Keyboard shortcuts - HowTo-Outlook | HowTo-Outlook

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Outlook has many keyboard shortcuts which allows you to execute commands without using your mouse or touchpad. By using keyboard shortcuts, you can achieve repetitive tasks more quickly. As there are a lot of keyboard shortcuts available in Outlook, they have been divided into the following sections. Outlook program icon shortcuts Navigating the main Outlook interface Switch Navigation Pane selection Browsing folders Cycling through the panes, sections and fields Toggling Panes Navigating the Ribbon, Menus and Toolbars Navigating through text and item lists Making selections and moving items Creating new items General item actions Messages Reading Send/Receive Composing and Item Formatting Calendar Contacts Tasks Notes Journal Search Miscellaneous More keyboard shortcuts and customization information

Outlook program icon shortcuts

These keys need to be pressed and held down when clicking on the Outlook shortcut in for instance the Start Menu or Taskbar. Start Outlook in Safe Mode Start Outlook as an Administrator (Windows 7 only) Open a new Outlook window when Outlook is already running (Windows 7 only) Cycle through open Outlook windows (Windows 7 only) CTRL+CLICK CTRL+SHIFT+CLICK SHIFT+CLICK CTRL+CLICK

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Navigating the main Outlook interface

The shortcuts below will allow you to browse through the main Outlook window. Switch Navigation Pane selection Mail Navigation Calendar Navigation Contacts Navigation Tasks Navigation Notes Navigation Folder List Navigation Shortcuts Navigation Journal Navigation Browsing folders Select Inbox folder Select Outbox folder Folder picker dialog Open Address Book Expand selected folder or group Expand subfolders of selected folder Collapse selected folder or group Expand all groups in view Collapse all groups in view Previous folder selection Next folder selection (when previous has been used) Refresh view Cycling through the panes, sections and fields Cycle through the main Outlook panes Cycle backwards through the main Outlook panes Cycle through the smaller Outlook panes and fields Cycle backwards through the smaller Outlook panes and fields F6 SHIFT+F6 TAB SHIFT+TAB CTRL+SHIFT+I CTRL+SHIFT+O CTRL+SHIFT+Y CTRL+ALT+B RIGT ARROW (or + on Num Pad) * (on Num Pad) LEFT ARROW (or on Num Pad) CTRL++ (on Num Pad) CTRL+ (on Num Pad) ALT+LEFT ALT+RIGHT F5 CTRL+1 CTRL+2 CTRL+3 CTRL+4 CTRL+5 CTRL+6 CTRL+7 CTRL+8

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Cycle through items and fields in the Reading Pane Cycle backwards through items and fields in the Reading Pane Select the InfoBar or Mail Tip of a message

CTRL+TAB CTRL+SHIFT+TAB CTRL+SHIFT+W

Tip! Arrow keys can be used to "walk" within a pane. Use ENTER to execute the selected action.

Toggling Panes
By repeatedly pressing the keyboard shortcuts below, you can show or hide the corresponding pane. The Navigation Pane and the ToDo Bar also have a "minimized" state. Ribbon Navigation Pane To-Do Bar CTRL+F1 ALT+F1 ALT+F2

Navigating the Ribbon, Menus and Toolbars

The below ALT combinations arent actual keyboard shortcuts but a great help when you do not want to use a mouse and do not know the keyboard shortcut or when there simply isnt a keyboard shortcut for the command. They basically allow you to browse the Ribbon, Menus and Toolbars like you would normally do with a mouse but then via your keyboard. ALT commands in menus, toolbars and forms will show an underlined character which you need to press together with the ALT button. You can also press and release the ALT button and then use the ARROW keys to "walk" through the menus instead.

Hold the ALT button and type any of the underlined characters to execute the command. ALT commands in the Ribbon and in Backstage (when pressing File in Outlook 2010) will show a letter in a tooltip. You can press and let go of the ALT key and then simply type the letter in the tooltip to activate it or to navigate the Ribbon or in Backstage.

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After typing the letter to activate the correct tab, new letters will show up to execute commands. Tip! While the classic File menu has changed to the Office Menu or Office Orb in Office 2007 and the File screen or Backstage in Outlook 2010, its shortcut luckily never changed; use ALT+F to activate it.

Note: Unlike most of the other keyboard shortcuts listed in this guide the above ALT+letter keyboard shortcuts are highly depended on the language of Office that you have installed and thus not the same for all localized versions of Office programs.

Navigating through text and item lists

Up one line of text or item Down one line of text or item Right one character of text or item Left one character of text or item Up one paragraph Down one paragraph Right one word Left one word Delete previous word Delete next word Up one screen Down one screen To start of current line To end of current line To top of document UP ARROW DOWN ARROW RIGHT ARROW LEFT ARROW CTRL+UP ARROW CTRL+DOWN ARROW CTRL+RIGHT ARROW CTRL+LEFT ARROW CTRL+BACKSPACE CTRL+DELETE PAGE UP PAGE DOWN HOME END CTRL+HOME

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To end of document

CTRL+END

Tip! Most of the above key and combinations can also be used to navigate through the message list and views in other folders. For instance, the arrow keys are great for making selections in the Calendar folder.

Making selections and moving items

Select All Selecting adjacent items Selecting non-adjecent items (to add highlighted item to current selection) Delete selection Copy selected items or text Cut selected items or text Paste copied or cut items or text Paste Special (text only) Copy format/Format Painter (text only) Copy text (alternative option) Paste text (alternative option) Move to Other Folder (selected items only) Copy to folder (selected items only) Undo Redo CTR+A SHIFT+nav command CTRL+nav command+ SPACEBAR DELETE CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+SHIFT+C CTRL+INSERT (more info) INSERT (more info) CTRL+SHIFT+V CTRL+SHIFT+Y CTRL+Z CTRL+Y Tip! As an alternative to using navigation commands to make your selection, you can also hold SHIFT and click on the first and last item of your selection or hold CTRL and click on all the items that you wish to select.

Creating new items

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New item for currently selected folder (when in a email folder it will create a new email, when in the Calendar it will create a new appointment, etc) New Appointment New Contact New Call (no longer works in Outlook 2010) New Folder New Office Document New Journal entry New Journal entry for selected item New Task New Distribution list New Message New Note New Search Folder New Meeting Request New Post New Text Message (SMS) (Outlook 2010) (requires mobile service/messaging account) New InfoPath Form (requires InfoPath) (Outlook 2007) New InfoPath Form (requires InfoPath) (Outlook 2010) New Task Request (Outlook 2007 and previous) New Task Request (Outlook 2010) New Multimedia Message (MMS) (Outlook 2010) (requires mobile service/messaging account) New Internet Fax (requires Fax service) Reply to selected item Reply to All for selected item Reply to Post in current folder Forward selected item(s) Forward as attachment

CTRL+N

CTRL+SHIFT+A CTRL+SHIFT+C CTRL+SHIFT+D CTRL+SHIFT+E CTRL+SHIFT+H CTRL+SHIFT+J CTRL+J CTRL+SHIFT+K CTRL+SHIFT+L CTRL+SHIFT+M CTRL+SHIFT+N CTRL+SHIFT+P CTRL+SHIFT+Q CTRL+SHIFT+S CTRL+SHIFT+T CTRL+SHIFT+T CTRL+ALT+SHIFT+T CTRL+SHIFT+U CTRL+ALT+SHIFT+U CTRL+SHIFT+U CTRL+SHIFT+X CTRL+R CTRL+SHIFT+R CTRL+T CTRL+F CTRL+ALT+F

General item actions

Save CTRL+S or

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SHIFT+F12 Save as Send/Save and close Close Close item window or cancel dialog Print Delete Copy to folder Move to folder Message properties or Item properties F12 ALT+S ALT+F4 ESC CTRL+P DELETE (or DEL or CTRL+D) CTRL+SHIFT+Y CTRL+SHIFT+V ALT+ENTER

Check names in address fields and resolve them against the Address Book CTR+K (or CTRL+M for some localized versions) Check the spelling and grammar Move to next spelling or grammar mistake Open Dictionary/Translate Pane Open the Research Pane Open the Thesaurus Research Pane Note: Several of the commands listed above may not work for Note items. F7 ALT+F7 ALT+SHIFT+F7 ALT+CLICK SHIFT+F7

Messages Reading
Mark as Read Mark as Unread Flag for Follow Up Quick Flag Display blocked content (download pictures from the Internet) Show Infobar options or Mail Tip Ignore/stop ignoring a conversation (Outlook 2010) Mark a junked message as Not Junk Select next item/message (when message is open in its own window) CTRL+ENTER or CTRL+Q CTRL+U CTRL+SHIFT+G INSERT CTRL+SHIFT+I CTRL+SHIFT+W CTRL+DEL CTRL+ALT+J CTRL+>

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Select previous item (when message is open in its own window)

CTRL+<

Reading Pane Page down (can also advance to next message with "Single SPACEBAR key reading" enabled) (more info) Reading Pane Page up Open a selected message SHIFT+SPACEBAR CTRL+O or ENTER

Messages Send/Receive
Check for new messages Open Send/Receive settings dialog Mark to download messages Unmark selected headers F9 or CTRL+M CTRL+ALT+S CTRL+ALT+M CTRL+ALT+U

Message Composing and Item Formatting

Send message (can be disabled) Show/hide formatting and hidden text (like dots for spaces and pilcrow signs for paragraphs ) Show/hide field codes Reveal Formatting Pane Bring up Font Formatting dialog Set the paragraph style to Normal (tab Format Text) Set the Paragraph style to Heading 1 Set the Paragraph style to Heading 2 Set the Paragraph style to Heading 3 Create a bulleted list Select Symbol font Apply Styles dialog Show Styles Task Pane Erase formatting Copy formatting/Format Painter Paste Special Text Bold (can be different for some localized versions) Text Italic (can be different for some localized versions) CTRL+ENTER CTRL+SHIFT+8 ALT+F9 SHIFT+F1 CTRL+SHIFT+P or CTRL+D CTRL+SHIFT+N CTRL+ALT+1 CTRL+ALT+2 CTRL+ALT+3 CTRL+SHIFT+L CTRL+SHIFT+Q CTRL+SHIFT+S CTRL+SHIFT+ALT+S CTRL+SPACEBAR CTRL+SHIFT+C ALT+CTRL+V CTRL+B CTRL+I

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Text Underline (can be different for some localized versions) Text Subscript Text Superscript Text Decrease font size one predefined step Text Increase font size one predefined step Text Decrease font size one point Text - Increase font size one point Text Toggle between case options Text Change all text to uppercase/lowercase Text Highlight Align Text Left Align Text Right Align Text Center Align Text Justify Line Spacing 1 Line Spacing 1.5 Line Spacing 2 Line Spacing Add/Remove space before paragraph Increase Indent Decrease Indent Insert hyperlink Insert date Insert time Insert equation Insert number field (different from creating a list) Repeat editor action (type or format text) AutoComplete Building Block/Quick Part Create a new Building Block/Quick Part for selected text

CTRL+U CTRL+= CTRL+SHIFT++ CTRL+SHIFT+< CTRL+SHIFT+> CTRL+[ CTRL+] SHIFT+F3 CTRL+SHIFT+A CTRL+ALT+H CTRL+L CTRL+R CTRL+E CTRL+J CTRL+1 CTRL+5 CTRL+2 CTRL+0 CTRL+T or CTRL+M CTRL+SHIFT+T or CTRL+SHIFT+M CTRL+K ALT+SHIFT+D ALT+SHIFT+T ALT+= CTRL+ALT+L CTRL+Y F3 (more info) ALT+F3

Note: Several of these commands will require you to set Word as the email editor when using Outlook 2003 or previous. This can be set via; Tools> Options> tab Mail Format

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Calendar
Show 1 day Show 2 days side-by-side Show 3 days side-by-side Show 4 days side-by-side Show 5 days side-by-side Show 6 days side-by-side Show 7 days side-by-side Show 8 days side-by-side Show 9 days side-by-side Show 10 days side-by-side Single day view Work week view Full week view Month view Schedule view (outlook 2010 only) Swith between Calendar, TaskPad/Daily Task List and Navigation Pane Go to begin of day Go to end of day Go to begin of working day Go to end of working day Go to next day Go to previous day Go to next week/move selected item to next week Go to previous week/move selected item to previous week Go to beginning of week Go to end of week Go to next month Go to previous month Go to next appointment Go to previous appointment Go to specific date Set an Appointment Recurrence (when item is opened) ALT+1 ALT+2 ALT+3 ALT+4 ALT+5 ALT+6 ALT+7 ALT+8 ALT+9 ALT+0 CTRL+ALT+1 CTRL+ALT+2 CTRL+ALT+3 CTRL+ALT+4 CTRL+ALT+5 F6 CTRL+HOME CTRL+END HOME END RIGT ARROW LEFT ARROW ALT+DOWN ARROW ALT+UP ARROW ALT+HOME ALT+END ALT+PAGE DOWN ALT+PAGE UP CTRL+> CTRL+< CTRL+G CTRL+G

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Tip! In addition to the above shortcuts you can also use text based shortcuts to fill out time and date fields. For exact workings see; Quickly set dates with formulas and text

Contacts
Open web page of selected contact Display the first email address in an opened contact form Display the second email address in an opened contact form Display the third email address in an opened contact form Open the Check Address dialog in an opened contact form Search in the Address Book (Find a Contact) CTRL+SHIFT+X ALT+SHIFT+1 ALT+SHIFT+2 ALT+SHIFT+3 ALT+D F11

Note: Additional commands related to contacts can also be found in the Creating new items, Message Composing and item formatting and Navigating sections.

Tasks
Set a Task Recurrence (when item is opened) Flag or Mark as Complete CTRL+G INSERT

Notes
There are no specific Notes keyboard shortcuts but commands related to Note items can be founded in the Creating new items and Navigating sections.

Journal
There are no specific Journal keyboard shortcuts but commands related to Journal items can be founded in the Creating new items, Message Composing and item formatting and Navigating sections. If your Journal view is set to a Calendar view, then you can also use several of the keyboard shortcuts mentioned in the Calendar section.

Search

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Start a new search Include subfolders of currently select folders in search (Outlook 2010) Search in all Mail folders Expand Search Query Builder (Outlook 2007) Computer wide search (Outlook 2007) Close Search/Reset results Advanced Find Search in the Address Book (Find a Contact) New Search Folder Search specific text within an opened item Find next instance of specific text within an opened item Find and Replace specific text within an opened item Open "Find and Replace" dialog on the "Go To" tab

CTRL+E or F3 CTRL+ALT+Z CTRL+ALT+A CTRL+ALT+W CTRL+ALT+K ESC CTRL+SHIFT+F F11 CTRL+SHIFT+P F4 SHIFT+F4 CTRL+H F5

Miscellaneous
Help Execute macros Open VBA Editor Save Form Design Save Form Data Expand lists (when you have selection a drop down list selected) Zoom In/Out (when the focus is inside the body of a message -either in the Reading Pane or opened in its own window) Split window of editor Add review comment Mail Merge check (in Word) Mail Merge Edit Data Source (in Word) Mail Merge to Doc (in Word) Mail Merge to Printer (in Word) Reveal character code for last typed character F1 ALT+F8 ALT+F11 CTRL+ALT+SHIFT+F12 CTRL+SHIFT+F11 F4 Hold CTRL and scroll the wheel of your mouse ALT+CTRL+S CTRL+ALT+M ALT+SHIFT+K ALT+SHIFT+E ALT+SHIFT+N ALT+SHIFT+M ALT+X

More keyboard shortcuts

In addition to the formatting keyboard shortcuts, there are also Keyboard shortcuts for

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international characters. Disabling shortcuts via Group Policy or the Office Customization Tool; Outlook 2003 (scroll down to the section; Disabling shortcut keys) Outlook 2007 Outlook 2010 Last modified: January 19, 2011 Copyright HowTo-Outlook 2003-2012. All rights reserved. Microsoft and Microsoft logo's are trademarks of Microsoft Corporation.

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