outlook shortcuts Flashcards
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
Search 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
Search Use Advanced Find.
Ctrl+Shift+F
Create a Search Folder.
Ctrl+Shift+P
Search Search for text within an open item.
F4
Search 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
Open the Flag for Follow Up dialog box to assign a flag.
Ctrl+Shift+G
Delete the selected category from the list in the Color Categories dialog box.
Alt+D
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
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
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
Mail 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
Mail Post to a folder.
Ctrl+ Shift+S
Mail 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
Mail Find or replace.
F4
Mail Find next.
Shift+F4
Mail Send.
Ctrl+Enter
Mail Print.
Ctrl+P
Mail Forward.
Ctrl+F
Forward as attachment.
Ctrl+Alt+F
Mail Show the properties for the selected item.
Alt+Enter
Mail Create a multimedia message
Ctrl+Shift+U
Mail Mark for Download.
Ctrl+Alt+M
Mail Clear Mark for Download.
Ctrl+Alt+U
Mail Display Send/Receive progress.
Ctrl+B (when a Send/Receive is in progress)
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
Calendar Forward an appointment or meeting.
Ctrl+F
Calendar Reply to a meeting request with a message.
Ctrl+R
Calendar 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
Calendar 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
People Dial a new call.
Ctrl+Shift+D
People Find a contact or other item (Search).
F3 or Ctrl+E
People Enter a name in the Search Address Books box.
F11
People In Table or List view of contacts, go to first contact that starts with a specific letter.
Shift+letter
People Select all contacts.
Ctrl+A
People 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
People Print.
Ctrl+P
Update a list of contact group members.
F5
People Go to a different folder.
Ctrl+Y
Open the Address Book.
Ctrl+Shift+B
People 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
In the Electronic Business Cards dialog box Open the Add list.
Alt+A
In the Electronic Business Cards dialog box Select text in Label box when the field with a label assigned is selected.
Alt+B
In the Electronic Business Cards dialog box Open the Add Card Picture dialog box.
Alt+C
In the Electronic Business Cards dialog box Place cursor at beginning of Edit box.
Alt+E
In the Electronic Business Cards dialog box Select the Fields box.
Alt+F
In the Electronic Business Cards dialog box Select the Image Align drop-down list.
Alt+G
In the Electronic Business Cards dialog box Select color palette for background.
Alt+K, then Enter
In the Electronic Business Cards dialog box Select Layout drop-down list.
Alt+L
In the Electronic Business Cards dialog box Remove a selected field from the Fields box.
Alt+R
Accept a task request.
Alt+C
Decline a task request.
Alt+D
Find a task or other item.
Ctrl+E
Tasks 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
Tasks Open selected item.
Ctrl+O
Tasks Print selected item.
Ctrl+P
Tasks Select all items.
Ctrl+A
Tasks Delete selected item.
Ctrl+D
Forward a task as an attachment.
Ctrl+F
Create a task request.
Ctrl+Shift+Alt+U
Tasks Switch between the Folder Pane, Tasks list, and To-Do Bar.
Tab or Shift+Tab
Tasks Undo last action.
Ctrl+Z
Tasks Flag an item or mark complete.
Insert
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
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
Edit a URL in the body of an item.
Hold down Ctrl and click the mouse button.
Insert a hyperlink.
Ctrl+K
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
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
Open Visual Basic Editor.
Alt+F11
Play macro.
Alt+F8
Create an Office InfoPath form.
Click in an InfoPath folder, and then Ctrl+N.
Choose a Microsoft InfoPath form.
Ctrl+Shift+Alt+T
Table view Open an item.
Enter
Table view Select all items.
Ctrl+A
Table view Go to the item at the bottom of the screen.
Page Down
Table view Go to the item at the top of the screen.
Page Up
Table view Extend or reduce the selected items by one item.
Shift+Up Arrow or Shift+Down Arrow, respectively
Table view Go to the next or previous item without extending the selection.
Ctrl+Up Arrow or Ctrl+Down Arrow, respectively
Table view Select or cancel selection of the active item.
Ctrl+Spacebar
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
Calendar Day/Week/Month view View from 1 through 9 days.
Alt+key for number of days
Calendar Day/Week/Month view View 10 days.
Alt+0 (zero)
Calendar Day/Week/Month view Switch to weeks.
Alt+Minus Sign
Calendar Day/Week/Month view Switch to months.
Alt+=
Calendar Day/Week/Month view Move between Calendar, TaskPad, and the Folder List.
Ctrl+Tab or F6
Calendar Day/Week/Month view Select the previous appointment.
Shift+Tab
Calendar Day/Week/Month view Go to the previous day.
Left Arrow
Calendar Day/Week/Month view Go to the next day.
Right Arrow
Calendar Day/Week/Month view Go to the same day in the next week.
Alt+Down Arrow
Calendar Day/Week/Month view Go to the same day in the previous week.
Alt+Up Arrow
Day view Select the time that begins your work day.
HOME
Day view Select the time that ends your work day.
END
Day view Select the previous block of time.
Up Arrow
Day viewSelect the next block of time.
Down Arrow
Day view Select the block of time at the top of the screen.
Page Up
Day view Select the block of time at the bottom of the screen.
Page Down
Day view Extend or reduce the selected time.
Shift+Up Arrow or Shift+Down Arrow, respectively
Day view Move an appointment up or down.
With the cursor in the appointment, Alt+Up Arrow or Alt+Down Arrow, respectively
Day view 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 Go to the start of work hours for the selected day.
Home
Week view Go to the end of work hours for the selected day.
End
Week view Go up one page view in the selected day.
Page Up
Week view Go down one page view in the selected day.
Page Down
Week view 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 Go to the first day of the week.
Home
Month view Go to the same day of the week in the previous page.
Page Up
Month view Go to the same day of the week in the next page.
Page Down
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
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 to the next field and control.
Tab
Move to the previous field and control.
Shift+Tab
Close the active card.
Enter
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
Timeline view (Tasks) Select the previous item.
Left Arrow
Timeline view (Tasks) Select the next item.
Right Arrow
Timeline view (Tasks) Select several adjacent items.
Shift+Left Arrow or Shift+Right Arrow
Timeline view (Tasks) Select several nonadjacent items.
Ctrl+Left Arrow+Spacebar or Ctrl+Right Arrow+Spacebar
Timeline view (Tasks) Open the selected items.
Enter
Timeline view (Tasks) Select the first item on the timeline (if items are not grouped) or the first item in the group.
Home
Timeline view (Tasks) Select the last item on the timeline (if items are not grouped) or the last item in the group.
End
Timeline view (Tasks) Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group.
Ctrl+Home
Timeline view (Tasks) Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group.
Ctrl+End
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
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
