Microsoft Publisher is built for page design — flyers, brochures, newsletters and cards — and its keyboard shortcuts keep your hands off the menus while you lay out pages. This complete list of Microsoft Publisher keyboard shortcut keys (Windows desktop app) covers text boxes, objects, pages and master pages, text formatting and zoom, all explained in plain words.
Pages and Publication Shortcuts
| Shortcut Key | Function |
|---|---|
| Ctrl + N | Create a new publication |
| Ctrl + O | Open a publication |
| Ctrl + S | Save the publication |
| Ctrl + P | Print the publication |
| Ctrl + Page Down | Go to the next page |
| Ctrl + Page Up | Go to the previous page |
| Ctrl + G | Open the Go To Page dialog |
| Ctrl + M | Switch between the current page and its master page |
| F9 | Toggle zoom between the current view and the whole page |
| Ctrl + mouse wheel | Zoom in or out |
| Ctrl + F4 | Close the current publication |
| Alt + F4 | Exit Publisher |
Objects and Text Boxes
| Shortcut Key | Function |
|---|---|
| F2 | Insert a text box (then drag to draw it) in classic Publisher versions |
| Alt + N, then X | Insert a text box (ribbon keytips in current versions) |
| Ctrl + D | Duplicate the selected object |
| Ctrl + drag | Copy the object while dragging |
| Ctrl + Shift + G | Group the selected objects |
| Ctrl + Shift + H | Ungroup the objects (outside text editing) |
| Arrow keys | Move the selected object |
| Alt + Arrow keys | Nudge the object by a small increment |
| Ctrl + Shift + F | Bring the object to the front (order commands via ribbon in some builds) |
| Ctrl + Shift + B | Send the object to the back |
| Tab | Select the next object on the page |
| Shift + Tab | Select the previous object |
| Esc | Deselect / finish editing text and select the object itself |
| Delete | Delete the selected object |
| Ctrl + A | Select all objects on the page |
Text Formatting Shortcuts
| Shortcut Key | Function |
|---|---|
| Ctrl + B / I / U | Bold / italic / underline |
| Ctrl + Shift + F | Select the Font box (change the font) |
| Ctrl + Shift + P | Select the Font Size box |
| Ctrl + Shift + > / < | Increase / decrease font size to the next size |
| Ctrl + ] / [ | Increase / decrease font size by 1 point |
| Ctrl + Shift + K | Apply small caps |
| Ctrl + = | Subscript |
| Ctrl + Shift + = | Superscript |
| Ctrl + Space | Clear direct character formatting (return to the style) |
| Ctrl + E | Center the paragraph |
| Ctrl + L / Ctrl + R | Align the paragraph left / right |
| Ctrl + J | Justify the paragraph |
| Ctrl + Shift + C / Ctrl + Shift + V | Copy / paste formatting (Format Painter by keyboard) |
| Ctrl + K | Insert or edit a hyperlink |
Editing and Proofing Shortcuts
| Shortcut Key | Function |
|---|---|
| F7 | Check spelling |
| Shift + F7 | Open the Thesaurus |
| Ctrl + F | Find text |
| Ctrl + H | Find and replace text |
| Ctrl + Z / Ctrl + Y | Undo / redo |
| Alt + Shift + D | Insert the current date field in supported templates |
| Ctrl + Enter (in a text box) | Move to the next linked text box / next text frame in chain |
| Ctrl + Shift + Enter | Insert a column break inside a text box |
Tips for Publisher Users
Publisher layouts are built from repeated objects, so Ctrl + D (duplicate) and the Alt + Arrow nudge are the pair to master first — duplicate a card, photo frame or heading block, then nudge it into place at pixel level. Keep master-page work separate with Ctrl + M so headers, footers and page numbers are edited once and applied everywhere. And F9 is your proofing view: design zoomed in, tap F9 to judge the whole page, tap again to return to detail work.
Frequently Asked Questions
How do I insert a text box in Publisher quickly?
In classic versions press F2 and drag the box; in current versions use the ribbon keytips Alt + N, then X (Insert → Text Box). Type or paste your text immediately after drawing it.
How do I group objects in Publisher?
Select the objects (Shift + click or drag a selection) and press Ctrl + Shift + G to group them; Ctrl + Shift + H ungroups.
How do I move between pages in Publisher?
Use Ctrl + Page Down and Ctrl + Page Up for the next and previous pages, or press Ctrl + G and type the page number to jump directly.
What does F9 do in Publisher?
F9 toggles the zoom between your current working view and the full page view, so you can check the overall layout instantly.
By Umar Farooq, Tech Know.
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