Page 1 of 9 Outlook keyboard shortcuts This list gives you a glance of (nearly) all shortcut combinations in outlook. Please take the time to read it. I'm sure you'll find many of them useful. 1. Main Outlook Features Ctrl+1 Ctrl+2 Ctrl+3 Ctrl+4 Ctrl+5 Ctrl+6 Ctrl+7 Ctrl+Shift+B Switch to Mail Switch to Calendar Switch to Contacts Switch to Tasks Switch to Notes Switch to Folder List in Navigation Pane Switch to Shortcuts Open Address Book 2. Messages in Main View Main Window Ctrl+Shift+I Ctrl+Shift+O Ctrl+Y F3/Ctrl+E Ctrl+M/F9 Alt+Arrow Left/Alt+Arrow Right Ctrl+N Ctrl+Shift+M Cycle forward / backward between screen elements (Navigation Pane, Message List, Search, Reading Pane) Go to Inbox folder Go to Outbox folder Go to another folder as specified Go to Search box Check for new messages Go back to previous view / forward to next view Create new message Create new message (from any Outlook view)
Page 2 of 9 Navigation Pane Arrow Up/Arrow Down Arrow Left/Arrow Right a...z F2 Delete Navigate downward / navigate upward in Navigation Pane. Press space or enter to select. Press shift+tab and/or tab to jump between Message List and Navigation Pane Collapse or expand group in message list Jump to folder with letter typed. If more than one folder exists, immediately continue typing second or third letter until reaching folder Rename folder Delete folder Message List and Single Messages Arrow Down/Arrow Up Arrow Left/Arrow Right Shift+Arrow Down/Shift+Arrow Up press and hold ctrl, arrow up/arrow down and space Ctrl+Shift+V Insert Ctrl+Shift+G Ctrl+Alt+J Ctrl+Q/Ctrl+U Ctrl+Alt+M Ctrl+Alt+U Ctrl+Shift+W Alt+Enter Ctrl+Shift+S Ctrl+Shift+Y Space/Shift+Space Cycle forward / cycle backward between Screen Elements (e.g. Navigation Pane, Message List, Search, Reading Pane) Move down / move up between messages Collapse / expand groups (e.g. week) Select multiple adjacent messages Select multiple non-adjacent messages Move message to folder Add Quick Flag to message Add Custom Flag to message Mark message as not junk Mark as read or unread Mark for Download Clear Mark for Download Display blocked content menu. Press ctrl+shift+w, then p to download blocked pictures/images. Show email properties Post to folder Copy item to folder Page down / page up through message text in Reading Pane
Page 3 of 9 Enter Ctrl+./Ctrl+, Ctrl+P Open message Jump to next/previous message (in single message view) Print Message Most Shortcuts work in Message List and when viewing single messages 3. Messages in Compose View Manage Messages Tab Alt+M Alt+U Alt+S Ctrl+S/Shift+F12 F12 Ctrl+click Ctrl+K Alt+n, then a,f Alt+n, then a,s Cycle between To, Cc, Subject, and Message Body Choose From account from which to send message Jump to subject Send Save Message Save Message as Jump to URI while in edit mode Insert hyperlink Attach File to message: Insert => Add F Add Signature to message: Insert => Add Signature Format Message Body Ctrl+X/Ctrl+C/Ctrl+V Alt+O Ctrl+Shift+P Shift+F3 Ctrl+Shift+K Ctrl+B Ctrl+I Cut/ copy/ paste Display Format menu Display Font dialog box Switch case between all upper, all lower, and first letter upper. Switch case to/from small capitals Switch format to/from bold Switch format to/from italic
Page 4 of 9 Ctrl+U Ctrl+Shift+L Ctrl+L Ctrl+R Ctrl+E Ctrl+T/Ctrl+Shift+T Ctrl+[/Ctrl+] Ctrl+Space Ctrl+Shift+H Ctrl+Shift+J Ctrl+Shift+S Ctrl+T Ctrl+Shift+T Ctrl+K Ctrl+Q Switch format to/from underline Add/remove bullets Align left Align right Align center Increase / decrease indent Increase / decrease font size (or use or ctrl+shift+; Clear formatting (or use ctrl+shift+z) Delete next word Stretch paragraph to fit between margins Apply styles Create hanging indent Reduce hanging indent Insert hyperlink Remove paragraph formatting 4. Create Items Ctrl+Shift+A Ctrl+Shift+C Ctrl+Shift+L Ctrl+Shift+X Ctrl+Shift+E Ctrl+Shift+J Ctrl+Shift+Q Ctrl+Shift+M Create appointment Create contact Create distribution list Create fax Create folder Create Journal entry Create meeting request Create message
Page 5 of 9 Ctrl+Shift+N Ctrl+Shift+H Ctrl+Shift+S Ctrl+T Ctrl+Shift+P Ctrl+Shift+K Ctrl+Shift+U Create note Create new Microsoft Office document Post to this folder Post reply in this folder Create Search Folder Create task Create task request 5. Calendar Shortcuts Create and Manage Appointments Ctrl+N Ctrl+Shift+A Ctrl+Shift+Q Ctrl+G Ctrl+F Ctrl+R Ctrl+Shift+R Select next/ select previous appointment in Calendar View Create new appointment (when in Calendar) Create new appointment (in any Outlook view) Create new meeting request Set up recurrence for an appointment or task Jump to next / previous input field Forward an appointment or meeting Reply to meeting request with message Reply All to meeting request with message Calendar Views Ctrl+Alt+1 Ctrl+Alt+2 Ctrl+Alt+3 Ctrl+Alt+4 Alt+1...0 Switch to Day view Switch to Work Week view Switch to Full Week view Switch to Month Week view View from 1 through 10 days
Page 6 of 9 Navigate Calendar Ctrl+Tab/F6 Arrow Left/Arrow Right Arrow Up/Arrow Down Home/End Page Up/Page Down Shift+Arrow Up/Shift+Arrow Down Alt+Arrow Down/Alt+Arrow Up Alt+Page Down/Alt+Page Up Alt+Home/Alt+End Ctrl+G Move between Calendar, TaskPad, and Folder List Select next/ select previous appointment Go to previous / next day Go up / down in current view Go to beginning/end of current view Jump one page up/ one page down Day View: Extend / reduce selected time Go to same day in next / previous week Go to next or previous month Go to start or end of week Go to date 6. Contacts Shortcuts F3/Ctrl+E F11 Shift+letter Ctrl+A Ctrl+F Ctrl+J Ctrl+N Ctrl+Shift+C Ctrl+O/Ctrl+Shift+Enter Ctrl+Shift+L Ctrl+P Find contact or other item Enter name in Search Address Books box In Table or List view of contacts, go to first contact that starts with specific letter Select all contacts Create new message addressed to selected contact Create Journal entry for selected contact Create new contact (when in Contacts) Create new contact (from any Outlook view) Open contact form for selected contact Create new distribution list Print
Page 7 of 9 F5 Ctrl+Y Ctrl+Shift+B Ctrl+Shift+F Ctrl+Shift+. Esc Ctrl+Shift+X Alt+D Alt+Shift+1.. 3 Ctrl+Shift+D Update list of distribution list members Go to different folder Open Address Book Use Advanced Find In an open contact, open next contact listed Close contact Open Web page for selected contact (if one is included) Open Check Address dialog box In contact form, under Internet, display message 1.. 3 information Dial new call 7. Tasks Shortcuts Alt+F2 Alt+C Alt+D Ctrl+E Ctrl+Y Ctrl+N Ctrl+Shift+K Ctrl+Shift+U Ctrl+O Ctrl+P Ctrl+A Ctrl+D Ctrl+F Show or hide To-Do Bar Accept task request Decline task request Find task or other item Open Go to Folder dialog box Create new task (when in Tasks) Create new task (from any Outlook view) Create new task request Open selected item Print selected item Select all items Delete selected item Forward task as an attachment
Page 8 of 9 Shift+Tab Ctrl+J Ctrl+Z Insert Switch between Navigation Pane, Tasks list, and To-Do Bar Open selected item as Journal item Undo last action Flag an item or mark complete 8. Business Card View a-z Arrow Up/Arrow Down Home/End Page Up/Page Down Arrow Right/Arrow Left Ctrl+Space Shift+Arrow Up/Shift+Arrow Down Ctrl+Shift+Arrow Up/Ctrl+Shift+Arrow Down Shift+Home/Shift+End Shift+Page Up/Shift+Page Down Enter Shift+Enter F2 One or more letters of name that card is filed under or name of field that you are sorting by will select specific card in list Select previous / select next card Select first / select last card in list Select first card on current page / next page Select closest card in next / previous column Select or cancel selection of active card Extend selection to previous / next card Extend selection to previous or next card, regardless of starting point Extend selection to first / last card in list Extend selection to first / last card on previous page Move to next / move to previous field Move to next field, or add line to multiline field Move to previous field without leaving active card Display insertion point in active field to edit text 9. Other Outlook 2010 Shortcut Ctrl+Alt+S Shift+F9 Ctrl+B Define Send/Receive groups Start send/receive for current folder, retrieving full items (header, item, and any attachments) Display Send/Receive progress when send/receive is in progress
Page 9 of 9 Ctrl+Alt+Shift+F12 Ctrl+Shift+F11 Ctrl+n when on InfoPath folder. Ctrl+Shift+W Alt+F11 Alt+F8 Save Form Design Save Form Data Create new InfoPath form Select Message InfoBar and, if available, show menu of commands Open Visual Basic Editor Play Macro