277 Shortcuts for Microsoft Outlook

Jump to: Basic Navigation, Search, Common Commands: Common To Most Views, Common Commands: Format Text and work with Editor, Common Commands: Add Links and Edit URLs, Common Commands: Create Item or File, Common Commands: Color Categories, Common Commands: Flags, Mail, Calendar, People, People: Electronic Business Cards, Tasks, Groups, Print, Send/Receive, Macros, Views: Table View, View: Business Cards/Address cards, View: Timeline (Tasks) - When an item is selected, View: Timeline (Tasks) - When a group is selected, View: Timeline (Tasks) - When a unit of time for days is selected, View: Calendar - Day/Week/Month, View: Calendar - Day View, View: Calendar - Week View, View: Calendar - Month View, Date Navigator

1. 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

2. 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

3. 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

4. Common Commands: Format Text and work with Editor

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

Ctrl+Shift+8

Toggle show/hide formatting marks. Must be in email body for this to work.

5. Common Commands: Add Links and Edit URLs

Ctrl+Left Mouse Click

Edit a URL in the body of an item

Ctrl+K

Insert hyperlink

6. 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

7. Common Commands: Color Categories

Alt+D

Delete the selected category from the list in the Color Categories dialog box

8. Common Commands: Flags

Ctrl+Shift+G

Open the Flag for Follow Up dialog box to assign a flag

9. Mail

Ctrl+Shift+I

Switch to Inbox

Ctrl+O

Pop Out email reply in new window

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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. Macros

Alt+F8

Play Macro

18. 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

19. 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)

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

Created by PAssenger53 on 4/6/2016. Last updated by bernd on 11/26/2018

 

0 Comments for 'Outlook '   

 
Email me replies   
icon

Microsoft Outlook Shortcuts

Advertising for Consideration:

Ads for Consideration:

Related:

Please kindly review and accept Terms of Use and Cookie & Policy Policy