Microsoft Outlook 2016 (Windows)
View: Timeline (Tasks) - When a group is selected
Select the first item on screen in an expanded group or the first item off screen to the right
Arrow Right
All hotkeys for Microsoft Outlook 2016 (Windows)
Basic NavigationSwitch to Mail |
Ctrl + 1 |
Basic NavigationSwitch to Calendar |
Ctrl + 2 |
Basic NavigationSwitch to Contacts |
Ctrl + 3 |
Basic NavigationSwitch to Tasks |
Ctrl + 4 |
Basic NavigationSwitch to Notes |
Ctrl + 5 |
Basic NavigationSwitch to Folder List in Navigation Pane |
Ctrl + 6 |
Basic NavigationSwitch to Shortcuts |
Ctrl + 7 |
Basic NavigationSwitch to next/previous message (with message open) |
Ctrl + Period / Ctrl + Comma |
Basic NavigationMove between the Folder Pane, main Outlook window, Reading Pane, and To-Do Bar |
Ctrl + Shift + Tab or Shift + Tab |
Basic NavigationMove between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar |
Tab |
Basic NavigationMove between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and the menu access keys in the Outlook ribbon |
F6 |
Basic NavigationMove around message header lines in the Folder Pane or an open message |
Ctrl + Tab |
Basic NavigationMove around within the Folder Pane |
Arrow Keys |
Basic NavigationGo to a different folder |
Ctrl + Y |
Basic NavigationGo to the Search box |
Ctrl + E or F3 |
Basic NavigationIn the Reading Pane, go to the previous message |
Alt + Arrow Up or Ctrl + , or Alt + Page Up |
Basic NavigationIn the Reading Pane, page down/up through text |
Space / Shift + Space |
Basic NavigationCollapse or expand a group in the email message list, respectively |
Arrow Left Arrow Right |
Basic NavigationGo back to previous view in main Outlook window |
Alt +B or Alt + Arrow Left |
Basic NavigationGo forward to next view in main Outlook window |
Alt +Arrow Right |
Basic NavigationSelect the InfoBar and, if available, show the menu of commands |
Ctrl + Shift + W |
SearchFind a message or other item |
Ctrl + E |
SearchClear the search results |
Esc |
SearchExpand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the selected Outlook function |
Ctrl + Alt + A |
SearchUse Advanced Find |
Ctrl + Shift + F |
SearchCreate a Search Folder |
Ctrl + Shift + P |
SearchSearch for text within an open item |
F4 |
SearchFind and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item |
Ctrl + H |
SearchExpand search to include items from the current folder |
Ctrl + Alt + K |
SearchExpand search to include subfolders |
Ctrl + Alt + Z |
Common Commands: Common To Most ViewsSave (except in Tasks) |
Ctrl + S or Shift + F12 |
Common Commands: Common To Most ViewsSave and close (except in Mail) |
Alt + S |
Common Commands: Common To Most ViewsSave as (only in Mail) |
F12 |
Common Commands: Common To Most ViewsUndo |
Ctrl + Z or Alt + Backspace |
Common Commands: Common To Most ViewsDelete an item |
Ctrl + D |
Common Commands: Common To Most Views |
Ctrl + P |
Common Commands: Common To Most ViewsCopy an item |
Ctrl + Shift + Y |
Common Commands: Common To Most ViewsMove an item |
Ctrl + Shift + V |
Common Commands: Common To Most ViewsCheck names |
Ctrl + K |
Common Commands: Common To Most ViewsCheck spelling |
F7 |
Common Commands: Common To Most ViewsFlag for follow-up |
Ctrl + Shift + G |
Common Commands: Common To Most ViewsForward |
Ctrl + F |
Common Commands: Common To Most ViewsSend or post or invite all |
Alt + S |
Common Commands: Common To Most ViewsEnable editing in a field (except in Mail or Icon view) |
F2 |
Common Commands: Common To Most ViewsLeft align text |
Ctrl + L |
Common Commands: Common To Most ViewsCenter text |
Ctrl + E |
Common Commands: Common To Most ViewsRight align text |
Ctrl + R |
Common Commands: Format Text and work with EditorCut (selected text) |
Ctrl + X or Shift + Delete |
Common Commands: Format Text and work with EditorCopy (selected text), NOTE: Ctrl+Insert is not available in the Reading Pane |
Ctrl + C or Ctrl + Insert |
Common Commands: Format Text and work with EditorPaste (from clipboard) |
Ctrl + V or Shift + Insert |
Common Commands: Format Text and work with EditorBold |
Ctrl + B |
Common Commands: Format Text and work with EditorUnderline |
Ctrl + U |
Common Commands: Format Text and work with EditorItalics |
Ctrl + I |
Common Commands: Format Text and work with EditorIncrease font size |
Ctrl + ] or Ctrl + Shift + > |
Common Commands: Format Text and work with EditorDecrease font size |
Ctrl + [ or Ctrl + Shift + < |
Common Commands: Format Text and work with EditorSwitch case (selected text) |
Shift + F3 |
Common Commands: Format Text and work with EditorFormat letters as small capitals |
Ctrl + Shift + K |
Common Commands: Format Text and work with EditorDisplay the Format menu |
Alt + O |
Common Commands: Format Text and work with EditorDisplay the Font dialog box |
Ctrl + Shift + P |
Common Commands: Format Text and work with EditorAdd bullets |
Ctrl + Shift + L |
Common Commands: Format Text and work with EditorIncrease Decrease indent |
Ctrl + T / Ctrl + Shift + T |
Common Commands: Format Text and work with EditorLeft align |
Ctrl + L |
Common Commands: Format Text and work with EditorCenter |
Ctrl + E |
Common Commands: Format Text and work with EditorClear formatting |
Ctrl + Shift + Z or Ctrl + Space |
Common Commands: Format Text and work with EditorDelete the next word |
Ctrl + Shift + H |
Common Commands: Format Text and work with EditorStretch a paragraph to fit between the margins |
Ctrl + Shift + J |
Common Commands: Format Text and work with EditorApply styles |
Ctrl + Shift + S |
Common Commands: Format Text and work with EditorCreate/reduce a hanging indent |
Ctrl + T / Ctrl + Shift + T |
Common Commands: Format Text and work with EditorInsert a hyperlink |
Ctrl + K |
Common Commands: Format Text and work with EditorLeft/Right align a paragraph |
Ctrl + L / Ctrl + R |
Common Commands: Format Text and work with EditorRemove paragraph formatting |
Ctrl + Q |
Common Commands: Format Text and work with EditorToggle show/hide formatting marks. Must be in email body for this to work. |
Ctrl + Shift + 8 |
Common Commands: Add Links and Edit URLsEdit a URL in the body of an item |
Ctrl + Left Mouse Click |
Common Commands: Add Links and Edit URLsInsert hyperlink |
Ctrl + K |
Common Commands: Create Item or FileCreate an appointment |
Ctrl + Shift + A |
Common Commands: Create Item or FileCreate a contact |
Ctrl + Shift + C |
Common Commands: Create Item or FileCreate a contact group |
Ctrl + Shift + L |
Common Commands: Create Item or FileCreate a fax |
Ctrl + Shift + X |
Common Commands: Create Item or FileCreate a folder |
Ctrl + Shift + E |
Common Commands: Create Item or FileCreate a meeting request |
Ctrl + Shift + Q |
Common Commands: Create Item or FileCreate a message |
Ctrl + Shift + M |
Common Commands: Create Item or FileCreate a note |
Ctrl + Shift + N |
Common Commands: Create Item or FileCreate a Microsoft Office document |
Ctrl + Shift + H |
Common Commands: Create Item or FilePost to this folder |
Ctrl + Shift + S |
Common Commands: Create Item or FilePost a reply in this folder |
Ctrl + T |
Common Commands: Create Item or FileCreate a Search Folder |
Ctrl + Shift + P |
Common Commands: Create Item or FileCreate a task |
Ctrl + Shift + K |
Common Commands: Create Item or FileCreate a task request |
Ctrl + Shift + U |
Common Commands: Color CategoriesDelete the selected category from the list in the Color Categories dialog box |
Alt + D |
Common Commands: FlagsOpen the Flag for Follow Up dialog box to assign a flag |
Ctrl + Shift + G |
Switch to Inbox |
Ctrl + Shift + I |
Pop Out email reply in new window |
Ctrl + O |
Switch to Outbox |
Ctrl + Shift + O |
Choose the account from which to send a message |
Alt + M |
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 |
Arrow Up |
Go to the next message |
Arrow Down |
Create a message (when in Mail) |
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/unread |
Ctrl + Q / Ctrl + U |
Open the Mail Tip in the selected message |
Ctrl + Shift + W |
Find or replace |
F4 |
Find next |
Shift + F4 |
Send |
Ctrl + Enter |
|
Ctrl + P |
Forward |
Ctrl + F |
Forward as attachment |
Ctrl + Alt + F |
Show the properties for the selected item |
Alt + Enter |
Create a multimedia message |
Ctrl + Shift + U |
Mark for Download |
Ctrl + Alt + M |
Clear Mark for Download |
Ctrl + Alt + U |
Display Send/Receive progress |
Ctrl + B |
CalendarCreate an appointment (when in Calendar) |
Ctrl + N |
CalendarCreate an appointment (in any Outlook view) |
Ctrl + Shift + A |
CalendarCreate a meeting request |
Ctrl + Shift + Q |
CalendarForward an appointment or meeting |
Ctrl + F |
CalendarReply to a meeting request with a message |
Ctrl + R |
CalendarReply All to a meeting request with a message |
Ctrl + Shift + R |
CalendarShow 1 day in the calendar |
Alt + 1 |
CalendarShow 2 days in the calendar |
Alt + 2 |
CalendarShow 3 days in the calendar |
Alt + 3 |
CalendarShow 4 days in the calendar |
Alt + 3 |
CalendarShow 5 days in the calendar |
Alt + 5 |
CalendarShow 6 days in the calendar |
Alt + 6 |
CalendarShow 7 days in the calendar |
Alt + 7 |
CalendarShow 8days in the calendar |
Alt + 8 |
CalendarShow 9 days in the calendar |
Alt + 9 |
CalendarShow 10 days in the calendar |
Alt + 0 |
CalendarGo to a date |
Ctrl + G |
CalendarSwitch to Month view |
Alt + = or Ctrl + Alt + 4 |
CalendarGo to the next/previous day |
Ctrl + Arrow Right / Ctrl + Arrow Left |
CalendarGo to the next/previous week |
Alt + Arrow Down / Alt + Arrow Up |
CalendarGo to the next/previous month |
Alt + Page Down / Alt + Page Up |
CalendarGo to the start/end of the week |
Alt + Home / Alt + End |
CalendarSwitch to Full Week view |
Alt + - or Ctrl + Alt + 3 |
CalendarSwitch to Work Week view |
Ctrl + Alt + 2 |
CalendarGo to previous/next appointment |
Ctrl + , or Ctrl + Shift + , / Ctrl + . or Ctrl + Shift + . |
CalendarSet up recurrence for an open appointment or meeting |
Ctrl + G |
PeopleDial a new call |
Ctrl + Shift + D |
PeopleFind a contact or other item (Search) |
F3 or Ctrl + E |
PeopleEnter a name in the Search Address Books box |
F11 |
PeopleIn Table or List view of contacts, go to first contact that starts with a specific letter |
Shift + letter |
PeopleSelect all contacts |
Ctrl + A |
PeopleCreate a message with selected contact as subject |
Ctrl + F |
PeopleCreate a contact (when in Contacts) |
Ctrl + N |
PeopleCreate a contact (from any Outlook view) |
Ctrl + Shift + C |
PeopleOpen a contact form for the selected contact |
Ctrl + O |
PeopleCreate a contact group |
Ctrl + Shift + L |
People |
Ctrl + P |
PeopleUpdate a list of contact group members |
F5 |
PeopleGo to a different folder |
Ctrl + Y |
PeopleOpen the Address Book |
Ctrl + Shift + B |
PeopleUse Advanced Find |
Ctrl + Shift + F |
PeopleIn an open contact, open the next contact listed |
Ctrl + Shift + . |
PeopleFind a contact |
F11 |
PeopleClose a contact |
Esc |
PeopleSend a fax to the selected contact |
Ctrl + Shift + X |
PeopleOpen the Check Address dialog box |
Alt + D |
PeopleIn a contact form, under Internet, display the Email 1 information |
Alt + Shift + 1 |
PeopleIn a contact form, under Internet, display the Email 2 information |
Alt + Shift + 2 |
PeopleIn a contact form, under Internet, display the Email 3 information |
Alt + Shift + 3 |
People: Electronic Business CardsOpen the Add list |
Alt + A |
People: Electronic Business CardsSelect text in Label box when the field with a label assigned is selected |
Alt + B |
People: Electronic Business CardsOpen the Add Card Picture dialog box |
Alt + C |
People: Electronic Business CardsPlace cursor at beginning of Edit box |
Alt + E |
People: Electronic Business CardsSelect the Fields box |
Alt + F |
People: Electronic Business CardsSelect the Image Align drop-down list |
Alt + G |
People: Electronic Business CardsSelect color palette for background |
Alt + K , then Enter |
People: Electronic Business CardsSelect Layout drop-down list |
Alt + L |
People: Electronic Business CardsRemove a selected field from the Fields box |
Alt + R |
TasksAccept a task request |
Alt + C |
TasksDecline a task request |
Ctrl + D |
TasksFind a task or other item |
Ctrl + E |
TasksOpen the Go to Folder dialog box |
Ctrl + Y |
TasksCreate a task (when in Tasks) |
Ctrl + N |
TasksCreate a task (from any Outlook view) |
Ctrl + Shift + K |
TasksOpen selected item |
Ctrl + O |
TasksPrint selected item |
Ctrl + P |
TasksSelect all items |
Ctrl + A |
TasksDelete selected item |
Ctrl + D |
TasksForward a task as an attachment |
Ctrl + F |
TasksCreate a task request |
Ctrl + Shift + Ctrl + U |
TasksSwitch between the Folder Pane, Tasks list, and To-Do Bar |
Tab or Shift + Tab |
TasksUndo last action |
Ctrl + Z |
TasksFlag an item or mark complete |
Insert |
GroupsExpand/collapse a single selected group |
Arrow Right / Arrow Left |
GroupsSelect the previous/next group |
Arrow Up / Arrow Down |
GroupsSelect the first/last group |
Home / End |
GroupsSelect the first item on screen in an expanded group or the first item off screen to the right |
Arrow Right |
Open Print tab in Backstage view |
Alt + F , then P |
To print an item from an open window |
Alt + F , then F , then 1 |
Open Page Setup from Print Preview |
Alt + S , or Alt + U |
To select a printer from Print Preview |
Alt + F , then P , then I |
To Define Print Styles |
Alt + F , then P , then L |
To open Print Options |
Alt + F , then P , then R |
Send/ReceiveStart 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 |
Send/ReceiveStart a send/receive for the current folder, retrieving full items (header, item, and any attachments) |
Shift + F9 |
Send/ReceiveStart a send/receive |
Ctrl + M |
Send/ReceiveDefine Send/Receive groups |
Ctrl + Alt + S |
MacrosPlay Macro |
Alt + F8 |
Views: Table ViewOpen an item |
Enter |
Views: Table ViewSelect all items |
Ctrl + A |
Views: Table ViewGo to the item at the bottom/top of the screen |
Page Down / Page Up |
Views: Table ViewExtend or reduce the selected items by one item |
Shift + Arrow Up or Shift + Arrow Down |
Views: Table ViewGo to the next or previous item without extending the selection |
Ctrl + Arrow Up or Ctrl + Arrow Down |
Views: Table ViewSelect or cancel selection of the active item |
Ctrl + Space |
View: Business Cards/Address cardsSelect a specific card in the list (type one or more letters of the name that the card) |
a-z |
View: Business Cards/Address cardsSelect the previous/next card |
Arrow Up / Arrow Down |
View: Business Cards/Address cardsSelect the first/last card in the list |
Home / End |
View: Business Cards/Address cardsSelect the first card on the current/next page |
Page Up / Page Down |
View: Business Cards/Address cardsSelect the closest card in the next/previous column |
Arrow Right / Arrow Left |
View: Business Cards/Address cardsSelect or cancel selection of the active card |
Ctrl + Space |
View: Business Cards/Address cardsExtend the selection to the previous card and cancel selection of cards after the starting point |
Shift + Arrow Up |
View: Business Cards/Address cardsExtend the selection to the next card and cancel selection of cards before the starting point |
Shift + Arrow Down |
View: Business Cards/Address cardsExtend the selection to the previous card, regardless of the starting point |
Ctrl + Shift + Arrow Up |
View: Business Cards/Address cardsExtend the selection to the next card, regardless of the starting point. |
Ctrl + Shift + Arrow Down |
View: Business Cards/Address cardsExtend the selection to the first/last card in the list |
Shift + Home / Shift + End |
View: Business Cards/Address cardsExtend the selection to the first/last card on the previous page |
Shift + Page Up / Shift + Page Down |
View: Business Cards/Address cardsMove to the next/previous field and control (in an open card) |
Tab / Shift + Tab |
View: Business Cards/Address cardsClose the active card (in an open card) |
Enter |
View: Business Cards/Address cardsAdd a line in a multiline field (when a field in a card is selected) |
Enter |
View: Business Cards/Address cardsMove to the beginning/end of a line (when a field in a card is selected) |
Home / End |
View: Business Cards/Address cardsMove to the beginning/end of a multiline field (when a field in a card is selected) |
Page Up / Page Down |
View: Business Cards/Address cardsMove to the previous/next line in a multiline field (when a field in a card is selected) |
Arrow Up / Arrow Down |
View: Business Cards/Address cardsMove to the previous/next character in a field (when a field in a card is selected) |
Arrow Left / Arrow Right |
View: Timeline (Tasks) - When an item is selectedSelect the previous/next item |
Arrow Left / Arrow Right |
View: Timeline (Tasks) - When an item is selectedSelect several adjacent items |
Shift + Arrow Left or Shift + Arrow Right |
View: Timeline (Tasks) - When an item is selectedSelect several nonadjacent items |
Ctrl + Arrow Left + Space or Ctrl + Arrow Right + Space |
View: Timeline (Tasks) - When an item is selectedOpen the selected items |
Enter |
View: Timeline (Tasks) - When an item is selectedSelect the first/last item on the timeline (if items are not grouped) or the first item in the group |
Home / End |
View: Timeline (Tasks) - When an item is selectedDisplay (without selecting) the first/last item on the timeline (if items are not grouped) or the first item in the group |
Ctrl + Home / Ctrl + End |
View: Timeline (Tasks) - When a group is selectedExpand the group |
Enter or Arrow Right |
View: Timeline (Tasks) - When a group is selectedCollapse the group |
Enter or Arrow Left |
View: Timeline (Tasks) - When a group is selectedSelect the previous/next group |
Arrow Up Arrow Down |
View: Timeline (Tasks) - When a group is selectedSelect the first/last group on the timeline |
Home / End |
View: Timeline (Tasks) - When a group is selectedSelect the first item on screen in an expanded group or the first item off screen to the right |
Arrow Right |
View: Timeline (Tasks) - When a unit of time for days is selectedMove backward/forward in increments of time that are the same as those shown on the time scale |
Arrow Left / Arrow Right |
View: Timeline (Tasks) - When a unit of time for days is selectedSwitch between active view, To-Do Bar, Search and back to active view |
Tab and Shift +Tab |
View: Calendar - Day/Week/MonthView from 1 through 9 days |
Alt + key for number of days |
View: Calendar - Day/Week/MonthView 10 days |
Alt + 0 |
View: Calendar - Day/Week/MonthSwitch to weeks |
Alt + - |
View: Calendar - Day/Week/MonthSwitch to months |
Alt + = |
View: Calendar - Day/Week/MonthMove between Calendar, TaskPad, and the Folder List |
Ctrl + Tab or F6 |
View: Calendar - Day/Week/MonthSelect the previous appointment |
Shift + Tab |
View: Calendar - Day/Week/MonthGo to the previous/next day |
Arrow Left / Arrow Right |
View: Calendar - Day/Week/MonthGo to the same day in the next/previous week |
Alt + Arrow Down / Alt + Arrow Up |
View: Calendar - Day ViewSelect the time that begins your work day |
Home |
View: Calendar - Day ViewSelect the time that ends your work day |
End |
View: Calendar - Day ViewSelect the previous/next block of time |
Arrow Up / Arrow Down |
View: Calendar - Day ViewSelect the block of time at the top/bottom of the screen |
Page Up / Page Down |
View: Calendar - Day ViewExtend or reduce the selected time |
Shift + Arrow Up or Shift + Arrow Down |
View: Calendar - Day ViewMove an appointment up or down |
Alt + Arrow Up or Alt + Arrow Down |
View: Calendar - Day ViewChange an appointment's start or end time |
Alt + Shift + Arrow Up or Alt + Shift + Arrow Down |
View: Calendar - Day ViewMove selected item to the same day in the next week |
Alt + Arrow Down |
View: Calendar - Day ViewMove selected item to the same day in the previous week |
Alt + Arrow Up or Alt + Arrow Down |
View: Calendar - Week ViewGo to the start/end of work hours for the selected day |
Home / End |
View: Calendar - Week ViewGo up/down one page view in the selected day |
Page Up / Page Down |
View: Calendar - Week ViewChange the duration of the selected block of time |
Shift + Arrow Left , Shift + Arrow Right , Shift + Arrow Up , Shift + Arrow Down or Shift + Home or Shift + End |
View: Calendar - Month ViewGo to the first day of the week |
Home |
View: Calendar - Month ViewGo to the same day of the week in the previous/next page |
Page Up / Page Down |
Date NavigatorGo to the first/last day of the current week |
Alt + Home / Alt + End |
Date NavigatorGo to the same day in the previous/next week |
Alt + Arrow Up / Alt + Arrow Down |