Outlook Shortcut Keys
|
| Alt + S | Send the email |
| Ctrl + C | Copy selected text |
| Ctrl + X | Cut Selected text |
| Ctrl + P | Open print dialog box |
| Ctrl + K | Complete name / email typed in address bar |
| Ctrl + B | Bold highlighted selection |
| Ctrl + I | Italicize highlighted selection |
| Ctrl + U | Underline highlighted selection |
| Ctrl + R | Reply to an email |
| Ctrl + F | Forward an email |
| Ctrl + N | Create a new email |
| Ctrl + Shift + A | Create a new appointment to your calendar |
| Ctrl + Shift + O | Open the outbox |
| Ctrl + Shift + I | Open the inbox |
| Ctrl + Shift + K | Add a new task |
| Ctrl + Shift + C | Create a new contact |
| Ctrl + Shift + J | Create a new Journal Entry |
Basic navigation
| TO DO THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| Find a message or other item. | Ctrl+E |
| Clear the search results. | Esc |
| Expand the search to include All Mail Items, All 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 THIS | PRESS |
|---|
| Open the Flag for Follow Up dialog box to assign a flag. | Ctrl+Shift+G |
Color Categories
| TO DO THIS | PRESS |
|---|
| Delete the selected category from the list in the Color Categories dialog box. | Alt+D |
Create an item or file
| TO DO THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 message | Ctrl+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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 Pane, Tasks 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| Open Visual Basic Editor. | Alt+F11 |
Macros
| TO DO THIS | PRESS |
|---|
| Play macro. | Alt+F8 |
Forms
| TO DO THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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 Calendar, TaskPad, 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 THIS | PRESS |
|---|
| 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 THIS | PRESS |
|---|
| 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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