A collection of Keyboard shortcuts for Microsoft #Outlook


When you are more used to with some application software and if you use it daily on a high volume, it's sometime good to learn the keyboard shortcuts of the features that you perform regularly. Outlook exposes a lot of such shortcut keys for you to perform better.

 

It's not always possible to learn all of them, but good to have the list to learn/view time to time. Here I am listing all the shortcuts of Outlook 2010 - 2016, for your reference.

 

A collection of Keyboard shortcuts for Microsoft Outlook (www.kunal-chowdhury.com)

 

 

Basic Navigations Outlook 2010, 2013 Outlook 2016
Switch to Mail Ctrl + 1 Ctrl + 1
Switch to Calendar Ctrl + 2 Ctrl + 2
Switch to Contacts Ctrl + 3 Ctrl + 3
Switch to Tasks Ctrl + 4 Ctrl + 4
Switch to Notes Ctrl + 5 Ctrl + 5
Switch to Folder List in Folder Pane Ctrl + 6 Ctrl + 6
Switch to Shortcuts Ctrl + 7 Ctrl + 7
Switch to next message Ctrl + Period Ctrl + Period
Switch to previous message Ctrl + Comma 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 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 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 F6
Move around message header lines in the Folder Pane or an open message Ctrl + Tab Ctrl + Tab
Move around within the Folder Pane Arrow keys Arrow keys
Go to a different folder Ctrl + Y Ctrl + Y
Go to the Search box F3 or Ctrl + E F3 or Ctrl + E
In the Reading Pane, go to the previous message Alt + Up Arrow or Ctrl + Comma or Alt + Page Up Alt + Up Arrow or Ctrl + Comma or Alt + Page Up
In the Reading Pane, page down through text Spacebar Spacebar
In the Reading Pane, page up through text Shift + Spacebar Shift + Spacebar
Collapse or expand a group in the email message list Left Arrow or Right Arrow, respectively Left Arrow or Right Arrow, respectively
Go back to previous view in main Outlook window Alt + B or Alt + Left Arrow Alt + B or Alt + Left Arrow
Go forward to next view in main Outlook window Alt + Right Arrow Alt + Right Arrow
Select the InfoBar and, if available, show the menu of commands Ctrl + Shift + W Ctrl + Shift + W
     
Search Outlook 2010, 2013 Outlook 2016
Find a message or other item Ctrl + E Ctrl + E
Clear the search results Esc 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 Ctrl + Alt + A
Use Advanced Find Ctrl + Shift + F Ctrl + Shift + F
Create a Search Folder Ctrl + Shift + P Ctrl + Shift + P
Search for text within an open item F4 F4
Find and replace text, symbols, or some formatting commands Works in the Reading Pane on an open item Ctrl + H Ctrl + H
Expand search to include items from the current folder Ctrl + Alt + K Ctrl + Alt + K
Expand search to include subfolders Ctrl + Alt + Z Ctrl + Alt + Z
     
Commands common to most views Outlook 2010, 2013 Outlook 2016
Save (except in Tasks) Ctrl + S or Shift + F12 Ctrl + S or Shift + F12
Save and close (except in Mail) Alt + S Alt + S
Save as (only in Mail) F12 F12
Undo Ctrl + Z or Alt + Backspace Ctrl + Z or Alt + Backspace
Delete an item Ctrl + D Ctrl + D
Print Ctrl + P Ctrl + P
Copy an item Ctrl + Shift + Y Ctrl + Shift + Y
Move an item Ctrl + Shift + V Ctrl + Shift + V
Check names Ctrl + K Ctrl + K
Check spelling F7 F7
Flag for follow-up Ctrl + Shift + G Ctrl + Shift + G
Forward Ctrl + F Ctrl + F
Send or post or invite all Alt + S Alt + S
Enable editing in a field (except in Mail or Icon view) F2 F2
Left align text Ctrl + L Ctrl + L
Center text Ctrl + E Ctrl + E
Right align text Ctrl + R Ctrl + R
     
Format text Outlook 2010, 2013 Outlook 2016
Display the Format menu Alt + O Alt + O
Display the Font dialog box Ctrl + Shift + P Ctrl + Shift + P
Switch case (with text selected) Shift + F3 Shift + F3
Format letters as small capitals Ctrl + Shift + K Ctrl + Shift + K
Make letters bold Ctrl + B Ctrl + B
Add bullets Ctrl + Shift + L Ctrl + Shift + L
Make letters italic Ctrl + I Ctrl + I
Increase indent Ctrl + T Ctrl + T
Decrease indent Ctrl + Shift + T Ctrl + Shift + T
Left align Ctrl + L Ctrl + L
Center align Ctrl + E Ctrl + E
Underline Ctrl + U Ctrl + U
Increase font size Ctrl + ] or Ctrl + Shift + > Ctrl + ] or Ctrl + Shift + >
Decrease font size Ctrl + [ or Ctrl + Shift + < Ctrl + [ or Ctrl + Shift + <
Cut Ctrl + X or Shift + Delete Ctrl + X or Shift + Delete
Copy Ctrl + C or Ctrl + Insert Ctrl + C or Ctrl + Insert
Paste Ctrl + V or Shift + Insert Ctrl + V or Shift + Insert
Clear formatting Ctrl + Shift + Z or Ctrl + Spacebar Ctrl + Shift + Z or Ctrl + Spacebar
Delete the next word Ctrl + Shift + H Ctrl + Shift + H
Stretch a paragraph to fit between the margins Ctrl + Shift + J Ctrl + Shift + J
Apply styles Ctrl + Shift + S Ctrl + Shift + S
Create a hanging indent Ctrl + T Ctrl + T
Insert a hyperlink Ctrl + K Ctrl + K
Left align a paragraph Ctrl + L Ctrl + L
Right align a paragraph Ctrl + R Ctrl + R
Reduce a hanging indent Ctrl + Shift + T Ctrl + Shift + T
Remove paragraph formatting Ctrl + Q Ctrl + Q
     
Create an item or file Outlook 2010, 2013 Outlook 2016
Create an appointment Ctrl + Shift + A Ctrl + Shift + A
Create a contact Ctrl + Shift + C Ctrl + Shift + C
Create a contact group Ctrl + Shift + L Ctrl + Shift + L
Create a fax Ctrl + Shift + X Ctrl + Shift + X
Create a folder Ctrl + Shift + E Ctrl + Shift + E
Create a meeting request Ctrl + Shift + Q Ctrl + Shift + Q
Create a message Ctrl + Shift + M Ctrl + Shift + M
Create a note Ctrl + Shift + N Ctrl + Shift + N
Create a Microsoft Office document Ctrl + Shift + H Ctrl + Shift + H
Post to this folder Ctrl + Shift + S Ctrl + Shift + S
Post a reply in this folder Ctrl + T Ctrl + T
Create a Search Folder Ctrl + Shift + P Ctrl + Shift + P
Create a task Ctrl + Shift + K Ctrl + Shift + K
Create a task request Ctrl + Shift + U Ctrl + Shift + U
Create a Journal entry Ctrl + Shift + J -
     
Color Categories Outlook 2010, 2013 Outlook 2016
Delete the selected category from the list in the Color Categories dialog box Alt + D Alt + D
     
Flags Outlook 2010, 2013 Outlook 2016
Open the Flag for Follow Up dialog box to assign a flag Ctrl + Shift + G Ctrl + Shift + G
     
Mail Outlook 2010, 2013 Outlook 2016
Switch to Inbox Ctrl + Shift + I Ctrl + Shift + I
Switch to Outbox Ctrl + Shift + O 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 Accountsbutton Ctrl + Tab (with focus on the To box) and then Tab to the Accountsbutton
Check names Ctrl + K Ctrl + K
Send Alt + S Alt + S
Reply to a message Ctrl + R Ctrl + R
Reply all to a message Ctrl + Shift + R Ctrl + Shift + R
Reply with meeting request Ctrl + Alt + R Ctrl + Alt + R
Forward a message Ctrl + F Ctrl + F
Ignore Conversation Ctrl + Del Ctrl + Del
Move to Archive folder - Backspace
Mark a message as not junk Ctrl +  Alt + J Ctrl +  Alt + J
Display blocked external content (in a message) Ctrl + Shift + I Ctrl + Shift + I
Post to a folder Ctrl +  Shift + S Ctrl +  Shift + S
Apply Normal style Ctrl + Shift + N Ctrl + Shift + N
Check for new messages Ctrl + M or F9 Ctrl + M or F9
Go to the previous message Up Arrow Up Arrow
Go to the next message Down Arrow Down Arrow
Create a message (when in Mail) Ctrl + N Ctrl + N
Create a message (from any Outlook view) Ctrl + Shift + M Ctrl + Shift + M
Open a received message Ctrl + O Ctrl + O
Delete and Ignore a Conversation - Ctrl + Shift + D
Open the Address Book Ctrl + Shift + B Ctrl + Shift + B
Add a Quick Flag to an unopened message Insert Insert
Display the Flag for Follow Up dialog box Ctrl + Shift + G Ctrl + Shift + G
Mark as read Ctrl + Q Ctrl + Q
Mark as unread Ctrl + U Ctrl + U
Open the Mail Tip in the selected message Ctrl + Shift + W Ctrl + Shift + W
Find or replace F4 F4
Find next Shift + F4 Shift + F4
Send Ctrl + Enter Ctrl + Enter
Print Ctrl + P Ctrl + P
Forward Ctrl + F Ctrl + F
Forward as attachment Ctrl + Alt + F Ctrl + Alt + F
Show the properties for the selected item Alt + Enter Alt + Enter
Create a multimedia message Ctrl + Shift + U Ctrl + Shift + U
Create a text message Ctrl + Shift + T -
Mark for Download Ctrl + Alt + M Ctrl + Alt + M
Clear Mark for Download Ctrl + Alt + U Ctrl + Alt + U
Display Send/Receive progress Ctrl + B (when a Send/Receive is in progress) Ctrl + B (when a Send/Receive is in progress)
     
Calendar Outlook 2010, 2013 Outlook 2016
Create an appointment (when in Calendar) Ctrl + N Ctrl + N
Create an appointment (in any Outlook view) Ctrl + Shift + A Ctrl + Shift + A
Create a meeting request Ctrl + Shift + Q Ctrl + Shift + Q
Forward an appointment or meeting Ctrl + F Ctrl + F
Reply to a meeting request with a message Ctrl + R Ctrl + R
Reply All to a meeting request with a message Ctrl + Shift + R Ctrl + Shift + R
Show 1 day in the calendar Alt + 1 Alt + 1
Show 2 days in the calendar Alt + 2 Alt + 2
Show 3 days in the calendar Alt + 3 Alt + 3
Show 4 days in the calendar Alt + 4 Alt + 4
Show 5 days in the calendar Alt + 5 Alt + 5
Show 6 days in the calendar Alt + 6 Alt + 6
Show 7 days in the calendar Alt + 7 Alt + 7
Show 8 days in the calendar Alt + 8 Alt + 8
Show 9 days in the calendar Alt + 9 Alt + 9
Show 10 days in the calendar Alt + 0 Alt + 0
Go to a date Ctrl + G Ctrl + G
Switch to Month view Alt + = or Ctrl + Alt + 4 Alt + = or Ctrl + Alt + 4
Go to the next day Ctrl + Right Arrow Ctrl + Right Arrow
Go to the next week Alt + Down Arrow Alt + Down Arrow
Go to the next month Alt + Page Down Alt + Page Down
Go to the previous day Ctrl + Left Arrow Ctrl + Left Arrow
Go to the previous week Alt + Up Arrow Alt + Up Arrow
Go to the previous month Alt + Page Up Alt + Page Up
Go to the start of the week Alt + Home Alt + Home
Go to the end of the week Alt + End Alt + End
Switch to Full Week view Alt + Minus Sign or Ctrl + Alt + 3 Alt + Minus Sign or Ctrl + Alt + 3
Switch to Work Week view Ctrl + Alt + 2 Ctrl + Alt + 2
Go to previous appointment Ctrl + Comma or Ctrl + Shift + Comma Ctrl + Comma or Ctrl + Shift + Comma
Go to next appointment Ctrl + Period or Ctrl + Shift + Period Ctrl + Period or Ctrl + Shift + Period
Set up recurrence for an open appointment or meeting Ctrl + G Ctrl + G
     
People Outlook 2010, 2013 Outlook 2016
Dial a new call Ctrl + Shift + D Ctrl + Shift + D
Find a contact or other item (Search) F3 or Ctrl + E F3 or Ctrl + E
Enter a name in the Search Address Books box F11 F11
In Table or List view of contacts, go to first contact that starts with a specific letter Shift + letter Shift + letter
Select all contacts Ctrl + A Ctrl + A
Create a message with selected contact as subject Ctrl + F Ctrl + F
Create a Journal entry for the selected contract Ctrl + J -
Create a contact (when in Contacts) Ctrl + N Ctrl + N
Create a contact (from any Outlook view) Ctrl + Shift + C Ctrl + Shift + C
Open a contact form for the selected contact Ctrl + O Ctrl + O
Create a contact group Ctrl + Shift + L Ctrl + Shift + L
Print Ctrl + P Ctrl + P
Update a list of contact group members F5 F5
Go to a different folder Ctrl + Y Ctrl + Y
Open the Address Book Ctrl + Shift + B Ctrl + Shift + B
Use Advanced Find Ctrl + Shift + F Ctrl + Shift + F
In an open contact, open the next contact listed Ctrl + Shift + Period Ctrl + Shift + Period
Find a contact F11 F11
Close a contact ESC ESC
Send a fax to the selected contact Ctrl + Shift + X Ctrl + Shift + X
Open the Check Address dialog box Alt + D Alt + D
In a contact form, under Internet, display the Email 1 information Alt + Shift + 1 Alt + Shift + 1
In a contact form, under Internet, display the Email 2 information Alt + Shift + 2 Alt + Shift + 2
In a contact form, under Internet, display the Email 3 information Alt + Shift + 3 Alt + Shift + 3
     
Electronic Business Cards Outlook 2010, 2013 Outlook 2016
Open the Add list Alt + A Alt + A
Select text in Label box when the field with a label assigned is selected Alt + B Alt + B
Open the Add Card Picture dialog box Alt + C Alt + C
Place cursor at beginning of Edit box Alt + E Alt + E
Select the Fields box Alt + F Alt + F
Select the Image Align drop-down list Alt + G Alt + G
Select color palette for background Alt + K, then Enter Alt + K, then Enter
Select Layout drop-down list Alt + L Alt + L
Remove a selected field from the Fields box Alt + R Alt + R
     
Tasks Outlook 2010, 2013 Outlook 2016
Accept a task request Alt + C Alt + C
Decline a task request Alt + D Alt + D
Find a task or other item Ctrl + E Ctrl + E
Open the Go to Folder dialog box Ctrl + Y Ctrl + Y
Create a task (when in Tasks) Ctrl + N Ctrl + N
Create a task (from any Outlook view) Ctrl + Shift + K Ctrl + Shift + K
Open selected item Ctrl + O Ctrl + O
Print selected item Ctrl + P Ctrl + P
Select all items Ctrl + A Ctrl + A
Delete selected item Ctrl + D Ctrl + D
Forward a task as an attachment Ctrl + F Ctrl + F
Create a task request Ctrl + Shift + Alt + U Ctrl + Shift + Alt + U
Switch between the Folder Pane, Tasks list and To-Do Bar Tab or Shift + Tab Tab or Shift + Tab
Undo last action Ctrl + Z Ctrl + Z
Flag an item or mark complete Insert Insert
Show or hide the To-Do Bar Alt + F2 -
Open selected item as a Journal item Ctrl + J -
     
Groups Outlook 2010, 2013 Outlook 2016
Expand a single selected group Right Arrow Right Arrow
Collapse a single selected group Left Arrow Left Arrow
Select the previous group Up Arrow Up Arrow
Select the next group Down Arrow Down Arrow
Select the first group Home Home
Select the last group End End
Select the first item on screen in an expanded group or the first item off screen to the right Right Arrow Right Arrow
     
Print Outlook 2010, 2013 Outlook 2016
Open Print tab in Backstage view Press Alt + F and then press P 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 Alt + F, press P and then press F and press 1
Open Page Setup from Print Preview Alt + S or Alt + U Alt + S or Alt + U
To select a printer from Print Preview Alt + F, press P and then press I Alt + F, press P and then press I
To Define Print Styles Alt + F, press P and then press L Alt + F, press P and then press L
To open Print Options Alt + F, press P and then press R Alt + F, press P and then press R
     
Send/Receive Outlook 2010, 2013 Outlook 2016
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 F9
Start a send/receive for the current folder, retrieving full items (header, item and any attachments) Shift + F9 Shift + F9
Start a send/receive Ctrl + M Ctrl + M
Define Send/Receive groups Ctrl + Alt + S Ctrl + Alt + S
     
Visual Basic Editor Outlook 2010, 2013 Outlook 2016
Open Visual Basic Editor Alt + F11 -
     
Macros Outlook 2010, 2013 Outlook 2016
Play macro Alt + F8 Alt + F8
     
Forms Outlook 2010, 2013 Outlook 2016
Choose a Microsoft InfoPath form Ctrl + Shift + Alt + T -
     
Table view Outlook 2010, 2013 Outlook 2016
Open an item Enter Enter
Select all items Ctrl + A Ctrl + A
Go to the item at the bottom of the screen Page Down Page Down
Go to the item at the top of the screen Page Up Page Up
Extend or reduce the selected items by one item Shift + Up Arrow or Shift + Down Arrow, respectively 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 Ctrl + Up Arrow or Ctrl + Down Arrow, respectively
Select or cancel selection of the active item Ctrl + Spacebar Ctrl + Spacebar
     
Business Cards view or Address Cards view Outlook 2010, 2013 Outlook 2016
Select the previous card Up Arrow Up Arrow
Select the next card Down Arrow Down Arrow
Select the first card in the list Home Home
Select the last card in the list End End
Select the first card on the current page Page Up Page Up
Select the first card on the next page Page Down Page Down
Select the closest card in the next column Right Arrow Right Arrow
Select the closest card in the previous column Left Arrow Left Arrow
Select or cancel selection of the active card Ctrl + Spacebar Ctrl + Spacebar
Extend the selection to the previous card and cancel selection of cards after the starting point Shift + Up Arrow Shift + Up Arrow
Extend the selection to the next card and cancel selection of cards before the starting point Shift + Down Arrow Shift + Down Arrow
Extend the selection to the previous card, regardless of the starting point Ctrl + Shift + Up Arrow Ctrl + Shift + Up Arrow
Extend the selection to the next card, regardless of the starting point Ctrl + Shift + Down Arrow Ctrl + Shift + Down Arrow
Extend the selection to the first card in the list Shift + Home Shift + Home
Extend the selection to the last card in the list Shift + End Shift + End
Extend the selection to the first card on the previous page Shift + Page Up Shift + Page Up
Extend the selection to the last card on the last page Shift + Page Down Shift + Page Down
     
Calendar Day/Week/Month view Outlook 2010, 2013 Outlook 2016
View from 1 through 9 days Alt + key for number of days Alt + key for number of days
View 10 days Alt + 0 (zero) Alt + 0 (zero)
Switch to weeks Alt + Minus Sign Alt + Minus Sign
Switch to months Alt + = Alt + =
Move between Calendar, TaskPad and the Folder List Ctrl + Tab or F6 Ctrl + Tab or F6
Select the previous appointment Shift + Tab Shift + Tab
Go to the previous day Left Arrow Left Arrow
Go to the next day Right Arrow Right Arrow
Go to the same day in the next week Alt + Down Arrow Alt + Down Arrow
Go to the same day in the previous week Alt + Up Arrow Alt + Up Arrow
     
Day view Outlook 2010, 2013 Outlook 2016
Select the time that begins your work day HOME HOME
Select the time that ends your work day END END
Select the previous block of time Up Arrow Up Arrow
Select the next block of time Down Arrow Down Arrow
Select the block of time at the top of the screen Page Up Page Up
Select the block of time at the bottom of the screen Page Down Page Down
Extend or reduce the selected time Shift + Up Arrow or Shift + Down Arrow, respectively 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 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 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 Alt + Down Arrow
Move selected item to the same day in the previous week Alt + Up Arrow Alt + Up Arrow
     
Week view Outlook 2010, 2013 Outlook 2016
Go to the start of work hours for the selected day Home Home
Go to the end of work hours for the selected day End End
Go up one page view in the selected day Page Up Page Up
Go down one page view in the selected day Page Down 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 Shift + Left Arrow, Shift + Right Arrow, Shift + Up Arrow, or Shift + Down Arrow; or Shift + Home or Shift + End
     
Month view Outlook 2010, 2013 Outlook 2016
Go to the first day of the week Home Home
Go to the same day of the week in the previous page Page Up Page Up
Go to the same day of the week in the next page Page Down Page Down
     
Date Navigator Outlook 2010, 2013 Outlook 2016
Go to the first day of the current week Alt + Home Alt + Home
Go to the last day of the current week Alt + End Alt + End
Go to the same day in the previous week Alt + Up Arrow Alt + Up Arrow
Go to the same day in the next week Alt + Down Arrow Alt + Down Arrow

 

Was this information helpful? Please don't forget to share your feedback. In case I missed any shortcut to list here, drop a line below and I will add it over here. Thank you. Have a great day ahead.

 

 


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