Outlook keyboard shortcuts

About keyboard shortcuts

You can quickly perform tasks by using keyboard shortcuts — one or more keys that you press on the keyboard to complete a task. For example, when you press COMMAND+ P the Print dialog box opens.

Notes   

  • Keyboard shortcut descriptions refer to the U.S. keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S. keyboard. Keyboard shortcuts for laptop computers might also differ.

  • The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application.

Common Outlook functions

To

Press

Start Outlook without running schedules or attempting to connect to a mail server. Use this option to prevent receiving connection errors when you use Outlook while you are not connected to the network.

SHIFT (when you start Outlook)

Open the Database Utility while Outlook is closed

Hold down the OPTION key, and then click the Outlook icon in the Dock.

Save an item

COMMAND+ S

Print an item

COMMAND+ P

Undo the last action

COMMAND+ Z

Redo the last action

COMMAND+ Y

Minimize the active window

COMMAND+ M

Create a new folder in the navigation pane

SHIFT + COMMAND+ N

Hide the reading pane or show it on the right

COMMAND+ \

Hide the reading pane or show it below

SHIFT + COMMAND+ \

Move the selected item to a different folder

SHIFT + COMMAND+ M

Copy the selected item to a different folder

SHIFT + COMMAND+ C

Select all items in the item list, if the item list is the active pane

COMMAND+ A

Minimize or expand the ribbon

OPTION + COMMAND+ R

Hide Outlook

COMMAND+ H

Quit Outlook

COMMAND+ Q

Windows and dialog boxes

To

Press

Go to Mail view

COMMAND+ 1

Go to Calendar view

COMMAND+ 2

Go to Contacts view

COMMAND+ 3

Go to Tasks view

COMMAND+ 4

Go to Notes view

COMMAND+ 5

Open the Progress window or make it the active window

COMMAND+ 7

Open the error log or make it the active window

COMMAND+ 8

Open My Day

COMMAND+ 9

Open the Contacts Search window

COMMAND+ 0

Open the Preferences dialog box

COMMAND+ COMMA (,)

Open the Media Browser

CONTROL + COMMAND+ M

Cycle forward through open windows

COMMAND+ TILDE (~)

Cycle back through open windows

SHIFT + COMMAND+ TILDE (~)

Close the active window

COMMAND+ W

Open the selected item

COMMAND+ O

Move forward through boxes in a dialog box

TAB

Move back through boxes in a dialog box

SHIFT + TAB

Search

To

Press

Do a basic search in Outlook

OPTION + COMMAND+ F

Do an advanced search in Outlook

SHIFT + COMMAND+ F

Find text within an item

COMMAND+ F

Find the next instance of the text you searched for in an item

COMMAND+ G

Find the previous instance of the text you searched for in an item

COMMAND+ SHIFT + G

Cancel a search in progress

COMMAND+ PERIOD (.)

Mail

To

Press

Create a new message

COMMAND+ N

Send the open message

COMMAND+ RETURN

Send all messages in the Outbox and receive all incoming messages

COMMAND+ K

Send all the messages in the Outbox

SHIFT + COMMAND+ K

Save the open message and store it in the Drafts folder

COMMAND+ S

Add an attachment to the open message

COMMAND+ E

Open the Spelling and Grammar dialog box

COMMAND+ COLON (:)

Check recipient names in the open messages

CONTROL + COMMAND+ C

Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list

COMMAND+ R

Reply to all

SHIFT + COMMAND+ R

Forward the message

COMMAND+ J

Open the selected message in a separate window

COMMAND+ O

Clear the flag for the selected message

OPTION + COMMAND+ APOSTROPHE (')

Mark the selected message as junk mail

COMMAND+ SHIFT + J

Mark the selected message as not junk mail

COMMAND+ SHIFT + OPTION + J

Display the previous message

CONTROL + [

Display the next message

CONTROL + ]

Move the selected message to a folder

SHIFT + COMMAND+ M

Decrease the display size of text in an open message or in the reading pane

COMMAND+ HYPHEN (-)

Increase the display size of text in an open message or in the reading pane

COMMAND+ +

Scroll down to the next screen of text or, if you are at the end of a message, display the next message

SPACEBAR

Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message

SHIFT + SPACEBAR

Delete the selected message

DELETE

Delete the current message, and, if the message window is open, close it

COMMAND+ DELETE

Mark selected messages as read

COMMAND+ T

Mark selected messages as unread

SHIFT + COMMAND+ T

Mark all messages in a folder as read

OPTION + COMMAND+ T

Calendar

To

Press

Create a new appointment

COMMAND+ N

Open the selected calendar event

COMMAND+ O

Delete the calendar event

DELETE

Switch the view to include today

COMMAND+ T

Open the View Date date picker

SHIFT + COMMAND+ T

In day view, move to the previous day. In week and work week views, move to the previous week. In month view, move to the previous month.

COMMAND+ LEFT ARROW

In day view, move to the next day. In week and work week views, move to the next week. In month view, move to the next month.

COMMAND+ RIGHT ARROW

Contacts

To

Press

Create a new contact

COMMAND+ N

Save and close a contact

COMMAND+ RETURN

Open the selected contact

COMMAND+ O

Delete the contact

DELETE

Close the current open contact and open the previous contact

CONTROL + [

Close the current open contact and open the next contact

CONTROL + ]

Tasks

To

Press

Create a new task

COMMAND+ N

Save and close a task

COMMAND+ RETURN

Open the selected task

COMMAND+ O

Delete the task

DELETE

Close the current open task and open the previous task in the Tasks list

CONTROL + [

Close the current open task and open the next task in the Tasks list

CONTROL + ]

Notes

To

Press

Create a new note

COMMAND+ N

Open the selected note

COMMAND+ O

Delete the note

DELETE

Close the current open note and open the previous note in the Notes list

CONTROL + [

Close the current open note and open the next note in the Notes list

CONTROL + ]

Send a note as an e-mail message

COMMAND+ J

Send a note as an attachment to an e-mail message

CONTROL + COMMAND+ J

Editing and formatting text

To

Press

Cut the selected text to the Clipboard

COMMAND+ X

Copy a selection to the Clipboard

COMMAND+ C

Copy the selection to the Scrapbook

CONTROL + OPTION + C

Paste a selection from the Clipboard

COMMAND+ V

Paste a clip from the Scrapbook

CONTROL + OPTION + V

Paste a selection from the Clipboard and match the destination style

SHIFT + OPTION + COMMAND+ V

Make the selected text bold

COMMAND+ B

Make the selected text italic

COMMAND+ I

Underline the selected text

COMMAND+ U

Strikethrough the selected text

SHIFT + COMMAND+ X

Move the cursor left one character

LEFT ARROW

Move the cursor right one character

RIGHT ARROW

Move the cursor up one line

UP ARROW

Move the cursor down one line

DOWN ARROW

Move the cursor to the beginning of the current paragraph

OPTION + UP ARROW

Move the cursor to the end of the current paragraph

OPTION + DOWN ARROW

Move the cursor to the beginning of the current word

OPTION + LEFT ARROW

Move the cursor to the end of the current word

OPTION + RIGHT ARROW

Delete the character to the left of the cursor, or delete the selected text

DELETE

Delete the character to the right side of the cursor, or delete the selected text

Delete

If your keyboard does not have a Delete key, use FN + DELETE .

Insert a tab stop

TAB

Move the cursor to the beginning of the line

COMMAND+ LEFT ARROW

Move the cursor to the end of the line

COMMAND+ RIGHT ARROW

Move the cursor to the top of the message body

COMMAND+ UP ARROW

Move the cursor to the bottom of the message body

COMMAND+ DOWN ARROW

Move the cursor to the beginning of the selected text

COMMAND+ HOME

Move the cursor to the end of the selected text

COMMAND+ END

Scroll up

PAGE UP

Scroll down

PAGE DOWN

Flagging messages, contacts, and tasks for follow up

To

Press

Flag the selected item for follow up, with Today as Due Date

CONTROL + 1

Flag the selected item for follow up, with Tomorrow as Due Date

CONTROL + 2

Flag the selected item for follow up, with This Week as Due Date

CONTROL + 3

Flag the selected item for follow up, with Next Week as Due Date

CONTROL + 4

Flag the selected item for follow up, with No Due Date

CONTROL + 5

Flag the selected item for follow up, and add a custom Due Date

CONTROL + 6

Flag the selected item for follow up, and add a reminder

CONTROL + =

Mark the selected item as Complete

CONTROL + 0

Clear the selected item's follow-up flag

OPTION + COMMAND+ APOSTROPHE (')

Help window

To

Press

Open the Outlook Help menu

SHIFT + COMMAND+ ?

Scroll toward the beginning of a Help topic one screen at a time

PAGE UP

Scroll toward the end of a Help topic one screen at a time

PAGE DOWN

Scroll toward the beginning of a Help topic one line at a time

UP ARROW

Scroll toward the end of a Help topic one line at a time

DOWN ARROW

Copy the selection to the Clipboard

COMMAND+ C

Close the Help window

COMMAND+ W

See also

Keyboard shortcuts for the euro currency symbol

Applies To: Outlook for Mac 2011



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