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Common procedures
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. |
CTRL+SHIFT+TAB or 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 between the Outlook window, the smaller panes in the Navigation 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 Navigation Pane or an open message. |
CTRL+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 |
| Collapse or expand a group in the email message list. |
LEFT ARROW or RIGHT ARROW |
| 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 view that you are in. |
CTRL+ALT+A |
| Use Advanced Find. |
CTRL+SHIFT+F |
| Create a Search Folder. |
CTRL+SHIFT+P |
| Search for text inside 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 |
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 Contact 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 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 |
Procedures in all items
| 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 |
Email
| 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 the 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 |
| 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+DELETE |
| 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 |
| Create a text message. |
CTRL+SHIFT+T |
| 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 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 open appointment or meeting. |
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 (Search). |
F3 or CTRL+E |
| Enter a name in the Search Address Books box. |
F11 |
| In the Card or Business Card view of contacts, go to the first contact that begins with a specific letter. |
SHIFT+letter |
| Select all contacts. |
CTRL+A |
| Create a message that uses the selected contact as subject. |
CTRL+F |
| Create a Journal entry for the selected contact. |
CTRL+J |
| Create a contact (when in Contacts). |
CTRL+N |
| Create a contact (from any Outlook view). |
CTRL+SHIFT+C |
| Open a contact form that uses the selected contact. |
CTRL+O |
| Create a Contact List. |
CTRL+SHIFT+L |
| Print. |
CTRL+P |
| Update a list of Contact 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 |
| 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 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 that has a label assigned is selected. |
ALT+B |
| Open the Add Card Picture dialog box. |
ALT+C |
| Place the 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 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 Navigation Pane, Tasks list, and To-Do Bar. |
TAB or 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 isn’t 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 then click. |
| Insert a hyperlink. |
CTRL+K |
Printing
| 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 |
Visual Basic Editor
| To do this |
Press |
| Open Visual Basic Editor. |
ALT+F11 |
Macros
| To do this |
Press |
| Play macro. |
ALT+F8 |
Forms
| To do this |
Press |
| Create an Office InfoPath form. |
Click in an InfoPath folder, and then CTRL+N. |
| Choose an Microsoft InfoPath form. |
CTRL+SHIFT+ALT+T |
Top of Page
Views
Table 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 |
With a group selected
| 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 |
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 |
| Move an appointment up or down. |
With the cursor in the appointment, ALT+UP ARROW or ALT+DOWN ARROW |
| Change an appointment's start or end time. |
With the cursor in the appointment, ALT+SHIFT+UP ARROW or ALT+SHIFT+DOWN ARROW |
| 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 |
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.
| 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 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 |
| Select the first item on the timeline (if items aren’t grouped) or the first item in the group. |
HOME |
| Select the last item on the timeline (if items aren’t grouped) or the last item in the group. |
END |
| Display (without selecting) the first item on the timeline (if items aren’t grouped) or the first item in the group. |
CTRL+HOME |
| Display (without selecting) the last item on the timeline (if items aren’t 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, Journal folders and back to active view. |
TAB and SHIFT+TAB |
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