The print preview shortcut key in Word and Excel for Windows is Ctrl + F2. It opens the print screen with a full page preview on the right, so you can see exactly how each page will look before using paper and ink.
In browsers and most other programs, Ctrl + P shows the preview inside the print window. Laptops with media keys on the top row may need Ctrl + Fn + F2. Press Esc to close the preview and go back to editing.
Quick facts
Word and Excel
Ctrl + F2Browsers
Ctrl + PLaptop
Ctrl + Fn + F2Next page in preview
PgDnLeave preview
EscMac
Command + P
Print preview shortcut key by program
| Program | Keys | What you see |
|---|---|---|
| Word | Ctrl + F2 | Print screen with page preview |
| Excel | Ctrl + F2 | Preview of the active sheet or selection |
| PowerPoint | Ctrl + P | Slides as they will print |
| Chrome and Edge | Ctrl + P | Preview beside the print settings |
| PDF reader | Ctrl + P | Small preview in the print box |
How to check a document before printing
- Press Ctrl + F2. The preview appears on the right.
- Use PgDn and PgUp, or the arrows under the preview, to move between pages.
- Look for a last page with only one or two lines, cut off tables, or text running into the margins.
- Press Esc, fix the problem, and preview again before pressing Ctrl + P to print.
Previewing first is the simplest way to avoid reprinting a 20 page report. The print shortcut key page covers the printing step itself.
Excel print preview tips
Excel sheets are the most common source of wasted paper, because a wide table may split across many pages. In the preview, choose Fit Sheet on One Page or Fit All Columns on One Page under Scaling. Set the print area first if you only want part of the sheet: select the cells and press Alt, P, R, S. Landscape orientation often helps wide tables fit.
Page setup shortcut key
Margins, paper size and orientation live in Page Setup. In Word and Excel, open it with Alt, P, S, P, pressed one after another, which clicks the small launcher on the Layout or Page Layout tab. Most of the same options are also in the print screen opened by Ctrl + F2, which is often quicker for a one time change.
Preview in browsers and PDFs
Web pages print very differently from how they look on screen: menus and adverts may appear, and text can be tiny. Press Ctrl + P, check the preview, and change Layout, Scale or More settings, such as switching off headers and footers. Choosing a PDF printer here gives you a clean file instead of paper; the save as shortcut key guide shows another route to PDF from Office.
When print preview does not open
| Problem | Fix |
|---|---|
| Ctrl + F2 does nothing | Laptop F-keys need Fn; try Ctrl + Fn + F2 |
| Preview is blank | No printer is set; add one or choose a PDF printer |
| Preview looks different from the print | Printer driver settings override margins; check printer properties |
| Excel shows a tiny preview | Scaling is set to fit too much; change it to No Scaling |
Print preview on a Mac
Mac apps show the preview inside the print window opened by Command + P. The PDF button at its bottom left saves a copy instead of printing. Word users who print often will also like the Word key list, and everyday text keys are under editing basics.
Frequently asked questions
Which keys open print preview?
Does Excel use the same print preview key as Word?
Yes, Ctrl + F2 in both.
Why does Ctrl + F2 not work on my laptop?
F2 may be a media key; press Ctrl + Fn + F2.
What is the page setup shortcut key?
How do I fit an Excel sheet on one page?
In print preview, set Scaling to Fit Sheet on One Page.
How do I close print preview?
Press Esc.