275 Shortcuts for Microsoft Outlook 2016 (Windows)  [edit]

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minusplus1. Basic Navigation
Ctrl+1 Switch to Mail
Ctrl+2 Switch to Calendar
Ctrl+3 Switch to Contacts
Ctrl+4 Switch to Tasks
Ctrl+5 Switch to Notes
Ctrl+6 Switch to Folder List in Navigation Pane
Ctrl+7 Switch to Shortcuts
Ctrl+Period / Ctrl+Comma Switch to next/previous message (with message open)
Ctrl+Shift+Tab or Shift+Tab Move between the Folder Pane, main Outlook window, Reading Pane, and 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
F6 Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and the menu access keys in the Outlook ribbon
Ctrl+Tab Move around message header lines in the Folder Pane or an open message
Arrow Keys Move around within the Folder Pane
Ctrl+Y Go to a different folder
Ctrl+E or F3 Go to the Search box
Alt+Arrow Up or Ctrl+, or Alt+Page Up In the Reading Pane, go to the previous message
Space / Shift+Space In the Reading Pane, page down/up through text
Arrow Left Arrow Right Collapse or expand a group in the email message list, respectively
Alt+B or Alt+Arrow Left Go back to previous view in main Outlook window
Alt+Arrow Right Go forward to next view in main Outlook window
Ctrl+Shift+W Select the InfoBar and, if available, show the menu of commands

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minusplus2. Search
Ctrl+E Find a message or other item
Esc Clear the search results
Ctrl+Alt+A Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the selected Outlook function
Ctrl+Shift+F Use Advanced Find
Ctrl+Shift+P Create a Search Folder
F4 Search for text within an open item
Ctrl+H Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item
Ctrl+Alt+K Expand search to include items from the current folder
Ctrl+Alt+Z Expand search to include subfolders

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minusplus3. Common Commands: Common To Most Views
Ctrl+S or Shift+F12 Save (except in Tasks)
Alt+S Save and close (except in Mail)
F12 Save as (only in Mail)
Ctrl+Z or Alt+Backspace Undo
Ctrl+D Delete an item
Ctrl+P Print
Ctrl+Shift+Y Copy an item
Ctrl+Shift+V Move an item
Ctrl+K Check names
F7 Check spelling
Ctrl+Shift+G Flag for follow-up
Ctrl+F Forward
Alt+S Send or post or invite all
F2 Enable editing in a field (except in Mail or Icon view)
Ctrl+L Left align text
Ctrl+E Center text
Ctrl+R Right align text

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minusplus4. Common Commands: Format Text
Ctrl+X or Shift+Delete Cut (selected text)
Ctrl+C or Ctrl+Insert Copy (selected text), NOTE: Ctrl+Insert is not available in the Reading Pane
Ctrl+V or Shift+Insert Paste (from clipboard)
Ctrl+B Bold
Ctrl+U Underline
Ctrl+I Italics
Ctrl+] or Ctrl+Shift+> Increase font size
Ctrl+[ or Ctrl+Shift+< Decrease font size
Shift+F3 Switch case (selected text)
Ctrl+Shift+K Format letters as small capitals
Alt+O Display the Format menu
Ctrl+Shift+P Display the Font dialog box
Ctrl+Shift+L Add bullets
Ctrl+T / Ctrl+Shift+T Increase Decrease indent
Ctrl+L Left align
Ctrl+E Center
Ctrl+Shift+Z or Ctrl+Space Clear formatting
Ctrl+Shift+H Delete the next word
Ctrl+Shift+J Stretch a paragraph to fit between the margins
Ctrl+Shift+S Apply styles
Ctrl+T / Ctrl+Shift+T Create/reduce a hanging indent
Ctrl+K Insert a hyperlink
Ctrl+L / Ctrl+R Left/Right align a paragraph
Ctrl+Q Remove paragraph formatting

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minusplus5. Common Commands: Add Links and Edit URLs
Ctrl+Left Mouse Click Edit a URL in the body of an item
Ctrl+K Insert hyperlink

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minusplus6. Common Commands: Create Item or File
Ctrl+Shift+A Create an appointment
Ctrl+Shift+C Create a contact
Ctrl+Shift+L Create a contact group
Ctrl+Shift+X Create a fax
Ctrl+Shift+E Create a folder
Ctrl+Shift+Q Create a meeting request
Ctrl+Shift+M Create a message
Ctrl+Shift+N Create a note
Ctrl+Shift+H Create a Microsoft Office document
Ctrl+Shift+S Post to this folder
Ctrl+T Post a reply in this folder
Ctrl+Shift+P Create a Search Folder
Ctrl+Shift+K Create a task
Ctrl+Shift+U Create a task request

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minusplus7. Common Commands: Color Categories
Alt+D Delete the selected category from the list in the Color Categories dialog box

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minusplus8. Common Commands: Flags
Ctrl+Shift+G Open the Flag for Follow Up dialog box to assign a flag

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minusplus9. Mail
Ctrl+Shift+I Switch to Inbox
Ctrl+Shift+O Switch to Outbox
Alt+M Choose the account from which to send a message
Ctrl+K Check names
Alt+S Send
Ctrl+R Reply to a message
Ctrl+Shift+R Reply all to a message
Ctrl+Alt+R Reply with meeting request
Ctrl+F Forward a message
Ctrl+Alt+J Mark a message as not junk
Ctrl+Shift+I Display blocked external content (in a message)
Ctrl+Shift+S Post to a folder
Ctrl+Shift+N Apply Normal style
Ctrl+M or F9 Check for new messages
Arrow Up Go to the previous message
Arrow Down Go to the next message
Ctrl+N Create a message (when in Mail)
Ctrl+Shift+M Create a message (from any Outlook view)
Ctrl+O Open a received message
Ctrl+Shift+D Delete and Ignore a Conversation
Ctrl+Shift+B Open the Address Book
Insert Add a Quick Flag to an unopened message
Ctrl+Shift+G Display the Flag for Follow Up dialog box
Ctrl+Q / Ctrl+U Mark as read/unread
Ctrl+Shift+W Open the Mail Tip in the selected message
F4 Find or replace
Shift+F4 Find next
Ctrl+Enter Send
Ctrl+P Print
Ctrl+F Forward
Ctrl+Alt+F Forward as attachment
Alt+Enter Show the properties for the selected item
Ctrl+Shift+U Create a multimedia message
Ctrl+Alt+M Mark for Download
Ctrl+Alt+U Clear Mark for Download
Ctrl+B Display Send/Receive progress

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minusplus10. Calendar
Ctrl+N Create an appointment (when in Calendar)
Ctrl+Shift+A Create an appointment (in any Outlook view)
Ctrl+Shift+Q Create a meeting request
Ctrl+F Forward an appointment or meeting
Ctrl+R Reply to a meeting request with a message
Ctrl+Shift+R Reply All to a meeting request with a message
Alt+1 Show 1 day in the calendar
Alt+2 Show 2 days in the calendar
Alt+3 Show 3 days in the calendar
Alt+3 Show 4 days in the calendar
Alt+5 Show 5 days in the calendar
Alt+6 Show 6 days in the calendar
Alt+7 Show 7 days in the calendar
Alt+8 Show 8days in the calendar
Alt+9 Show 9 days in the calendar
Alt+0 Show 10 days in the calendar
Ctrl+G Go to a date
Alt+= or Ctrl+Alt+4 Switch to Month view
Ctrl+Arrow Right / Ctrl+Arrow Left Go to the next/previous day
Alt+Arrow Down / Alt+Arrow Up Go to the next/previous week
Alt+Page Down / Alt+Page Up Go to the next/previous month
Alt+Home / Alt+End Go to the start/end of the week
Alt+- or Ctrl+Alt+3 Switch to Full Week view
Ctrl+Alt+2 Switch to Work Week view
Ctrl+, or Ctrl+Shift+, / Ctrl+. or Ctrl+Shift+. Go to previous/next appointment
Ctrl+G Set up recurrence for an open appointment or meeting

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minusplus11. People
Ctrl+Shift+D Dial a new call
F3 or Ctrl+E Find a contact or other item (Search)
F11 Enter a name in the Search Address Books box
Shift+letter In Table or List view of contacts, go to first contact that starts with a specific letter
Ctrl+A Select all contacts
Ctrl+F Create a message with selected contact as subject
Ctrl+N Create a contact (when in Contacts)
Ctrl+Shift+C Create a contact (from any Outlook view)
Ctrl+O Open a contact form for the selected contact
Ctrl+Shift+L Create a contact group
Ctrl+P Print
F5 Update a list of contact group members
Ctrl+Y Go to a different folder
Ctrl+Shift+B Open the Address Book
Ctrl+Shift+F Use Advanced Find
Ctrl+Shift+. In an open contact, open the next contact listed
F11 Find a contact
Esc Close a contact
Ctrl+Shift+X Send a fax to the selected contact
Alt+D Open the Check Address dialog box
Alt+Shift+1 In a contact form, under Internet, display the Email 1 information
Alt+Shift+2 In a contact form, under Internet, display the Email 2 information
Alt+Shift+3 In a contact form, under Internet, display the Email 3 information

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minusplus12. People: Electronic Business Cards
Alt+A Open the Add list
Alt+B Select text in Label box when the field with a label assigned is selected
Alt+C Open the Add Card Picture dialog box
Alt+E Place cursor at beginning of Edit box
Alt+F Select the Fields box
Alt+G Select the Image Align drop-down list
Alt+K, then Enter Select color palette for background
Alt+L Select Layout drop-down list
Alt+R Remove a selected field from the Fields box

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minusplus13. Tasks
Alt+C Accept a task request
Ctrl+D Decline a task request
Ctrl+E Find a task or other item
Ctrl+Y Open the Go to Folder dialog box
Ctrl+N Create a task (when in Tasks)
Ctrl+Shift+K Create a task (from any Outlook view)
Ctrl+O Open selected item
Ctrl+P Print selected item
Ctrl+A Select all items
Ctrl+D Delete selected item
Ctrl+F Forward a task as an attachment
Ctrl+Shift+Ctrl+U Create a task request
Tab or Shift+Tab Switch between the Folder Pane, Tasks list, and To-Do Bar
Ctrl+Z Undo last action
Insert Flag an item or mark complete

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minusplus14. Groups
Arrow Right / Arrow Left Expand/collapse a single selected group
Arrow Up / Arrow Down Select the previous/next group
Home / End Select the first/last group
Arrow Right Select the first item on screen in an expanded group or the first item off screen to the right

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minusplus15. Print
Alt+F, then P Open Print tab in Backstage view
Alt+F, then F, then 1 To print an item from an open window
Alt+S, or Alt+U Open Page Setup from Print Preview
Alt+F, then P, then I To select a printer from Print Preview
Alt+F, then P, then L To Define Print Styles
Alt+F, then P, then R To open Print Options

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minusplus16. Send/Receive
F9 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
Shift+F9 Start a send/receive for the current folder, retrieving full items (header, item, and any attachments)
Ctrl+M Start a send/receive
Ctrl+Alt+S Define Send/Receive groups

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minusplus17. Macros
Alt+F8 Play Macro

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minusplus18. Views: Table View
Enter Open an item
Ctrl+A Select all items
Page Down / Page Up Go to the item at the bottom/top of the screen
Shift+Arrow Up or Shift+Arrow Down Extend or reduce the selected items by one item
Ctrl+Arrow Up or Ctrl+Arrow Down Go to the next or previous item without extending the selection
Ctrl+Space Select or cancel selection of the active item

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minusplus19. View: Business Cards/Address cards
a-z Select a specific card in the list (type one or more letters of the name that the card)
Arrow Up / Arrow Down Select the previous/next card
Home / End Select the first/last card in the list
Page Up / Page Down Select the first card on the current/next page
Arrow Right / Arrow Left Select the closest card in the next/previous column
Ctrl+Space Select or cancel selection of the active card
Shift+Arrow Up Extend the selection to the previous card and cancel selection of cards after the starting point
Shift+Arrow Down Extend the selection to the next card and cancel selection of cards before the starting point
Ctrl+Shift+Arrow Up Extend the selection to the previous card, regardless of the starting point
Ctrl+Shift+Arrow Down Extend the selection to the next card, regardless of the starting point.
Shift+Home / Shift+End Extend the selection to the first/last card in the list
Shift+Page Up / Shift+Page Down Extend the selection to the first/last card on the previous page
Tab / Shift+Tab Move to the next/previous field and control (in an open card)
Enter Close the active card (in an open card)
Enter Add a line in a multiline field (when a field in a card is selected)
Home / End Move to the beginning/end of a line (when a field in a card is selected)
Page Up / Page Down Move to the beginning/end of a multiline field (when a field in a card is selected)
Arrow Up / Arrow Down Move to the previous/next line in a multiline field (when a field in a card is selected)
Arrow Left / Arrow Right Move to the previous/next character in a field (when a field in a card is selected)

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minusplus20. View: Timeline (Tasks) - When an item is selected
Arrow Left / Arrow Right Select the previous/next item
Shift+Arrow Left or Shift+Arrow Right Select several adjacent items
Ctrl+Arrow Left+Space or Ctrl+Arrow Right+Space Select several nonadjacent items
Enter Open the selected items
Home / End Select the first/last item on the timeline (if items are not grouped) or the first item in the group
Ctrl+Home / Ctrl+End Display (without selecting) the first/last item on the timeline (if items are not grouped) or the first item in the group

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minusplus21. View: Timeline (Tasks) - When a group is selected
Enter or Arrow Right Expand the group
Enter or Arrow Left Collapse the group
Arrow Up Arrow Down Select the previous/next group
Home / End Select the first/last group on the timeline
Arrow Right Select the first item on screen in an expanded group or the first item off screen to the right

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minusplus22. View: Timeline (Tasks) - When a unit of time for days is selected
ArrowLeft / Arrow Right Move backward/forward in increments of time that are the same as those shown on the time scale
Tab and Shift+Tab Switch between active view, To-Do Bar, Search and back to active view

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minusplus23. View: Calendar - Day/Week/Month
Alt+key for number of days View from 1 through 9 days
Alt+0 View 10 days
Alt+- Switch to weeks
Alt+= Switch to months
Ctrl+Tab or F6 Move between Calendar, TaskPad, and the Folder List
Shift+Tab Select the previous appointment
Arrow Left / Arrow Right Go to the previous/next day
Alt+Arrow Down / Alt+Arrow Up Go to the same day in the next/previous week

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minusplus24. View: Calendar - Day View
Home Select the time that begins your work day
End Select the time that ends your work day
Arrow Up / Arrow Down Select the previous/next block of time
Page Up / Page Down Select the block of time at the top/bottom of the screen
Shift+Arrow Up or Shift+Arrow Down Extend or reduce the selected time
Alt+Arrow Up or Alt+Arrow Down Move an appointment up or down
Alt+Shift+Arrow Up or Alt+Shift+Arrow Down Change an appointment's start or end time
Alt+Arrow Down Move selected item to the same day in the next week
Alt+Arrow Up or Alt+Arrow Down Move selected item to the same day in the previous week

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minusplus25. View: Calendar - Week View
Home / End Go to the start/end of work hours for the selected day
Page Up / Page Down Go up/down one page view in the selected day
Shift+Arrow Left, Shift+Arrow Right, Shift+Arrow Up, Shift+Arrow Down or Shift+Home or Shift+End Change the duration of the selected block of time

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minusplus26. View: Calendar - Month View
Home Go to the first day of the week
Page Up / Page Down Go to the same day of the week in the previous/next page

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minusplus27. Date Navigator
Alt+Home / Alt+End Go to the first/last day of the current week
Alt+Arrow Up / Alt+Arrow Down Go to the same day in the previous/next week

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Uploaded by PAssenger53, updated on 8/24/2016 by PAssenger53