Outlook Keyboard Shortcuts

Keyboard shortcuts are combinations of two or more keys that you can use to perform a task that would typically require a mouse or other pointing device. Getting familiar with keyboard shortcuts not only help you get the work done faster, but also more efficient.

Previously I have covered Microsoft Windows, Windows 8.1 and RT, Mozilla Firefox, Google Chrome, Microsoft Internet Explorer, Microsoft Edge, Ubuntu, Apple, WordPress, Twitter,and Windows Mail app and Thunderbird Keyboard Shortcuts. This article covers Outlook Keyboard Shortcuts. So let’s get started.

Basic navigation

Ctrl+1 (Switch to Mail)
Ctrl+2 (Switch to Calendar)
Ctrl+3 (Switch to Contacts)
Ctrl+4 (Switch to Tasks)
Ctrl+5 (Switch to Notes)
Ctrl+6 (Switch to Folder List in Folder Pane)
Ctrl+7 (Switch to Shortcuts)
Ctrl+Period (Switch to next message, with message open)
Ctrl+Comma (Switch to previous message (with message open)
Ctrl+Shift+Tab or Shift+Tab (Move between the Folder Pane, the main Outlook window, the Reading Pane, and 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)
F6 (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)
Ctrl+Tab (Move around message header lines in the Folder Pane or an open message)
Arrow keys (Move around within the Folder Pane)
Ctrl+Y (Go to a different folder)
F3 or Ctrl+E (Go to the Search box)
Alt+Up Arrow or Ctrl+Comma or Alt+Page Up (In the Reading Pane, go to the previous message)
Spacebar (In the Reading Pane, page down through text)
Shift+Spacebar (In the Reading Pane, page up through text)
Left Arrow (collapse a group in the email message list)
Right Arrow (expand a group in the email message list)
Alt+B or Alt+Left Arrow (Go back to previous view in main Outlook window)
Alt+Right Arrow (Go forward to next view in main Outlook window)
Ctrl+Shift+W (Select the InfoBar and, if available, show the menu of commands)

Search

Ctrl+E (Find a message or other item)
Esc (Clear the search results)
Ctrl+Alt+A (Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in)
Ctrl+Shift+F (Use Advanced Find)
Ctrl+Shift+P (Create a Search Folder)
F4 (Search for text within an open item)
Ctrl+H (Find and replace text, symbols, or some formatting commands) Works in the Reading Pane on an open item)
Ctrl+Alt+K (Expand search to include items from the current folder)
Ctrl+Alt+Z (Expand search to include subfolders)

Flags

Ctrl+Shift+G (Open the Flag for Follow Up dialog box to assign a flag)

Colour Categories

Alt+D (Delete the selected category from the list in the Color Categories dialog box)

Create an item or file

Ctrl+Shift+A (Create an appointment)
Ctrl+Shift+C (Create a contact)
Ctrl+Shift+L (Create a contact group)
Ctrl+Shift+X (Create a fax)
Ctrl+Shift+E (Create a folder)
Ctrl+Shift+Q (Create a meeting request)
Ctrl+Shift+M (Create a message)
Ctrl+Shift+N (Create a note)
Ctrl+Shift+H (Create a Microsoft Office document)
Ctrl+Shift+S (Post to this folder)
Ctrl+T (Post a reply in this folder)
Ctrl+Shift+P (Create a Search Folder)
Ctrl+Shift+K (Create a task)
Ctrl+Shift+U (Create a task request)

Command commands in most items

Ctrl+S or Shift+F12 (Save (except in Tasks)
Alt+S (Save and close (except in Mail)
F12 (Save as (only in Mail)
Ctrl+Z or Alt+Backspace (Undo)
Ctrl+D (Delete an item)
Ctrl+P (Print)
Ctrl+Shift+Y (Copy an item)
Ctrl+Shift+V (Move an item)
Ctrl+K (Check names)
F7 (Check spelling)
Ctrl+Shift+G (Flag for follow-up)
Ctrl+F (Forward)
Alt+S (Send or post or invite all)
F2 (Enable editing in a field (except in Mail or Icon view)
Ctrl+L (Left align text)
Ctrl+E (Center text)
Ctrl+R (Right align text)

Mail

Ctrl+Shift+I (Switch to Inbox)
Ctrl+Shift+O (Switch to Outbox)
Ctrl+Tab (with focus on the To box, and then Tab to the Accounts button, Choose the account from which to send a message)
Ctrl+K (Check names)
Alt+S (Send)
Ctrl+R (Reply to a message)
Ctrl+Shift+R (Reply all to a message)
Ctrl+Alt+R (Reply with meeting request)
Ctrl+F (Forward a message)
Ctrl+Alt+J (Mark a message as not junk)
Ctrl+Shift+I (Display blocked external content, in a message)
Ctrl+Shift+S (Post to a folder)
Ctrl+Shift+N (Apply Normal style)
Ctrl+M or F9 (Check for new messages)
Up Arrow (Go to the previous message)
Down Arrow (Go to the next message)
Ctrl+N (Create a message, when in Mail)
Ctrl+Shift+M (Create a message, from any Outlook view)
Ctrl+O (Open a received message)
Ctrl+Shift+D (Delete and Ignore a Conversation)
Ctrl+Shift+B (Open the Address Book)
Insert (Add a Quick Flag to an unopened message)
Ctrl+Shift+G (Display the Flag for Follow Up dialog box)
Ctrl+Q (Mark as read)
Ctrl+U (Mark as unread)
Ctrl+Shift+W (Open the Mail Tip in the selected message)
F4 (Find or replace)
Shift+F4 (Find next)
Ctrl+Enter (Send)
Ctrl+P (Print)
Ctrl+F (Forward)
Ctrl+Alt+F (Forward as attachment)
Alt+Enter (Show the properties for the selected item)
Ctrl+Shift+U (Create a multimedia message)
Ctrl+Alt+M (Mark for Download)
Ctrl+Alt+U (Clear Mark for Download)
Ctrl+B (when a Send/Receive is in progress, Display Send/Receive progress)

Calendar

Ctrl+N (Create an appointment, when in Calendar)
Ctrl+Shift+A (Create an appointment (in any Outlook view)
Ctrl+Shift+Q (Create a meeting request)
Ctrl+F (Forward an appointment or meeting)
Ctrl+R (Reply to a meeting request with a message)
Ctrl+Shift+R (Reply All to a meeting request with a message)
Alt+1 (Show 1 day in the calendar)
Alt+2 (Show 2 days in the calendar)
Alt+3 (Show 3 days in the calendar)
Alt+4 (Show 4 days in the calendar)
Alt+5 (Show 5 days in the calendar)
Alt+6 (Show 6 days in the calendar)
Alt+7 (Show 7 days in the calendar)
Alt+8 (Show 8 days in the calendar)
Alt+9 (Show 9 days in the calendar)
Alt+0 (Show 10 days in the calendar)
Ctrl+G (Go to a date)
Alt+= or Ctrl+Alt+4 (Switch to Month view)
Ctrl+Right Arrow (Go to the next day)
Alt+Down Arrow (Go to the next week)
Alt+Page Down (Go to the next month)
Ctrl+Left Arrow (Go to the previous day)
Alt+Up Arrow (Go to the previous week)
Alt+Page Up (Go to the previous month)
Alt+Home (Go to the start of the week)
Alt+End (Go to the end of the week)
Alt+Minus Sign or Ctrl+Alt+3 (Switch to Full Week view)
Ctrl+Alt+2 (Switch to Work Week view)
Ctrl+Comma or Ctrl+Shift+Comma (Go to previous appointment)
Ctrl+Period or Ctrl+Shift+Period (Go to next appointment)
Ctrl+G (Set up recurrence for an open appointment or meeting)

Creating, saving, and sending a message

Ctrl+Ennter (Send Message Now)
Ctrl+Shift+Enter (Send Message Later)

People

Ctrl+Shift+D (Dial a new call)
F3 or Ctrl+E (Find a contact or other item, Search)
F11 (Enter a name in the Search Address Books box)
Shift+letter (In Table or List view of contacts, go to first contact that starts with a specific letter)
Ctrl+A (Select all contacts)
Ctrl+F (Create a message with selected contact as subject)
Ctrl+N (Create a contact, when in Contacts)
Ctrl+Shift+C (Create a contact, from any Outlook view)
Ctrl+O (Open a contact form for the selected contact)
Ctrl+Shift+L (Create a contact group)
Ctrl+P (Print)
F5 (Update a list of contact group members)
Ctrl+Y (Go to a different folder)
Ctrl+Shift+B (Open the Address Book)
Ctrl+Shift+F (Use Advanced Find)
Ctrl+Shift+Period (In an open contact, open the next contact listed)
F11 (Find a contact)
ESC (Close a contact)
Ctrl+Shift+X (Send a fax to the selected contact)
Alt+D (Open the Check Address dialog box)
Alt+Shift+1 (In a contact form, under Internet, display the Email 1 information)
Alt+Shift+2 (In a contact form, under Internet, display the Email 2 information)
Alt+Shift+3 (In a contact form, under Internet, display the Email 3 information)

In the Electronic Business Cards dialogue box

Alt+A (Open the Add list)
Alt+B (Select text in Label box when the field with a label assigned is selected)
Alt+C (Open the Add Card Picture dialog box)
Alt+E (Place cursor at beginning of Edit box)
Alt+F (Select the Fields box)
Alt+G (Select the Image Align drop-down list)
Alt+K, then Enter (Select color palette for background)
Alt+L (Select Layout drop-down list)
Alt+R (Remove a selected field from the Fields box)

Tasks

Alt+C (Accept a task request)
Alt+D (Decline a task request)
Ctrl+E (Find a task or other item)
Ctrl+Y (Open the Go to Folder dialogue box)
Ctrl+N (Create a task, when in Tasks)
Ctrl+Shift+K (Create a task, from any Outlook view)
Ctrl+O (Open selected item)
Ctrl+P (Print selected item)
Ctrl+A (Select all items)
Ctrl+D (Delete selected item)
Ctrl+F (Forward a task as an attachment)
Ctrl+Shift+Alt+U (Create a task request)
Tab or Shift+Tab (Switch between the Folder Pane, Tasks list, and To-Do Bar)
Ctrl+Z (Undo last action)
Insert (Flag an item or mark complete)

Format text

Ctrl+N (selected text, contact, or address book)
Ctrl+1 (Show Main Mail Window, Mail & Newsgroups)

Lightning (Calendar Addon)

Alt+O (Display the Format menu)
Ctrl+Shift+P (Display the Font dialog box)
Shift+F3 (Switch case, with text selected)
Ctrl+Shift+K (Format letters as small capitals)
Ctrl+B (Make letters bold)
Ctrl+Shift+L (Add bullets)
Ctrl+I (Make letters italic)
Ctrl+T (Increase indent)
Ctrl+Shift+T (Decrease indent)
Ctrl+L (Left align)
Ctrl+E (Center)
Ctrl+U (Underline)
Ctrl+] or Ctrl+Shift+> (Increase font size)
Ctrl+[ or Ctrl+Shift+< (Decrease font size)
Ctrl+X or Shift+Delete (Cut)
Ctrl+C or Ctrl+Insert (Copy, Ctrl+Insert is not available in the Reading Pane)
Ctrl+V or Shift+Insert (Paste)
Ctrl+Shift+Z or Ctrl+Spacebar (Clear formatting)
Ctrl+Shift+H (Delete the next word)
Ctrl+Shift+J (Stretch a paragraph to fit between the margins)
Ctrl+Shift+S (Apply styles)
Ctrl+T (Create a hanging indent)
Ctrl+K (Insert a hyperlink)
Ctrl+L (Left align a paragraph)
Ctrl+R (Right align a paragraph)
Ctrl+Shift+T (Reduce a hanging indent)
Ctrl+Q (Remove paragraph formatting)

Add web information to items

Hold down Ctrl and click the mouse button (Edit a URL in the body of an item)
Ctrl+K (Insert a hyperlink)

Printing

Press Alt+F, and then press P (Open Print tab in Backstage view)
Alt+F, press P, and then press F and press 1 (To print an item from an open window)
Alt+S or Alt+U (Open Page Setup from Print Preview)
Alt+F, press P, and then press I (To select a printer from Print Preview)
Alt+F, press P, and then press L (To Define Print Styles)
Alt+F, press P, and then press R (To open Print Options)

Send/Receive

F9 (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)
Shift+F9 (Start a send/receive for the current folder, retrieving full items, header, item, and any attachments)
Ctrl+M (Start a send/receive)
Ctrl+Alt+S (Define Send/Receive groups)

Visual Basic Editor

Alt+F11 (Open Visual Basic Editor)

Macros

Alt+F8 (Play macro)

Forms

Click in an InfoPath folder, and then Ctrl+N (Create an Office InfoPath form)
Ctrl+Shift+Alt+T (Choose a Microsoft InfoPath form)

Views

Table view

Enter (Open an item)
Ctrl+A (Select all items)
Page Down (Go to the item at the bottom of the screen)
Page Up (Go to the item at the top of the screen)
Shift+Up Arrow or Shift+Down Arrow, respectively (Extend or reduce the selected items by one item)
Ctrl+Up Arrow or Ctrl+Down Arrow, respectively (Go to the next or previous item without extending the selection)
Ctrl+Spacebar (Select or cancel selection of the active item)

With a group selected

Right Arrow (xpand a single selected group)
Left Arrow (Collapse a single selected group)
Up Arrow (Select the previous group)
Down Arrow (Select the next group)
Home (Select the first group)
End (Select the last group)
Right Arrow (Select the first item on screen in an expanded group or the first item off screen to the right)

Calendar Day/Week/Month view

Alt+key for number of days (View from 1 through 9 days)
Alt+0 (zero) (View 10 days)
Alt+Minus Sign (Switch to weeks)
Alt+= (Switch to months)
Ctrl+Tab or F6 (Move between Calendar, TaskPad, and the Folder List)
Shift+Tab (Select the previous appointment)
Left Arrow (Go to the previous day)
Right Arrow (Go to the next day)
Alt+Down Arrow (Go to the same day in the next week)
Alt+Up Arrow (Go to the same day in the previous week)

Day view

HOME (Select the time that begins your work day)
END (Select the time that ends your work day)
Up Arrow (Select the previous block of time)
Down Arrow (Select the next block of time)
Page Up (Select the block of time at the top of the screen)
Page Down (Select the block of time at the bottom of the screen)
Shift+Up Arrow or Shift+Down Arrow, respectively (Extend or reduce the selected time)
With the cursor in the appointment, Alt+Up Arrow or Alt+Down Arrow, respectively (Move an appointment up or down)
With the cursor in the appointment, Alt+Shift+Up Arrow or Alt+Shift+Down Arrow, respectively (Change an appointment’s start or end time)
Alt+Down Arrow (Move selected item to the same day in the next week)
Alt+Up Arrow (Move selected item to the same day in the previous week)

Week view

Home (Go to the start of work hours for the selected day)
End (Go to the end of work hours for the selected day)
Page Up (Go up one page view in the selected day)
Page Down (Go down one page view in the selected day)
Shift+Left Arrow, Shift+Right Arrow, Shift+Up Arrow, or Shift+Down Arrow; or Shift+Home or Shift+End (Change the duration of the selected block of time)

Month view

Home (Go to the first day of the week)
Page Up (Go to the same day of the week in the previous page)
Page Down (Go to the same day of the week in the next page)

Date Navigator

Alt+Home (Go to the first day of the current week)
Alt+End (Go to the last day of the current week)
Alt+Up Arrow (Go to the same day in the previous week)
Alt+Down Arrow (Go to the same day in the next week)

Business Cards view or Address Cards view

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 a specific card in the list)
Up Arrow (Select the previous card)
Down Arrow (Select the next card)
Home (Select the first card in the list)
End (Select the last card in the list)
Page Up (Select the first card on the current page)
Page Down (Select the first card on the next page)
Right Arrow (Select the closest card in the next column)
Left Arrow (Select the closest card in the previous column)
Ctrl+Spacebar (Select or cancel selection of the active card)
Shift+Up Arrow (Extend the selection to the previous card and cancel selection of cards after the starting point)
Shift+Down Arrow (Extend the selection to the next card and cancel selection of cards before the starting point)
Ctrl+Shift+Up Arrow (Extend the selection to the previous card, regardless of the starting point)
Ctrl+Shift+Down Arrow (Extend the selection to the next card, regardless of the starting point)
Shift+Home (Extend the selection to the first card in the list)
Shift+End (Extend the selection to the last card in the list)
Shift+Page Up (Extend the selection to the first card on the previous page)
Shift+Page Down (Extend the selection to the last card on the last page)

Move between fields in an open card

Tab (Move to the next field and control)
Shift+Tab (Move to the previous field and control)
Enter (Close the active card)

Move between characters in a field

Enter (Add a line in a multiline field)
Home (Move to the beginning of a line)
End (Move to the end of a line)
Page Up (Move to the beginning of a multiline field)
Page Down (Move to the end of a multiline field)
Up Arrow (Move to the previous line in a multiline field)
Down Arrow (Move to the next line in a multiline field)
Left Arrow (Move to the previous character in a field)
Right Arrow (Move to the next character in a field)

Timeline view (Tasks)

When an item is selected

Left Arrow (Select the previous item)
Right Arrow (Select the next item)
Shift+Left Arrow or Shift+Right Arrow (Select several adjacent items)
Ctrl+Left Arrow+Spacebar or Ctrl+Right Arrow+Spacebar (Select several nonadjacent items)
Enter (Open the selected items)
Home (Select the first item on the timeline (if items are not grouped) or the first item in the group)
End (Select the last item on the timeline (if items are not grouped) or the last item in the group)
Ctrl+Home (Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group)
Ctrl+End (Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group)

When a group is selected

Enter or Right Arrow (Expand the group)
Enter or Left Arrow (Collapse the group)
Up Arrow (Select the previous group)
Down Arrow (Select the next group)
Home (Select the first group on the timeline)
End (Select the last group on the timeline)
Right Arrow (Select the first item on screen in an expanded group or the first item off screen to the right)

When a unit of time on the time scale for days is selected

Left Arrow (Move back in increments of time that are the same as those shown on the time scale)
Right Arrow (Move forward in increments of time that are the same as those shown on the time scale)
Tab and Shift+Tab (Switch between active view, To-Do Bar, Search and back to active view)

I hope that this article helped you with Outlook Keyboard Shortcuts. Feel free to share your thoughts about this article using the comments section below or catch us on Twitter.

Nik

Experienced IT Consultant working and living in the UK. In early years he was born and raised up in Greece and been to the UK since studies. He is passionate with technology, gadgets and computers, he really likes the internet and IT in general.

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