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Microsoft Outlook

A visual cheat-sheet for the 210 keyboard shortcuts found in Microsoft Outlook

#Keyboard Shortcuts

#Frequently used

Shortcut Action
Esc Close
Alt H Go to Home tab
Ctrl Shift M New message
Alt S Send
Alt N Insert file
Ctrl Shift K New task
Delete Delete
Ctrl E Search
Ctrl R Reply
Ctrl F Forward
Ctrl Shift R Reply all
Ctrl C Copy
Alt S Send/Receive
Ctrl 2 Go to calendar
Ctrl Shift A Create appointment
Alt H M, V Move to folder
Alt J A Attachment Save As

#Basic navigation

Shortcut Action
Ctrl 1 Switch to Mail view
Ctrl 2 Switch to Calendar view
Ctrl 3 Switch to Contacts view
Ctrl 4 Switch to Tasks view
Ctrl 5 Switch to Notes
Ctrl 6 Switch to Folders list in the Folder pane
Ctrl 7 Switch to Shortcuts
Ctrl . Switch to next open message
Ctrl , Switch to previous open message
Ctrl Shift Tab Move between Folder/Outlook/Reading/To-Do
Ctrl Tab Move around message header lines in the Folder pane
Arrows Move around within the Folder pane
Ctrl Y Go to a different folder
Ctrl E Go to the Search box
Alt Up In the Reading pane, go to the previous message
Space In the Reading pane, page down through text
Shift Space In the Reading pane, page up through text
Left/Right Collapse or expand a group in the email message list
Alt B/Left Go back to previous view in the main Outlook window
Alt Right Go forward to next view in the main Outlook window
Ctrl Shift W Select the InfoBar and, if available, show menu of commands
Shortcut Action
Ctrl E Find a message or other item
Esc Clear the search results
Ctrl Alt A Expand the search to include all items in module you are in
Ctrl Shift F Use Advanced Find
Ctrl Shift P Create a Search folder
F4 Search for text within an open item
Ctrl H Find and replace text/symbols in Reading pane
Ctrl Alt K Expand search to include items from the current folder
Ctrl Alt Z Expand search to include subfolders

#Create an item or file

Shortcut Action
Ctrl Shift A Create an appointment
Ctrl Shift C Create a contact
Ctrl Shift L Create a contact group
Ctrl Shift X Create a fax
Ctrl Shift E Create a folder
Ctrl Shift Q Create a meeting request
Ctrl Shift M Create a message
Ctrl Shift N Create a note
Ctrl Shift H Create an Office document
Ctrl Shift S Post to the selected folder
Ctrl T Post a reply in the selected folder
Ctrl Shift P Create a Search folder
Ctrl Shift K Create a task

#Commands in most views

Shortcut Action
Ctrl S Save (except in Tasks view)
Alt S Save and close (except in Mail view)
F12 Save as (only in Mail view)
Ctrl Z Undo
Ctrl D Delete an item
Ctrl P Print
Ctrl Shift Y Copy an item
Ctrl Shift V Move an item
Ctrl K Check names
F7 Check spelling
Ctrl Shift G Flag for follow-up
Ctrl F Forward
Alt S Send or post or invite all
F2 Enable editing in a field, all views except Mail/Icon
Ctrl L Left align text
Ctrl E Center text
Ctrl R Right align text

#Mail

Shortcut Action
Ctrl Shift I Switch to Inbox
Ctrl Shift O Switch to Outbox
Ctrl K Check names
Alt S Send
Ctrl R Reply to a message
Ctrl Shift R Replay All to a message
Ctrl Alt R Reply with meeting request
Ctrl F Forward a message
Ctrl Alt J Mark a message as not junk
Ctrl Shift I Display blocked external content
Ctrl Shift S Post to a folder
Ctrl Shift N Apply Normal style
Ctrl M Check for new messages
Up Go to the previous message
Down Go to next message
Ctrl N Create a message (in Mail view)
Ctrl Shift M Create a message (from any Outlook view)
Ctrl O Open a received message
Ctrl Shift D Delete and ignore a conversation
Ctrl Shift B Open the Address Book
Insert Add a Quick flag to an unopened message
Ctrl Shift G Display the Flag for follow up dialog box
Ctrl Q Mark as read
Ctrl U Mark as unread
Ctrl Shift W Open the MailTip in the selected message
F4 Find or replace
Shift F4 Find next
Ctrl Enter Send
Ctrl P Print
Ctrl F Forward
Ctrl Alt F Forward as attachment
Alt Enter Show the properties for the selected item
Ctrl Alt M Mark for download
Ctrl Alt U Check Mark for download status
Ctrl B Display Send/Receive progress

#Calendar

Shortcut Action
Ctrl N Create an appointment
Ctrl Shift A Create an appointment (any Outlook view)
Ctrl Shift Q Create a meeting request
Alt 1-0 Show 1-10 days in the calendar
Ctrl G Go to a date
Alt = Switch to Month view
Ctrl Right Go to the next day
Alt Down Go to the next week
Alt PgDown Go to the next month
Ctrl Left Go to the previous day
Alt Up Go to the previous week
Alt PgUp Go to the previous month
Alt Home Go to the start of the week
Alt End Go to the end of the week
Alt - Switch to Full Week view
Ctrl Alt 2 Switch to Work Week view
Ctrl , Go to previous appointment
Ctrl . Go to next appointment
Ctrl G Set up recurrence for an open appointment or meeting

#People

Shortcut Action
Ctrl Shift D Dial a new call
F3 Find a contact or other item
F11 Enter a name in the Search Address Books box
Shift (letter) In Table or List view of contacts, go to first contact with letter
Ctrl A Select all contacts
Ctrl F Create a message with selected contact as subject
Ctrl N Create a contact (when in Contacts)
Ctrl Shift C Create a contact (any Outlook view)
Ctrl O Open a contact form for the selected contact
Ctrl Shift L Create a contact group
Ctrl P Print
F5 Update a list of contact group members
Ctrl Y Go to a different folder
Ctrl Shift B Open the Address Book
Ctrl Shift F Use Advanced Find
Ctrl Shift . In an open contact, open the next contact listed
F11 Find a contact
Esc Close a contact
Ctrl Shift X Send a fax to the selected contact
Alt D Open the Check Address dialog box
Alt Shift 1-3 In contact form, display Email 1-3

#Tasks

Shortcut Action
Ctrl C Accept a task request
Ctrl D Decline a task request
Ctrl E Find a task or other item
Ctrl Y Open the Go to Folder dialog box
Ctrl N Create a task when in Tasks view
Ctrl Shift K Create a task (any Outlook view)
Ctrl O Open selected item
Ctrl P Print selected item
Ctrl A Select all items
Ctrl D Delete selected item
Ctrl F Forward a task as an attachment
Ctrl Shift Alt U Create a task request
Tab Switch between Folder/Tasks/To-Do
Ctrl Z Undo last action
Insert Flag an item or mark complete

#Format text

Shortcut Action
Alt O Display the Format menu
Ctrl Shift P Display the Font dialog box
Shift F3 Switch case (with text selected)
Ctrl Shift K Format letters as small capitals
Ctrl B Make letters bold
Ctrl Shift L Add bullets
Ctrl I Make letters italic
Ctrl T Increase indent
Ctrl Shift T Decrease indent
Ctrl L Left align
Ctrl E Center
Ctrl U Underline
Ctrl ] Increase font size
Ctrl [ Decrease font size
Ctrl X Cut
Ctrl C Copy
Ctrl V Paste
Ctrl Shift Z Clear formatting
Ctrl Shift H Delete the next word
Ctrl Shift J Justify text
Ctrl Shift S Apply styles
Ctrl T Create a hanging indent
Ctrl K Insert a hyperlink
Ctrl L Left align a paragraph
Ctrl R Right align a paragraph
Ctrl Shift T Reduce a hanging indent
Ctrl Q Remove paragraph formatting

#Add web information to items

Shortcut Action
Ctrl K Insert or edit a hyperlink in the body of an item

#Printing

Shortcut Action
Alt F, P Open the Print tab in Backstage view
Alt F, P, F Print an item from an open window
Alt S Open the Page Setup dialog box from Print view
Alt F, P, I Select a printer from Print view
Alt F, P, R Open the Print Options dialog box

#Send/Receive

Shortcut Action
F9 Start a send/receive for all defined groups
Shift F9 Start a send/receive for the current folder
Ctrl M Start a send/receive
Ctrl Alt S Define Send/Receive groups

#Visual Basic Editor

Shortcut Action
Alt F11 Open Visual Basic Editor

#Macros

Shortcut Action
Alt F8 Play macro

#Forms

Shortcut Action
Ctrl N Create an InfoPath form
Ctrl Shift Alt T Close an InfoPath form

#Flags

Shortcut Action
Ctrl Shift G Open the Flag for Follow Up dialog box

#Color categories

Shortcut Action
Alt D Delete the selected category from the list in the Color categories box

#Also see