Show Written by Allen Wyatt (last updated April 25, 2022) Alicia uses shortcut keys quite a bit in Word. She also relies on Print Preview very often. Alicia knows she can press Ctrl+F2 to display the Print settings, which has Print Preview to the right of those settings. However, to make Print Preview active (so Page Up and Page Down will work), she then needs to use the mouse to click on it or she needs to press the Tab key 13 times. Alicia wonders if there is a shortcut key that will display the document in Print Preview and make the Print Preview active. There are a good number of ways you can approach this problem. One is to simply use a few different shortcut keys. When you press Ctrl+F2 to display the Print settings, you could then press Alt+P to display some on-screen helps and then Alt+V, which activates the Print Preview area. (That's a lot easier than pressing Tab so many times!) Another approach is to add the proper Print Preview command to your Quick Access Toolbar:
When adding the Print Preview Edit Mode tool to your Quick Access Toolbar, make sure it is one of the first nine tools there. If it is, you can easily access it without removing your fingers from the keyboard. For instance, if the tool is the third one on the Quick Access Toolbar, you can press Alt (which displays small shortcut icons next to various parts of the Word interface) and then press 3 to invoke the Print Preview Edit Mode. You should note that this command (Print Preview Edit Mode) is a bit different than the Print Preview invoked when you press Ctrl+F2. It doesn't display the Print settings, but is simply a different "view" for your document—the Print Preview view. You can move around and make edits in the document while in this view, and you exit it by simply pressing the Esc key. If you like using the Print Preview Edit Mode tool, you can bypass the Quick Access Toolbar completely by simply assigning a shortcut key to the command. Follow these steps:
Figure 1. The Customize Keyboard dialog box. Figure 2. Check to make sure the selected shortcut key is unassigned. If you prefer, you can create a macro that invokes the equivalent of the Print Preview Edit Mode tool. You could then assign the macro to a shortcut key, as desired. Here's the short and sweet macro: Sub MyPrintPreview() If Application.PrintPreview = False Then ActiveDocument.PrintPreview End If End Sub If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab. WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (2773) applies to Microsoft Word 2007, 2010, 2013, and 2016. Author BioWith more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen... MORE FROM ALLENNumbering Equations Word allows you to easily number a variety of elements in your document. Not so with equations; there is no automatic ... Discover More Controlling the Hidden Text Attribute Want your macro to change the Hidden attribute for some text in your document? It's easier to change than you might think. Discover More Excel 2007 Filters and Filtering (Table of Contents) Excel provides two ways to filter your data so that only what you want to see is displayed. Discover how filtering works ... Discover More How do I add the shortcut Print preview and Print to the Quick Access toolbar?Microsoft Office shortcuts for Print and Print Preview
Press CTRL + F2 or CTRL + P to quickly move to the Print tab. At the end of the Quick Access Toolbar click the drop-down arrow. Select Print Preview & Print. This will add the button to your Quick Access Toolbar.
How do I add Print to Quick Access toolbar?Add a command to the Quick Access Toolbar
On the ribbon, select the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. Right-click the command, and then select Add to Quick Access Toolbar on the shortcut menu.
How do I get the Print preview tab?Click the File tab, and then click Print. Do one of the following: To preview your file, click Print Preview. To go back to your file and make changes before you print it, click the File tab again.
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