Keyboard shortcuts for Outlook

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Microsoft Office Outlook keyboard shortcuts

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 Navigation 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 Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.

F6 or CTRL+SHIFT+TAB

Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar.

TAB

Move around within the Navigation 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

Expand or collapse a group (with a group selected) in the Navigation Pane.

SHIFT+PLUS SIGN or MINUS SIGN, respectively

Collapse or expand a group in the e-mail message list.

LEFT ARROW or RIGHT ARROW, respectively

Move to next field in Reading Pane.

SHIFT+TAB

Move to previous field in Reading Pane.

CTRL+TAB

Go back to previous view in main Outlook window.

ALT+B, ALT+LEFT ARROW, or ALT+BACKSPACE

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

Expand the Search Query Builder.

CTRL+ALT+W

Use Advanced Find.

CTRL+SHIFT+F

Create a new Search Folder.

CTRL+SHIFT+P

Search for text within a message or other item.

F4

Find next during text search within a message or other item.

SHIFT+F4

Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item.

CTRL+H

Expand search to include the desktop.

CTRL+ALT+K

Flags

To do this

Press

Open the Flag for Follow Up dialog box to assign a flag.

CTRL+SHIFT+G

Color Categories

To do this

Press

Delete the selected category from the list in the Color Categories dialog box.

ALT+D

Create an item or file

To do this

Press

Create an appointment.

CTRL+SHIFT+A

Create a contact.

CTRL+SHIFT+C

Create a distribution list.

CTRL+SHIFT+L

Create a fax.

CTRL+SHIFT+X

Create a folder.

CTRL+SHIFT+E

Create a Journal entry.

CTRL+SHIFT+J

Create a meeting request.

CTRL+SHIFT+Q

Create a message.

CTRL+SHIFT+M

Create a note.

CTRL+SHIFT+N

Create a new 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

All items

To do this

Press

Save.

CTRL+S or SHIFT+F12

Save and close.

ALT+S

Save as.

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

Turn on editing in a field (except in Icon view).

F2

Left align text.

CTRL+L

Center text.

CTRL+E

Right align text.

CTRL+R

E-mail

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 Accounts button

Check names.

CTRL+K

Send.

ALT+S

Reply to a message.

CTRL+R

Reply all to a message.

CTRL+SHIFT+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 new message (when in Mail).

CTRL+N

Create a new message (from any Outlook view).

CTRL+SHIFT+M

Open a received message.

CTRL+O

Open the Address Book.

CTRL+SHIFT+B

Convert an HTML or RTF message to plain text.

CTRL+SHIFT+O

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

Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List.

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

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 a new appointment (when in Calendar).

CTRL+N

Create a new appointment (in any Outlook view).

CTRL+SHIFT+A

Create a new 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 10 days in the calendar.

ALT+0

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

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 appointment or task.

CTRL+G

See also under Views, Calendar Day/Week/Month view, and Date Navigator

Contacts

To do this

Press

Dial a new call.

CTRL+SHIFT+D

Find a contact or other item.

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 new message addressed to selected contact.

CTRL+F

Create a Journal entry for the selected contact.

CTRL+J

Create a new contact (when in Contacts).

CTRL+N

Create a new contact (from any Outlook view).

CTRL+SHIFT+C

Open a contact form for the selected contact.

CTRL+O or CTRL+SHIFT+ENTER

Create a new distribution list.

CTRL+SHIFT+L

Print.

CTRL+P

Update a list of distribution list 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

Open a Web page for the selected contact (if one is included).

CTRL+SHIFT+X

Open the Check Address dialog box.

ALT+D

In a contact form, under Internet, display the E-mail 1 information.

ALT+SHIFT+1

In a contact form, under Internet, display the E-mail 2 information.

ALT+SHIFT+2

In a contact form, under Internet, display the E-mail 3 information.

ALT+SHIFT+3

In the Electronic Business Cards dialog box

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

Show or hide the To-Do Bar.

ALT+F2

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 new task (when in Tasks).

CTRL+N

Create a new task (from any Outlook view).

CTRL+SHIFT+K

Create a new task request.

CTRL+SHIFT+U

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

Switch between the Navigation Pane, Tasks list, and To-Do Bar.

SHIFT+TAB

Open selected item as a Journal item.

CTRL+J

Undo last action.

CTRL+Z

Flag an item or mark complete.

INSERT

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 Web information to items

To do this

Press

Edit a URL in the body of an item.

Hold down CTRL and click the mouse button.

Specify a Web browser.

Hold down SHIFT and click the mouse button.

Insert a hyperlink.

CTRL+K

Print preview

To do this

Press

Open Print Preview.

Press ALT+F and then press V

To print an item in an open window, press ALT+F, press W, and then press V

Print a print preview.

ALT+P

Open Page Setup from Print Preview.

ALT+S or ALT+U

Zoom.

ALT+Z

Close Print Preview.

ALT+C

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

Visual Basic Editor

To do this

Press

Open Visual Basic Editor.

ALT+F11

Macros

To do this

Press

Play macro.

ALT+F8

Forms

To do this

Press

Save Form Design.

CTRL+ALT+SHIFT+F12

Save Form Data.

CTRL+SHIFT+F11

Create a new Microsoft Office InfoPath form.

Click in an InfoPath folder, and then CTRL+N.

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Views

Table view

General use

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

Refresh view.

F5

With a group selected

To do this

Press

Expand all groups.

CTRL+SHIFT+PLUS SIGN

Collapse the group.

CTRL+MINUS SIGN

Expand a single selected group.

SHIFT+PLUS SIGN

Collapse a single selected group.

MINUS SIGN

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

All groups

To do this

Press

Collapse all groups.

CTRL+MINUS SIGN

Expand all groups.

CTRL+SHIFT+PLUS SIGN

Calendar Day/Week/Month view

All three

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

Move the appointment up, down, left, or right.

ALT+UP ARROW, ALT+DOWN ARROW, ALT+LEFT ARROW, or ALT+RIGHT ARROW, respectively

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

Business Cards view or Address Cards view

General use

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 or press F2.

To do this

Press

Move to the next field and, from the last field of a card, move to the first field in the next card.

TAB

Move to the previous field and, from the first field of a card, move to the last field in the previous card.

SHIFT+TAB

Move to the next field, or add a line to a multiline field.

ENTER

Move to the previous field without leaving the active card.

SHIFT+ENTER

Display the insertion point in the active field to edit text.

F2

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 or press F2.

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 or Journal)

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

Display the items one screen above the items on screen.

PAGE UP

Display the items one screen below the items on screen.

PAGE DOWN

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

When the lower time scale is selected, select the upper time scale.

SHIFT+TAB

When the upper time scale is selected, select the lower time scale.

TAB

When the lower time scale is selected, select the first item on screen or the first group on screen if items are grouped.

TAB

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Applies To: Outlook 2007



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