | Alt+F, I |
| Within the Account Information page (Outlook): | |
| Access email account settings menu. | S |
| Open Automatic Replies dialog (Out of Office). | O |
| Open dialog to add a new Outlook account. | D |
| Empty Deleted Items folder. | T, Y |
| Open Rules and Alerts dialog (email organization, notifications). | R |
Customizing App Settings and Options
| Task | Shortcut |
|---|---|
| Open the Options dialog box | Alt+F, T |
| Within the Options dialog box: | |
| Outlook: Toggle Play a sound for received messages. | M, Tab, P, Spacebar |
| Access Proofing options (spelling, grammar). | P |
| Change Microsoft 365 theme. | G, Tab, T |
Sending Feedback to Microsoft
| Task | Shortcut |
|---|---|
| Open the Feedback page | Alt+F, K |
| Within the Feedback page: | |
| Open positive feedback form (“I Like Something”). | L |
| Open negative feedback form (“I Don’t Like Something”). | D |
| Open webpage to suggest a feature or improvement. | S |
Further 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. For disability-related accessibility assistance, please reach out to the Microsoft Disability Answer Desk. Their team is equipped to support various assistive technologies and offers assistance in multiple languages. For enterprise users, please contact the enterprise Disability Answer Desk.
