Keyboard shortcuts for navigating Mail in Outlook 2016

You can breeze through your email, calendar, contacts, and tasks in Outlook 2016 with a keyboard and a screen reader. Keyboard shortcuts help you move quickly between Outlook views, within Mail and other views, and within Outlook items.

This topic focuses on keyboard shortcuts that you need when you navigate the Mail view in Outlook 2016. See also Keyboard shortcuts for navigating the calendar in Outlook 2016.

Outlook is organized into views: Mail, Calendar, Contacts, Tasks, Notes, and Journal. Each view includes a ribbon with commands at the top of the page, a Navigation pane, a Search bar, and an area with panes (for example, the Mail view has a Message list and a Reading pane).

Individual items may contain an InfoBar, a banner that appears near the top of an open or selected Outlook item, below the ribbon in an open item, and below the subject and sender in the Reading pane view, and provides information about the item (such as, “You are not responding to the latest message in this conversation. Click here to open it.”).

Note: This topic assumes that JAWS users have turned off the Virtual Ribbon Menu feature.

In this topic

Navigation quick steps

Navigate between Mail, Calendar, and other views

Navigate the main window of the Mail view

Move around in the Navigation pane

Navigate the Message list

Navigate the Reading pane

Navigation quick steps

To do this

Press

Create a new message (from any Outlook view)

Ctrl+Shift+M

Create a new message (from Mail view), new appointment (from Calendar view), or new task (from Task view)

Ctrl+N

Check for new messages

Ctrl+M or F9

Switch to Inbox

Ctrl+Shift+I

Switch to Outbox

Ctrl+Shift+O

Go to a different folder

Ctrl+Y

Move item to a folder

Ctrl+Shift+V

Go to the Search box

F3 or Ctrl+E

Expand or collapse a group in the email message list

To expand: the Right Arrow key; to collapse: the Left Arrow key

Open the File tab, where you can change account settings and options

Alt+F

Jump to Tell Me

Alt+Q

Display the To-Do bar (peek)

Alt+V, B, and then: for Calendar, press C; for People, press P; for Tasks, press T; for Off, press O

Navigate between Mail, Calendar, and other views

To do this

Press

Switch to the Mail view

Ctrl+1

Switch to the Calendar view

Ctrl+2

Switch to the Contacts view

Ctrl+3

Switch to the Tasks view

Ctrl+4

Switch to the Notes view

Ctrl+5

Open the Navigation pane with the Folder list

Ctrl+6

Open the Shortcuts pane

Ctrl+7

Switch to the Journal view

Ctrl+8

Go back to the previous view

Alt+B or Alt+Left Arrow

Go forward to the next view

Alt+Right Arrow

Open the Address Book

Ctrl+Shift+B

Navigate the main window of the Mail view

To do this

Press

Move between the ribbon, Search bar, Navigation pane, Message list, Reading pane, and To-Do bar

F6 or Ctrl+Shift+Tab

Move between the smaller panes in the Navigation pane, the Reading pane, and the sections in the To-Do bar

The Tab key

Move around in the Navigation pane

To do this

Press

Move to Message list from Navigation pane

Spacebar or Enter

Move back to Navigation pane from Message list

Shift+Tab

Move around within the Navigation pane

The Up Arrow and Down Arrow keys

Expand or collapse a selected group

To expand: the Right Arrow key; to collapse: the Left Arrow key

Open a selected item in the Navigation pane

Spacebar or Enter

Create a new folder

Shift+F10, N

Rename a selected folder in the list

F2

Delete a selected folder in the list (Note Default folders, like Inbox, Outbox, Drafts, and Sent) cannot be deleted.)

Shift+F10, D

Jump to folder by typing first letter of folder name. For example, to go to the Drafts folder, type d. If multiple folders start with same letter, repeat the letter until you reach the folder you want.

a, b, c...

Navigate the Message list

To do this

Press

Move down and up between messages

The Down Arrow and Up Arrow keys

Expand or collapse groups (for example, Last Week)

To expand: the Right Arrow key; to collapse: the Left Arrow key

Select multiple adjacent messages

Shift+Down Arrow and Shift+Up Arrow

Select multiple non-adjacent messages

Ctrl+Up Arrow or Down Arrow, and then, to select each message, press Spacebar

Move message to folder

Ctrl+Shift+V

Add Follow Up or Quick Flag to message

Shift+F10, U, and then T (in Narrator, Insert)

Add Custom Flag to message

Ctrl+Shift+G

Mark message as junk or not junk

Press Shift+F10, J, and the Up Arrow or Down Arrow key, and then press Enter

Mark as read

Ctrl+Q

Mark as unread

Ctrl+U

Mark to download

Alt+S, M, and then T (mark to download) or C (mark to download copy)

Unmark to download

Alt+S, U, and then U (unmark to download) or K (unmark to download copy)

Delete message

Alt+H+D

Ignore message

Alt+H+X

Reply to message

Alt+H, R+P

Reply All to message

Alt+H, R+A

Forward message

Alt+H, F+W

Open message

Enter

Display blocked content menu

Ctrl+Shift+W

Download blocked pictures or images

Ctrl+Shift+W, P

Show email properties

Alt+Enter

Post to folder

Ctrl+Shift+S

Copy item to folder

Ctrl+Shift+Y

Print message

Ctrl+P

Set how often Outlook checks for new messages

Ctrl+Alt+S

Set Junk mail options

Alt+H, J, and then O

Navigate the Reading pane

To do this

Press

Go to the previous message

Alt+Up Arrow or Ctrl+Comma or Alt+Page Up

Page down through text

Spacebar

Page up through text

Shift+Spacebar

Move to the next field

The Tab key

Move to previous field

Shift+Tab

Move to the next or previous link

The Tab key and Shift+Tab

Jump to the Reply button

Ctrl+Tab

Select the InfoBar in an email message and, if available, show the menu of commands. (Note The InfoBar appears only in messages that require additional information, such as “This meeting conflicts with another meeting on your schedule.” If available, the InfoBar appears in the message below the subject and sender.)

Ctrl+Shift+W

Close the InfoBar menu

Esc

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