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 |
Common commands
Commands common to most views
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 |
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 links and edit URLs
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 |
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 |
Color Categories
To do this | Press |
Delete the selected category from the list in the Color Categories dialog box. | Alt+D |
Flags
To do this | Press |
Open the Flag for Follow Up dialog box to assign a flag. | Ctrl+Shift+G |
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 the Accountsbutton |
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 |
Electronic Business Cards
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 |
Groups
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 |
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 |
Macros
To do this | Press |
Play macro. | Alt+F8 |
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 |
Business Cards view or Address Cards view
To do this | Press |
Select a specific card in the list. | One or more letters of the name that the card is filed under or the name of the field that you are sorting by |
Select the previous card. | Up Arrow |
Select the next card. | Down Arrow |
Select the first card in the list. | Home |
Select the last card in the list. | End |
Select the first card on the current page. | Page Up |
Select the first card on the next page. | Page Down |
Select the closest card in the next column. | Right Arrow |
Select the closest card in the previous column. | Left Arrow |
Select or cancel selection of the active card. | Ctrl+Spacebar |
Extend the selection to the previous card and cancel selection of cards after the starting point. | Shift+Up Arrow |
Extend the selection to the next card and cancel selection of cards before the starting point. | Shift+Down Arrow |
Extend the selection to the previous card, regardless of the starting point. | Ctrl+Shift+Up Arrow |
Extend the selection to the next card, regardless of the starting point. | Ctrl+Shift+Down Arrow |
Extend the selection to the first card in the list. | Shift+Home |
Extend the selection to the last card in the list. | Shift+End |
Extend the selection to the first card on the previous page. | Shift+Page Up |
Extend the selection to the last card on the last page. | Shift+Page Down |
Move between fields in an open card
To use the following keys, make sure a field in a card is selected. To select a field when a card is selected, click the field.
To do this | Press |
Move to the next field and control. | Tab |
Move to the previous field and control. | Shift+Tab |
Close the active card. | Enter |
Move between characters in a field
To use the following keys, make sure a field in a card is selected. To select a field when a card is selected, click the field.
To do this | Press |
Add a line in a multiline field. | Enter |
Move to the beginning of a line. | Home |
Move to the end of a line. | End |
Move to the beginning of a multiline field. | Page Up |
Move to the end of a multiline field. | Page Down |
Move to the previous line in a multiline field. | Up Arrow |
Move to the next line in a multiline field. | Down Arrow |
Move to the previous character in a field. | Left Arrow |
Move to the next character in a field. | Right Arrow |
Timeline view (Tasks)
When an item is selected
To do this | Press |
Select the previous item. | Left Arrow |
Select the next item. | Right Arrow |
Select several adjacent items. | Shift+Left Arrow or Shift+Right Arrow |
Select several nonadjacent items. | Ctrl+Left Arrow+Spacebar or Ctrl+Right Arrow+Spacebar |
Open the selected items. | Enter |
Select the first item on the timeline (if items are not grouped) or the first item in the group. | Home |
Select the last item on the timeline (if items are not grouped) or the last item in the group. | End |
Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group. | Ctrl+Home |
Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group. | Ctrl+End |
When a group is selected
To do this | Press |
Expand the group. | Enter or Right Arrow |
Collapse the group. | Enter or Left Arrow |
Select the previous group. | Up Arrow |
Select the next group. | Down Arrow |
Select the first group on the timeline. | Home |
Select the last group on the timeline. | End |
Select the first item on screen in an expanded group or the first item off screen to the right. | Right Arrow |
When a unit of time on the time scale for days is selected
To do this | Press |
Move back in increments of time that are the same as those shown on the time scale. | Left Arrow |
Move forward in increments of time that are the same as those shown on the time scale. | Right Arrow |
Switch between active view, To-Do Bar, Search and back to active view. | Tab and Shift+Tab |
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 |
Month view
To do this | Press |
Go to the first day of the week. | Home |
Go to the same day of the week in the previous page. | Page Up |
Go to the same day of the week in the next page. | Page Down |
Date Navigator
To do this | Press |
Go to the first day of the current week. | Alt+Home |
Go to the last day of the current week. | Alt+End |
Go to the same day in the previous week. | Alt+Up Arrow |
Go to the same day in the next week. | Alt+Down Arrow |
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