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Keyboard shortcuts for Outlook
Some of the content in this topic may not be applicable to some languages. To print this topic, press the TAB key to select Show All at the top of the topic, press ENTER, and then press CTRL+P. Microsoft Office Outlook keyboard shortcuts 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 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 the Navigation 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 | | |
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 |
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 |
Flags
| To do this | Press |
|---|
Open the Flag for Follow Up dialog box to assign a flag. | CTRL+SHIFT+G |
Color Categories
| To do this | Press |
|---|
Delete the selected category from the list in the Color Categories dialog box. | ALT+D |
Create an item or file
| 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 |
All items
| 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 |
E-mail
| 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 Accounts 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) |
Calendar
| 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
Contacts
| 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 1 information. | ALT+SHIFT+1 | In a contact form, under Internet, display the E-mail 2 information. | ALT+SHIFT+2 | In a contact form, under Internet, display the E-mail 3 information. | 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 |
Tasks
| 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 |
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 Web information to items
| 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 |
Print preview
| 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 from Print Preview. | ALT+S or ALT+U |
Zoom. | ALT+Z |
Close Print Preview. | ALT+C |
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
|
Forms
| 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. |
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ViewsTable view
General use
| 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 |
With a group selected
| 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 |
All groups | To do this | Press |
|---|
Collapse all groups. | CTRL+MINUS SIGN | Expand all groups. | CTRL+SHIFT+PLUS SIGN |
Calendar Day/Week/Month view
All three
| 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 |
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 |
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 |
Business Cards view or Address Cards view
General use
| 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 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 |
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 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 |
Timeline view (Tasks or Journal)
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 |
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 |
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 |
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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