Professional Documents
Culture Documents
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
1 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
2 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
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
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.
3 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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.
4 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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.
5 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
6 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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+>
7 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
8 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
9 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
10 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
11 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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
12 of 13
8/9/2012 8:57 AM
http://www.howto-outlook.com/howto/keyboardshortcuts.htm
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.
13 of 13
8/9/2012 8:57 AM