Shortcuts for Working with Outlook Items

To work with individual Outlook items such as messages, contacts, tasks, appointments, and notes, use any of the shortcuts shown in Table F.1.

Table F.1. Shortcuts for Outlook Items

Task	Shortcut
Cancel current operation	Esc
Expand selected group	+ (on the number pad)
Collapse selected group	- (on the number pad)
Open selected item	Enter
Move from item to item	Up arrow, Down arrow, Left arrow, Right arrow
Display address book	Ctrl+Shift+B
Dial	Ctrl+Shift+D
Use Advanced Find	Ctrl+Shift+F
Flag for follow-up	Ctrl+Shift+G
Create new office document	Ctrl+Shift+H
Next item (with item open)	Ctrl+Shift+>
Previous item (with item open)	Ctrl+Shift+<
Mark as read	Ctrl+Q
Reply to mail message	Ctrl+R
Reply all to mail message	Ctrl+Shift+R
Switch between panes (Navigation Pane, Message Area, and Reading Pane)	F6

Web Functionality Shortcuts

If you want to add hyperlinks or other Web functionality to an Outlook item, see Table F.2.

Table F.2. Web Shortcuts for Outlook Items

Task	Shortcut
Insert a hyperlink	Ctrl+K (Word as email editor)

Formatting Shortcuts

Outlook's default format is HTML. The shortcuts in Table F.3 help you apply formatting to selected text when composing HTML or rich text mail items. These shortcuts also work with Word as the email editor.

Table F.3. Shortcuts for Formatting Text

Task	Shortcut
Bold	Ctrl+B
Add bullets	Ctrl+Shift+L
Center	Ctrl+E
Italicize	Ctrl+I
Increase indent	Ctrl+M
Decrease indent	Ctrl+Shift+M
Left align	Ctrl+J
Underline	Ctrl+U
Increase font size	Ctrl+]
Decrease font size	Ctrl+[
Clear formatting	Ctrl+Shift+Z or Ctrl+Spacebar

Shortcuts for Creating Outlook Items

You can create Outlook items using the keyboard shortcuts listed in Table F.4.

Table F.4. Shortcuts for Creating Outlook Items

Task	Shortcut
Create an appointment	Ctrl+Shift+A
Create a contact	Ctrl+Shift+C
Create a folder	Ctrl+Shift+E
Create a journal entry	Ctrl+Shift+J
Create a distribution list	Ctrl+Shift+L
Create a message	Ctrl+Shift+M
Create a meeting request	Ctrl+Shift+Q
Create a note	Ctrl+Shift+N
Create a task	Ctrl+Shift+K
Post in this folder	Ctrl+Shift+S
Create a task request	Ctrl+Shift+U

Outlook Menu Keyboard Shortcuts

Almost every menu option in Outlook has a related keyboard shortcut. To access the menu, hold the Alt key while pressing the underlined character in the name of the menu item. You can use this same method to shift focus to any text box, drop-down box, or check box in a dialog box. Some of the most common menu shortcuts are listed in Table F.5.

Table F.5. Common Menu Shortcuts

Task	Shortcut
Save	Ctrl+S or Shift+F12
Save and close (contact, appointment, journal, and task items)	Alt+S
Send (mail item using default account)	Alt+S
Save as	F12
Go to folder	Ctrl+Y
Go to Inbox folder	Ctrl+Shift+I
Post to a folder	Ctrl+Shift+S
Print	Ctrl+P
Create a new message	Ctrl+N
Cut to the Clipboard	Ctrl+X or Shift+Delete
Copy to the Clipboard	Ctrl+C or Ctrl+Insert
Copy item	Ctrl+Shift+Y
Paste from the Clipboard	Ctrl+V or Shift+Insert
Move item	Ctrl+Shift+V
Check names (in default editor)	Ctrl+K
Check names	Alt+K
Undo	Ctrl+Z or Alt+Backspace
Delete	Ctrl+D
Select all	Ctrl+A
Display context menu	Shift+F10
Display program control menu when menu bar is active	Spacebar
Display program icon menu	Alt+Spacebar
Select next command on menu	Down arrow
Select previous command on menu	Up arrow
Select menu to the left	Left arrow
Select menu to the right	Right arrow
Select first command on menu	Home
Select last command on menu	End
Make menu bar active	F10
Move between toolbars	Ctrl+Shift+Tab
Find (in active Outlook window)	F3
Advanced Find	Ctrl+Shift+F
Find text (while an item is open)	F4
Find next (after find is executed once)	Shift+F4
Send/receive	F5
Check spelling	F7
Display format menu (while an item is open)	Alt+O
Close print preview	Alt+C
Accept (within item)	Alt+C
Decline	Alt+D
Tentative	Alt+N
Forward	Ctrl+F
Check for new mail	Ctrl+M
Send, post, or invite all (not Word as email editor)	Ctrl+Enter
Close menu and submenu (if open)	Alt
Close menu and submenu	Esc

Dialog Box Shortcuts

You can use keyboard shortcuts for navigating in a dialog box. Table F.6 lists some common keyboard shortcuts used to move around in a dialog box once a control is active. You can make a control active by holding down the Alt key while pressing the underlined character (hot key) in the control's name.

Table F.6. Dialog Box Shortcuts

Task	Shortcut
Switch to next tab stop	Ctrl+Tab
Switch to previous tab stop	Ctrl+Shift+Tab
Move to next option or option group	Tab
Move to previous option or option group	Shift+Tab
Move to next item in drop-down list	Down arrow
Move to previous item in drop-down list	Up arrow
Perform action assigned to button	Spacebar
Select or clear check box	Spacebar
Open a drop-down list	Alt+Down arrow
Close a drop-down list	Alt+Up arrow or Esc

Text Box Shortcuts

Table F.7 lists shortcuts available when selecting text in an email or a text box. These keyboard shortcuts are also available in Microsoft Word documents.

Table F.7. Text and Text Box Shortcuts

Task	Shortcut
Move to beginning of text box	Home
Move to end of text box	End
Move one character to the left	Left arrow
Move one character to the right	Right arrow
Select from insertion point to beginning	Shift+Home
Select from insertion point to end	Shift+End
Select or unselect one character to the left	Shift+Left arrow
Select or unselect one character to the right	Shift+Right arrow
Select or unselect on word to the left	Ctrl+Shift+Left arrow
Select or unselect on word to the right	Ctrl+Shift+Right arrow

Print Preview Shortcuts

When an item is displayed in Print Preview, you can use the shortcuts in Table F.8.

Table F.8. Print Preview Shortcuts

Task	Shortcut
Open Print Preview	Ctrl+F2
Print from Print Preview	Alt+P
Print preview page setup	Alt+S or Alt+U
Zoom	Alt+Z
Display next page	Page Down
Display previous page	Page Up
Display first page	Ctrl+Up arrow or Home
Display last page	Ctrl+Down arrow or End
Close Print Preview	Alt+C

Windows Shortcuts

Table F.9 lists shortcuts for working with Windows and other Windows programs.

Table F.9. Windows Shortcuts

Task	Shortcut
Switch to next program	Alt+Tab
Switch to previous program	Alt+Shift+Tab
Move to next window	Alt+Shift+Esc
Display Start menu	Ctrl+Esc
Move to next pane	F6
Move to previous pane	Shift+F6
Close Outlook window	Alt+F4

Outlook View Shortcuts

Each Outlook view has its own keyboard shortcuts. You can use these shortcuts for moving between items in a view or selecting items in a view.

Card View Shortcuts

Some common shortcuts for working in a Card view are shown in Table F.10.

Table F.10. Card View Shortcuts

Task	Shortcut
Select next card	Down arrow
Select previous card	Up arrow
Select first card	Home
Select last card	End
Select first card on current page	Page Up
Select first card on next page	Page Down
Select closest card in next column	Right arrow
Select closest card in previous column	Left arrow
Select or unselect active card	Ctrl+Spacebar
Extend selection to next card	Ctrl+Shift+Down arrow or Shift+Down arrow
Extend selection to previous card	Ctrl+Shift+Up arrow or Shift+Up arrow
Extend selection to last card	Shift+End
Extend selection to first card	Shift+Home
Extend selection to last card on previous page	Shift+Page Up
Extend selection to first card on next page	Shift+Page Down

The shortcuts listed in Table F.11 require that a card be currently selected. The selected card will not change, but the intended card will receive the focus.

Table F.11. Card View Shortcuts to Move Between Cards

Task	Shortcut
Move to next card	Ctrl+Down arrow
Move to previous card	Ctrl+Up arrow
Move to first card	Ctrl+Home
Move to last card	Ctrl+End
Move to first card on previous page	Ctrl+Page Up
Move to first card on next page	Ctrl+Page Down
Move to closest card in previous column	Ctrl+Left arrow
Move to closes card in next column	Ctrl+Right arrow
Move to field in active card	F2

Calendar View Shortcuts

Table F.12 lists shortcuts for operating in the Day/Week/Month Calendar view.

Table F.12. Shortcuts for Calendar Items

Task	Shortcut
View 1 10 days (0 for 10 days)	Alt+<n>
Switch to weeks	Alt+ -
Switch to months	Alt+=
Move between Calendar, TaskPad, and Navigation pane	Ctrl+Tab or F6
Select next appointment	Tab
Select previous appointment	Shift+Tab
Go to next day	Right arrow
Go to previous day	Left arrow
Go to same day in next week in Daily and Work Week views	Alt+Down arrow
Go to same day in previous week in Daily and Work Week views	Alt+Up arrow
Move from item to item	Tab

Table F.13 lists keyboard shortcuts that work when you're in Day view of the Calendar folder.

Table F.13. Day View Shortcuts

Task	Shortcut
Select beginning of workday	Home
Select end of workday	End
Select previous block of time	Up arrow
Select next block of time	Down arrow
Select block of time at top of screen	Page Up
Select block of time at bottom of screen	Page Down
Extend selected time	Shift+Up arrow
Reduce selected time	Shift+Down arrow
Move to same day in next week	Alt+Up arrow
Move to same day in previous week	Alt+Down arrow

Table View Shortcuts

Keyboard shortcuts for working in a table view are shown in Table F.14.

Table F.14. Table View Shortcuts

Task	Shortcut
Select next item	Down arrow
Select previous item	Up arrow
Go to next item without changing selections	Ctrl+Down arrow
Go to previous item after changing selections	Ctrl+Up arrow
Go to first item	Home
Go to last item	End
Go to item at bottom of screen	Page Down
Go to item at top of screen	Page Up
Extend select item(s) by one	Shift+Up arrow
Reduce selected item(s) by one	Shift+Down arrow
Open item	Enter
Select all items	Ctrl+A

Table F.15 lists keyboard shortcuts that apply to a selected group in a table.

Table F.15. Shortcuts for Table Groups

Task	Shortcut
Expand group	Enter or Right arrow
Collapse group	Enter or Left arrow
Select previous group (with all groups collapsed)	Up arrow
Select next group (with all groups collapsed)	Down arrow
Select first group	Home
Select last group	End
Select first item in expanded group	Right arrow

Timeline View Shortcuts

Table F.16 lists keyboard shortcuts that work in the Timeline view of the Journal folder. An item must be selected for these shortcuts to function.

Table F.16. Timeline Shortcuts

Task	Shortcut
Select previous item	Left arrow
Select next item	Right arrow
Select adjacent previous items	Shift+Left arrow
Select adjacent subsequent items	Shift+Right arrow
Select nonadjacent previous items	Ctrl+Left arrow+Spacebar
Select nonadjacent subsequent items	Ctrl+Right arrow+Spacebar
Open selected item	Enter
Display items one screen above	Page Up
Display items one screen below	Page Down
Select first item	Home
Select last item	End
Display and select first item	Ctrl+Home
Display and select last item	Ctrl+End

The shortcuts in Table F.17 apply to the selected group in a Timeline view.

Table F.17. Group Timeline Shortcuts

Task	Shortcut
Expand group	Enter or Right arrow
Collapse group	Enter or Left arrow
Select previous group	Up arrow
Select next group	Down arrow
Select first group	Home
Select last group	End
Select first onscreen item in expanded group	Right arrow
Move back one increment of time	Left arrow
Move forward one increment of time	Right arrow
Switch from upper to lower time scale	Tab
Switch from lower to upper time scale	Shift+Tab
Select first onscreen item or first group (with lower time scale selected)	Tab

Date Navigator Shortcuts

Table F.18 lists keyboard shortcuts that work with the Date Navigator.

Table F.18. Date Navigator Shortcuts

Task	Shortcut
Go to first day of current week	Alt+Home
Go to last day of current week	Alt+End
Go to same day in previous week	Alt+up arrow
Go to same day in next week	Alt+Down arrow
Go to first day of current month	Alt+Page Up
Go to last day of current month	Alt+Page Down

Command Bar Shortcuts

Keyboard shortcuts for manipulating and moving around command bars are listed in Table F.19.

Table F.19. Command Bar Shortcuts

Task	Shortcut
Activate menu bar	F10
Select next toolbar	Ctrl+Tab
Select previous toolbar	Ctrl+Shift+Tab
Select next button or menu	Tab
Select previous button or menu	Shift+Tab
Open selected menu	Enter
Perform action of selected button	Enter
Enter text in selected text box	Enter
Select option from drop-down list or menu	Up arrow or Down arrow, and then Enter

File Dialog Shortcuts

Table F.20 lists keyboard shortcuts for the File Open and Insert File dialog boxes.

Table F.20. File Open and Insert File Shortcuts

Task	Shortcut
Return to previously viewed folder	Alt+1
Up one folder level	Alt+2
Search the Web	Alt+3
Delete current selection	Alt+4
Create new folder	Alt+5
Change view	Alt+6
Open Tools menu	Alt+7

Office Assistant Shortcuts

The shortcuts in Table F.21 operate on the Office Assistant.

Table F.21. Office Assistant Shortcuts

Task	Shortcut
Open macro selector	Alt+F8
Open VBA development environment	Alt+F11
Select Help topic <n>	Alt+<n>
See more Help topics	Alt+Down arrow
See previous Help topics	Alt+Up arrow
Close Office Assistant message	Esc
Get Help from Office Assistant	F1
Display next tip	Alt+N
Display previous tip	Alt+B
Close tips	Esc