Keyboard shortcuts in Publisher

Applies to: Publisher for Microsoft 365, Publisher 2019, Publisher 2016, Publisher 2013.

Often, you can work quicker by resting your fingers on the keyboard instead of alternating to the mouse or touch pad. You possibly have previously used shortcuts like Ctrl+C for Copy and Ctrl+S for Save, but you may be unaware of the remaining shortcuts. Here they are:

In this article

New shortcuts

Shape and Picture Effects

Shape effects

Picture effects

Text Effects

Text fill drop-down

Text outline drop-down

Text effects drop-down

Create, open, close, or save a publication

Create, open, close a publication

Edit or format text or objects

Edit or format text

Copy text formats

Copy, cut, paste or delete text or objects

Undo or redo an action

Nudge an object

Layer objects

Snap objects

Select or group objects

Work with pages

Select or insert pages

Move between pages

Use the master page

Show or hide boundaries or guides

Zoom

Print a publication

Using Print Preview

Print a publication

Insert hyperlinks

Send e-mail

Automate tasks

Work with macros

Work with Visual Basic

Ribbon shortcuts

These shortcuts were launched with the Publisher ribbon. Some tabs are variable and display only once you’ve added or picked an object like a shape or a table. The double-letter shortcuts enable the use of keyboard shortcuts with contextual tabs.

New keyboard shortcuts, using double letters, opening the Drawing Tools tab.

To employ these, first choose the object, then press Alt, press the two letter context menu shortcut, and then tap the leftover keys, if any. For example, to access the Shape Effects menu and append a shadow to a shape you click the shape, press AltJD to enter the Drawing Tools – Format tab, SE to access the Shape Effects menu, S to pick the Shadow Gallery, and then tab across the shadow options to import the shadow to your shape.

Shape and Picture Effects

Shape effects

To do thisPress
Open the Shape Effects MenuAlt, JD, SE
Open the Shape Effects – Shadow GalleryAlt, JD, SE, S – then tab through options
Open the Shape Effects – Reflection GalleryAlt, JD, SE, R – then tab through options
Open the Shape Effects – Glow GalleryAlt, JD,SE,G- then tab through options
Open the Shape Effects – Soft Edges GalleryAlt, JD,SE,E – then tab through options
Open the Shape Effects – Bevel GalleryAlt, JD,SE,B – then tab through options
Open the Shape Effects – 3-D Rotation GalleryAlt, JD,SE,D – then tab through options
Open the Shape Styles GalleryAlt, JD,ST – then tab through options

Picture effects

To do thisPress
Open the Picture Effects MenuAlt, JP,PE
Open the Picture Effects – Shadow GalleryAlt, JP,PE,S – then tab through options
Open the Picture Effects – Reflection GalleryAlt, JP,PE,R – then tab through options
Open the Picture Effects – Glow GalleryAlt, JP,PE,G – then tab through options
Open the Picture Effects – Soft Edges GalleryAlt, JP,PE,E – then tab through options
Open the Picture Effects – Bevel GalleryAlt, JP,PE,B – then tab through options
Open the Picture Effects – 3-D Rotation GalleryAlt, JP,PE,D – then tab through options
Open the Picture Styles GalleryAlt, JP,K – then tab through options
Clear Picture StyleAlt, JP,K,C

Text Effects

Text fill drop-down

To do thisPress
Open Text Fill Drop-downAlt, JX,TI
No FillAlt, JX,TI,N – then tab through options
More Fill Colours…Alt, JX,TI,M – then tab through options
Fill Effects…Alt, JX,TI,F – then tab through options
TintsAlt, JX,TI,T – then tab through options
Sample Font ColourAlt, JX,TI,S

Text outline drop-down

To do thisPress
Open Text Outline Drop-downAlt ,JX,TO
No OutlineAlt ,JX,TO,N
More Outline Colours…Alt, JX,TO,M – then tab through options
Outline Effects…Alt. JX.TO.O – then tab through options
Sample Line ColourAlt, JX,TO,S – then tab through options
WeightAlt, JX,TO,W – then tab through options
DashesAlt, JX,TO,D – then tab through options

Text effects drop-down

To do thisPress
Open Text Effects Drop-downAlt, JX,TE
ShadowAlt, JX, TE,S – then tab through options
ReflectionAlt, JX, TE,R – then tab through options
GlowAlt, JX, TE,G – then tab through options
BevelAlt, JX, TE,B – then tab through options

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Create, open, close, or save a publication

Create, open, close a publication

To do thisPress
Open a new instance of PublisherCTRL+N
Display the Open Publication dialogue boxCTRL+O
Close the current publicationCTRL+F4 or CTRL+W
Display the Save As dialogue boxCTRL+S

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Edit or format text or objects

Edit or format text

To do thisPress
Display the Find and Replace task pane, with the Find option selectedF3 or CTRL+F or SHIFT+F4
Display the Find and Replace task pane, with the Replace option selectedCTRL+H
Check spellingF7
Display the Thesaurus task paneSHIFT+F7
Display the Research task paneALT + click a word
Select all the text (If the cursor is in a text box, this selects all text in the current story; if the cursor is not in a text box, this selects all the objects on a page.)CTRL+A
Make text boldCTRL+B
Italicise textCTRL+I
Underline textCTRL+U
Make text small capital letters, or return small capital letters to upper and lower caseCTRL+SHIFT+K
Open the Font dialogueCTRL+SHIFT+F
Copy formattingCTRL+SHIFT+C
Paste formattingCTRL+SHIFT+V
Turn Special Characters on or offCTRL+SHIFT+Y
Return character formatting to the current text styleCTRL+SPACEBAR
Apply or remove subscript formattingCTRL+=
Apply or remove superscript formattingCTRL+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 pointCTRL+]
Decrease font size by 1.0 pointCTRL+[
Increase to the next size in the Font Size boxCTRL+SHIFT+>
Decrease to the next size in the Font Size boxCTRL+SHIFT+<
Centre a paragraphCTRL+E
Align a paragraph on the leftCTRL+L
Align a paragraph on the rightCTRL+R
Align a paragraph on both sides (justified)CTRL+J
Distribute a paragraph evenly horizontallyCTRL+SHIFT+D
Set newspaper alignment for a paragraph (East Asian languages only)CTRL+SHIFT+J
Display the Hyphenation dialogue boxCTRL+SHIFT+H
Insert the current timeALT+SHIFT+T
Insert the current dateALT+SHIFT+D
Insert the current page numberALT+SHIFT+P
Prevent the word from getting hyphenated if it occurs at the end of a lineCTRL+SHIFT+0 (zero)

Copy text formats

To do thisPress
Copy formatting from the selected textCTRL+SHIFT+C
Apply copied formatting to textCTRL+SHIFT+V

Copy, cut, paste or delete text or objects

To do thisPress
Copy the selected text or objectCTRL+C or CTRL+INSERT
Cut the selected text or objectCTRL+X or SHIFT+DELETE
Paste text or an objectCTRL+V or SHIFT+INSERT
Delete the selected objectDELETE or CTRL+SHIFT+X

Undo or redo an action

To do thisPress
Undo what you last didCTRL+Z or ALT+BACKSPACE
Redo what you last didCTRL+Y or F4

Nudge an object

To do thisPress
Nudge a selected object up, down, left, or rightArrow keys
If the selected object has a cursor in its text, nudge the selected object up, down, left, or rightALT+arrow keys

Layer objects

To do thisPress
Bring object to frontALT+F6
Send object to backALT+SHIFT+F6

Snap objects

To do thisPress
Turn Snap to Guides on or offF10, SHIFT+R, SHIFT+S, SHIFT+M

Select or group objects

To do thisPress
Select all objects on the page (If your cursor is in a text box, this selects all the text in a story)CTRL+A
Group selected objects, or ungroup grouped objectsCTRL+SHIFT+G
Clear the selection from selected textESC
Clear the selection from a selected objectESC
Select the object within the group — if that object contains selected textESC

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Work with pages

Select or insert pages

If your publication is in Two-Page Spread view, these commands apply to the selected two-page spread. Otherwise, these apply only to the selected page.

To do thisPress
Display the Go To Page dialogue boxF5 or CTRL+G
Insert a page or a two-page spread. If you are creating a newsletter, it opens the Insert publication type Pages dialogue boxCTRL+SHIFT+N
Insert duplicate page after the selected pageCTRL+SHIFT+U

Move between pages

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

Use the master page

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

Show or hide boundaries or guides

To do thisPress
Turn Boundaries on or off.CTRL+SHIFT+O
Turn Horizontal Baseline Guides on or off (not available in web view)CTRL+F7
Turn Vertical Baseline Guides on or off (East Asian languages only—not available in web view)CTRL+SHIFT+F7

Zoom

To do thisPress
Switch between the current view and the actual sizeF9
Zoom to full page viewCTRL+SHIFT+L

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Printing

Using Print Preview

These keyboard shortcuts are available when you’re in Print view and affect the print preview pane.

To do thisPress
Switch between the current view and the actual sizeF9
Scroll up or downUP ARROW or DOWN ARROW
Scroll left or rightLEFT ARROW or RIGHT ARROW
Scroll up in large incrementsPAGE UP or CTRL+UP ARROW
Scroll down in large incrementsPAGE DOWN or CTRL+DOWN ARROW
Scroll left in large incrementsCTRL+LEFT ARROW
Scroll right in large incrementsCTRL+RIGHT ARROW
Scroll to the upper left corner of the pageHOME
Scroll to the lower right corner of the pageEND
Display the Go To Page dialogue boxF5 or CTRL+G
Go to the previous pageCTRL+PAGE UP
Go to the next pageCTRL+PAGE DOWN
Go to the next window (if you have multiple publications open)CTRL+F6
Exit Print Preview and display the Print viewCTRL+P
Exit Print PreviewESC

Print a publication

To do thisPress
Open the Print dialogue view.CTRL+P

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Work with web pages and email

Insert hyperlinks

To do thisPress
Display the Insert Hyperlink dialogue box (make sure your cursor is in a text box)CTRL+K

Send e-mail

After you choose Send as Message (File > Share > Email), you can use the following keyboard shortcuts.

Important:  Outlook needs to 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 thisPress
Send the current page or publicationALT+S
Open the Address Book (cursor must be in the message header)CTRL+SHIFT+B
Open the Design Checker (cursor must be in the message header)ALT+K
Check the names on the ToCc, and Bcc lines (cursor must be in the message header)CTRL+K
Open the Address Book with the To box selected (cursor must be in the message header)ALT+. (period)
Open the Address Book with the Cc box selected (cursor must be in the message header)ALT+C
Open the Address Book with the Bcc box selected (cursor must be in the message header and the Bcc field must be visible)ALT+B
Go to the Subject boxALT+J
Open the Outlook Message Options dialogue boxALT+P
Open the Custom dialogue box to create an email message flag (cursor must be in the email message header)CTRL+SHIFT+G
Move the cursor to the next field in the email message header (cursor must be in the email message header)TAB
Move the cursor to the previous field in the email message headerSHIFT+TAB
Alternate between the insertion point in the email message header and the Send button in the Mailing toolbarCTRL+TAB
Open the Address Book when the cursor is in the e-mail message headerCTRL+SHIFT+B

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Automate tasks

Work with macros

To do thisPress
Display the Macros dialogue box.ALT+F8

Work with Visual Basic

To do thisPress
Display the Visual Basic editorALT+F11

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