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Keyboard shortcuts for Microsoft Outlook 2013 and 2016
Frequently used shortcuts
The following shortcuts are the most frequently used in Outlook 2013 and 2016.
| To do this |
Press |
| Close |
Alt+F, then X |
| Go to Home tab |
Alt+H |
| New mail message |
Ctrl+N |
| Send |
Alt+S |
| Insert file in a message |
Alt+H, then AF |
| Zoom |
Ctrl+Plus(+), Ctrl+Minus(-) |
| Delete selected item |
Ctrl+D |
| Go to Search box |
F3 or Ctrl+E |
| Reply |
Ctrl+R |
| Forward |
Ctrl+F |
| Reply All |
Ctrl+Shift+R |
| Start Send/Receive for folders and groups |
F9 |
| Go to Calendar |
Ctrl+2 |
| Create appointment |
Alt+H, then N1 |
| Move to folder |
Alt+H, then MV. Use Down Arrow to select a folder. |
| Attachment Save As |
From the message that contains the attachment, press Alt+JA, then AA. |
Work in Outlook
Move around in Inbox and between Outlook views
| To do this |
Press |
| 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 |
| Move between regions in Outlook, such as the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. |
Ctrl+Shift+Tab, or
Shift+Tab |
| Move between regions in Outlook, such as the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar. |
Tab |
| Move between regions in Outlook, such as 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 |
| Collapse or expand a group in the email message list. |
Left Arrow or Right Arrow, respectively |
Switch to a different Outlook view (Mail, Calendar, Contacts, and so on)
| 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 |
| 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 in any Outlook view (Mail, Calendar, etc)
| To do this |
Press |
| Go to Search box. |
F3 or 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 and symbols in the Reading Pane. |
Ctrl+H |
| Expand search to include items from the current folder. |
Ctrl+Alt+K |
| Expand search to include subfolders. |
Ctrl+Alt+Z |
Format text
| To do this |
Press |
| Cut. |
Ctrl+X or Shift+Delete |
| Copy. |
Ctrl+C or Ctrl+Insert |
| Paste. |
Ctrl+V or Shift+Insert |
| Undo. |
Ctrl+Z or Alt+Backspace |
| Bold. |
Ctrl+B |
| Italic. |
Ctrl+I |
| Underline |
Ctrl+U |
| Add bullets. |
Ctrl+Shift+L |
| 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 |
| Increase indent. |
Ctrl+T |
| Decrease indent. |
Ctrl+Shift+T |
| Left align text. |
Ctrl+L |
| Center text. |
Ctrl+E |
| Right align text. |
Ctrl+R |
| Stretch a paragraph to fit between the margins. |
Ctrl+Shift+J |
| Increase font size. |
Ctrl+] or Ctrl+Shift+> |
| Decrease font size. |
Ctrl+[ or Ctrl+Shift+< |
| Clear formatting. |
Ctrl+Shift+Z or Ctrl+Spacebar |
| Delete the next word. |
Ctrl+Shift+H |
| Apply paragraph or heading styles. |
Ctrl+Shift+S |
| Create a hanging indent. |
Ctrl+T |
| Insert a hyperlink. |
Ctrl+K |
| Reduce a hanging indent. |
Ctrl+Shift+T |
| Remove paragraph formatting. |
Ctrl+Q |
Print
| 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 |
Add or edit links
| 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 |
Mail
Frequently used mail shortcuts
| To do this |
Press |
| Switch to Mail. |
Ctrl+1 |
| Send. |
Alt+S or Ctrl+Enter |
| Reply to a message. |
Ctrl+R |
| Reply all to a message. |
Ctrl+Shift+R |
| Forward a message. |
Ctrl+F |
| Create a message (when in Mail). |
Ctrl+N |
| Create a message (from any Outlook view). |
Ctrl+Shift+M |
| Open a received message. |
Ctrl+O |
| Mark as read. |
Ctrl+Q |
| Mark as unread. |
Ctrl+U |
| Go to the previous message. |
Up Arrow |
| Go to the next message. |
Down Arrow |
Other mail shortcuts
| To do this |
Press |
| Add a Quick Flag to an unopened message. |
Insert |
| Apply Normal style. |
Ctrl+Shift+N |
| Check for new messages. |
Ctrl+M or F9 |
| Check names. |
Ctrl+K |
| Choose the account from which to send a message. |
Ctrl+Tab (with focus on the To box), and then Tab to the Accounts button |
| Clear Mark for Download. |
Ctrl+Alt+U |
| Create a multimedia message |
Ctrl+Shift+U |
| Delete and Ignore a Conversation. |
Ctrl+Shift+D |
| Display blocked external content (in a message). |
Ctrl+Shift+I |
| Display Send/Receive progress. |
Ctrl+B (when a Send/Receive is in progress) |
| Display the Flag for Follow Up dialog box. |
Ctrl+Shift+G |
| Find next. |
Shift+F4 |
| Find or replace. |
F4 |
| Forward as attachment. |
Ctrl+Alt+F |
| Mark a message as not junk. |
Ctrl+ Alt+J |
| Mark for Download. |
Ctrl+Alt+M |
| Open the Address Book. |
Ctrl+Shift+B |
| Open the Mail Tip in the selected message. |
Ctrl+Shift+W |
| Post to a folder. |
Ctrl+ Shift+S |
| Print. |
Ctrl+P |
| Reply with meeting request. |
Ctrl+Alt+R |
| Show the properties for the selected item. |
Alt+Enter |
Calendar
Frequently used calendar shortcuts
| To do this |
Press |
| Switch to Calendar |
Ctrl+2 |
| 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 |
| Go to a date. |
Ctrl+G |
Other calendar shortcuts
| To do this |
Press |
| 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 |
| Switch to Month view. |
Alt+= or Ctrl+Alt+4 |
| Switch to Full Week view. |
Alt+Minus Sign or Ctrl+Alt+3 |
| Switch to Work Week view. |
Ctrl+Alt+2 |
| 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 |
| 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.
Contacts
| To do this |
Press |
| Find a contact. |
F11 |
| 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 |
| 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
Frequently used shortcuts for 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 |
Select items in Business 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 |
Tasks
Frequently used shortcuts for 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 |
Work with Task items in Timeline view
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 |
Groups
Work with 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 |
Send/Receive folders and groups
| 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 |
Views in Outlook
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 |
Calendar views
| 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 |
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