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 Folder 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 Folder 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 Folder Pane, the Reading Pane, and the sections in 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, and show the access keys in the Outlook ribbon.
|
F6
|
Move around message header lines in the Folder Pane or an open message.
|
Ctrl+Tab
|
Move around within the Folder 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, respectively
|
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 module you are in.
|
Ctrl+Alt+A
|
Use Advanced Find.
|
Ctrl+Shift+F
|
Create a Search Folder.
|
Ctrl+Shift+P
|
Search for text within 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
|
Common commands
Commands common to most views
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
|
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 is not 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 links and edit URLs
To do this
|
Press
|
Edit a URL in the body of an item.
|
Hold down Ctrl and click the mouse button.
|
Insert a hyperlink.
|
Ctrl+K
|
Create an item or file
To do this
|
Press
|
Create an appointment.
|
Ctrl+Shift+A
|
Create a contact.
|
Ctrl+Shift+C
|
Create a contact group.
|
Ctrl+Shift+L
|
Create a fax.
|
Ctrl+Shift+X
|
Create a folder.
|
Ctrl+Shift+E
|
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
|
Color Categories
To do this
|
Press
|
Delete the selected category from the list in the Color Categories dialog box.
|
Alt+D
|
Flags
To do this
|
Press
|
Open the Flag for Follow Up dialog box to assign a flag.
|
Ctrl+Shift+G
|
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 focus on the To box), and then Tab to the Accountsbutton
|
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+Shift+D
|
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
|
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 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
|
Show 10 days in the calendar.
|
Alt+0
|
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.
People
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 Table or List view of contacts, go to first contact that starts with a specific letter.
|
Shift+letter
|
Select all contacts.
|
Ctrl+A
|
Create a message with selected contact as subject.
|
Ctrl+F
|
Create a contact (when in Contacts).
|
Ctrl+N
|
Create a contact (from any Outlook view).
|
Ctrl+Shift+C
|
Open a contact form for the selected contact.
|
Ctrl+O
|
Create a contact group.
|
Ctrl+Shift+L
|
Print.
|
Ctrl+P
|
Update a list of contact group 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 Email 1 information.
|
Alt+Shift+1
|
In a contact form, under Internet, display the Email 2 information.
|
Alt+Shift+2
|
In a contact form, under Internet, display the Email 3 information.
|
Alt+Shift+3
|
Electronic Business Cards
To do this
|
Press
|
Open the Add list.
|
Alt+A
|
Select text in Label box when the field with a label assigned is selected.
|
Alt+B
|
Open the Add Card Picture dialog box.
|
Alt+C
|
Place 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
|
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 Folder Pane, Tasks list, and To-Do Bar.
|
Tab or Shift+Tab
|
Undo last action.
|
Ctrl+Z
|
Flag an item or mark complete.
|
Insert
|
Groups
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
|
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
|
Macros
To do this
|
Press
|
Play macro.
|
Alt+F8
|
Views
Table view
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
|
Business Cards view or Address Cards view
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)
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 are not grouped) or the first item in the group.
|
Home
|
Select the last item on the timeline (if items are not grouped) or the last item in the group.
|
End
|
Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group.
|
Ctrl+Home
|
Display (without selecting) the last item on the timeline (if items are not 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 and back to active view.
|
Tab and Shift+Tab
|
Calendar Day/Week/Month view
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, respectively
|
Move an appointment up or down.
|
With the cursor in the appointment, Alt+Up Arrow or Alt+Down Arrow, respectively
|
Change an appointment's start or end time.
|
With the cursor in the appointment, Alt+Shift+Up Arrow or Alt+Shift+Down Arrow, respectively
|
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
|
