Feb 9, 2017
TnT Editor

275 Useful Keyboard Shortcuts For Microsoft Outlook

Many people use Microsoft Outlook every day, whether it’s to create a calendar appointment, manage task, note taking, or just as email application. Wouldn’t it be great if there were keyboard shortcuts for Microsoft Outlook that could help to speed up your daily works.

Here we’ve put together full list of 275 keyboard shortcuts for Microsoft Outlook. These keyboard shortcuts tricks will help you save time, increase productivity, gains efficiency, so you can focus on the stuff that really matters.

Below is a list of all the shortcut keys in Microsoft Outlook.

275 Useful Keyboard Shortcuts For Microsoft Outlook

Microsoft Outlook Keyboard Shortcuts

Basic Navigation

  1. Ctrl+1 : Switch to Mail
  2. Ctrl+2 : Switch to Calendar
  3. Ctrl+3 : Switch to Contacts
  4. Ctrl+4 : Switch to Tasks
  5. Ctrl+5 : Switch to Notes
  6. Ctrl+6 : Switch to Folder List in Navigation Pane
  7. Ctrl+7 : Switch to Shortcuts
  8. Ctrl+Period / Ctrl+Comma : Switch to next/previous message (with message open)
  9. Ctrl+Shift+Tab or Shift+Tab : Move between the Folder Pane, main Outlook window, Reading Pane, and To-Do Bar
  10. Tab : Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar
  11. 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 the menu access keys in the Outlook ribbon
  12. Ctrl+Tab : Move around message header lines in the Folder Pane or an open message
  13. Arrow Keys : Move around within the Folder Pane
  14. Ctrl+Y : Go to a different folder
  15. Ctrl+E or F3 : Go to the Search box
  16. Alt+Arrow Up or Ctrl+, or Alt+Page Up : In the Reading Pane, go to the previous message
  17. Space / Shift+Space : In the Reading Pane, page down/up through text
  18. Arrow Left Arrow Right : Collapse or expand a group in the email message list, respectively
  19. Alt+B or Alt+Arrow Left : Go back to previous view in main Outlook window
  20. Alt+Arrow Right : Go forward to next view in main Outlook window
  21. Ctrl+Shift+W : Select the InfoBar and, if available, show the menu of commands

Search

  1. Ctrl+E : Find a message or other item
  2. Esc : Clear the search results
  3. Ctrl+Alt+A : Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the selected Outlook function
  4. Ctrl+Shift+F : Use Advanced Find
  5. Ctrl+Shift+P : Create a Search Folder
  6. F4 : Search for text within an open item
  7. Ctrl+H : Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item
  8. Ctrl+Alt+K : Expand search to include items from the current folder
  9. Ctrl+Alt+Z : Expand search to include subfolders

Common Commands: Common To Most Views

  1. Ctrl+S or Shift+F12 : Save (except in Tasks)
  2. Alt+S : Save and close (except in Mail)
  3. F12 : Save as (only in Mail)
  4. Ctrl+Z or Alt+Backspace : Undo
  5. Ctrl+D : Delete an item
  6. Ctrl+P : Print
  7. Ctrl+Shift+Y : Copy an item
  8. Ctrl+Shift+V : Move an item
  9. Ctrl+K : Check names
  10. F7 : Check spelling
  11. Ctrl+Shift+G : Flag for follow-up
  12. Ctrl+F : Forward
  13. Alt+S : Send or post or invite all
  14. F2 : Enable editing in a field (except in Mail or Icon view)
  15. Ctrl+L : Left align text
  16. Ctrl+E : Center text
  17. Ctrl+R : Right align text

Common Commands: Format Text

  1. Ctrl+X or Shift+Delete : Cut (selected text)
  2. Ctrl+C or Ctrl+Insert : Copy (selected text), NOTE: Ctrl+Insert is not available in the Reading Pane
  3. Ctrl+V or Shift+Insert : Paste (from clipboard)
  4. Ctrl+B : Bold
  5. Ctrl+U : Underline
  6. Ctrl+I : Italics
  7. Ctrl+] or Ctrl+Shift+> : Increase font size
  8. Ctrl+[ or Ctrl+Shift+< : Decrease font size
  9. Shift+F3 : Switch case (selected text)
  10. Ctrl+Shift+K : Format letters as small capitals
  11. Alt+O : Display the Format menu
  12. Ctrl+Shift+P : Display the Font dialog box
  13. Ctrl+Shift+L : Add bullets
  14. Ctrl+T / Ctrl+Shift+T : Increase Decrease indent
  15. Ctrl+L : Left align
  16. Ctrl+E : Center
  17. Ctrl+Shift+Z or Ctrl+Space : Clear formatting
  18. Ctrl+Shift+H : Delete the next word
  19. Ctrl+Shift+J : Stretch a paragraph to fit between the margins
  20. Ctrl+Shift+S : Apply styles
  21. Ctrl+T / Ctrl+Shift+T : Create/reduce a hanging indent
  22. Ctrl+K : Insert a hyperlink
  23. Ctrl+L / Ctrl+R : Left/Right align a paragraph
  24. Ctrl+Q : Remove paragraph formatting

Common Commands: Add Links and Edit URLs

  1. Ctrl+Left Mouse Click : Edit a URL in the body of an item
  2. Ctrl+K : Insert hyperlink

Common Commands: Create Item or File

  1. Ctrl+Shift+A : Create an appointment
  2. Ctrl+Shift+C : Create a contact
  3. Ctrl+Shift+L : Create a contact group
  4. Ctrl+Shift+X : Create a fax
  5. Ctrl+Shift+E : Create a folder
  6. Ctrl+Shift+Q : Create a meeting request
  7. Ctrl+Shift+M : Create a message
  8. Ctrl+Shift+N : Create a note
  9. Ctrl+Shift+H : Create a Microsoft Office document
  10. Ctrl+Shift+S : Post to this folder
  11. Ctrl+T : Post a reply in this folder
  12. Ctrl+Shift+P : Create a Search Folder
  13. Ctrl+Shift+K : Create a task
  14. Ctrl+Shift+U : Create a task request

Common Commands: Color Categories

  1. Alt+D : Delete the selected category from the list in the Color Categories dialog box

Common Commands: Flags

  1. Ctrl+Shift+G : Open the Flag for Follow Up dialog box to assign a flag

Mail

  1. Ctrl+Shift+I : Switch to Inbox
  2. Ctrl+Shift+O : Switch to Outbox
  3. Alt+M : Choose the account from which to send a message
  4. Ctrl+K : Check names
  5. Alt+S : Send
  6. Ctrl+R : Reply to a message
  7. Ctrl+Shift+R : Reply all to a message
  8. Ctrl+Alt+R : Reply with meeting request
  9. Ctrl+F : Forward a message
  10. Ctrl+Alt+J : Mark a message as not junk
  11. Ctrl+Shift+I : Display blocked external content (in a message)
  12. Ctrl+Shift+S : Post to a folder
  13. Ctrl+Shift+N : Apply Normal style
  14. Ctrl+M or F9 : Check for new messages
  15. Arrow Up : Go to the previous message
  16. Arrow Down : Go to the next message
  17. Ctrl+N : Create a message (when in Mail)
  18. Ctrl+Shift+M : Create a message (from any Outlook view)
  19. Ctrl+O : Open a received message
  20. Ctrl+Shift+D : Delete and Ignore a Conversation
  21. Ctrl+Shift+B : Open the Address Book
  22. Insert : Add a Quick Flag to an unopened message
  23. Ctrl+Shift+G : Display the Flag for Follow Up dialog box
  24. Ctrl+Q / Ctrl+U : Mark as read/unread
  25. Ctrl+Shift+W : Open the Mail Tip in the selected message
  26. F4 : Find or replace
  27. Shift+F4 : Find next
  28. Ctrl+Enter : Send
  29. Ctrl+P : Print
  30. Ctrl+F : Forward
  31. Ctrl+Alt+F : Forward as attachment
  32. Alt+Enter : Show the properties for the selected item
  33. Ctrl+Shift+U : Create a multimedia message
  34. Ctrl+Alt+M : Mark for Download
  35. Ctrl+Alt+U : Clear Mark for Download
  36. Ctrl+B : Display Send/Receive progress

Calendar

  1. Ctrl+N : Create an appointment (when in Calendar)
  2. Ctrl+Shift+A : Create an appointment (in any Outlook view)
  3. Ctrl+Shift+Q : Create a meeting request
  4. Ctrl+F : Forward an appointment or meeting
  5. Ctrl+R : Reply to a meeting request with a message
  6. Ctrl+Shift+R : Reply All to a meeting request with a message
  7. Alt+1 : Show 1 day in the calendar
  8. Alt+2 : Show 2 days in the calendar
  9. Alt+3 : Show 3 days in the calendar
  10. Alt+3 : Show 4 days in the calendar
  11. Alt+5 : Show 5 days in the calendar
  12. Alt+6 : Show 6 days in the calendar
  13. Alt+7 : Show 7 days in the calendar
  14. Alt+8 : Show 8days in the calendar
  15. Alt+9 : Show 9 days in the calendar
  16. Alt+0 : Show 10 days in the calendar
  17. Ctrl+G : Go to a date
  18. Alt+= or Ctrl+Alt+4 : Switch to Month view
  19. Ctrl+Arrow Right / Ctrl+Arrow Left : Go to the next/previous day
  20. Alt+Arrow Down / Alt+Arrow Up : Go to the next/previous week
  21. Alt+Page Down / Alt+Page Up : Go to the next/previous month
  22. Alt+Home / Alt+End : Go to the start/end of the week
  23. Alt+- or Ctrl+Alt+3 : Switch to Full Week view
  24. Ctrl+Alt+2 : Switch to Work Week view
  25. Ctrl+, or Ctrl+Shift+, / Ctrl+. or Ctrl+Shift+. : Go to previous/next appointment
  26. Ctrl+G : Set up recurrence for an open appointment or meeting

People

  1. Ctrl+Shift+D : Dial a new call
  2. F3 or Ctrl+E : Find a contact or other item (Search)
  3. F11 : Enter a name in the Search Address Books box
  4. Shift+letter : In Table or List view of contacts, go to first contact that starts with a specific letter
  5. Ctrl+A : Select all contacts
  6. Ctrl+F : Create a message with selected contact as subject
  7. Ctrl+N : Create a contact (when in Contacts)
  8. Ctrl+Shift+C : Create a contact (from any Outlook view)
  9. Ctrl+O : Open a contact form for the selected contact
  10. Ctrl+Shift+L : Create a contact group
  11. Ctrl+P : Print
  12. F5 : Update a list of contact group members
  13. Ctrl+Y : Go to a different folder
  14. Ctrl+Shift+B : Open the Address Book
  15. Ctrl+Shift+F : Use Advanced Find
  16. Ctrl+Shift+. : In an open contact, open the next contact listed
  17. F11 : Find a contact
  18. Esc : Close a contact
  19. Ctrl+Shift+X : Send a fax to the selected contact
  20. Alt+D : Open the Check Address dialog box
  21. Alt+Shift+1 : In a contact form, under Internet, display the Email 1 information
  22. Alt+Shift+2 : In a contact form, under Internet, display the Email 2 information
  23. Alt+Shift+3 : In a contact form, under Internet, display the Email 3 information

People: Electronic Business Cards

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

Tasks

  1. Alt+C : Accept a task request
  2. Ctrl+D : Decline a task request
  3. Ctrl+E : Find a task or other item
  4. Ctrl+Y : Open the Go to Folder dialog box
  5. Ctrl+N : Create a task (when in Tasks)
  6. Ctrl+Shift+K : Create a task (from any Outlook view)
  7. Ctrl+O : Open selected item
  8. Ctrl+P : Print selected item
  9. Ctrl+A : Select all items
  10. Ctrl+D : Delete selected item
  11. Ctrl+F : Forward a task as an attachment
  12. Ctrl+Shift+Ctrl+U : Create a task request
  13. Tab or Shift+Tab : Switch between the Folder Pane, Tasks list, and To-Do Bar
  14. Ctrl+Z : Undo last action
  15. Insert : Flag an item or mark complete

Groups

  1. Arrow Right / Arrow Left : Expand/collapse a single selected group
  2. Arrow Up / Arrow Down : Select the previous/next group
  3. Home / End : Select the first/last group
  4. Arrow Right : Select the first item on screen in an expanded group or the first item off screen to the right

Print

  1. Alt+F, then P : Open Print tab in Backstage view
  2. Alt+F, then F, then 1 : To print an item from an open window
  3. Alt+S, or Alt+U : Open Page Setup from Print Preview
  4. Alt+F, then P, then I : To select a printer from Print Preview
  5. Alt+F, then P, then L : To Define Print Styles
  6. Alt+F, then P, then R : To open Print Options

Send/Receive

  1. 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
  2. Shift+F9 : Start a send/receive for the current folder, retrieving full items (header, item, and any attachments)
  3. Ctrl+M : Start a send/receive
  4. Ctrl+Alt+S : Define Send/Receive groups

Macros

  1. Alt+F8 : Play Macro

Views: Table View

  1. Enter : Open an item
  2. Ctrl+A : Select all items
  3. Page Down / Page Up : Go to the item at the bottom/top of the screen
  4. Shift+Arrow Up or Shift+Arrow Down : Extend or reduce the selected items by one item
  5. Ctrl+Arrow Up or Ctrl+Arrow Down : Go to the next or previous item without extending the selection
  6. Ctrl+Space : Select or cancel selection of the active item

View: Business Cards/Address cards

  1. a-z : Select a specific card in the list (type one or more letters of the name that the card)
  2. Arrow Up / Arrow Down : Select the previous/next card
  3. Home / End : Select the first/last card in the list
  4. Page Up / Page Down : Select the first card on the current/next page
  5. Arrow Right / Arrow Left : Select the closest card in the next/previous column
  6. Ctrl+Space : Select or cancel selection of the active card
  7. Shift+Arrow Up : Extend the selection to the previous card and cancel selection of cards after the starting point
  8. Shift+Arrow Down : Extend the selection to the next card and cancel selection of cards before the starting point
  9. Ctrl+Shift+Arrow Up : Extend the selection to the previous card, regardless of the starting point
  10. Ctrl+Shift+Arrow Down : Extend the selection to the next card, regardless of the starting point.
  11. Shift+Home / Shift+End : Extend the selection to the first/last card in the list
  12. Shift+Page Up / Shift+Page Down : Extend the selection to the first/last card on the previous page
  13. Tab / Shift+Tab : Move to the next/previous field and control (in an open card)
  14. Enter : Close the active card (in an open card)
  15. Enter : Add a line in a multiline field (when a field in a card is selected)
  16. Home / End : Move to the beginning/end of a line (when a field in a card is selected)
  17. Page Up / Page Down : Move to the beginning/end of a multiline field (when a field in a card is selected)
  18. Arrow Up / Arrow Down : Move to the previous/next line in a multiline field (when a field in a card is selected)
  19. Arrow Left / Arrow Right : Move to the previous/next character in a field (when a field in a card is selected)

View: Timeline (Tasks) – When an item is selected

  1. Arrow Left / Arrow Right : Select the previous/next item
  2. Shift+Arrow Left or Shift+Arrow Right : Select several adjacent items
  3. Ctrl+Arrow Left+Space or Ctrl+Arrow Right+Space : Select several nonadjacent items
  4. Enter : Open the selected items
  5. Home / End : Select the first/last item on the timeline (if items are not grouped) or the first item in the group
  6. Ctrl+Home / Ctrl+End : Display (without selecting) the first/last item on the timeline (if items are not grouped) or the first item in the group

View: Timeline (Tasks) – When a group is selected

  1. Enter or Arrow Right : Expand the group
  2. Enter or Arrow Left : Collapse the group
  3. Arrow Up Arrow Down : Select the previous/next group
  4. Home / End : Select the first/last group on the timeline
  5. Arrow Right : Select the first item on screen in an expanded group or the first item off screen to the right

View: Timeline (Tasks) – When a unit of time for days is selected

  1. ArrowLeft / Arrow Right : Move backward/forward in increments of time that are the same as those shown on the time scale
  2. Tab and Shift+Tab : Switch between active view, To-Do Bar, Search and back to active view

View: Calendar – Day/Week/Month

  1. Alt+key for number of days : View from 1 through 9 days
  2. Alt+0 : View 10 days
  3. Alt+- : Switch to weeks
  4. Alt+= : Switch to months
  5. Ctrl+Tab or F6 : Move between Calendar, TaskPad, and the Folder List
  6. Shift+Tab : Select the previous appointment
  7. Arrow Left / Arrow Right : Go to the previous/next day
  8. Alt+Arrow Down / Alt+Arrow Up : Go to the same day in the next/previous week

View: Calendar – Day View

  1. Home : Select the time that begins your work day
  2. End : Select the time that ends your work day
  3. Arrow Up / Arrow Down : Select the previous/next block of time
  4. Page Up / Page Down : Select the block of time at the top/bottom of the screen
  5. Shift+Arrow Up or Shift+Arrow Down : Extend or reduce the selected time
  6. Alt+Arrow Up or Alt+Arrow Down : Move an appointment up or down
  7. Alt+Shift+Arrow Up or Alt+Shift+Arrow Down : Change an appointment’s start or end time
  8. Alt+Arrow Down : Move selected item to the same day in the next week
  9. Alt+Arrow Up or Alt+Arrow Down : Move selected item to the same day in the previous week

View: Calendar – Week View

  1. Home / End : Go to the start/end of work hours for the selected day
  2. Page Up / Page Down : Go up/down one page view in the selected day
  3. Shift+Arrow Left, Shift+Arrow Right, Shift+Arrow Up, Shift+Arrow Down or Shift+Home or Shift+End : Change the duration of the selected block of time

View: Calendar – Month View

  1. Home : Go to the first day of the week
  2. Page Up / Page Down : Go to the same day of the week in the previous/next page

Date Navigator

  1. Alt+Home / Alt+End : Go to the first/last day of the current week
  2. Alt+Arrow Up / Alt+Arrow Down : Go to the same day in the previous/next week

Here the 78 Useful Shortcut Keys Microsoft Outlook 2016 – Most Frequently Used Shortcuts

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