Outlook 2013 & 2016 Keystrokes


Mike B <mb69mach1@...>
 

 

https://support.office.com/en-us/article/Keyboard-shortcuts-for-Microsoft-Outlook-2013-and-2016-3e1090f6-a616-42db-abf5-269ca3d553ee

 

In this article

list of 10 items

  

Basic navigation

 

  

Search

 

  

Common commands

 

  

Mail

 

  

Calendar

 

  

People

 

  

Tasks

 

  

Print

 

  

Send/Receive

 

  

Views

list end

 

Basic navigation

 

table with 2 columns and 24 rows

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  

 

Move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.

 

Ctrl+Shift+Tab or Shift+Tab  

 

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

 

Tab  

 

Move between 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  

 

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  

 

Collapse or expand a group in the email message list.

 

Left Arrow or Right Arrow, respectively  

 

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

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Search

 

table with 2 columns and 10 rows

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  

 

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, symbols, or some formatting commands. Works in the Reading Pane on an open item.

 

Ctrl+H  

 

Expand search to include items from the current folder.

 

Ctrl+Alt+K  

 

Expand search to include subfolders.

 

Ctrl+Alt+Z

table end

 

Common commands

Commands common to most views

 

To do this    

 

Press  

 

Save (except in Tasks).  

 

Ctrl+S or Shift+F12 

 

Save and close (except in Mail).  

 

Alt+S 

 

Save as (only in Mail).  

 

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 

 

Enable editing in a field (except in Mail or Icon view).  

 

F2 

 

Left align text.  

 

Ctrl+L 

 

Center text.  

 

Ctrl+E 

 

Right align text.  

 

Ctrl+R 

 

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 links and edit URLs

 

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 

 

Color Categories

 

To do this    

 

Press  

 

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

 

Alt+D 

 

Flags

 

To do this    

 

Press  

 

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

 

Ctrl+Shift+G  

 

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 

 

Reply with meeting request.  

 

Ctrl+Alt+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 message (when in Mail).  

 

Ctrl+N 

 

Create a message (from any Outlook view).  

 

Ctrl+Shift+M 

 

Open a received message.  

 

Ctrl+O 

 

Delete and Ignore a Conversation.  

 

Ctrl+Shift+D 

 

Open the Address Book.  

 

Ctrl+Shift+B 

 

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 

 

Open the Mail Tip in the selected message.  

 

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 

 

Create a multimedia message  

 

Ctrl+Shift+U 

 

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 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 

 

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 

 

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 open appointment or meeting.  

 

Ctrl+G 

 

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

 

People

 

table with 2 columns and 24 rows

To do this 

 

Press   

 

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  

 

Find a contact.

 

F11  

 

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

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Electronic Business Cards

 

table with 2 columns and 10 rows

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

table end

 

Tasks

 

table with 2 columns and 16 rows

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

table end

 

Groups

 

table with 2 columns and 8 rows

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

table end

 

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  

 

Send/Receive

 

table with 2 columns and 5 rows

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

table end

 

Macros

 

To do this    

 

Press  

 

Play macro.  

 

Alt+F8   

 

Views

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 

 

Business Cards view or Address 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.

 

table with 2 columns and 4 rows

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

table end

 

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.

 

table with 2 columns and 10 rows

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

table end

 

Timeline view (Tasks)

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

 

table with 2 columns and 8 rows

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

table end

 

When a unit of time on the time scale for days is selected

 

table with 2 columns and 4 rows

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

table end

 

Calendar Day/Week/Month view

 

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

 

table with 2 columns and 4 rows

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

table end

 

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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