Keyboard shortcuts for Microsoft Outlook 2014



Outlook Shortcut Keys
Alt + SSend the email
Ctrl + CCopy selected text
Ctrl + XCut Selected text
Ctrl + POpen print dialog box
Ctrl + KComplete name / email typed in address bar
Ctrl + BBold highlighted selection
Ctrl + IItalicize highlighted selection
Ctrl + UUnderline highlighted selection
Ctrl + RReply to an email
Ctrl + FForward an email
Ctrl + NCreate a new email
Ctrl + Shift + ACreate a new appointment to your calendar
Ctrl + Shift + OOpen the outbox
Ctrl + Shift + IOpen the inbox
Ctrl + Shift + KAdd a new task
Ctrl + Shift + CCreate a new contact
Ctrl + Shift + JCreate a new Journal Entry

Basic navigation

TO DO THISPRESS
Switch to Mail.Ctrl+1
Switch to Calendar.Ctrl+2
Switch to Contacts.Ctrl+3
Switch to Tasks.Ctrl+4
Switch to Notes.Ctrl+5
Switch to Folder List in Folder Pane.Ctrl+6
Switch to Shortcuts.Ctrl+7
Switch to next message (with message open).Ctrl+Period
Switch to previous message (with message open).Ctrl+Comma
Move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.Ctrl+Shift+Tab or Shift+Tab
Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar.Tab
Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and show the access keys in the Outlook ribbon.F6
Move around message header lines in the Folder Pane or an open message.Ctrl+Tab
Move around within the Folder Pane.Arrow keys
Go to a different folder.Ctrl+Y
Go to the Search box.F3 or Ctrl+E
In the Reading Pane, go to the previous message.Alt+Up Arrow or Ctrl+Comma or Alt+Page Up
In the Reading Pane, page down through text.Spacebar
In the Reading Pane, page up through text.Shift+Spacebar
Collapse or expand a group in the email message list.Left Arrow or Right Arrow, respectively
Go back to previous view in main Outlook window.Alt+B or Alt+Left Arrow
Go forward to next view in main Outlook window.Alt+Right Arrow
Select the InfoBar and, if available, show the menu of commands.Ctrl+Shift+W


Search

TO DO THISPRESS
Find a message or other item.Ctrl+E
Clear the search results.Esc
Expand the search to include All Mail ItemsAll Calendar Items, or All Contact Items, depending on the module you are in.Ctrl+Alt+A
Use Advanced Find.Ctrl+Shift+F
Create a Search Folder.Ctrl+Shift+P
Search for text within an open item.F4
Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item.Ctrl+H
Expand search to include items from the current folder.Ctrl+Alt+K
Expand search to include subfolders.Ctrl+Alt+Z


Flags

TO DO THISPRESS
Open the Flag for Follow Up dialog box to assign a flag.Ctrl+Shift+G


Color Categories

TO DO THISPRESS
Delete the selected category from the list in the Color Categories dialog box.Alt+D


Create an item or file

TO DO THISPRESS
Create an appointment.Ctrl+Shift+A
Create a contact.Ctrl+Shift+C
Create a contact group.Ctrl+Shift+L
Create a fax.Ctrl+Shift+X
Create a folder.Ctrl+Shift+E
Create a meeting request.Ctrl+Shift+Q
Create a message.Ctrl+Shift+M
Create a note.Ctrl+Shift+N
Create a Microsoft Office document.Ctrl+Shift+H
Post to this folder.Ctrl+Shift+S
Post a reply in this folder.Ctrl+T
Create a Search Folder.Ctrl+Shift+P
Create a task.Ctrl+Shift+K
Create a task request.Ctrl+Shift+U


Command commands in most items

TO DO THISPRESS
Save (except in Tasks).Ctrl+S or Shift+F12
Save and close (except in Mail).Alt+S
Save as (only in Mail).F12
Undo.Ctrl+Z or Alt+Backspace
Delete an item.Ctrl+D
Print.Ctrl+P
Copy an item.Ctrl+Shift+Y
Move an item.Ctrl+Shift+V
Check names.Ctrl+K
Check spelling.F7
Flag for follow-up.Ctrl+Shift+G
Forward.Ctrl+F
Send or post or invite all.Alt+S
Enable editing in a field (except in Mail or Icon view).F2
Left align text.Ctrl+L
Center text.Ctrl+E
Right align text.Ctrl+R


Mail

TO DO THISPRESS
Switch to Inbox.Ctrl+Shift+I
Switch to Outbox.Ctrl+Shift+O
Choose the account from which to send a message.Ctrl+Tab (with focus on the To box), and then Tab to theAccounts button
Check names.Ctrl+K
Send.Alt+S
Reply to a message.Ctrl+R
Reply all to a message.Ctrl+Shift+R
Reply with meeting request.Ctrl+Alt+R
Forward a message.Ctrl+F
Mark a message as not junk.Ctrl+ Alt+J
Display blocked external content (in a message).Ctrl+Shift+I
Post to a folder.Ctrl+ Shift+S
Apply Normal style.Ctrl+Shift+N
Check for new messages.Ctrl+M or F9
Go to the previous message.Up Arrow
Go to the next message.Down Arrow
Create a message (when in Mail).Ctrl+N
Create a message (from any Outlook view).Ctrl+Shift+M
Open a received message.Ctrl+O
Delete and Ignore a Conversation.Ctrl+Shift+D
Open the Address Book.Ctrl+Shift+B
Add a Quick Flag to an unopened message.Insert
Display the Flag for Follow Up dialog box.Ctrl+Shift+G
Mark as read.Ctrl+Q
Mark as unread.Ctrl+U
Open the Mail Tip in the selected message.Ctrl+Shift+W
Find or replace.F4
Find next.Shift+F4
Send.Ctrl+Enter
Print.Ctrl+P
Forward.Ctrl+F
Forward as attachment.Ctrl+Alt+F
Show the properties for the selected item.Alt+Enter
Create a multimedia messageCtrl+Shift+U
Mark for Download.Ctrl+Alt+M
Clear Mark for Download.Ctrl+Alt+U
Display Send/Receive progress.Ctrl+B (when a Send/Receive is in progress)


Calendar

TO DO THISPRESS
Create an appointment (when in Calendar).Ctrl+N
Create an appointment (in any Outlook view).Ctrl+Shift+A
Create a meeting request.Ctrl+Shift+Q
Forward an appointment or meeting.Ctrl+F
Reply to a meeting request with a message.Ctrl+R
Reply All to a meeting request with a message.Ctrl+Shift+R
Show 1 day in the calendar.Alt+1
Show 2 days in the calendar.Alt+2
Show 3 days in the calendar.Alt+3
Show 4 days in the calendar.Alt+4
Show 5 days in the calendar.Alt+5
Show 6 days in the calendar.Alt+6
Show 7 days in the calendar.Alt+7
Show 8 days in the calendar.Alt+8
Show 9 days in the calendar.Alt+9
Show 10 days in the calendar.Alt+0
Go to a date.Ctrl+G
Switch to Month view.Alt+= or Ctrl+Alt+4
Go to the next day.Ctrl+Right Arrow
Go to the next week.Alt+Down Arrow
Go to the next month.Alt+Page Down
Go to the previous day.Ctrl+Left Arrow
Go to the previous week.Alt+Up Arrow
Go to the previous month.Alt+Page Up
Go to the start of the week.Alt+Home
Go to the end of the week.Alt+End
Switch to Full Week view.Alt+Minus Sign or Ctrl+Alt+3
Switch to Work Week view.Ctrl+Alt+2
Go to previous appointment.Ctrl+Comma or Ctrl+Shift+Comma
Go to next appointment.Ctrl+Period or Ctrl+Shift+Period
Set up recurrence for an open appointment or meeting.Ctrl+G
See also under Views, Calendar Day/Week/Month view, and Date Navigator.


People

TO DO THISPRESS
Dial a new call.Ctrl+Shift+D
Find a contact or other item (Search).F3 or Ctrl+E
Enter a name in the Search Address Books box.F11
In Table or List view of contacts, go to first contact that starts with a specific letter.Shift+letter
Select all contacts.Ctrl+A
Create a message with selected contact as subject.Ctrl+F
Create a contact (when in Contacts).Ctrl+N
Create a contact (from any Outlook view).Ctrl+Shift+C
Open a contact form for the selected contact.Ctrl+O
Create a contact group.Ctrl+Shift+L
Print.Ctrl+P
Update a list of contact group members.F5
Go to a different folder.Ctrl+Y
Open the Address Book.Ctrl+Shift+B
Use Advanced Find.Ctrl+Shift+F
In an open contact, open the next contact listed.Ctrl+Shift+Period
Find a contact.F11
Close a contact.ESC
Send a fax to the selected contact.Ctrl+Shift+X
Open the Check Address dialog box.Alt+D
In a contact form, under Internet, display the Email 1 information.Alt+Shift+1
In a contact form, under Internet, display the Email 2 information.Alt+Shift+2
In a contact form, under Internet, display the Email 3 information.Alt+Shift+3


In the Electronic Business Cards dialog box

TO DO THISPRESS
Open the Add list.Alt+A
Select text in Label box when the field with a label assigned is selected.Alt+B
Open the Add Card Picture dialog box.Alt+C
Place cursor at beginning of Edit box.Alt+E
Select the Fields box.Alt+F
Select the Image Align drop-down list.Alt+G
Select color palette for background.Alt+K, then Enter
Select Layout drop-down list.Alt+L
Remove a selected field from the Fields box.Alt+R


Tasks

TO DO THISPRESS
Accept a task request.Alt+C
Decline a task request.Alt+D
Find a task or other item.Ctrl+E
Open the Go to Folder dialog box.Ctrl+Y
Create a task (when in Tasks).Ctrl+N
Create a task (from any Outlook view).Ctrl+Shift+K
Open selected item.Ctrl+O
Print selected item.Ctrl+P
Select all items.Ctrl+A
Delete selected item.Ctrl+D
Forward a task as an attachment.Ctrl+F
Create a task request.Ctrl+Shift+Alt+U
Switch between the Folder PaneTasks list, and To-Do Bar.Tab or Shift+Tab
Undo last action.Ctrl+Z
Flag an item or mark complete.Insert


Format text

TO DO THISPRESS
Display the Format menu.Alt+O
Display the Font dialog box.Ctrl+Shift+P
Switch case (with text selected).Shift+F3
Format letters as small capitals.Ctrl+Shift+K
Make letters bold.Ctrl+B
Add bullets.Ctrl+Shift+L
Make letters italic.Ctrl+I
Increase indent.Ctrl+T
Decrease indent.Ctrl+Shift+T
Left align.Ctrl+L
Center.Ctrl+E
Underline.Ctrl+U
Increase font size.Ctrl+] or Ctrl+Shift+>
Decrease font size.Ctrl+[ or Ctrl+Shift+<
Cut.Ctrl+X or Shift+Delete
Copy.
Ctrl+C or Ctrl+Insert
 NOTE   Ctrl+Insert is not available in the Reading Pane.
Paste.Ctrl+V or Shift+Insert
Clear formatting.Ctrl+Shift+Z or Ctrl+Spacebar
Delete the next word.Ctrl+Shift+H
Stretch a paragraph to fit between the margins.Ctrl+Shift+J
Apply styles.Ctrl+Shift+S
Create a hanging indent.Ctrl+T
Insert a hyperlink.Ctrl+K
Left align a paragraph.Ctrl+L
Right align a paragraph.Ctrl+R
Reduce a hanging indent.Ctrl+Shift+T
Remove paragraph formatting.Ctrl+Q


Add web information to items

TO DO THISPRESS
Edit a URL in the body of an item.Hold down Ctrl and click the mouse button.
Insert a hyperlink.Ctrl+K


Printing

TO DO THISPRESS
Open Print tab in Backstage view.Press Alt+F, and then press P
To print an item from an open window.Alt+F, press P, and then press F and press 1
Open Page Setup from Print Preview.Alt+S or Alt+U
To select a printer from Print Preview.Alt+F, press P, and then press I
To Define Print Styles.Alt+F, press P, and then press L
To open Print Options.Alt+F, press P, and then press R


Send/Receive

TO DO THISPRESS
Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. This can include headers, full items, specified folders, items less than a specific size, or any combination that you define.F9
Start a send/receive for the current folder, retrieving full items (header, item, and any attachments).Shift+F9
Start a send/receive.Ctrl+M
Define Send/Receive groups.Ctrl+Alt+S


Visual Basic Editor

TO DO THISPRESS
Open Visual Basic Editor.Alt+F11


Macros

TO DO THISPRESS
Play macro.Alt+F8


Forms

TO DO THISPRESS
Create an Office InfoPath form.Click in an InfoPath folder, and then Ctrl+N.
Choose a Microsoft InfoPath form.Ctrl+Shift+Alt+T


Views

Table view

TO DO THISPRESS
Open an item.Enter
Select all items.Ctrl+A
Go to the item at the bottom of the screen.Page Down
Go to the item at the top of the screen.Page Up
Extend or reduce the selected items by one item.Shift+Up Arrow or Shift+Down Arrow, respectively
Go to the next or previous item without extending the selection.Ctrl+Up Arrow or Ctrl+Down Arrow, respectively
Select or cancel selection of the active item.Ctrl+Spacebar


With a group selected

TO DO THISPRESS
Expand a single selected group.Right Arrow
Collapse a single selected group.Left Arrow
Select the previous group.Up Arrow
Select the next group.Down Arrow
Select the first group.Home
Select the last group.End
Select the first item on screen in an expanded group or the first item off screen to the right.Right Arrow


Calendar Day/Week/Month view

TO DO THISPRESS
View from 1 through 9 days.Alt+key for number of days
View 10 days.Alt+0 (zero)
Switch to weeks.Alt+Minus Sign
Switch to months.Alt+=
Move between CalendarTaskPad, and the Folder List.Ctrl+Tab or F6
Select the previous appointment.Shift+Tab
Go to the previous day.Left Arrow
Go to the next day.Right Arrow
Go to the same day in the next week.Alt+Down Arrow
Go to the same day in the previous week.Alt+Up Arrow


Day view

TO DO THISPRESS
Select the time that begins your work day.HOME
Select the time that ends your work day.END
Select the previous block of time.Up Arrow
Select the next block of time.Down Arrow
Select the block of time at the top of the screen.Page Up
Select the block of time at the bottom of the screen.Page Down
Extend or reduce the selected time.Shift+Up Arrow or Shift+Down Arrow, respectively
Move an appointment up or down.With the cursor in the appointment, Alt+Up Arrow or Alt+Down Arrow, respectively
Change an appointment's start or end time.With the cursor in the appointment, Alt+Shift+Up Arrow or Alt+Shift+Down Arrow, respectively
Move selected item to the same day in the next week.Alt+Down Arrow
Move selected item to the same day in the previous week.Alt+Up Arrow


Week view


TO DO THISPRESS
Go to the start of work hours for the selected day.Home
Go to the end of work hours for the selected day.End
Go up one page view in the selected day.Page Up
Go down one page view in the selected day.Page Down
Change the duration of the selected block of time.Shift+Left Arrow, Shift+Right Arrow, Shift+Up Arrow, or Shift+Down Arrow; or Shift+Home or Shift+End

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