Outlook keyboard shortcuts

About keyboard shortcuts

You can quickly perform tasks by using keyboard shortcuts — one or more keys that you press on the keyboard to complete a task. For example, when you press COMMAND + P the Print dialog box opens.

 Notes 

  • Keyboard shortcut descriptions refer to the U.S. keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S. keyboard. Keyboard shortcuts for laptop computers might also differ.
  • The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application.

ShowCommon Outlook functions

To Press
Start Outlook without running schedules or attempting to connect to a mail server. Use this option to prevent receiving connection errors when you use Outlook while you are not connected to the network. SHIFT (when you start Outlook)
Open the Database Utility while Outlook is closed Hold down the OPTION key, and then click the Outlook icon in the Dock.
Save an item COMMAND + S
Print an item COMMAND + P
Undo the last action COMMAND + Z
Redo the last action COMMAND + Y
Minimize the active window COMMAND + M
Create a new folder in the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.) SHIFT + COMMAND + N
Hide the reading pane or show it on the right COMMAND + \
Hide the reading pane or show it below SHIFT + COMMAND + \
Move the selected item to a different folder SHIFT + COMMAND + M
Copy the selected item to a different folder SHIFT + COMMAND + C
Select all items in the item list, if the item list is the active pane COMMAND + A
Minimize or expand the ribbon OPTION + COMMAND + R
Hide Outlook COMMAND + H
Quit Outlook COMMAND + Q

ShowWindows and dialog boxes

To Press
Go to Mail view COMMAND + 1
Go to Calendar view COMMAND + 2
Go to Contacts view COMMAND + 3
Go to Tasks view COMMAND + 4
Go to Notes view COMMAND + 5
Open the Progress window or make it the active window COMMAND + 7
Open the error log or make it the active window COMMAND + 8
Open My Day COMMAND + 9
Open the Contacts Search window COMMAND + 0
Open the Preferences dialog box COMMAND + COMMA (,)
Open the Media Browser CONTROL + COMMAND + M
Cycle forward through open windows COMMAND + TILDE (~)
Cycle back through open windows SHIFT + COMMAND + TILDE (~)
Close the active window COMMAND + W
Open the selected item COMMAND + O
Move forward through boxes in a dialog box TAB
Move back through boxes in a dialog box SHIFT + TAB

ShowSearch

To Press
Do a basic search in Outlook OPTION + COMMAND + F
Do an advanced search in Outlook SHIFT + COMMAND + F
Find text within an item COMMAND + F
Find the next instance of the text you searched for in an item COMMAND + G
Find the previous instance of the text you searched for in an item COMMAND + SHIFT + G
Cancel a search in progress COMMAND + PERIOD (.)

ShowMail

To Press
Create a new message COMMAND + N
Send the open message COMMAND + RETURN
Send all messages in the Outbox and receive all incoming messages COMMAND + K
Send all the messages in the Outbox SHIFT + COMMAND + K
Save the open message and store it in the Drafts folder COMMAND + S
Add an attachment to the open message COMMAND + E
Open the Spelling and Grammar dialog box COMMAND + COLON (:)
Check recipient names in the open messages CONTROL + COMMAND + C
Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list COMMAND + R
Reply to all SHIFT + COMMAND + R
Forward the message COMMAND + J
Open the selected message in a separate window COMMAND + O
Clear the flag for the selected message OPTION + COMMAND + APOSTROPHE (')
Mark the selected message as junk mail COMMAND + SHIFT + J
Mark the selected message as not junk mail COMMAND + SHIFT + OPTION + J
Display the previous message CONTROL + [
Display the next message CONTROL + ]
Move the selected message to a folder SHIFT + COMMAND + M
Decrease the display size of text in an open message or in the reading pane COMMAND + HYPHEN (-)
Increase the display size of text in an open message or in the reading pane COMMAND + +
Scroll down to the next screen of text or, if you are at the end of a message, display the next message SPACEBAR
Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message SHIFT + SPACEBAR
Delete the selected message DELETE
Delete the current message, and, if the message window is open, close it COMMAND + DELETE
Mark selected messages as read COMMAND + T
Mark selected messages as unread SHIFT + COMMAND + T
Mark all messages in a folder as read OPTION + COMMAND + T

ShowCalendar

To Press
Create a new appointment COMMAND + N
Open the selected calendar event COMMAND + O
Delete the calendar event DELETE
Switch the view to include today COMMAND + T
Open the View Date date picker SHIFT + COMMAND + T
In day view, move to the previous day. In week and work week views, move to the previous week. In month view, move to the previous month. COMMAND + LEFT ARROW
In day view, move to the next day. In week and work week views, move to the next week. In month view, move to the next month. COMMAND + RIGHT ARROW

ShowContacts

To Press
Create a new contact COMMAND + N
Save and close a contact COMMAND + RETURN
Open the selected contact COMMAND + O
Delete the contact DELETE
Close the current open contact and open the previous contact CONTROL + [
Close the current open contact and open the next contact CONTROL + ]

ShowTasks

To Press
Create a new task COMMAND + N
Save and close a task COMMAND + RETURN
Open the selected task COMMAND + O
Delete the task DELETE
Close the current open task and open the previous task in the Tasks list CONTROL + [
Close the current open task and open the next task in the Tasks list CONTROL + ]

ShowNotes

To Press
Create a new note COMMAND + N
Open the selected note COMMAND + O
Delete the note DELETE
Close the current open note and open the previous note in the Notes list CONTROL + [
Close the current open note and open the next note in the Notes list CONTROL + ]
Send a note as an e-mail message COMMAND + J
Send a note as an attachment to an e-mail message CONTROL + COMMAND + J

ShowEditing and formatting text

To Press
Cut the selected text to the Clipboard COMMAND + X
Copy a selection to the Clipboard COMMAND + C
Copy the selection to the Scrapbook CONTROL + OPTION + C
Paste a selection from the Clipboard COMMAND + V
Paste a clip from the Scrapbook CONTROL + OPTION + V
Paste a selection from the Clipboard and match the destination style SHIFT + OPTION + COMMAND + V
Make the selected text bold COMMAND + B
Make the selected text italic COMMAND + I
Underline the selected text COMMAND + U
Strikethrough the selected text SHIFT + COMMAND + X
Move the cursor left one character LEFT ARROW
Move the cursor right one character RIGHT ARROW
Move the cursor up one line UP ARROW
Move the cursor down one line DOWN ARROW
Move the cursor to the beginning of the current paragraph OPTION + UP ARROW
Move the cursor to the end of the current paragraph OPTION + DOWN ARROW
Move the cursor to the beginning of the current word OPTION + LEFT ARROW
Move the cursor to the end of the current word OPTION + RIGHT ARROW
Delete the character to the left of the cursor, or delete the selected text DELETE
Delete the character to the right side of the cursor, or delete the selected text

Delete

If your keyboard does not have a Delete key, use FN + DELETE .
Insert a tab stop TAB
Move the cursor to the beginning of the line COMMAND + LEFT ARROW
Move the cursor to the end of the line COMMAND + RIGHT ARROW
Move the cursor to the top of the message body COMMAND + UP ARROW
Move the cursor to the bottom of the message body COMMAND + DOWN ARROW
Move the cursor to the beginning of the selected text COMMAND + HOME
Move the cursor to the end of the selected text COMMAND + END
Scroll up PAGE UP
Scroll down PAGE DOWN

ShowFlagging messages, contacts, and tasks for follow up

To Press
Flag the selected item for follow up, with Today as Due Date CONTROL + 1
Flag the selected item for follow up, with Tomorrow as Due Date CONTROL + 2
Flag the selected item for follow up, with This Week as Due Date CONTROL + 3
Flag the selected item for follow up, with Next Week as Due Date CONTROL + 4
Flag the selected item for follow up, with No Due Date CONTROL + 5
Flag the selected item for follow up, and add a custom Due Date CONTROL + 6
Flag the selected item for follow up, and add a reminder CONTROL + =
Mark the selected item as Complete CONTROL + 0
Clear the selected item's follow-up flag OPTION + COMMAND + APOSTROPHE (')

ShowHelp window

To Press
Open the Outlook Help menu SHIFT + COMMAND + ?
Scroll toward the beginning of a Help topic one screen at a time PAGE UP
Scroll toward the end of a Help topic one screen at a time PAGE DOWN
Scroll toward the beginning of a Help topic one line at a time UP ARROW
Scroll toward the end of a Help topic one line at a time DOWN ARROW
Copy the selection to the Clipboard COMMAND + C
Close the Help window COMMAND + W

See also

Common Office keyboard shortcuts

Keyboard shortcuts for the euro currency symbol

 
 
Applies to:
Outlook for Mac 2011