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.

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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