Print Preview Shortcut Key: What is it and How to Use it in MS Excel, Word and PDFs

Print preview is a valuable tool that allows users to see how a document will look when printed, ensuring accuracy of layout, formatting, and content. By providing a visual representation before printing, it helps avoid errors, save time and reduce waste. Accessible via shortcuts like Ctrl + P, settings like orientation, margins, and copy can be quickly adjusted. This feature improves the efficiency of various applications such as Excel, Word, and PDF viewers. The following guide will help you use this tool in MS Excel, Word and PDF.

What is the print preview shortcut key?

The print preview shortcut is a keyboard command that allows users to see how a document will look when printed without actually printing it. This feature is critical to ensuring that the layout, format, and overall appearance of your document is correct before printing, potentially saving time and resources.

Microsoft Excel print preview shortcut keys

In Microsoft Excel, the main shortcut key to access print preview is Ctrl + F2. This command directly opens the print preview window, showing how the spreadsheet will look when printed. Users can browse different pages of the document in this view and make necessary adjustments before completing the print job.

Steps to use print preview in Excel:

1. Open Microsoft Excel on your device and open the spreadsheet you want to print.
2. Before continuing, be sure to save your work to avoid losing any changes. Use the shortcut Ctrl + S to quickly save the document.
3. Press Ctrl + F2 on your keyboard. This will open the Print dialog box, which will preview how the spreadsheet will look when printed.
4. In the print preview window, you can see how your document will appear on the paper. Note any formatting issues or areas that need tweaking.
5. If your spreadsheet contains multiple pages, use the arrows at the bottom of the preview window to scroll through each page. You can also type a page number in the box and press Enter to jump to that specific page.
6. In the print preview interface, modify the settings, for example:
   • number of copies: In the “Number of copies” box, specify the number of copies to print.
   • Page Orientation: Choose between portrait and landscape based on content layout.
   • Zoom options: If necessary, adjust the scaling settings so that the content fits correctly on the printed page.
   • Print area selection: If you only want to print a specific part of your spreadsheet, select that area first and then set it as the print area under the Page Layout tab.

Print preview shortcut keys for Microsoft Word

In Microsoft Word, users can access the print preview feature using the same shortcut key as in Excel: Ctrl + P. This command opens a dialog box that includes printing options and a visual representation of how the document will look when printed.

Steps to use print preview in Word:

1. Open Microsoft Word and open the document you want to print.
2. Use Ctrl + S to save any changes you made to the document.
3. Access Print Preview by pressing Ctrl + F2 on your keyboard, which will open the print dialog box containing a preview of the document.
4. The right side of the print dialog box shows how each page will look when printed. Pay attention to formatting, image and text alignment.
5. Use the zoom options available in the print preview window to view specific parts of the document more closely.
6. If you find errors or formatting issues during preview:
   • Closes the print dialog box and returns to edit mode.
   • Make necessary adjustments (e.g., fix spelling errors, adjust margins).
   • Repeat steps 3-6 after making changes.

PDF file print preview shortcut keys

When working with PDF files, whether in Adobe Acrobat Reader or another PDF viewer, this feature allows users to see how the PDF document will look when printed before submitting it to paper.

Steps to use print preview in PDF files:

1. Launch Adobe Acrobat Reader or any other PDF viewer installed on your device.
2. Open the PDF file you want to view before printing.
3. Press Alt + P, which will open a print dialog box with a preview of how the document will look when printed.
4. Turn on preview mode, and the right side of this dialog box shows how each page of the PDF will look when printed. Make sure all elements are visible and formatted correctly.
5. If there is a problem with the way the element appears in preview mode (e.g. text is cut off)

If necessary, turn off print mode and make adjustments in the PDF editor (this may require additional software).