140 Shortcuts for Microsoft Outlook

Jump to: The following table shows frequently used shortcuts in Outlook 2016 for Mac., Work in windows and dialogs, Send and receive mail, Use Search, Use the Calendar, Work with people and contacts, Manage tasks, Use notes, Edit and format text, Flag messages, contacts, and tasks for follow up

1. The following table shows frequently used shortcuts in Outlook 2016 for Mac.

+S

Save an item

+P

Print an item

+Z

Undo the last action

+Y

Redo the last action

+M

Minimize the active window

+Shift+N

Create a new folder in the navigation pane

+N

Create new email (in Mail view)

+\ (Backslash)

Hide the reading pane or show it on the right

+Shift+\ (Backslash)

Hide the reading pane or show it below

+Shift+M

Move the selected item to a different folder

+Shift+C

Copy the selected item to a different folder

+A

Select all items in the item list, if the item list is the active pane

+Option+R

Minimize or expand the ribbon

+H

Hide Outlook

+Q

Quit Outlook

Fn+Fn

Start dictation

+Ctrl+" " (Spacebar)

Insert emoji

2. Work in windows and dialogs

+1

Go to Mail view

+2

Go to Calendar view

+3

Go to Contacts view

+4

Go to Tasks view

+5

Go to Notes view

+7

Open the Sync Status window or make it the active window

+8

Open the Sync Errors or make it the active window

+0 (Zero)

Open the Contacts Search window

+, (Comma)

Open the Outlook Preferences dialog box

+~ (Tilde)

Cycle forward through open windows

+Shift+~ (Tilde)

Cycle back through open windows

+W

Close the active window

+O

Open the selected item

Tab

Move forward through controls in a window

Shift+Tab

Move back through controls in a window

3. Send and receive mail

+N

Create a new message

+Return

Send the open message

+K

Send all messages in the Outbox and receive all incoming messages

+Shift+K

Send all the messages in the Outbox

+S

Save the open message and store it in the Drafts folder

+E

Add an attachment to the open message

+: (Colon)

Open the Spelling and Grammar dialog box

+Ctrl+C

Check recipient names in the open messages

+R

Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list

+Shift+R

Reply to all

+J

Forward the message

+O

Open the selected message in a separate window

+Option+' (Apostrophe)

Clear the flag for the selected message

+Shift+J

Mark the selected message as junk mail

+Shift+Option+J

Mark the selected message as not junk mail

Ctrl+ (Opening Bracket)

Display the previous message

Shift+Ctrl+ (Closing Bracket)

Display the next message

Ctrl+ (Opening Bracket)

Navigate to the previous pane in the Mail view

Shift+Ctrl+ (Closing Bracket)

Navigate to the next pane in the Mail view

+Shift+M

Move the selected message to a folder

+- (Hyphen)

Decrease the display size of text in an open message or in the reading pane

++ (Plus Sign)

Increase the display size of text in an open message or in the reading pane

" " (Spacebar)

Scroll down to the next screen of text or, if you are at the end of a message, display the next message

Shift+" " (Spacebar)

Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message

Delete

Delete the selected message

Shift+Delete

Permanently delete the selected message

+Delete

Delete the current message, and, if the message window is open, close it

+T

Mark selected messages as read

+Shift+T

Mark selected messages as unread

+Option+T

Mark all messages in a folder as read

4. Use Search

+Option+F

Search current folder

+Shift+F

Do an advanced search in Outlook (add Item Contains filter for searching)

+F

Find text within an item

+G

Find the next instance of the text you searched for in an item

+Shift+G

Find the previous instance of the text you searched for in an item

5. Use the Calendar

+2

Open the Calendar window

+N

Create a new appointment

+O

Open the selected calendar event

Delete

Delete the calendar event

+T

Switch the view to include today

+Arrow Left

In Day view, move to the previous day. In Week and Work Week views, move to the previous week. In Month view, move to the previous month.

+Arrow Right

In Day view, move to the next day. In Week and Work Week views, move to the next week. In Month view, move to the next month.

Shift+Ctrl+ (Opening Bracket)

Navigate to the previous pane in the Calendar view

Shift+Ctrl+ (Closing Bracket)

Navigate to the next pane in the Calendar view

6. Work with people and contacts

+N

Create a new contact

+O

Open the selected contact

Delete

Delete the contact

Ctrl+ (Opening Bracket)

Close the current open contact and open the previous contact

Ctrl+ (Closing Bracket)

Close the current open contact and open the next contact

Shift+Ctrl+ (Opening Bracket)

Navigate to the previous pane in the People view

Shift+Ctrl+ (Closing Bracket)

Navigate to the next pane in the People view

7. Manage tasks

+4

Move to the Task window

+N

Create a new task

+O

Open the selected task

Delete

Delete the task

Ctrl+ (Opening Bracket)

Close the current open task and open the previous task in the Tasks list

Ctrl+ (Closing Bracket)

Close the current open task and open the next task in the Tasks list

Shift+Ctrl+ (Opening Bracket)

Navigate to the previous pane in the Tasks view

Shift+Ctrl+ (Closing Bracket)

Navigate to the next pane in the Tasks view

8. Use notes

+5

Move to the Notes window

+N

Create a new note

+O

Open the selected note

Delete

Delete the note

Ctrl+ (Opening Bracket)

Close the current open note and open the previous note in the Notes list

Ctrl+ (Closing Bracket)

Close the current open note and open the next note in the Notes list

Shift+Ctrl+ (Opening Bracket)

Navigate to the previous pane in the Notes view

Shift+Ctrl+ (Closing Bracket)

Navigate to the next pane in the Notes view

+J

Send a note as an email

+Ctrl+J

Send a note as an HTML attachment to an email. First place the focus on the note in the list of notes.

9. Edit and format text

+X

Cut the selected text to the clipboard

+C

Copy a selection to the clipboard

+V

Paste a selection from the clipboard

+Shift+Option+V

Paste a selection from the clipboard and match the destination style

+B

Make the selected text bold

+I

Make the selected text italic

+U

Underline the selected text

+Shift+X

Strike through the selected text

+Ctrl+K

Insert a hyperlink

Arrow Left

Move the cursor left one character

Arrow Right

Move the cursor right one character

Arrow Up

Move the cursor up one line

Arrow Down

Move the cursor down one line

Option+Arrow Up

Move the cursor to the beginning of the current paragraph

Option+Arrow Down

Move the cursor to the end of the current paragraph

Option+Arrow Left

Move the cursor to the beginning of the current word

Option+Arrow Right

Move the cursor to the end of the current word

Forward Delete+ { (Opening Brace)

Decrease indent

Forward Delete+ } (Closing Brace)

Increase indent

Delete

Delete the character to the left of the cursor, or delete the selected text

Forward Delete or if your keyboard doesn't have a Forward Delete key, use FN+Delete

Delete the character to the right side of the cursor, or delete the selected text

Tab

Insert a tab stop

+Arrow Left

Move the cursor to the beginning of the line

+Arrow Right

Move the cursor to the end of the line

+Arrow Up

Move the cursor to the top of the message body

+Arrow Down

Move the cursor to the bottom of the message body

+Home

Move the cursor to the beginning of the selected text

+End

Move the cursor to the end of the selected text

Page up

Scroll up

Page down

Scroll down

10. Flag messages, contacts, and tasks for follow up

Ctrl+1

Flag the selected item for follow up, with Today as Due Date

Ctrl+2

Flag the selected item for follow up, with Tomorrow as Due Date

Ctrl+3

Flag the selected item for follow up, with This Week as Due Date

Ctrl+4

Flag the selected item for follow up, with Next Week as Due Date

Ctrl+5

Flag the selected item for follow up, with No Due Date

Ctrl+6

Flag the selected item for follow up, and add a custom Due Date

Ctrl+= (Equal Sign)

Flag the selected item for follow up, and add a reminder

Ctrl+0 (Zero)

Mark the selected item as Complete

+Option+' (Apostrophe)

Clear the selected item's follow-up flag

Created by Peherte on 5/21/2017

 

19 Comments for 'Outlook '   

 
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Comment #19 by Whistler Aug 8, 2020 at 05:14 pm  Reply

Alt+Enter ...Show the properties for the selected item. I presume it means the selected item in the list of messages. It does not seem to work on my Windows 10 desktop Outlook 2016. Am I missing something?

Reply #1 admin Aug 15, 2020 at 08:42 am

hi - you need to be in the view where it shows emails in the list.

Comment #18 by Carlyle Sutphen Sep 5, 2018 at 07:04 am  Reply

I accidentally pressed ctrll+alt+n in an email I was composing which changed the formatting in a way I could not fully understand. Most notably, the right margin seemed to change to be much less than the window's right margin. I looked through all format settings, even using the Reveal Formatting tab, and could not find the formatting difference compared to another mail in which I did not press ctrl+alt+n. I could not undo the format with ctrl+z. Googling for the shortcut turned up nothing. Does anybody have an idea what ctrl+alt+n does in Outlook?

Comment #17 by carolyn Mar 29, 2017 at 11:58 am  Reply

wonderful tips. i wonder if this one is reversed in Outlook format tips? Ctrl+[/Ctrl+Shift+< Increase font size. Ctrl+]/Ctrl+Shift+> Decrease font size. seems the < DEcreases, and the > INcreases.

Reply #1 admin Mar 30, 2017 at 04:35 pm

fixed, thanks! I actually changed it to [ctrl]+[shift]+[.]/[,]. this makes it consistent with word.

Comment #16 by om.joshi Jan 8, 2017 at 01:36 am  Reply

How can I search the email ID by simply typing starting word of the name on which I am sending the email for the first time?

Reply #1 Carlyle Sutphen Sep 5, 2018 at 07:10 am

You probably don't need the answer any more. The first time a contact is used by you, pressing ctrl-k will search the server for a name starting with what you typed so far.

Comment #15 by Pascal Aug 17, 2016 at 02:55 pm  Reply

This is really nice. I use your website very often. Thank you.

Comment #14 by Natalie Jul 9, 2016 at 01:34 pm  Reply

In Outlook 2010, how do I change change focus from the list of emails to the viewing pane. And once I am in the viewing pane is there a keyboard shortcut to download pictures.

Comment #13 by Alan Feb 24, 2016 at 04:10 pm  Reply

is there a short cut to "expand / collapse" groups in a list?

Comment #12 by Todd Mar 16, 2015 at 04:24 pm  Reply

Is there a short cut key to insert your signature?

Reply #1 Dave Oct 12, 2015 at 09:48 pm

I used to use Ctl + I in an old version of outlook, but am searching for what it is now. Would be great to hear if its possible to access signatures via a shortcut.

Comment #11 by Marc Jun 26, 2014 at 09:56 am  Reply

Awesome information for Outlook. Really enjoyed it.

Comment #10 by SUNNY Jun 12, 2014 at 09:22 am  Reply

Thanks a lot man.. i will work on outlook my half of the day. These shortcuts are very helpful to me.

Comment #9 by Lynn Apr 28, 2014 at 04:44 pm  Reply

When composing a message in Outlook, is there a shortcut for "Do Not Save"? My settings are set to automatically Save messages. However, many times throughout a day I do not want to save a particular message.

Comment #8 by siddheshwar Sep 19, 2013 at 09:31 am  Reply

Grouping of all keyes is very nice, Thanks.

Comment #7 by Bhushan Jul 1, 2013 at 03:07 am  Reply

This is very nice tabular presentation of the Outlook shortcuts. Also the PDF download of the shortcuts is very nice...

Thanks.

Comment #6 by Ali Jun 11, 2013 at 11:56 am  Reply

When my email view is by "From" and I have each person mimized so that it is more compact, if I change screens to say the calendar or anything else and then go back to the Inbox, all of the names have expanded again. Is there a way to minimize these names all at once with a function key combo or is my only option to click on each one all over again?

Comment #5 by Jo Fullerton May 16, 2013 at 10:35 am  Reply

Hi

This is a great resource - it would be very useful to blind and partially sighted computer users however I am finding it inaccessible to jAWS screen reader. JAWs can not detect any links, headings or form fields. This suggests that your website may be inaccessible to all/most screen readers, as JAWs is very powerful.

Comment #4 by Alan Jul 25, 2012 at 03:30 am  Reply

I was typing a message and hit a key stroke combination that has enlarged my text size - not font size, just the viewing text. This only happens when composing - viewing emails is not affected. Any ideas to get back to normal size????

Comment #3 by nilofar Jul 4, 2012 at 03:27 am  Reply

pls may i know how to create shortcut key for signature in outlook ?

Reply #1 admin Jul 7, 2012 at 05:27 pm

Press [alt]+[n], then [a],[s] for I[n]sert => [A]dd [S]ignature

Comment #2 by Beth Apr 18, 2012 at 02:01 pm  Reply

Once I'm on the File tab in Outlook I cannot find a keyboard shortcut to return to any other tab. Can someone help?

Reply #1 admin Apr 19, 2012 at 11:15 am

simply press escape and you return to main screen from where you can access other tabs.

Comment #1 by Roland Luciani Sep 25, 2011 at 06:07 pm  Reply

This is a vey useful list of keyboard shortcuts. Thanks.

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Microsoft Outlook Shortcuts

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