Keyboard shortcuts for Outlook 2016 for Mac

This topic provides all the keyboard shortcuts for Outlook 2016 for Mac. Keyboard shortcuts allow you to quickly complete commands and functions without using a mouse. The shortcuts in this article refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard.

Notes: 

  • If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).

  • The settings in some versions of the Mac operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office 2016 for Mac. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Mac operating system or see your utility application.

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

In this topic

Frequently used shortcuts

The following table shows frequently used shortcuts in Outlook 2016 for Mac.

To do this

Press

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

Create new email (in Mail view)

COMMAND + N

Hide the reading pane or show it on the right

COMMAND + Backslash ( \ )

Hide the reading pane or show it below

Shift + COMMAND + Backslash ( \ )

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

Options + COMMAND + R

Hide Outlook

COMMAND + H

Quit Outlook

COMMAND + Q

Start dictation

Fn + Fn

Insert emoji

Control + COMMAND + Space

Work in windows and dialogs

To do this

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 Sync Status window or make it the active window

COMMAND + 7

Open the Sync Errors or make it the active window

COMMAND + 8

Open the Contacts Search window

COMMAND + 0

Open the Outlook Preferences dialog box

COMMAND + Comma ( , )

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 controls in a window

Tab

Move back through controls in a window

Shift + Tab

Use Search

To do this

Press

Search current folder

Option + COMMAND + F

Do an advanced search in Outlook (add Item Contains filter for searching)

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

Send and receive mail

To do this

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 + Opening bracket ( [ )

Display the next message

Control + Closing bracket ( ] )

Navigate to the previous pane in the Mail view

Shift + Control + Opening bracket ( [ )

Navigate to the next pane in the Mail view

Shift + Control + Closing bracket ( ] )

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 + Plus sign ( + )

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

Permanently delete the selected message

Shift + 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

Use the Calendar

To do this

Press

Open the Calendar window

COMMAND + 2

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

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

Navigate to the previous pane in the Calendar view

Shift + Control + Opening bracket ( [ )

Navigate to the next pane in the Calendar view

Shift + Control + Closing bracket ( ] )

Work with people and contacts

To do this

Press

Create a new contact

COMMAND + N

Open the selected contact

COMMAND + O

Delete the contact

Delete

Close the current open contact and open the previous contact

Control + Opening bracket ( [ )

Close the current open contact and open the next contact

Control + Closing bracket ( ] )

Navigate to the previous pane in the People view

Shift+ Control + Opening bracket ( [ )

Navigate to the next pane in the People view

Shift + Control + Closing bracket ( ] )

Manage tasks

To do this

Press

Move to the Task window

COMMAND + 4

Create a new task

COMMAND + N

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 + Opening bracket ( [ )

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

Control + Closing bracket ( ] )

Navigate to the previous pane in the Tasks view

Shift + Control + Opening bracket ( [ )

Navigate to the next pane in the Tasks view

Shift + Control + Closing bracket ( ] )

Use notes

To do this

Press

Move to the Notes window

COMMAND + 5

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 + Opening bracket ( [ )

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

Control + Closing bracket ( ] )

Navigate to the previous pane in the Notes view

Shift + Control + Opening bracket ( [ )

Navigate to the next pane in the Notes view

Shift + Control + Closing bracket ( ] )

Send a note as an email

COMMAND + J

Send a note as an HTML attachment to an email

Control + COMMAND + J

First place the focus on the note in the list of notes.

Edit and format text

To do this

Press

Cut the selected text to the clipboard

COMMAND + X

Copy a selection to the clipboard

COMMAND + C

Paste a selection from the clipboard

COMMAND + 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

Strike through the selected text

Shift + COMMAND + X

Insert a hyperlink

Control + COMMAND + K

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

Decrease indent

Delete + Opening brace ( { )

Increase indent

Delete + Closing brace ( { )

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 doesn't 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

Flag messages, contacts, and tasks for follow up

To do this

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 + Equal sign ( = )

Mark the selected item as Complete

Control + Zero ( 0 )

Clear the selected item's follow-up flag

Option + COMMAND + Apostrophe ( ' )

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