Keyboard shortcuts

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

These keys need to be pressed and held down when clicking on the Outlook shortcut in for instance the Start Menu or Taskbar.

Start Outlook in Safe Mode CTRL+CLICK
Start Outlook as an Administrator (Windows 7 only) CTRL+SHIFT+CLICK
Open a new Outlook window when Outlook is already running (Windows 7 only) SHIFT+CLICK
Cycle through open Outlook windows (Windows 7 only) CTRL+CLICK

The shortcuts below will allow you to browse through the main Outlook window.

Mail Navigation CTRL+1
Calendar Navigation CTRL+2
Contacts Navigation CTRL+3
Tasks Navigation CTRL+4
Notes Navigation CTRL+5
Folder List Navigation CTRL+6
Shortcuts Navigation CTRL+7
Journal Navigation CTRL+8
Select Inbox folder CTRL+SHIFT+I
Select Outbox folder CTRL+SHIFT+O
Folder picker dialog CTRL+SHIFT+Y
Open Address Book CTRL+ALT+B
Expand selected folder or group RIGT ARROW
(or + on Num Pad)
Expand subfolders of selected folder * (on Num Pad)
Collapse selected folder or group LEFT ARROW
(or – on Num Pad)
Expand all groups in view CTRL++ (on Num Pad)
Collapse all groups in view CTRL+- (on Num Pad)
Previous folder selection ALT+LEFT
Next folder selection (when previous has been used) ALT+RIGHT
Refresh view F5
Cycle through the main Outlook panes F6
Cycle backwards through the main Outlook panes SHIFT+F6
Cycle through the smaller Outlook panes and fields TAB
Cycle backwards through the smaller Outlook panes and fields SHIFT+TAB
Cycle through items and fields in the Reading Pane CTRL+TAB
Cycle backwards through items and fields in the Reading Pane CTRL+SHIFT+TAB
Select the InfoBar or Mail Tip of a message CTRL+SHIFT+W

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 To-Do Bar also have a "minimized" state.

Ribbon CTRL+F1
Navigation Pane ALT+F1
To-Do Bar ALT+F2

The below ALT combinations aren’t actual keyboard shortcuts but a great help when you do not want to use a mouse and do not know the keyboard shortcut or when there simply isn’t a keyboard shortcut for the command. They basically allow you to browse the Ribbon, Menus and Toolbars like you would normally do with a mouse but then via your keyboard.

ALT commands in menu’s, toolbars and forms will show an underlined character which you need to press together with the ALT button. You can also press and release the ALT button and then use the ARROW keys to "walk" through the menus instead.

Using keyboard shortcuts in menus, toolbars and forms
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.

Using keyboard shortcuts in the Ribbon
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.

Up one line of text or item UP ARROW
Down one line of text or item DOWN ARROW
Right one character of text or item RIGHT ARROW
Left one character of text or item LEFT ARROW
Up one paragraph CTRL+UP ARROW
Down one paragraph CTRL+DOWN ARROW
Right one word CTRL+RIGHT ARROW
Left one word CTRL+LEFT ARROW
Delete previous word CTRL+BACKSPACE
Delete next word CTRL+DELETE
Up one screen PAGE UP
Down one screen PAGE DOWN
To start of current line HOME
To end of current line END
To top of document CTRL+HOME
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.

Making selections and moving items

Select All CTR+A
Selecting adjacent items SHIFT+nav command
Selecting non-adjecent items
(to add highlighted item to current selection)
CTRL+nav command+
SPACEBAR
Delete selection DELETE
Copy selected items or text CTRL+C
Cut selected items or text CTRL+X
Paste copied or cut items or text CTRL+V
Paste Special (text only) CTRL+ALT+V
Copy format/Format Painter (text only) CTRL+SHIFT+C
Copy text (alternative option) CTRL+INSERT
(more info)
Paste text (alternative option) INSERT
(more info)
Move to Other Folder (selected items only) CTRL+SHIFT+V
Copy to folder (selected items only) CTRL+SHIFT+Y
Undo CTRL+Z
Redo CTRL+Y

Tip!
As an alternative to using navigation commands to make your selection, you can also hold SHIFT and click on the first and last item of your selection or hold CTRL and click on all the items that you wish to select.

Creating new items

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…) CTRL+N
New Appointment CTRL+SHIFT+A
New Contact CTRL+SHIFT+C
New Call (no longer works in Outlook 2010) CTRL+SHIFT+D
New Folder CTRL+SHIFT+E
New Office Document CTRL+SHIFT+H
New Journal entry CTRL+SHIFT+J
New Journal entry for selected item CTRL+J
New Task CTRL+SHIFT+K
New Distribution list CTRL+SHIFT+L
New Message CTRL+SHIFT+M
New Note CTRL+SHIFT+N
New Search Folder CTRL+SHIFT+P
New Meeting Request CTRL+SHIFT+Q
New Post CTRL+SHIFT+S
New Text Message (SMS) (Outlook 2010)
(requires mobile service/messaging account)
CTRL+SHIFT+T
New InfoPath Form (requires InfoPath) (Outlook 2007) CTRL+SHIFT+T
New InfoPath Form (requires InfoPath) (Outlook 2010) CTRL+ALT+SHIFT+T
New Task Request (Outlook 2007 and previous) CTRL+SHIFT+U
New Task Request (Outlook 2010) CTRL+ALT+SHIFT+U
New Multimedia Message (MMS) (Outlook 2010)
(requires mobile service/messaging account)
CTRL+SHIFT+U
New Internet Fax (requires Fax service) CTRL+SHIFT+X
   
Reply to selected item CTRL+R
Reply to All for selected item CTRL+SHIFT+R
Reply to Post in current folder CTRL+T
Forward selected item(s) CTRL+F
Forward as attachment CTRL+ALT+F

General item actions

Save CTRL+S or SHIFT+F12
Save as F12
Send/Save and close ALT+S
Close ALT+F4
Close item window or cancel dialog ESC
Print CTRL+P
Delete DELETE
(or DEL or CTRL+D)
Copy to folder CTRL+SHIFT+Y
Move to folder CTRL+SHIFT+V
Message properties or Item properties 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 F7
Move to next spelling or grammar mistake ALT+F7
Open Dictionary/Translate Pane ALT+SHIFT+F7
Open the Research Pane ALT+CLICK
Open the Thesaurus Research Pane SHIFT+F7

Note:
Several of the commands listed above may not work for Note items.

Messages – Reading

Mark as Read CTRL+ENTER
or CTRL+Q
Mark as Unread CTRL+U
Flag for Follow Up CTRL+SHIFT+G
Quick Flag INSERT
Display blocked content (download pictures from the Internet) CTRL+SHIFT+I
Show Infobar options or Mail Tip CTRL+SHIFT+W
Ignore/stop ignoring a conversation (Outlook 2010) CTRL+DEL
Mark a junked message as Not Junk CTRL+ALT+J
Select next item/message (when message is open in its own window) CTRL+>
Select previous item (when message is open in its own window) CTRL+<
Reading Pane – Page down (can also advance to next message with "Single key reading" enabled) SPACEBAR
(more info)
Reading Pane – Page up SHIFT+SPACEBAR
Open a selected message CTRL+O or ENTER

Messages – Send/Receive

Check for new messages F9 or CTRL+M
Open Send/Receive settings dialog CTRL+ALT+S
Mark to download messages CTRL+ALT+M
Unmark selected headers CTRL+ALT+U

Message Composing and Item Formatting

Send message (can be disabled) CTRL+ENTER
Show/hide formatting and hidden text (like dots for spaces and pilcrow signs for paragraphs ΒΆ ) CTRL+SHIFT+8
Show/hide field codes ALT+F9
Reveal Formatting Pane SHIFT+F1
Bring up Font Formatting dialog CTRL+SHIFT+P
or CTRL+D
Set the paragraph style to Normal (tab Format Text) CTRL+SHIFT+N
Set the Paragraph style to Heading 1 CTRL+ALT+1
Set the Paragraph style to Heading 2 CTRL+ALT+2
Set the Paragraph style to Heading 3 CTRL+ALT+3
Create a bulleted list CTRL+SHIFT+L
Select Symbol font CTRL+SHIFT+Q
Apply Styles dialog CTRL+SHIFT+S
Show Styles Task Pane CTRL+SHIFT+ALT+S
Erase formatting CTRL+SPACEBAR
Copy formatting/Format Painter CTRL+SHIFT+C
Paste Special ALT+CTRL+V
Text – Bold (can be different for some localized versions) CTRL+B
Text – Italic (can be different for some localized versions) CTRL+I
Text – Underline (can be different for some localized versions) CTRL+U
Text – Subscript CTRL+=
Text – Superscript CTRL+SHIFT++
Text – Decrease font size one predefined step CTRL+SHIFT+<
Text – Increase font size one predefined step CTRL+SHIFT+>
Text – Decrease font size one point CTRL+[
Text – Increase font size one point CTRL+]
Text – Toggle between case options SHIFT+F3
Text – Change all text to uppercase/lowercase CTRL+SHIFT+A
Text – Highlight CTRL+ALT+H
Align Text – Left CTRL+L
Align Text – Right CTRL+R
Align Text – Center CTRL+E
Align Text – Justify CTRL+J
Line Spacing – 1 CTRL+1
Line Spacing – 1.5 CTRL+5
Line Spacing – 2 CTRL+2
Line Spacing – Add/Remove space before paragraph CTRL+0
Increase Indent CTRL+T or CTRL+M
Decrease Indent CTRL+SHIFT+T
or CTRL+SHIFT+M
Insert hyperlink CTRL+K
Insert date ALT+SHIFT+D
Insert time ALT+SHIFT+T
Insert equation ALT+=
Insert number field (different from creating a list) CTRL+ALT+L
Repeat editor action (type or format text) CTRL+Y
AutoComplete Building Block/Quick Part F3 (more info)
Create a new Building Block/Quick Part for selected text 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

Calendar

Show 1 day ALT+1
Show 2 days side-by-side ALT+2
Show 3 days side-by-side ALT+3
Show 4 days side-by-side ALT+4
Show 5 days side-by-side ALT+5
Show 6 days side-by-side ALT+6
Show 7 days side-by-side ALT+7
Show 8 days side-by-side ALT+8
Show 9 days side-by-side ALT+9
Show 10 days side-by-side ALT+0
Single day view CTRL+ALT+1
Work week view CTRL+ALT+2
Full week view CTRL+ALT+3
Month view CTRL+ALT+4
Schedule view (outlook 2010 only) CTRL+ALT+5
Swith between Calendar, TaskPad/Daily Task List and Navigation Pane F6
Go to begin of day CTRL+HOME
Go to end of day CTRL+END
Go to begin of working day HOME
Go to end of working day END
Go to next day RIGT ARROW
Go to previous day LEFT ARROW
Go to next week/move selected item to next week ALT+DOWN ARROW
Go to previous week/move selected item to previous week ALT+UP ARROW
Go to beginning of week ALT+HOME
Go to end of week ALT+END
Go to next month ALT+PAGE DOWN
Go to previous month ALT+PAGE UP
Go to next appointment CTRL+>
Go to previous appointment CTRL+<
Go to specific date CTRL+G
Set an Appointment Recurrence (when item is opened) CTRL+G

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 CTRL+SHIFT+X
Display the first email address in an opened contact form ALT+SHIFT+1
Display the second email address in an opened contact form ALT+SHIFT+2
Display the third email address in an opened contact form ALT+SHIFT+3
Open the Check Address dialog in an opened contact form ALT+D
Search in the Address Book (Find a Contact) 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) CTRL+G
Flag or Mark as Complete 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

Start a new search CTRL+E or F3
Include subfolders of currently select folders in search (Outlook 2010) CTRL+ALT+Z
Search in all Mail folders CTRL+ALT+A
Expand Search Query Builder (Outlook 2007) CTRL+ALT+W
Computer wide search (Outlook 2007) CTRL+ALT+K
Close Search/Reset results ESC
Advanced Find CTRL+SHIFT+F
Search in the Address Book (Find a Contact) F11
New Search Folder CTRL+SHIFT+P
Search specific text within an opened item F4
Find next instance of specific text within an opened item SHIFT+F4
Find and Replace specific text within an opened item CTRL+H
Open "Find and Replace" dialog on the "Go To" tab F5

Miscellaneous

Help F1
Execute macros ALT+F8
Open VBA Editor ALT+F11
Save Form Design CTRL+ALT+SHIFT+F12
Save Form Data CTRL+SHIFT+F11
Expand lists (when you have selection a drop down list selected) F4
Zoom In/Out (when the focus is inside the body of a message -either in the Reading Pane or opened in its own window) Hold CTRL and scroll the wheel of your mouse
Split window of editor ALT+CTRL+S
Add review comment CTRL+ALT+M
Mail Merge check (in Word) ALT+SHIFT+K
Mail Merge Edit Data Source (in Word) ALT+SHIFT+E
Mail Merge to Doc (in Word) ALT+SHIFT+N
Mail Merge to Printer (in Word) ALT+SHIFT+M
Reveal character code for last typed character ALT+X

More keyboard shortcuts

In addition to the formatting keyboard shortcuts, there are also Keyboard shortcuts for international characters.

Disabling shortcuts via Group Policy or the Office Customization Tool;