Keyboard shortcuts for Microsoft Publisher

The shortcut keys described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts may not correspond exactly to the keys on a U.S. keyboard.

To print this topic, press TAB to select Show All, press ENTER, and then press CTRL+P.



Online Help

ShowKeyboard shortcuts for using the Help window

The Help window provides access to all Office Help content. The Help window displays topics and other Help content.

In the Help window

To do this Press
Open the Help window. F1
Close the Help window ALT+F4
Switch between the Help window and the active program. ALT+TAB
Go back to Program Name Home. ALT+HOME
Select the next item in the Help window. TAB
Select the previous item in the Help window. SHIFT+TAB
Perform the action for the selected item. ENTER
In the Browse Program Name Help section of the Help window, select the next or previous item, respectively. TAB or SHIFT+TAB
In the Browse Program Name Help section of the Help window, expand or collapse the selected item, respectively. ENTER
Select the next hidden text or hyperlink, including Show All or Hide All at the top of a topic. TAB
Select the previous hidden text or hyperlink. SHIFT+TAB
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink. ENTER
Move back to the previous Help topic (Back button). ALT+LEFT ARROW or BACKSPACE
Move forward to the next Help topic (Forward button). ALT+RIGHT ARROW
Scroll small amounts up or down, respectively, within the currently displayed Help topic. UP ARROW, DOWN ARROW
Scroll larger amounts up or down, respectively, within the currently displayed Help topic. PAGE UP, PAGE DOWN
Change whether the Help window appears connected to (tiled) or separate from (untiled) the active program. ALT+U
Display a menu of commands for the Help window. This requires that the Help window have the active focus (click in the Help window). SHIFT+F10
Stop the last action (Stop button). ESC
Refresh the window (Refresh button). F5

Print the current Help topic.

 Note   If the cursor is not in the current Help topic, press F6 and then press CTRL+P.

CTRL+P
Change the connection state. F6, and then click DOWN ARROW
Type text in the Type words to search for box. F6, and then click DOWN ARROW
Switch among areas in the Help window; for example, switch between the toolbar, Type words to search for box, and Search list. F6
In a Table of Contents in tree view, select the next or previous item, respectively. UP ARROW, DOWN ARROW
In a Table of Contents in tree view, expand or collapse the selected item, respectively. LEFT ARROW, RIGHT ARROW

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Microsoft Office basics

ShowDisplay and use windows

To do this Press
Switch to the next window. ALT+TAB
Switch to the previous window. ALT+SHIFT+TAB
Close the active window. CTRL+W or CTRL+F4
Restore the size of the active window after you maximize it. CTRL+F5

Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.

 Note   If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar or Ribbon, which is a part of the Microsoft Office Fluent user interface, and then pressing CTRL+TAB to move to the task pane.

F6
Move to a pane from another pane in the program window (counterclockwise direction). SHIFT+F6
When more than one window is open, switch to the next window. CTRL+F6
Switch to the previous window. CTRL+SHIFT+F6
When a document window is not maximized, perform the Move command (on the Control menu for the window). Use the arrow keys to move the window, and, when finished, press ESC. CTRL+F7
When a document window is not maximized, perform the Size command (on the Control menu for the window). Press the arrow keys to resize the window, and, when finished, press ESC. CTRL+F8
Minimize a window to an icon (works for only some Microsoft Office programs). CTRL+F9
Maximize or restore a selected window. CTRL+F10
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN

ShowChange or resize the font

To do this Press
Change the font CTRL+SHIFT+F
Change the font size CTRL+SHIFT+P
Increase the font size of the selected text CTRL+SHIFT+>
Decrease the font size of the selected text CTRL+SHIFT+<

ShowMove around in text or cells

To do this Press
Move one character to the left. LEFT ARROW
Move one character to the right. RIGHT ARROW
Move one line up. UP ARROW
Move one line down. DOWN ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Move to the end of a line. END
Move to the beginning of a line. HOME
Move up one paragraph. CTRL+UP ARROW
Move down one paragraph. CTRL+DOWN ARROW
Move to the end of a text box. CTRL+END
Move to the beginning of a text box. CTRL+HOME
Repeat the last Find action. SHIFT+F4

ShowMove around in and work in tables

To do this Press
Move to the next cell. TAB
Move to the preceding cell. SHIFT+TAB
Move to the next row. DOWN ARROW
Move to the preceding row. UP ARROW
Insert a tab in a cell. CTRL+TAB
Start a new paragraph. ENTER
Add a new row at the bottom of the table. TAB at the end of the last row

ShowAccess and use task panes

To do this Press

Move to a task pane from another pane in the program window. (You may need to press F6 more than once.)

 Note   If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar and then pressing CTRL+TAB to move to the task pane.

F6
When a menu or toolbar is active, move to a task pane. (You may need to press CTRL+TAB more than once.) CTRL+TAB
When a task pane is active, select the next or previous option in the task pane. TAB or SHIFT+TAB
Display the full set of commands on the task pane menu. CTRL+DOWN ARROW
Move among choices on a selected submenu; move among certain options in a group of options in a dialog box. DOWN ARROW or UP ARROW
Open the selected menu, or perform the action assigned to the selected button. SPACEBAR or ENTER
Open a shortcut menu; open a drop-down menu for the selected gallery item. SHIFT+F10
When a menu or submenu is visible, select the first or last command on the menu or submenu. HOME or END
Scroll up or down in the selected gallery list. PAGE UP or PAGE DOWN
Move to the top or bottom of the selected gallery list. CTRL+HOME or CTRL+END

Open the Research task pane.

 Note   This keyboard shortcut does not work in Microsoft Office PowerPoint or Microsoft Office SharePoint Designer.

ALT+Click

ShowAccess and use smart tags

To do this Press
Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message. ALT+SHIFT+F10
Select the next item on a smart tag menu. DOWN ARROW
Select the previous item on a smart tag menu. UP ARROW
Perform the action for the selected item on a smart tag menu. ENTER
Close the smart tag menu or message. ESC

 Tip   You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer.

ShowResize and move toolbars, menus, and task panes

  1. Press ALT to select the menu bar.
  2. Press CTRL+TAB repeatedly to select the toolbar or task pane that you want.
  3. Do one of the following:

ShowResize a toolbar

  1. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
  2. Click the Size command, and then press ENTER.
  3. Use the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize one pixel at a time.

ShowMove a toolbar

  1. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
  2. Click the Move command, and then press ENTER.
  3. Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel at a time. To undock the toolbar, press DOWN ARROW repeatedly. To dock the toolbar vertically on the left or right side, press LEFT ARROW or RIGHT ARROW, respectively, when the toolbar is all the way to the left or right side.

ShowResize a task pane

  1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
  2. Use the DOWN ARROW key to select the Size command, and then press ENTER.
  3. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time.

ShowMove a task pane

  1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
  2. Use the DOWN ARROW key to select the Move command, and then press ENTER.
  3. Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel at a time.
  1. When you finish moving or resizing, press ESC.

ShowUse dialog boxes

To do this Press
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. CTRL+TAB
Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB
Move between options in an open drop-down list, or between options in a group of options. Arrow keys
Perform the action assigned to the selected button; select or clear the selected check box. SPACEBAR
Open the list if it is closed and move to that option in the list. First letter of an option in a drop-down list
Select an option; select or clear a check box. ALT+ the letter underlined in an option
Open a selected drop-down list. ALT+DOWN ARROW
Close a selected drop-down list; cancel a command and close a dialog box. ESC
Perform the action assigned to a default button in a dialog box. ENTER

ShowUse edit boxes within dialog boxes

An edit box is a blank in which you type or paste an entry, such as your user name or the path to a folder.

To do this Press
Move to the beginning of the entry. HOME
Move to the end of the entry. END
Move one character to the left or right. LEFT ARROW or RIGHT ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Select or cancel selection one character to the left. SHIFT+LEFT ARROW
Select or cancel selection one character to the right. SHIFT+RIGHT ARROW
Select or cancel selection one word to the left. CTRL+SHIFT+LEFT ARROW
Select or cancel selection one word to the right. CTRL+SHIFT+RIGHT ARROW
Select from the insertion point to the beginning of the entry. SHIFT+HOME
Select from the insertion point to the end of the entry. SHIFT+END

ShowUse the Open Publication and Save As dialog boxes

To do this Press
Go to the previous folder. Button image ALT+1
Up One Level Button image button: open the folder up one level above the open folder. ALT+2
Search the Web Button image button: close the dialog box and open your Web search page ALT+3
Delete Button image button: delete the selected folder or file. ALT+3
Create New Folder Button image button: create a new folder. ALT+4
Views Button image button: switch among available folder views. ALT+5
Tools button: show the Tools menu. ALT+L
Display a shortcut menu for a selected item such as a folder or file. SHIFT+F10
Move between options or areas in the dialog box. TAB
Open the Look in list. F4 or ALT+I
Refresh the file list. F5

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Create, open, close, or save a publication

ShowCreate, open, close a publication

To do this Press
Open a new instance of Publisher. CTRL+N
Display the Open Publication dialog box. CTRL+O
Close the current publication. CTRL+F4 or CTRL+W
Display the Save As dialog box. CTRL+S

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Edit or format text or objects

ShowEdit or format text

Most of these keyboard shortcuts do not work if you are viewing the publication in Web Page Preview.

To do this Press
Display the Find and Replace task pane, with the Find option selected under Find or Replace. These keyboard shortcuts might not work if another task pane is already open. This keyboard shortcut does work in Web Page Preview. F3 or CTRL+F or SHIFT+F4
Display the Find and Replace task pane, with the Replace option selected under Find or Replace. These keyboard shortcuts might not work if another task pane is already open. CTRL+H
Check spelling. F7
Display the Research task pane to find synonyms. SHIFT+F7
Display the Research task pane to perform a query. Hold down ALT and click a word
Select all the text. If the cursor is in a text box, this keyboard shortcut selects all text in the current story. If the cursor is not in any text box, this keyboard shortcut selects all the objects on a page. CTRL+A
Make text bold. CTRL+B
Italicize text. CTRL+I
Underline text. CTRL+U
Make text small capital letters, or return small capital letters to upper and lower case. CTRL+SHIFT+K
Select the Style box on the Formatting toolbar. CTRL+SHIFT+S
Select the Font box on the Formatting toolbar. CTRL+SHIFT+F
Select the Font Size box on the Formatting toolbar. CTRL+SHIFT+P
Copy formatting. CTRL+SHIFT+C
Paste formatting. CTRL+SHIFT+V
Turn Special Characters on or off. CTRL+SHIFT+Y
Return character formatting to the current text style. CTRL+SPACEBAR
Apply or remove subscript formatting. CTRL+=
Apply or remove superscript formatting. CTRL+SHIFT+=
Increase space between letters in a word (kerning). CTRL+SHIFT+]
Decrease space between letters in a word (kerning). CTRL+SHIFT+[
Increase font size by 1.0 point. CTRL+]
Decrease font size by 1.0 point. CTRL+[
Increase to the next size in the Font Size box. CTRL+SHIFT+>
Decrease to the next size in the Font Size box. CTRL+SHIFT+<
Set center alignment for a paragraph. CTRL+E
Set left alignment for a paragraph. CTRL+L
Set right alignment for a paragraph. CTRL+R
Set justified alignment for a paragraph. CTRL+J
Set distributed alignment for a paragraph. CTRL+SHIFT+D
Set newspaper alignment for a paragraph (East Asian languages only). CTRL+SHIFT+J
Display the Hyphenation dialog box. This keyboard shortcut does not work for Web pages. CTRL+SHIFT+H
Insert the current time. ALT+SHIFT+T
Insert the current date. ALT+SHIFT+D
Insert the current page number. ALT+SHIFT+P
Insert a zero-width non-breaking space. CTRL+SHIFT+0 (zero)
Set the current paragraph to single spacing. CTRL+1
Set the current paragraph to double spacing. CTRL+2
Set the current paragraph to 1.5-line spacing. CTRL+5

ShowCopy text formats

To do this Press
Copy formatting from text. CTRL+SHIFT+C
Apply copied formatting to text. CTRL+SHIFT+V

ShowCopy, cut, paste or delete text or objects

To do this Press
Copy the selected text or object. CTRL+C or CTRL+INSERT
Cut the selected text or object. CTRL+X or SHIFT+DELETE
Paste text or an object. CTRL+V or SHIFT+INSERT
Delete the selected object. DELETE or CTRL+SHIFT+X

ShowUndo or redo an action

To do this Press
Undo the last action. CTRL+Z or ALT+BACKSPACE
Redo the last action. CTRL+Y or F4

ShowNudge an object

To do this Press
Nudge a selected object up, down, left, or right. Arrow keys
If the selected object has a cursor in its text, nudge the selected object up, down, left, or right. ALT+arrow keys

ShowLayer objects

To do this Press
Bring object to front. ALT+F6
Send object to back. ALT+SHIFT+F6

ShowSnap objects

To do this Press
Turn Snap to Guides on or off. CTRL+SHIFT+W
Turn Snap to Guides on or off F10, SHIFT+R, SHIFT+S, SHIFT+M
Turn Snap to Guides on or off F10, SHIFT+R, SHIFT+S, SHIFT+O

ShowSelect or group objects

To do this Press
Select all objects on the page — if your cursor is not in text in a text box or AutoShape. If your cursor is in a text box and you press these keystrokes, this selects all the text that is in a story — even if the story flows to additional text boxes. CTRL+A
Group selected objects, or ungroup grouped objects. CTRL+SHIFT+G
Clears the selection from text — if text is selected — but the object that contains the text remains selected. ESC
Clears the selection from an object — if an object is selected. ESC
Selects the object within the group — if that object contains text that is already selected. ESC

ShowMake an object transparent

To do this Press
Switch between making an object transparent or opaque (with a white fill). CTRL+T

ShowInsert an object

To use this keyboard shortcut, you must first select the Objects Toolbar or the Insert menu.

To use this keyboard shortcut from the Objects Toolbar, first press ALT to select the menu bar, and then press CTRL+TAB until the Objects Toolbar is selected. Then press TAB or SHIFT+TAB to select the button for the type of object you want to insert in your publication.

To use this shortcut key from the Insert menu, first press ALT+I, and then use the DOWN ARROW key to select the menu item for the type of object you want to insert.

To do this Press
Insert a text box, line, connector, circle, or square that is selected on the Objects Toolbar or Insert menu. Alternatively, open a menu or dialog box that provides more options for inserting another type of object. CTRL+ENTER

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Work with pages

ShowSelect or insert pages

If your publication is in Two-Page Spread view, these commands apply to the selected two-page spread. If your publication is not in Two-Page Spread view, these commands apply only to the selected page.

To do this Press
Display the Go To Page dialog box. F5 or CTRL+G
Insert a page or a two-page spread. If you are creating a newsletter, it opens the Insert publication type Pages dialog box. If you are creating a greeting card or program, a message displays asking if you want multiple pages automatically inserted. CTRL+SHIFT+N
Insert duplicate page after the selected page. CTRL+SHIFT+U

ShowMove between pages

To do this Press
Display the Go To Page dialog box. F5 or CTRL+G
Go to the next page. CTRL+PAGE DOWN
Go to the previous page. CTRL+PAGE UP
Switch between the current page and the master page. CTRL+M

ShowUse the master page

To do this Press
Switch between the current page and the master page. CTRL+M

ShowShow or hide boundaries or guides

To do this Press
Turn Boundaries and Guides on or off. CTRL+SHIFT+O
Turn Horizontal Baseline Guides on or off. This keyboard shortcut is not available in Web view. CTRL+F7
Turn Vertical Baseline Guides on or off (East Asian languages only). This keyboard shortcut is not available in Web view. CTRL+SHIFT+F7

ShowZoom

To do this Press
Switch between the current view and the actual size. F9
Zoom to full page view. CTRL+SHIFT+L

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Print a publication

ShowUse Print Preview

These keyboard shortcuts are available when you are in Print Preview (File menu, Print Preview command).

To do this Press
Switch between the current view and the actual size. F9
Scroll up or down. UP ARROW or DOWN ARROW
Scroll left or right. LEFT ARROW or RIGHT ARROW
Scroll up in large increments. PAGE UP or CTRL+UP ARROW
Scroll down in large increments. PAGE DOWN or CTRL+DOWN ARROW
Scroll left in large increments. CTRL+LEFT ARROW
Scroll right in large increments. CTRL+RIGHT ARROW
Scroll to the upper left corner of the page. HOME
Scroll to the lower right corner of the page. END
Display the Go To Page dialog box. F5 or CTRL+G
Go to the previous page. CTRL+PAGE UP
Go to the next page. CTRL+PAGE DOWN
Go to the next window if you have multiple publications open on your desktop. CTRL+F6
Exit Print Preview and display the Print dialog box. CTRL+P
Exit Print Preview. ESC

ShowPrint a publication

To do this Press
Open the Print dialog box. CTRL+P

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Work with Web pages and e-mail

ShowInsert hyperlinks and preview Web pages

To do this Press
Display the Insert Hyperlink dialog box. Your cursor must first be in a text box. CTRL+K
Preview your Web page in an instance of your browser . CTRL+SHIFT+B

ShowSend e-mail

After you choose Send as Message (File menu, Send E-mail command), you can use the following keyboard shortcuts.

 Important   Microsoft Office Outlook must be open before you can send e-mail messages. If Outlook isn't open, the message will be stored in your Outbox folder.

To do this Press
Send the current page or publication. ALT+S
Open the Address Book when the cursor is in the e-mail message header. CTRL+SHIFT+B
Open the Design Checker when the cursor is in the e-mail message header. ALT+K
Check the names on the To, Cc, and Bcc lines against the Address Book when the cursor is in the e-mail message header. CTRL+K
Open the Address Book with the To field selected when the cursor is in the e-mail message header. ALT+. (period)
Open the Address Book with the Cc field selected when the cursor is in the e-mail message header. ALT+C

Open the Address Book with the Bcc field selected when the cursor is in the e-mail message header and the Bcc field is visible.

To display the Bcc field, when the Mailing toolbar is selected, press SHIFT+P, press the DOWN ARROW key to select Bcc, and then , and then press ENTER.

ALT+B
Go to the Subject field. ALT+J
Open the Microsoft Office Outlook Message Options dialog box. ALT+P
Open the Custom dialog box to create an e-mail message flag when the cursor is in the e-mail message header. CTRL+SHIFT+G
Move the cursor to the next field in the e-mail message header when the cursor is in the e-mail message header. TAB
Move the cursor to the previous field in the e-mail message header. SHIFT+TAB
Alternate between the insertion point in the e-mail message header and the Send button in the Mailing toolbar. CTRL+TAB
After you choose Send as Message (File menu, Send E-mail command), you can use the following keyboard shortcuts.

After you choose or Send Publication as Attachment (File menu, Send E-mail command), you can use the following keyboard shortcuts.

To do this Press
Open the Address Book when the cursor is in the e-mail message header. CTRL+SHIFT+B
Open the Address Book with the To field selected when the cursor is in the e-mail message header. ALT+. (period)
Open the Address Book with the Cc field selected when the cursor is in the e-mail message header. ALT+C

Open the Address Book with the Bcc field selected when the cursor is in the e-mail message header and the Bcc field is visible. This keyboard shortcut only works if there is a name in the Bcc field.

To display the Bcc field, when the Mailing toolbar is selected, press SHIFT+P, press the DOWN ARROW key to select Bcc, and then , and then press ENTER.

ALT+B
Go to the Subject field. ALT+J
Open the Custom dialog box to create an e-mail message flag when the cursor is in the e-mail message header. CTRL+SHIFT+G
Move the cursor to the next field in the e-mail message header when the cursor is in the e-mail message header. TAB
Move the cursor to the previous field in the e-mail message header. SHIFT+TAB
After you choose Send as Message (File menu, Send E-mail command), you can use the following keyboard shortcuts.

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Automate tasks

ShowWork with macros

To do this Press
Display the Macros dialog box. ALT+F8

ShowWork with Visual Basic

To do this Press
Display the Visual Basic editor. ALT+F11

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Applies to:
Publisher 2007