Microsoft outlook Keyboard shortcuts
| 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 Navigation 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 Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. | F6 or CTRL+SHIFT+TAB |
| Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar. | TAB |
| Move around within the Navigation 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 |
| Expand or collapse a group (with a group selected) in theNavigation Pane. | SHIFT+PLUS SIGN or MINUS SIGN, respectively |
| Collapse or expand a group in the e-mail message list. | LEFT ARROW or RIGHT ARROW, respectively |
| Move to next field in Reading Pane. | SHIFT+TAB |
| Move to previous field in Reading Pane. | CTRL+TAB |
| Go back to previous view in main Outlook window. | ALT+B, ALT+LEFT ARROW, or ALT+BACKSPACE |
| 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 |
| 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 |
| Expand the Search Query Builder. | CTRL+ALT+W |
| Use Advanced Find. | CTRL+SHIFT+F |
| Create a new Search Folder. | CTRL+SHIFT+P |
| Search for text within a message or other item. | F4 |
| Find next during text search within a message or other item. | SHIFT+F4 |
| Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item. | CTRL+H |
| Expand search to include the desktop. | CTRL+ALT+K |
| TO DO THIS | PRESS |
|---|---|
| Open the Flag for Follow Up dialog box to assign a flag. | CTRL+SHIFT+G |
| TO DO THIS | PRESS |
|---|---|
| Delete the selected category from the list in the Color Categoriesdialog box. | ALT+D |
| TO DO THIS | PRESS |
|---|---|
| Create an appointment. | CTRL+SHIFT+A |
| Create a contact. | CTRL+SHIFT+C |
| Create a distribution list. | CTRL+SHIFT+L |
| Create a fax. | CTRL+SHIFT+X |
| Create a folder. | CTRL+SHIFT+E |
| Create a Journal entry. | CTRL+SHIFT+J |
| Create a meeting request. | CTRL+SHIFT+Q |
| Create a message. | CTRL+SHIFT+M |
| Create a note. | CTRL+SHIFT+N |
| Create a new 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 |
| TO DO THIS | PRESS |
|---|---|
| Save. | CTRL+S or SHIFT+F12 |
| Save and close. | ALT+S |
| Save as. | 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 |
| Turn on editing in a field (except in Icon view). | F2 |
| Left align text. | CTRL+L |
| Center text. | CTRL+E |
| Right align text. | CTRL+R |
| 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 theTo 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 |
| 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 new message (when in Mail). | CTRL+N |
| Create a new message (from any Outlook view). | CTRL+SHIFT+M |
| Open a received message. | CTRL+O |
| Open the Address Book. | CTRL+SHIFT+B |
| Convert an HTML or RTF message to plain text. | CTRL+SHIFT+O |
| 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 |
| Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List. | 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 |
| 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) |
| TO DO THIS | PRESS |
|---|---|
| Create a new appointment (when in Calendar). | CTRL+N |
| Create a new appointment (in any Outlook view). | CTRL+SHIFT+A |
| Create a new 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 10 days in the calendar. | ALT+0 |
| 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 |
| 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 appointment or task. | CTRL+G |
SEE ALSO UNDER VIEWS, CALENDAR DAY/WEEK/MONTH VIEW, AND DATE NAVIGATOR
| TO DO THIS | PRESS |
|---|---|
| Dial a new call. | CTRL+SHIFT+D |
| Find a contact or other item. | 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 new message addressed to selected contact. | CTRL+F |
| Create a Journal entry for the selected contact. | CTRL+J |
| Create a new contact (when in Contacts). | CTRL+N |
| Create a new contact (from any Outlook view). | CTRL+SHIFT+C |
| Open a contact form for the selected contact. | CTRL+O or CTRL+SHIFT+ENTER |
| Create a new distribution list. | CTRL+SHIFT+L |
| Print. | CTRL+P |
| Update a list of distribution list 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 |
| Close a contact. | ESC |
| Open a Web page for the selected contact (if one is included). | CTRL+SHIFT+X |
| Open the Check Address dialog box. | ALT+D |
| In a contact form, under Internet, display the E-mail 1information. | ALT+SHIFT+1 |
| In a contact form, under Internet, display the E-mail 2information. | ALT+SHIFT+2 |
| In a contact form, under Internet, display the E-mail 3information. | 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 |
| TO DO THIS | PRESS |
|---|---|
| Show or hide the To-Do Bar. | ALT+F2 |
| 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 new task (when in Tasks). | CTRL+N |
| Create a new task (from any Outlook view). | CTRL+SHIFT+K |
| Create a new task request. | CTRL+SHIFT+U |
| 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 |
| Switch between the Navigation Pane, Tasks list, and To-Do Bar. | SHIFT+TAB |
| Open selected item as a Journal item. | CTRL+J |
| Undo last action. | CTRL+Z |
| Flag an item or mark complete. | INSERT |
| 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 |
| TO DO THIS | PRESS |
|---|---|
| Edit a URL in the body of an item. | Hold down CTRL and click the mouse button. |
| Specify a Web browser. | Hold down SHIFT and click the mouse button. |
| Insert a hyperlink. | CTRL+K |
| TO DO THIS | PRESS |
|---|---|
| Open Print Preview. | Press ALT+F and then press V To print an item in an open window, press ALT+F, press W, and then press V |
| Print a print preview. | ALT+P |
| Open Page Setup fromPrint Preview. | ALT+S or ALT+U |
| Zoom. | ALT+Z |
| Close Print Preview. | ALT+C |
| TO DO THIS | PRESS |
|---|---|
| Start a send/receive for all defined Send/Receive groups withInclude 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 |
| TO DO THIS | PRESS |
|---|---|
| Open Visual Basic Editor. | ALT+F11 |
| TO DO THIS | PRESS |
|---|---|
| Play macro. | ALT+F8 |
| TO DO THIS | PRESS |
|---|---|
| Save Form Design. | CTRL+ALT+SHIFT+F12 |
| Save Form Data. | CTRL+SHIFT+F11 |
| Create a new Microsoft Office InfoPath form. | Click in an InfoPath folder, and then CTRL+N. |
Views
| 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 |
| Refresh view. | F5 |
| TO DO THIS | PRESS |
|---|---|
| Expand all groups. | CTRL+SHIFT+PLUS SIGN |
| Collapse the group. | CTRL+MINUS SIGN |
| Expand a single selected group. | SHIFT+PLUS SIGN |
| Collapse a single selected group. | MINUS SIGN |
| 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 |
|---|---|
| Collapse all groups. | CTRL+MINUS SIGN |
| Expand all groups. | CTRL+SHIFT+PLUS SIGN |
| 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 theFolder 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 |
| 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 |
| 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 |
| Move the appointment up, down, left, or right. | ALT+UP ARROW, ALT+DOWN ARROW, ALT+LEFT ARROW, or ALT+RIGHT ARROW, respectively |
| 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 |
| 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 |
| 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 |
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 or press F2.
| TO DO THIS | PRESS |
|---|---|
| Move to the next field and, from the last field of a card, move to the first field in the next card. | TAB |
| Move to the previous field and, from the first field of a card, move to the last field in the previous card. | SHIFT+TAB |
| Move to the next field, or add a line to a multiline field. | ENTER |
| Move to the previous field without leaving the active card. | SHIFT+ENTER |
| Display the insertion point in the active field to edit text. | F2 |
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 or press F2.
| 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 |
| 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 |
| Display the items one screen above the items on screen. | PAGE UP |
| Display the items one screen below the items on screen. | PAGE DOWN |
| 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 |
| 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 |
| 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 |
| When the lower time scale is selected, select the upper time scale. | SHIFT+TAB |
| When the upper time scale is selected, select the lower time scale. | TAB |
| When the lower time scale is selected, select the first item on screen or the first group on screen if items are grouped. | TAB |
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