Keyboard Shortcuts for Outlook

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Many users find that using an external keyboard with keyboard shortcuts for Outlook on Windows helps them work more efficiently. For users with mobility or vision disabilities, keyboard shortcuts can be easier than using the touchscreen and are an essential alternative to using a mouse. This article itemizes the keyboard shortcuts for Outlook on Windows.

Notes:

  • The shortcuts in this topic refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard.
  • If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).
2016, 201320102007

Get these keyboard shortcuts in a Word document at this link: Outlook 2016 for Windows keyboard shortcuts.

In this topic

Frequently used shortcuts

To do this Press
Close Escape or Enter
Go to Home tab Alt+H
New message Ctrl+Shift+M
Send Alt+S
Insert file Alt+N, A, F
New task Ctrl+Shift+K
Delete Delete (when a message, task, or meeting is selected)
Search Ctrl+E Alt+H, R, P
Reply Alt+H, R, P
Forward Alt+H, F, W
Reply All Alt+H, R, A
Copy Ctrl+C or Ctrl+Insert

Note: Ctrl+Insert is not available in the Reading pane.

Send/Receive Alt+S, S
Go to calendar Ctrl+2
Create appointment Ctrl+Shift+A
Move to folder Alt+H, M, V, select folder from list
Attachment SaveAs Alt+JA, A, S

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Basic navigation

To do this Press
Switch to Mail view Ctrl+1
Switch to Calendar view Ctrl+2
Switch to Contacts view Ctrl+3
Switch to Tasks view Ctrl+4
Switch to Notes Ctrl+5
Switch to Folder list in the Folder pane Ctrl+6
Switch to Shortcuts Ctrl+7
Switch to next open message Ctrl+Period
Switch to previous open message 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 The Tab key
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 The Left Arrow key or the Right Arrow key, respectively
Go back to previous view in the main Outlook window Alt+B or Alt+Left Arrow
Go forward to next view in the main Outlook window Alt+Right Arrow
Select the InfoBar and, if available, show the menu of commands Ctrl+Shift+W

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Search

To do this Press
Find a message or other item Ctrl+E
Clear the search results Esc
Expand the search to include All Mail ItemsAll Calendar Items, or All Contact Items, depending on the module you are in Ctrl+Alt+A
Use Advanced Find Ctrl+Shift+F
Create a Search folder Ctrl+Shift+P
Search for text within an open item F4
Find and replace text, symbols, or some formatting commands when in the Reading pane or in 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 Flags Ctrl+Alt+Z

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Flags

To do this Press
Open the Flag for Follow Up dialog box to assign a flag Ctrl+Shift+G

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Color categories

To do this Press
Delete the selected category from the list in the Color categories dialog box Alt+D

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Create an item or file

To do this Press
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 an Office document Ctrl+Shift+H
Post to the selected folder Ctrl+Shift+S
Post a reply in the selected folder Ctrl+T
Create a Search folder Ctrl+Shift+P
Create a task Ctrl+Shift+K

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Commands in most views

To do this Press
Save (except in Tasks view) Ctrl+S or Shift+F12
Save and close (except in Mail view) Alt+S
Save as (only in Mail view) 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, in all views except Mail or Icon F2
Left align text Ctrl+L
Center text Ctrl+E
Right align text Ctrl+R

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Mail

To do this Press
Switch to Inbox Ctrl+Shift+I
Switch to Outbox Ctrl+Shift+O
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
Post to a folder Ctrl+Shift+S
Apply Normal style Ctrl+Shift+N
Check for new messages Ctrl+M or F9
Go to the previous message The Up Arrow key
Go to the next message The Down Arrow key
Create a message (when in Mail view) 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 MailTip in the selected message Ctrl+Shift+W
Find or replace F4
Find next Shift+F4
Send Ctrl+Enter
Print Ctrl+P
Forward Ctrl+F
Forward as attachment Ctrl+Alt+F
Show the properties for the selected item Alt+Enter
Mark for download Ctrl+Alt+M
Check Mark for download status Ctrl+Alt+U
Display Send/Receive progress Ctrl+B (when a Send/Receive is in progress)

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Calendar

To do this Press
Create an appointment (when in the Calendar view) Ctrl+N
Create an appointment (in any Outlook view) Ctrl+Shift+A
Create a meeting request Ctrl+Shift+Q
Forward an appointment or meeting
Reply to a meeting request with a message
Reply All to a meeting request with a message
Show one day in the calendar Alt+1
Show two days in the calendar Alt+2
Show three days in the calendar Alt+3
Show four days in the calendar Alt+4
Show five days in the calendar Alt+5
Show six days in the calendar Alt+6
Show seven days in the calendar Alt+7
Show eight days in the calendar Alt+8
Show nine days in the calendar Alt+9
Show 10 days in the calendar Alt+0
Go to a date Ctrl+G
Switch to Month view Alt+Equal 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

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People

To do this Press
Dial a new call Ctrl+Shift+D
Find a contact or other item (Search) F3 or Ctrl+E
Enter a name in the Search Address Books box F11
In Table or List view of contacts, go to the first contact that starts with a specific letter Shift+letter
Select all contacts Ctrl+A
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
Print Ctrl+P
Update a list of contact group members F5
Go to a different folder Ctrl+Y
Open the Address Book Ctrl+Shift+B
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

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People: in the Electronic Business Cards dialog box

To do this Press
Open the Add list Alt+A
Select text in the Label box when the field with a label assigned is selected Alt+B
Open the Add Card Picture dialog box Alt+C
Place cursor at beginning of the Edit box Alt+E
Select the Fields box Alt+F
Select the Image Align drop-down box Alt+G
Select the color palette for the background Alt+K, Enter
Select the Layout drop-down box Alt+L
Remove a selected field from the Fields box Alt+R

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Tasks

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

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Format text

To do this Press
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+Right bracket or Ctrl+Shift+Greater-than sign
Decrease font size Ctrl+Left bracket or Ctrl+Shift+Less-than sign
Cut Ctrl+X or Shift+Delete
Copy Ctrl+C or Ctrl+Insert

Note: Ctrl+Insert is not available in the Reading pane

Paste Ctrl+V or Shift+Insert
Clear formatting Ctrl+Shift+Z or Ctrl+Spacebar
Delete the next word Ctrl+Shift+H
Justify text (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

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Add web information to items

To do this Press
Insert or edit a hyperlink in the body of an item Ctrl+K

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Printing

To do this Press
Open the Print tab in Backstage view Alt+F, P
Print an item from an open window Alt+F, P, F, and then 1
Open the Page Setup dialog box from Print view Alt+S or Alt+U
Select a printer from Print view Alt+F, P, and then I
Open the Print Options dialog box Alt+F, P, and then R

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Send/Receive

To do this Press
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

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Visual Basic Editor

To do this Press
Open Visual Basic Editor Alt+F11

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Macros

To do this Press
Play macro Alt+F8

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Forms

To do this Press
Create an InfoPath form Place the focus on an InfoPath folder, and then press Ctrl+N
Close an InfoPath form Ctrl+Shift+Alt+T

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Views: Table view

To do this Press
para para
para para
Go to the item at the bottom of the screen Page Down
Go to the item at the top of the screen Page Up
Extend or reduce the selected items by one item Shift+Up Arrow or Shift+Down Arrow
Go to the next or previous item without extending the selection Ctrl+Up Arrow or Ctrl+Down Arrow
Select or cancel selection of the active item Ctrl+Spacebar

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Views: With a group selected

To do this Press
Expand a single selected group The Right Arrow key
Collapse a single selected group The Left Arrow key
Select the previous group The Up Arrow key
Select the next group The Down Arrow key
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 The Right Arrow key

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Views: Calendar day/week/month view

To do this Press
View from one through nine days Alt+key for number of days
View 10 days Alt+0 (zero)
Switch to Week view Alt+Minus sign
Switch to Month view Alt+Equal sign
Move between Calendar view, TaskPad, and the Folder list Ctrl+Tab or F6
Select the previous appointment Shift+Tab
Go to the previous day The Left Arrow key
Go to the next day The Right Arrow key
Go to the same day in the next week Alt+Down Arrow
Go to the same day in the previous week Alt+Up Arrow

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Views: Single day view

To do this Press
Select the time that begins your work day Home
Select the time that ends your work day End
Select the previous block of time The Up Arrow key
Select the next block of time The Down Arrow key
Select the block of time at the top of the screen Page Up
Select the block of time at the bottom of the screen Page Down
Extend or reduce the selected time Shift+Up Arrow or Shift+Down Arrow, respectively
Move an appointment up or down With the cursor in the appointment, press Alt+Up Arrow or Alt+Down Arrow, respectively
Change an appointment’s start or end time With the cursor in the appointment, press 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

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Views: Week view

To do this Press
Go to the start of work hours for the selected day Home
Go to the end of work hours for the selected day End
Go up one page view in the selected day Page Up
Go down one page view in the selected day 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

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Views: Month view

To do this Press
Go to the first day of the week Home
Go to the same day of the week in the previous page Page Up
Go to the same day of the week in the next page Page Down

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Date Navigator

To do this Press
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

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Business cards or Address view

To do this Press
Select a specific card in the list Type one or more letters of the name that the card is filed under, or type the name of the field you are sorting by
Select the previous card The Up Arrow key
Select the next card The Down Arrow key
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 The Right Arrow key
Select the closest card in the previous column The Left Arrow key
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

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Business cards: Move between fields in an open card

To use the following keys, make sure that a field in a card is selected.

To do this Press
Move to the next field and control The Tab key
Move to the previous field and control Shift+Tab
Close the active card Enter or Escape

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Business cards: Move between characters in a field

To use the following keys, make sure that a field in a card is selected or that the focus is located in the field.

To do this Press
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 The Up Arrow key
Move to the next line in a multiline field The Down Arrow key
Move to the previous character in a field The Left Arrow key
Move to the next character in a field The Right Arrow key

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Timeline view (Tasks): When an item is selected

To do this Press
Select the previous item The Left Arrow key
Select the next item The Right Arrow key
Select multiple adjacent items Shift+Left Arrow or Shift+Right Arrow
Select multiple nonadjacent items Ctrl+Left Arrow+Spacebar or Ctrl+Right Arrow+Spacebar
Open the selected items Enter
Select the first item on the timeline (if items are not grouped) or the first item in the group Home
Select the last item on the timeline (if items are not grouped) or the last item in the group End
Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group Ctrl+Home
Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group Ctrl+End

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Timeline view (Tasks): When a group is selected

To do this Press
Expand the group Enter or Right Arrow
Collapse the group Enter or Left Arrow
Select the previous group The Up Arrow key
Select the next group The Down Arrow key
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 The Right Arrow key

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Timeline view (Tasks): When a unit of time on the time scale for days is selected

To do this Press
Move back in increments of time that are the same as those shown on the time scale The Left Arrow key
Move forward in increments of time that are the same as those shown on the time scale The Right Arrow key
Switch between active view, the To-Do bar, Search, and back to active view The Tab key and Shift+Tab

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See also

Learn how to navigate in Outlook using accessibility features

Basic tasks using a screen reader with email in Outlook

Basic tasks using a screen reader with the calendar in Outlook

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.