Time-saving Outlook keyboard shortcuts

Close a window or a menu.

Esc

Go to the Home tab.

Alt+H

Create a new message.

Ctrl+Shift+M

Send a message.

Alt+S

Insert a file.

Alt+N, A, F

New task

Ctrl+Shift+K

Delete an item (when a message, task, or meeting is selected).

Delete

Search for an item.

Ctrl+E or F3

Reply to a message.

Alt+H, R, P

Forward a message.

Alt+H, F, W

Select the Reply All option.

Alt+H, R, A

Copy an item.

Ctrl+C or Ctrl+Insert

Go to the Send/Receive tab.

Alt+J, S

Go to Calendar.

Ctrl+2

Create an appointment.

Ctrl+Shift+A

Move an item to a folder.

Alt+H, M, V, and select a folder from the list

Open the Save As dialog box on the Attachment tab.

Alt+J, A, 2, A, V

Check for new messages.

Ctrl+M or F9

Switch to the Mail view.

Ctrl+1

Switch to the Calendar view.

Ctrl+2

Switch to the Contacts view.

Ctrl+3

Switch to the Tasks view.

Ctrl+4

Switch to the Notes.

Ctrl+5

Switch to the Folder list in the Folder pane.

Ctrl+6

Switch to Shortcuts.

Ctrl+7

Open Journal.

Ctrl+8

Open the Address Book.

Ctrl+Shift+B

Go back to previous view.

Alt+B or Alt+Left arrow key

Go forward to next view.

Alt+Right arrow key

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 key or Shift+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.

Tab key or F6

Move between the ribbon and the calendar.

F6

Show the access keys in the ribbon.

Alt or F6

Move around message header lines in the Folder pane or an open message.

Ctrl+Tab

Move between the Navigation pane and the calendar.

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 key or Ctrl+Comma (,), or Alt+Page Up

In the Reading pane, page down through the text.

Spacebar

In the Reading pane, page up through the text.

Shift+Spacebar

Collapse or expand a group in the email message list.

Left or Right arrow key, respectively

Go back to previous view in the main Outlook window.

Alt+B or Alt+Left arrow key

Go forward to next view in the main Outlook window.

Alt+Right arrow key

Select the InfoBar and, if available, show the menu of commands.

Ctrl+Shift+W

Show the To-Do bar (peek).

Alt+V, B, and then C for Calendar, P for People, T for Tasks, or O for Off

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 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

Display the Format Text tab on the ribbon.

Alt+O

Display the Font dialog box.

Ctrl+Shift+P

Switch the case of the first letter in a selected word or line.

Shift+F3

Toggle the case of the selected text between small caps and all caps.

Ctrl+Shift+K

Apply bold formatting.

Ctrl+B

Add a bulleted list.

Ctrl+Shift+L

Apply italic formatting.

Ctrl+I

Increase indent.

Ctrl+T

Decrease indent.

Ctrl+Shift+T

Center text.

Ctrl+E

Underline text.

Ctrl+U

Increase the font size.

Ctrl+Right bracket (]) or Ctrl+Shift+Greater-than sign (>)

Decrease the font size.

Ctrl+Left bracket ([) or Ctrl+Shift+Less-than sign (<)

Cut a selection.

Ctrl+X or Shift+Delete

Copy a selection.

Ctrl+C or Ctrl+Insert

Paste the copied or cut selection.

Ctrl+V or Shift+Insert

Clear the 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

Go to the Search field to find a message or another item.

Ctrl+E or F3

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

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

Open the Print page in the File menu.

Alt+F, P

Print an item from an open window.

Alt+F, P, P

Open the Page Setup dialog box on Print page.

Alt+S or Alt+U

Select a printer on the Print page.

Alt+F, P, I

Open the Print Options dialog box.

Alt+F, P, R

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.

Alt+D

Switch to Inbox.

Ctrl+Shift+I

Switch to Outbox.

Ctrl+Shift+O

Check names.

Ctrl+K

Send a message.

Alt+S

Reply to a message.

Ctrl+R

Select the Reply to All option.

Ctrl+Shift+R

Reply with a 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.

Up arrow key

Go to the next message.

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 a message as read.

Ctrl+Q

Mark a message as unread.

Ctrl+U

Open the MailTip in the composed message.

Ctrl+Alt+P

Find or replace text.

F4

Find the next item.

Shift+F4

Send a message.

Ctrl+Enter

Print an item.

Ctrl+P

Forward a message as an attachment.

Ctrl+Alt+F

Show the properties for the selected item.

Alt+Enter

Mark an item for download.

Ctrl+Alt+M

Check the Mark for download status.

Alt+J, S, M, T

Display the Send/Receive progress.

Alt+J, S, P (when a Send/Receive is in progress)

Save an item.

Ctrl+S

Open the Save as dialog box.

F12

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 or Alt+H, M, R

Open the New Items menu to select which item you’d like to create.

Alt+H+I

Forward an appointment or meeting.

Alt+H, F, W or Ctrl+F

Reply to a meeting request with a message.

Ctrl+R

Select the Reply All option.

Ctrl+Shift+R

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 ten days in the calendar.

Alt+0

Show today in the calendar.

Alt+H, O, D

Show the daily view.

Alt+H+R or Ctrl+Alt+1

Show the next seven days.

Alt+H, X

Go to a date.

Ctrl+G or Alt+H+L

Switch to Month view.

Alt+Equal or Ctrl+Alt+4

Go to the next day.

Ctrl+Right arrow key

Go to the next week.

Alt+Down arrow key

Go to the next month.

Alt+Page down

Go to the previous day.

Ctrl+Left arrow key

Go to the previous week.

Alt+Up arrow key

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 the Full Week view.

Alt+Minus sign (-) or Ctrl+Alt+3

Switch to the Work Week view.

Ctrl+Alt+2

Go to the previous appointment.

Ctrl+Comma (,) or Ctrl+Shift+Comma (,)

Go to the next appointment.

Ctrl+Period (.) or Ctrl+Shift+Period (.)

Set up recurrence for an open appointment or meeting.

Ctrl+G

Open an appointment when the reminder appears.

Alt+O

Open the reminder window.

Alt+V, M

Snooze the reminder.

Alt+S 

Dismiss the reminder.

Alt+D

Assign a sound to a reminder.

Alt+F, T, A, then Alt+P. Press the Tab key until you reach the Browse button, and press Enter. In the Reminder Sound File dialog box, type or select the name of the sound file you want.

Jump to Search.

Ctrl+E

Show the selected schedule in a horizontal layout if you want to compare calendars to schedule meetings.

Alt+H, S, V or Ctrl+Alt+5

Add shared calendars from your contacts, or create a new calendar.

Alt+H, O, C

Create a new calendar group or add a department calendar.

Alt+H, C, G

Email a selected calendar to a contact.

Alt+H, E

Share a calendar with others.

Alt+H, S, C

Publish a calendar online.

Alt+H, P, O

View and edit the sharing permissions for a folder.

Alt+H, F, P

Search for contacts.

Alt+H, F, C

Open the address book.

Alt+H, A, B

Open the Outlook Options dialog box for calendars.

Alt+H, C, O

If information for the currently selected item is abbreviated or not read in full, activate the Microsoft Active Accessibility (MSAA) information. MSAA provides more details to JAWS so that the information can be read in full.

Alt+Ctrl+Shift+M

Dial a new call to a contact.

Ctrl+Shift+D

Find a contact.

F3 or Ctrl+E

Enter a name in the Search Address Books.

F11

In Table or List view of contacts, go to the first contact that starts with a specific letter.

Shift, followed by a letter

Select all contacts.

Ctrl+A

Create a message with the 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

Open the Print dialog box.

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 in Favorites.

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

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 the selected item.

Ctrl+O

Print the 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.

F6

Undo the last action.

Ctrl+Z

Flag an item or mark complete.

Insert

Open the Visual Basic Editor.

Alt+F11

Play a macro.

Alt+F8

Expand a single selected group.

Right arrow key

Collapse a single selected group.

Left arrow key

Select the previous group.

Up arrow key

Select the next group.

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.

Right arrow key

Create an InfoPath form.

With the focus on an InfoPath folder, Ctrl+N

Close an InfoPath form.

Ctrl+Shift+Alt+T