Page Setup

Use the Page Setup dialog box to set up layout and print options of a page.

Click on the Page Layout tab, then in the Page Setup group, click the Dialog Box Launcher .

Page tab options

Orientation    Choose between landscape and portrait.

Scaling    Enlarges or reduces the worksheet or selection when you print so that it fits on the specified number of pages.

• Adjust to    When you select Adjust to, you can enter a percentage in the % normal size box.

• Fit to    When you select Fit to, you can enter a number in the page(s) wide by box and the tall box. To fill the paper width and use as many pages as necessary, type 1 in the pages(s) wide by box and leave the tall box blank.

Paper size    In this box, click Letter, Legal, or other size options to indicate the size that you want to use for your printed document or envelope.

Print quality    In this box, click a resolution to specify the print quality for the active worksheet. Resolution is the number of dots per linear inch (dpi) that appear on the printed page. Higher resolution produces better quality printing in printers that support high-resolution printing.

First page number    In this box, enter Auto to start numbering pages at "1" (if it is the first page of the print job) or at the next sequential number (if it is not the first page of the print job). Enter a number to specify a starting page number other than "1."

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Margins tab options

Enter margin settings and see the results in the Preview box.

• Top, Bottom, Left, Right    Adjust measurements in the Top, Bottom, Left, and Right boxes to specify the distance between your data and the edge of the printed page.

• Header or Footer    Enter a number in the Header box or the Footer box to adjust the distance between the header and the top of the page or between the footer and the bottom of the page. The distance should be smaller than the margin settings to prevent the header or footer from overlapping the data.

Center on pageCenter the data on the page within the margins by selecting the Vertically check box, the Horizontally check box, or both.

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Header/Footer tab options

Header    Click a built-in header in the Header box or click Custom Header to create a custom header for the worksheet that you want to print. The built-in header is copied to the Header dialog box, where you can format or edit the selected header.

Footer    Click a built-in footer in the Footer box or click Custom Footer to create a custom footer for the worksheet that you want to print. The built-in footer is copied to the Footer dialog box, where you can format or edit the selected footer.

Different odd and even pages    Select the Different odd and even Pages check box to specify that the headers and footers on odd-numbered pages should be different from those on even-numbered pages.

Different first page    Select the Different first page check box to remove headers and footers from or to create custom headers and footers for the first printed page. To create a custom header or footer for the first page, select this check box, click Custom Header or Custom Footer, and then on the First Page Header or First Page Footer tab, you can add the header or footer information that you want to appear on the first page.

Scale with document    Select the Scale with document check box to specify whether the headers and footers should use the same font size and scaling as the worksheet. This check box is selected by default. To make the font size and scaling of the headers or footers independent of the worksheet scaling to create a consistent display across multiple pages, clear this check box.

Align with page margins    Select the Align with page margins check box to make sure that the header or footer margin is aligned with the left and right margins of the worksheet. This check box is selected by default. To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

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Sheet tab options

Print area    Click the Print area box to select a worksheet range to print, and then drag through the worksheet areas that you want to print. The Collapse Dialog button at the right end of this box temporarily moves the dialog box so that you enter the range by selecting cells in the worksheet. After you finish, you can click the button again to display the entire dialog box.

Print titles    Select an option under Print titles to print the same columns or rows as titles on every page of a printed worksheet. Select Rows to repeat at top if you want specific rows as your horizontal title for each page. Select Columns to repeat at left if you want vertical titles on each page. Then on the worksheet, select a cell or cells in the title columns or rows you want. The Collapse Dialog button at the right end of this box temporarily moves the dialog box so that you enter the range by selecting cells in the worksheet. After you finish, you can click the button again to display the entire dialog box.

Print    Specifies what is printed from the worksheet, whether the printout is in color or black and white, and what the print quality is.

• Gridlines    Select the Gridlines check box to include worksheet gridlines in the printout. Gridlines are not printed by default, regardless of whether they are displayed on the worksheet or not.

• Black and white    Select the Black and white check box when you use a color printer but you want to use black and white only when printing. This option is off by default. You do not have to select it when you are using a printer that prints black and white only.

• Draft quality    Select the Draft quality check box to print faster by using less print quality when the printer that you use has a draft-quality mode. This option has no effect when the printer has no draft-quality mode.

• Row and column headings    Select the Row and column headings check box to include these headings in the printout.

• Comments    In this box, select the location where you want annotations that you added to worksheet cells to appear in the printout. Select At end of sheet to combine all annotations and print them together on a page that is added at the end of the printout. Select As displayed on sheet to print the annotations in their original location on the worksheet. Annotations are not automatically included in the printout, because None is selected by default.

• Cell errors as    In this box, select how you want cell errors that appear on the worksheet to be displayed in the printout. By default, errors are displayed as they appear, but you cannot display them by selecting <blank>, display them as a double hyphen by selecting --, or display them as #N/A.

Page order    Click Down, then over or Over, then down to control the order in which data is numbered and printed when it does not fit on one page. The sample picture previews the direction your document will print when you choose one of these options.

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Need more help?

You can always ask an expert in the Excel Tech Community, get support in the Answers community, or suggest a new feature or improvement on Excel User Voice.

See Also

Preview worksheet pages before printing

Print a worksheet or workbook

Add or delete table rows and columns

You can use the Table Tools to easily add and delete rows and columns in PowerPoint. Here's how.

Note: For information about merging, splitting, or clearing the contents of table cells, go to Merge, split, or delete table cells.

2016, 2013, 2010 2007

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Add a row

1. Click a table cell in the row above or below where you want the new row to appear.

2. Under Table Tools, on the Layout tab, in the Rows & Columns group, do one of the following:

   • To add a row above the selected cell, click Insert Above.

   • To add a row below the selected cell, click Insert Below.

     

     Notes: 

     • To add multiple rows at once, using your mouse, drag to select an equal number of rows to the amount that you want to add, and then click Insert Above or Insert Below. For example, select three existing rows, click Insert Above or Insert Below, and three more rows will be added.

     • To add a row at the end of a table, click the rightmost cell of the last row, and then press TAB.

Add a column

1. Click a table cell to the right or the left of the column where you want the new column to appear.

2. Under Table Tools, on the Layout tab, in the Rows & Columns group, do one of the following:

   • To add a column to the left of the selected cell, click Insert Left.

   • To add a column to the right of the selected cell, click Insert Right.

     

     Note: To add multiple columns at once, using your mouse, drag to select an equal number of columns to the amount that you want to add, and then click Insert Left or Insert Right. For example, select three existing columns, click Insert Left or Insert Right, and three more columns will be added.

Delete a row or column

1. Click a table cell in the column or row that you want to delete.

2. Under Table Tools, on the Layout tab, in the Rows & Columns group, click Delete, and then click Delete Columns or Delete Rows.

   

Delete a table

1. Click the table to select it.

2. Under Table Tools, on the Layout tab, in the Rows & Columns group, click Delete, and then click Delete Table or press DELETE on your keyboard.

   

See also

Add a table to a slide

Change the look of a table

Add a row

1. Click a table cell in the row above or below where you want the new row to appear.

2. Under Table Tools, on the Layout tab, in the Table group, click Select, and then click Select Row.

   

3. Under Table Tools, on the Layout tab, in the Rows and Columns group, do one of the following:

   

   • To add a row above the selected row, click Insert Above.

   • To add a row below the selected row, click Insert Below.

     To add multiple rows at once, select the number of rows that you want to add, and then click Insert Above or Insert Below.

Tip: To add a row at the end of a table, click the last cell of the last row, and then press TAB.

Add a column

1. Click a table cell in the column to the left or the right of where you want the new column to appear.

2. Under Table Tools, on the Layout tab, in the Table group, click Select, and then click Select Column.

   

3. Under Table Tools, on the Layout tab, in the Rows and Columns group, do one of the following:

   

   • To add a column to the left of the selected column, click Insert Left.

   • To add a column to the right of the selected column, click Insert Right.

     To add multiple columns at once, select the number of columns that you want to add, and then click Insert Left or Insert Right.

Delete a column or row

1. Click a table cell in the column or row that you want to delete.

2. Under Table Tools, on the Layout tab, in the Table group, click Select, and then click Select Column or Select Row.

   

3. Under Table Tools, on the Layout tab, in the Rows & Columns group, click the arrow under Delete.

   

4. Do one of the following:

   • To delete a column, click Delete Columns or press BACKSPACE.

   • To delete a row, click Delete Rows or press BACKSPACE.

Get started using a screen reader in Outlook 2016

You can efficiently use your email and calendar in Outlook 2016 with a keyboard and a screen reader. Keyboard shortcuts help you move quickly between Outlook views, within Mail and other views, and within Outlook items.

Outlook 2016 works with Narrator, the built-in screen reader in Windows, and with third-party screen readers such as JAWS. To turn Narrator on or off, press Windows logo key+Enter. For more information about Narrator, refer to Get started with Narrator in Windows 10.

Note: As of October 1, 2017, table navigation using a screen reader has been temporarily disabled in Outlook 2016.

Start Outlook 2016

To start Outlook 2016, press the Windows logo key (between the left Alt and left Ctrl keys), type Outlook 2016, and then press Enter.

Note: To learn more about how to navigate with the keyboard in Outlook 2016, refer to Learn how to navigate in Outlook using accessible features.

Keyboard shortcuts for Outlook

Use the following links to get information about using Outlook 2016

• Keyboard shortcuts for navigating Mail in Outlook 2016

• Keyboard shortcuts for navigating the calendar in Outlook 2016

• Keyboard shortcuts for Outlook

Create accessible emails

For tips about ways to make emails more accessible, refer to the article Make your Outlook email accessible.

Find help for working with Outlook

Get started

• Use a screen reader to set up your account in Outlook 2016

• Keyboard shortcuts for navigating Mail in Outlook 2016

Work with email

• Use a screen reader to create and send email in Outlook 2016

• Use a screen reader to insert a picture in Outlook 2016

• Use a screen reader to add a table in email in Outlook 2016

• Use a screen reader to add a signature in Outlook 2016

• Use a screen reader to Zoom in or out in Outlook 2016

Work with the calendar

• Keyboard shortcuts for navigating the calendar in Outlook 2016

• Use a screen reader to add an appointment in Outlook 2016

• Use a screen reader to read and reply to a meeting request in Outlook 2016

• Use a screen reader to schedule a meeting in Outlook 2016

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

Follow tags to get information about topics that interest you

To get information in your newsfeed about a topic that interests you, follow a tag for that topic. In this context, tags are keywords preceded by a hash (#). For example, if you wanted to get the latest information on your team's analytics, you might follow the tag #analytics in your newsfeed. When you start following a tag, you'll get newsfeed notifications whenever that tag appears in any conversation being made on that newsfeed. When you're no longer interested in news about the tag, you can easily stop following it.

Note:  The capabilities described in this article depend on whether your organization has set up or customized personal sites and newsfeeds, and whether it supports this social feature.

What do you want to do?

Follow a tag from your newsfeed

Get information about a tag

Stop following a tag

Follow a tag from your newsfeed

Your newsfeed is a good place to look for information about subjects you're working on. When you see a tag that sparks your interest in a newsfeed post, you can follow it to see more posts about that topic in your newsfeed and to share your interest with others.

You'll get newsfeed notifications when people you follow start following a tag, and, if your newsfeed privacy settings allow, people who follow you will get notifications in their newsfeed when you start following a tag. This helps you and your team connect with the right people to exchange information.

Following a tag from your newsfeed:

• Informs you of conversations related to your interests.

• Helps you collaborate by sharing your interest with others in your organization who follow the same tag.

To follow a tag from your newsfeed page:

1. Click Newsfeed in the header at the top of a SharePoint or Office 365 page.
   

2. Click the Follow #tag below the post, or, if you don't see that option, click the ellipsis (…), and thenselectthe tag from the drop-down list.

3. To post a new tag that you or others can follow, type a #tag (such as #sharepoint) in your post window, click Post, and then click Follow #tag below the post.

To see the list of tags that you're following:

1. Click Newsfeed in the header at the top of a SharePoint or Office 365 page.

2. Under I'm Following, click the number for tags. You'll see your Newsfeed settings page, with a list of tags that you're following at the top.

Tip:  If you're not following someone who frequently posts about one of your tags, you might want to follow that person so you can see all the posts made by that person which also might be of interest.

To learn more about a tag:

1. Click Newsfeed in the header at the top of a SharePoint or Office 365 page.

2. Click a tag that interests you in a post or announcement. An About #tag page appears with a list of conversations, documents and other items that are associated with that tag. You may also see a list of related tags, which you can edit by clicking Add.

3. To follow the tag, click Follow this #tag at the top of the page.

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Get information about a tag

To see information about a #tag that you find in a Newsfeed conversation:

• Click the #tag to display the tag profile, which lists conversations that reference the tag, along with a list of related tags. You can build the list of related tags by clicking Add a related tag under Related Tags.

Stop following a tag

To stop following a tag from your newsfeed settings page:

• From your Newsfeed Settings page, find the tag in the Followed #Tagstextbox, and then delete it.

To stop following a tag from your newsfeed:

1. Click the tag that you want to stop following in a Newsfeed post. A page appears with a list of relevant conversations and a list of any related tags.

2. Click Stop following this #tag at the top of the page.

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Add a combo box to a view in an Access app

Important    Microsoft no longer recommends creating and using Access web apps in SharePoint. As an alternative, consider using Microsoft PowerApps to build no-code business solutions for the web and mobile devices.

In Access web apps, you can use a combo box control so people can choose values from a dropdown list. Using a dropdown list instead of a blank text box makes entering data faster and more accurate.

In the example shown here, clicking in the 2nd Contact combo box control brings up a dropdown list of names.

Note: This article doesn't apply to Access desktop databases. For more information about creating controls on forms in desktop databases, see create an Access form.

Note: Combo boxes in Access web apps are limited to displaying 500 items in the dropdown list.

Add a combo box to a view

To add a combo box control, you edit the view in Access and add a comb box control from the Controls gallery.

1. Start Access, and open the web app.

2. Click the table caption name in the Table Selector in the left pane, then click the view in the View Selector.

   In the example shown here, Tasks is the table, and List is its view that you'll add the combo box to.

   

3. Click Edit in the middle of the screen to open the view in design mode.

4. Under View, click Design > Combo Box.

   

5. Move the new combo box to the position you want.

6. Optionally, add a label control by clicking the label button in the Controls gallery, and move the label next to the combo box. Enter a caption that helps explain the use for the combo box control.

7. Click the combo box control you added previously on the design grid, and then click the Data icon next to the combo box control to bring up its property options. This is where you'll hook the combo box up to its data source.

   

8. To "bind" the combo box to a field (meaning the selected value will be stored in that field), click Control Source, and select the field you want to store the value in.

9. Click Row Source Type, and select Table/Query. If you choose Value List for the Row Source Type property box instead, you'll have to enter each value you want to display in the Row Source property box on separate lines.

10. Click Row Source, and select the table or query that contains the values you want to appear in the dropdown list. After you select a table or query here, Access displays additional property options.

11. In the Bound Field box, select the field that contains the values you want to store from the list. The bound field is the value Access stores in the control source field you defined previously. In some cases this will be the ID value depending upon how you designed your tables and lookup fields. In other cases it might be the values in a specific field. In the Display Field box, select the field that contains the values you want to display from the related table or query. These are the values users will see when using this control in their browser.

    

12. Click Save on the Quick Access Toolbar to save your view changes.

Set additional options for the combo box

• In the Default Value box, you can enter a value to be used as the default when a new record is created. If you are using an ID value as the bound field, you'll need to use an appropriate ID value from the related table.

• In the Popup view box, you can choose a view that "pops up" in a new window if you click the value shown in the combo box in your browser (except in a Datasheet view). When you add a view name as a popup, the display values are formatted like a hyperlink in your browser to show that it's clickable. For example, clicking someone's name in the List view might show a list of all the details for that person – you're loading the List view for that person in a new window. If the view also contains a list of related items, that list also appears in the popup window.

An alternative to a combo box is an autocomplete control, which lets users type one or more characters, showing a list of possible matches as they type. The more characters they enter, the more the list is narrowed down. You might consider using this instead of a combo box if someone already knows the value they're looking for or if you need to read from a source with more than 500 values.

To learn more about autocomplete controls, read adding an autocomplete control to a view in an Access app.

Video: What's New in Excel 2013

Note:  SkyDrive is now OneDrive, and SkyDrive Pro is now OneDrive for Business. Read more about this change at From SkyDrive to OneDrive.

Keyboard shortcuts for Microsoft Office Visio

The keyboard shortcuts 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

Keyboard 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 or DOWN ARROW
Scroll larger amounts up or down, respectively, within the currently displayed Help topic.	PAGE UP or 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
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 or DOWN ARROW
In a Table of Contents in tree view, expand or collapse the selected item, respectively.	LEFT ARROW or RIGHT ARROW

Microsoft Office basics

Display 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
Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. 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 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 you finish, press ESC.	CTRL+F8
Minimize a window to an icon (works for only some Microsoft Office programs).	CTRL+F9
Maximize a selected window.	CTRL+F10
Restore the size of the Visio program window after you maximized it.	CTRL+F5
Copy a picture of the screen to the Clipboard.	PRINT SCREEN
Copy a picture of the selected window to the Clipboard.	ALT+PRINT SCREEN
For any window with an icon in its title bar (for example, a shapes window), display the window shortcut menu.	ALT+SPACEBAR
Open the Reorder Pages dialog box.	CTRL+ALT+P
Cycle the focus through open drawings.	CTRL+TAB or CTRL+F6
Cycle the focus through open drawings in reverse order.	CTRL+SHIFT+TAB or CTRL+SHIFT+F6
Cycle the focus through pages in a drawing, including any visible markup overlays.	CTRL+PAGE DOWN or CTRL+ALT+TAB
Cycle the focus through pages in a drawing in reverse order.	CTRL+PAGE UP or CTRL+ALT+SHIFT+TAB
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

Change or resize the font

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

Move 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
In Microsoft Office PowerPoint, move to the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide.	CTRL+ENTER
Repeat the last Find action.	SHIFT+F4

Access 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.) If pressing F6 doesn't display the task pane you want, try pressing ALT to place the 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, respectively, on the menu or submenu.	HOME or END

Access 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

Resize 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:

   Resize 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. Press the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize 1 pixel at a time.

   Move 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. Press the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move 1 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.

   Resize a task pane

   1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.

   2. Press the DOWN ARROW key to select the Size command, and then press ENTER.

   3. Press the arrow keys to resize the task pane. Press CTRL+ the arrow keys to resize 1 pixel at a time.

   Move a task pane

   1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.

   2. Press the DOWN ARROW key to select the Move command, and then press ENTER.

   3. Press the arrow keys to position the task pane. Press CTRL+ the arrow keys to move 1 pixel at a time.

4. When you finish moving or resizing, press ESC.

Use 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

Use 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

Use the Open and Save As dialog boxes

To do this	Press
Go to the previous folder.	ALT+1
Up One Level button: Open the folder one level above the open folder.	ALT+2
Delete button: Delete the selected folder or file.	ALT+3
Create New Folder button: Create a new folder.	ALT+4
Views 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
Update the file list.	F5

Text

Edit text

To do this	Press
Move to the next or previous character, respectively, in a line of text.	RIGHT ARROW or LEFT ARROW
Move to the next or previous line of text, respectively.	DOWN ARROW or UP ARROW
Move to the next or previous word, respectively, in a line of text.	CTRL+RIGHT ARROW or CTRL+LEFT ARROW
Move to the next or previous paragraph, respectively.	CTRL+DOWN ARROW or CTRL+UP ARROW
Select all the text in a text block.	CTRL+A
Select the next or previous character, respectively.	SHIFT+RIGHT ARROW or SHIFT+LEFT ARROW
Select the next or previous word, respectively.	CTRL+SHIFT+RIGHT ARROW or CTRL+SHIFT+LEFT ARROW
Select the next or previous line, respectively.	SHIFT+DOWN ARROW or SHIFT+UP ARROW
Select the next or previous paragraph, respectively.	CTRL+SHIFT+DOWN ARROW or CTRL+SHIFT+UP ARROW
Delete the previous word.	CTRL+BACKSPACE
Replace the selected text with the field height. If no text is selected, replace all text with the field height for the selected shape.	CTRL+SHIFT+H
Replace the selected text with the field width. If no text is selected, replace all text with the field width for the selected shape.	CTRL+SHIFT+W

Format text

To do this	Press
Turn bold ( ) on or off.	CTRL+B
Turn italic ( ) on or off.	CTRL+I
Turn underline ( ) on or off.	CTRL+U
Turn double underline on or off.	CTRL+SHIFT+D
Turn all caps on or off.	CTRL+SHIFT+A
Turn small caps on or off.	CTRL+SHIFT+K
Turn subscript ( ) on or off.	CTRL+=
Turn superscript ( ) on or off.	CTRL+SHIFT+=
Increase the font size of the selected text.	CTRL+SHIFT+>
Decrease the font size of the selected text.	CTRL+SHIFT+<

Align text

To do this	Press
Align text left.	CTRL+SHIFT+L
Center text horizontally.	CTRL+SHIFT+C
Align text right.	CTRL+SHIFT+R
Justify text horizontally.	CTRL+SHIFT+J
Top-align text vertically.	CTRL+SHIFT+T
Center text vertically.	CTRL+SHIFT+M
Bottom-align text vertically.	CTRL+SHIFT+V

Zoom and navigation

Navigate menus and toolbars

To do this	Press
Select the menu bar, or close an open menu and submenu at the same time.	F10 or ALT
Display the shortcut menu for the selected item.	Application ( )
When a toolbar or menu bar is selected, select the next or previous button or menu, respectively.	TAB or SHIFT+TAB
Select a task pane or toolbar after pressing F10 or ALT to select the menu bar. Pressing the keys repeatedly moves the focus among the open toolbars, menu bars, and task pane.	CTRL+TAB or CTRL+SHIFT+TAB
Open the selected menu, or perform the action for the selected button or command.	ENTER
Display the title bar shortcut menu.	ALT+SPACEBAR
When a menu or submenu is open, select the next or previous command, respectively.	DOWN ARROW or UP ARROW
When a toolbar or menu bar is selected, select the next or previous button or menu, respectively. When a submenu is open, switch between the main menu and the submenu.	LEFT ARROW or RIGHT ARROW
Select the first or last command, respectively, on the menu or submenu, or the first or last button on a toolbar.	HOME or END
Close an open menu. When a submenu is open, close only the submenu.	ESC
Open the selected menu.	DOWN ARROW
When a shortened menu is open, display the full set of commands. You can use the keyboard to select any menu command on the menu bar. Press ALT to select the menu bar. Press the letter that is underlined in the menu name that contains the command you want. In the menu that appears, press the letter underlined in the command name that you want.	CTRL+DOWN ARROW
Display the full set of commands on the task pane menu.	CTRL+SPACEBAR

Zoom

To do this	Press
Zoom in.	ALT+F6
Zoom out.	ALT+SHIFT+F6

Move around in full-screen view

Use these keyboard shortcuts to move between Visio and another program or page when you are in full-screen view.

To do this	Press
Open the next page. Note: Do not use PgDn on the numeric keypad.	PAGE DOWN or DOWN ARROW or RIGHT ARROW
Open the previous page. Note: Do not use PgUp on the numeric keypad.	PAGE UP or UP ARROW or LEFT ARROW

Move around a Web page drawing

To do this	Press
Cycle the focus through the left frame, the drawing, and shapes on the drawing that contain shape data, hyperlinks, and the address bar.	TAB
Activate the hyperlink for the shape or hyperlink on the drawing that has focus.	ENTER

Visio-specific menus

Format menu

To do this	Press
Open the Font tab in the Text dialog box (Format menu, Text).	F11
Open the Paragraph tab in the Text dialog box (Format menu, Text).	SHIFT+F11
Open the Tabs tab in the Text dialog box (Format menu, Text).	CTRL+F11
Open the Fill dialog box for the selected shape (Format menu, Fill).	F3
Open the Line dialog box (Format menu, Line).	SHIFT+F3

Tools menu

To do this	Press
Open the General tab in the Snap & Glue dialog box (Tools menu, Snap & Glue).	ALT+F9
Select or clear the Snap check box on the General tab in the Snap & Glue dialog box; snaps shapes to items selected in the Snap to section of the dialog box (Tools menu, Snap & Glue).	SHIFT+F9
Select or clear the Glue check box on the General tab in the Snap & Glue dialog box; glues shapes to items selected in the Glue to section of the dialog box (Tools menu, Snap & Glue).	F9

Shape menu

To do this	Press
Group the selected shapes (Shape menu, Grouping submenu, Group).	CTRL+G or CTRL+SHIFT+G
Ungroup shapes in the selected group (Shape menu, Grouping submenu, Ungroup).	CTRL+SHIFT+U
Bring the selected shape to the front (Shape menu, Order submenu, Bring To Front).	CTRL+SHIFT+F
Send the selected shape to the back (Shape menu, Order submenu, Send To Back).	CTRL+SHIFT+B
Rotate the selected shape to the left (Shape menu, Rotate or Flip submenu, Rotate Left).	CTRL+L
Rotate the selected shape to the right (Shape menu, Rotate or Flip submenu, Rotate Right).	CTRL+R
Flip the selected shape horizontally (Shape menu, Rotate or Flip submenu, Flip Horizontal).	CTRL+H
Flip the selected shape vertically (Shape menu, Rotate or Flip submenu, Flip Vertical).	CTRL+J
Open the Align Shapes dialog box for the selected shape (Shape menu, Align Shapes).	F8

Window menu

To do this	Press
Display the open drawing windows tiled vertically (Window menu, Tile).	SHIFT+F7
Display the open drawing windows tiled horizontally.	CTRL+SHIFT+F7
Display the open drawing windows so that you can see the title of every window (Window menu, Cascade).	ALT+F7 or CTRL+ALT+F7

Visio-specific toolbars

Standard toolbar

To do this	Press
Switch the Format Painter tool on or off ( ).	CTRL+SHIFT+P
Select the Pointer Tool ( ).	CTRL+1
Select the Connector Tool ( ).	CTRL+3
Select the Connection Point Tool ( ).	CTRL+SHIFT+1
Select the Text Tool ( ).	CTRL+2
Select the Text Block Tool ( ).	CTRL+SHIFT+4
Select the Stamp Tool ( ).	CTRL+SHIFT+3

Drawing toolbar

To do this	Press
Select the Rectangle Tool ( ).	CTRL+8
Select the Ellipse Tool ( ).	CTRL+9
Select the Line Tool ( ).	CTRL+6
Select the Arc Tool ( ).	CTRL+7
Select the Freeform Tool ( ).	CTRL+5
Select the Pencil Tool ( ).	CTRL+4

Picture toolbar

To do this	Press
Select the Crop Tool ( ).	CTRL+SHIFT+2

Visio shapes and stencils

Move from shape to shape in a drawing page

To do this	Press
Move from shape to shape on the drawing page. A dotted rectangle indicates the shape that has the focus. Note: You cannot move to shapes that are protected against selection or on a locked layer.	TAB
Move from shape to shape on the drawing page in reverse order.	SHIFT+TAB
Select a shape that has focus. To select multiple shapes, press the TAB key to bring focus to the first shape you want to select, and then press ENTER. Hold down SHIFT while you press the TAB key to bring focus to another shape. When the focus rectangle is over the shape you want, press ENTER to add that shape to the selection. Repeat for each shape you want to select.	ENTER
Clear selection of or focus on a shape.	ESC
Switch between text edit mode and shape selection mode on a selected shape.	F2
Nudge a selected shape.	Arrow keys
Nudge a selected shape 1 pixel at a time. Note: SCROLL LOCK must be turned off.	SHIFT+Arrow keys
Cycle through visible smart tags.	ALT+SHIFT+F10

Work with master shapes in a stencil

To do this	Press
Move between master shapes in a stencil.	Arrow keys
Move to the first master shape in a row of a stencil.	HOME
Move to the last master shape in a row of a stencil.	END
Move to the first master shape in a column of a stencil.	PAGE UP
Move to the last master shape in a column of a stencil.	PAGE DOWN
Copy the selected master shapes to the Clipboard.	CTRL+C
Paste the contents of the Clipboard to a custom stencil. Note: The custom stencil must first be opened for editing.	CTRL+V
Select all the master shapes in a stencil. To select multiple master shapes, press the arrow keys to bring focus to the first master shape you want. Hold down SHIFT while you press the arrow keys to bring focus to another master. When the focus rectangle is over the master you want, press ENTER to add that master to the selection. Repeat for each master you want to select.	CTRL+A
Select or cancel selection of a master shape that has focus.	SHIFT+ENTER
Cancel the selection of master shapes in a stencil.	ESC
Insert the selected master shapes into the drawing. To automatically insert and connect a master shape to an existing shape in your drawing, first select the shape you want the new shape to be connected to in the drawing. Select the Connector Tool on the Standard toolbar, and then select the master shape on the stencil and press CTRL+ENTER.	CTRL+ENTER

Work with stencils in edit mode

To do this	Press
Delete the selected master shape.	DELETE
Cut the selected master shape from the custom stencil and place it on the Clipboard.	CTRL+X
Rename the selected master shape.	F2