Microsoft Outlook 2016 (Windows)

Calendar

Show 5 days in the calendar

Alt + 5

All hotkeys for Microsoft Outlook 2016 (Windows)

Basic Navigation
Switch to Mail

Ctrl + 1

Basic Navigation
Switch to Calendar

Ctrl + 2

Basic Navigation
Switch to Contacts

Ctrl + 3

Basic Navigation
Switch to Tasks

Ctrl + 4

Basic Navigation
Switch to Notes

Ctrl + 5

Basic Navigation
Switch to Folder List in Navigation Pane

Ctrl + 6

Basic Navigation
Switch to Shortcuts

Ctrl + 7

Basic Navigation
Switch to next/previous message (with message open)

Ctrl + Period / Ctrl + Comma

Basic Navigation
Move between the Folder Pane, main Outlook window, Reading Pane, and To-Do Bar

Ctrl + Shift + Tab or Shift + Tab

Basic Navigation
Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar

Tab

Basic Navigation
Move 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 Navigation
Move around message header lines in the Folder Pane or an open message

Ctrl + Tab

Basic Navigation
Move around within the Folder Pane

Arrow Keys

Basic Navigation
Go to a different folder

Ctrl + Y

Basic Navigation
Go to the Search box

Ctrl + E or F3

Basic Navigation
In the Reading Pane, go to the previous message

Alt + Arrow Up or Ctrl + , or Alt + Page Up

Basic Navigation
In the Reading Pane, page down/up through text

Space / Shift + Space

Basic Navigation
Collapse or expand a group in the email message list, respectively

Arrow Left Arrow Right

Basic Navigation
Go back to previous view in main Outlook window

Alt +B or Alt + Arrow Left

Basic Navigation
Go forward to next view in main Outlook window

Alt +Arrow Right

Basic Navigation
Select the InfoBar and, if available, show the menu of commands

Ctrl + Shift + W

Search
Find a message or other item

Ctrl + E

Search
Clear the search results

Esc

Search
Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the selected Outlook function

Ctrl + Alt + A

Search
Use Advanced Find

Ctrl + Shift + F

Search
Create a Search Folder

Ctrl + Shift + P

Search
Search for text within an open item

F4

Search
Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item

Ctrl + H

Search
Expand search to include items from the current folder

Ctrl + Alt + K

Search
Expand search to include subfolders

Ctrl + Alt + Z

Common Commands: Common To Most Views
Save (except in Tasks)

Ctrl + S or Shift + F12

Common Commands: Common To Most Views
Save and close (except in Mail)

Alt + S

Common Commands: Common To Most Views
Save as (only in Mail)

F12

Common Commands: Common To Most Views
Undo

Ctrl + Z or Alt + Backspace

Common Commands: Common To Most Views
Delete an item

Ctrl + D

Common Commands: Common To Most Views
Print

Ctrl + P

Common Commands: Common To Most Views
Copy an item

Ctrl + Shift + Y

Common Commands: Common To Most Views
Move an item

Ctrl + Shift + V

Common Commands: Common To Most Views
Check names

Ctrl + K

Common Commands: Common To Most Views
Check spelling

F7

Common Commands: Common To Most Views
Flag for follow-up

Ctrl + Shift + G

Common Commands: Common To Most Views
Forward

Ctrl + F

Common Commands: Common To Most Views
Send or post or invite all

Alt + S

Common Commands: Common To Most Views
Enable editing in a field (except in Mail or Icon view)

F2

Common Commands: Common To Most Views
Left align text

Ctrl + L

Common Commands: Common To Most Views
Center text

Ctrl + E

Common Commands: Common To Most Views
Right align text

Ctrl + R

Common Commands: Format Text and work with Editor
Cut (selected text)

Ctrl + X or Shift + Delete

Common Commands: Format Text and work with Editor
Copy (selected text), NOTE: Ctrl+Insert is not available in the Reading Pane

Ctrl + C or Ctrl + Insert

Common Commands: Format Text and work with Editor
Paste (from clipboard)

Ctrl + V or Shift + Insert

Common Commands: Format Text and work with Editor
Bold

Ctrl + B

Common Commands: Format Text and work with Editor
Underline

Ctrl + U

Common Commands: Format Text and work with Editor
Italics

Ctrl + I

Common Commands: Format Text and work with Editor
Increase font size

Ctrl + ] or Ctrl + Shift + >

Common Commands: Format Text and work with Editor
Decrease font size

Ctrl + [ or Ctrl + Shift + <

Common Commands: Format Text and work with Editor
Switch case (selected text)

Shift + F3

Common Commands: Format Text and work with Editor
Format letters as small capitals

Ctrl + Shift + K

Common Commands: Format Text and work with Editor
Display the Format menu

Alt + O

Common Commands: Format Text and work with Editor
Display the Font dialog box

Ctrl + Shift + P

Common Commands: Format Text and work with Editor
Add bullets

Ctrl + Shift + L

Common Commands: Format Text and work with Editor
Increase Decrease indent

Ctrl + T / Ctrl + Shift + T

Common Commands: Format Text and work with Editor
Left align

Ctrl + L

Common Commands: Format Text and work with Editor
Center

Ctrl + E

Common Commands: Format Text and work with Editor
Clear formatting

Ctrl + Shift + Z or Ctrl + Space

Common Commands: Format Text and work with Editor
Delete the next word

Ctrl + Shift + H

Common Commands: Format Text and work with Editor
Stretch a paragraph to fit between the margins

Ctrl + Shift + J

Common Commands: Format Text and work with Editor
Apply styles

Ctrl + Shift + S

Common Commands: Format Text and work with Editor
Create/reduce a hanging indent

Ctrl + T / Ctrl + Shift + T

Common Commands: Format Text and work with Editor
Insert a hyperlink

Ctrl + K

Common Commands: Format Text and work with Editor
Left/Right align a paragraph

Ctrl + L / Ctrl + R

Common Commands: Format Text and work with Editor
Remove paragraph formatting

Ctrl + Q

Common Commands: Format Text and work with Editor
Toggle show/hide formatting marks. Must be in email body for this to work.

Ctrl + Shift + 8

Common Commands: Add Links and Edit URLs
Edit a URL in the body of an item

Ctrl + Left Mouse Click

Common Commands: Add Links and Edit URLs
Insert hyperlink

Ctrl + K

Common Commands: Create Item or File
Create an appointment

Ctrl + Shift + A

Common Commands: Create Item or File
Create a contact

Ctrl + Shift + C

Common Commands: Create Item or File
Create a contact group

Ctrl + Shift + L

Common Commands: Create Item or File
Create a fax

Ctrl + Shift + X

Common Commands: Create Item or File
Create a folder

Ctrl + Shift + E

Common Commands: Create Item or File
Create a meeting request

Ctrl + Shift + Q

Common Commands: Create Item or File
Create a message

Ctrl + Shift + M

Common Commands: Create Item or File
Create a note

Ctrl + Shift + N

Common Commands: Create Item or File
Create a Microsoft Office document

Ctrl + Shift + H

Common Commands: Create Item or File
Post to this folder

Ctrl + Shift + S

Common Commands: Create Item or File
Post a reply in this folder

Ctrl + T

Common Commands: Create Item or File
Create a Search Folder

Ctrl + Shift + P

Common Commands: Create Item or File
Create a task

Ctrl + Shift + K

Common Commands: Create Item or File
Create a task request

Ctrl + Shift + U

Common Commands: Color Categories
Delete the selected category from the list in the Color Categories dialog box

Alt + D

Common Commands: Flags
Open the Flag for Follow Up dialog box to assign a flag

Ctrl + Shift + G

Mail
Switch to Inbox

Ctrl + Shift + I

Mail
Pop Out email reply in new window

Ctrl + O

Mail
Switch to Outbox

Ctrl + Shift + O

Mail
Choose the account from which to send a message

Alt + M

Mail
Check names

Ctrl + K

Mail
Send

Alt + S

Mail
Reply to a message

Ctrl + R

Mail
Reply all to a message

Ctrl + Shift + R

Mail
Reply with meeting request

Ctrl + Alt + R

Mail
Forward a message

Ctrl + F

Mail
Mark a message as not junk

Ctrl + Alt + J

Mail
Display blocked external content (in a message)

Ctrl + Shift + I

Mail
Post to a folder

Ctrl + Shift + S

Mail
Apply Normal style

Ctrl + Shift + N

Mail
Check for new messages

Ctrl + M or F9

Mail
Go to the previous message

Arrow Up

Mail
Go to the next message

Arrow Down

Mail
Create a message (when in Mail)

Ctrl + N

Mail
Create a message (from any Outlook view)

Ctrl + Shift + M

Mail
Open a received message

Ctrl + O

Mail
Delete and Ignore a Conversation

Ctrl + Shift + D

Mail
Open the Address Book

Ctrl + Shift + B

Mail
Add a Quick Flag to an unopened message

Insert

Mail
Display the Flag for Follow Up dialog box

Ctrl + Shift + G

Mail
Mark as read/unread

Ctrl + Q / Ctrl + U

Mail
Open the Mail Tip in the selected message

Ctrl + Shift + W

Mail
Find or replace

F4

Mail
Find next

Shift + F4

Mail
Send

Ctrl + Enter

Mail
Print

Ctrl + P

Mail
Forward

Ctrl + F

Mail
Forward as attachment

Ctrl + Alt + F

Mail
Show the properties for the selected item

Alt + Enter

Mail
Create a multimedia message

Ctrl + Shift + U

Mail
Mark for Download

Ctrl + Alt + M

Mail
Clear Mark for Download

Ctrl + Alt + U

Mail
Display Send/Receive progress

Ctrl + B

Calendar
Create an appointment (when in Calendar)

Ctrl + N

Calendar
Create an appointment (in any Outlook view)

Ctrl + Shift + A

Calendar
Create a meeting request

Ctrl + Shift + Q

Calendar
Forward an appointment or meeting

Ctrl + F

Calendar
Reply to a meeting request with a message

Ctrl + R

Calendar
Reply All to a meeting request with a message

Ctrl + Shift + R

Calendar
Show 1 day in the calendar

Alt + 1

Calendar
Show 2 days in the calendar

Alt + 2

Calendar
Show 3 days in the calendar

Alt + 3

Calendar
Show 4 days in the calendar

Alt + 3

Calendar
Show 5 days in the calendar

Alt + 5

Calendar
Show 6 days in the calendar

Alt + 6

Calendar
Show 7 days in the calendar

Alt + 7

Calendar
Show 8days in the calendar

Alt + 8

Calendar
Show 9 days in the calendar

Alt + 9

Calendar
Show 10 days in the calendar

Alt + 0

Calendar
Go to a date

Ctrl + G

Calendar
Switch to Month view

Alt + = or Ctrl + Alt + 4

Calendar
Go to the next/previous day

Ctrl + Arrow Right / Ctrl + Arrow Left

Calendar
Go to the next/previous week

Alt + Arrow Down / Alt + Arrow Up

Calendar
Go to the next/previous month

Alt + Page Down / Alt + Page Up

Calendar
Go to the start/end of the week

Alt + Home / Alt + End

Calendar
Switch to Full Week view

Alt + - or Ctrl + Alt + 3

Calendar
Switch to Work Week view

Ctrl + Alt + 2

Calendar
Go to previous/next appointment

Ctrl + , or Ctrl + Shift + , / Ctrl + . or Ctrl + Shift + .

Calendar
Set up recurrence for an open appointment or meeting

Ctrl + G

People
Dial a new call

Ctrl + Shift + D

People
Find a contact or other item (Search)

F3 or Ctrl + E

People
Enter a name in the Search Address Books box

F11

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

Shift + letter

People
Select all contacts

Ctrl + A

People
Create a message with selected contact as subject

Ctrl + F

People
Create a contact (when in Contacts)

Ctrl + N

People
Create a contact (from any Outlook view)

Ctrl + Shift + C

People
Open a contact form for the selected contact

Ctrl + O

People
Create a contact group

Ctrl + Shift + L

People
Print

Ctrl + P

People
Update a list of contact group members

F5

People
Go to a different folder

Ctrl + Y

People
Open the Address Book

Ctrl + Shift + B

People
Use Advanced Find

Ctrl + Shift + F

People
In an open contact, open the next contact listed

Ctrl + Shift + .

People
Find a contact

F11

People
Close a contact

Esc

People
Send a fax to the selected contact

Ctrl + Shift + X

People
Open the Check Address dialog box

Alt + D

People
In a contact form, under Internet, display the Email 1 information

Alt + Shift + 1

People
In a contact form, under Internet, display the Email 2 information

Alt + Shift + 2

People
In a contact form, under Internet, display the Email 3 information

Alt + Shift + 3

People: Electronic Business Cards
Open the Add list

Alt + A

People: Electronic Business Cards
Select text in Label box when the field with a label assigned is selected

Alt + B

People: Electronic Business Cards
Open the Add Card Picture dialog box

Alt + C

People: Electronic Business Cards
Place cursor at beginning of Edit box

Alt + E

People: Electronic Business Cards
Select the Fields box

Alt + F

People: Electronic Business Cards
Select the Image Align drop-down list

Alt + G

People: Electronic Business Cards
Select color palette for background

Alt + K , then Enter

People: Electronic Business Cards
Select Layout drop-down list

Alt + L

People: Electronic Business Cards
Remove a selected field from the Fields box

Alt + R

Tasks
Accept a task request

Alt + C

Tasks
Decline a task request

Ctrl + D

Tasks
Find a task or other item

Ctrl + E

Tasks
Open the Go to Folder dialog box

Ctrl + Y

Tasks
Create a task (when in Tasks)

Ctrl + N

Tasks
Create a task (from any Outlook view)

Ctrl + Shift + K

Tasks
Open selected item

Ctrl + O

Tasks
Print selected item

Ctrl + P

Tasks
Select all items

Ctrl + A

Tasks
Delete selected item

Ctrl + D

Tasks
Forward a task as an attachment

Ctrl + F

Tasks
Create a task request

Ctrl + Shift + Ctrl + U

Tasks
Switch between the Folder Pane, Tasks list, and To-Do Bar

Tab or Shift + Tab

Tasks
Undo last action

Ctrl + Z

Tasks
Flag an item or mark complete

Insert

Groups
Expand/collapse a single selected group

Arrow Right / Arrow Left

Groups
Select the previous/next group

Arrow Up / Arrow Down

Groups
Select the first/last group

Home / End

Groups
Select the first item on screen in an expanded group or the first item off screen to the right

Arrow Right

Print
Open Print tab in Backstage view

Alt + F , then P

Print
To print an item from an open window

Alt + F , then F , then 1

Print
Open Page Setup from Print Preview

Alt + S , or Alt + U

Print
To select a printer from Print Preview

Alt + F , then P , then I

Print
To Define Print Styles

Alt + F , then P , then L

Print
To open Print Options

Alt + F , then P , then R

Send/Receive
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

Send/Receive
Start a send/receive for the current folder, retrieving full items (header, item, and any attachments)

Shift + F9

Send/Receive
Start a send/receive

Ctrl + M

Send/Receive
Define Send/Receive groups

Ctrl + Alt + S

Macros
Play Macro

Alt + F8

Views: Table View
Open an item

Enter

Views: Table View
Select all items

Ctrl + A

Views: Table View
Go to the item at the bottom/top of the screen

Page Down / Page Up

Views: Table View
Extend or reduce the selected items by one item

Shift + Arrow Up or Shift + Arrow Down

Views: Table View
Go to the next or previous item without extending the selection

Ctrl + Arrow Up or Ctrl + Arrow Down

Views: Table View
Select or cancel selection of the active item

Ctrl + Space

View: Business Cards/Address cards
Select a specific card in the list (type one or more letters of the name that the card)

a-z

View: Business Cards/Address cards
Select the previous/next card

Arrow Up / Arrow Down

View: Business Cards/Address cards
Select the first/last card in the list

Home / End

View: Business Cards/Address cards
Select the first card on the current/next page

Page Up / Page Down

View: Business Cards/Address cards
Select the closest card in the next/previous column

Arrow Right / Arrow Left

View: Business Cards/Address cards
Select or cancel selection of the active card

Ctrl + Space

View: Business Cards/Address cards
Extend the selection to the previous card and cancel selection of cards after the starting point

Shift + Arrow Up

View: Business Cards/Address cards
Extend the selection to the next card and cancel selection of cards before the starting point

Shift + Arrow Down

View: Business Cards/Address cards
Extend the selection to the previous card, regardless of the starting point

Ctrl + Shift + Arrow Up

View: Business Cards/Address cards
Extend the selection to the next card, regardless of the starting point.

Ctrl + Shift + Arrow Down

View: Business Cards/Address cards
Extend the selection to the first/last card in the list

Shift + Home / Shift + End

View: Business Cards/Address cards
Extend the selection to the first/last card on the previous page

Shift + Page Up / Shift + Page Down

View: Business Cards/Address cards
Move to the next/previous field and control (in an open card)

Tab / Shift + Tab

View: Business Cards/Address cards
Close the active card (in an open card)

Enter

View: Business Cards/Address cards
Add a line in a multiline field (when a field in a card is selected)

Enter

View: Business Cards/Address cards
Move to the beginning/end of a line (when a field in a card is selected)

Home / End

View: Business Cards/Address cards
Move to the beginning/end of a multiline field (when a field in a card is selected)

Page Up / Page Down

View: Business Cards/Address cards
Move 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 cards
Move 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 selected
Select the previous/next item

Arrow Left / Arrow Right

View: Timeline (Tasks) - When an item is selected
Select several adjacent items

Shift + Arrow Left or Shift + Arrow Right

View: Timeline (Tasks) - When an item is selected
Select several nonadjacent items

Ctrl + Arrow Left + Space or Ctrl + Arrow Right + Space

View: Timeline (Tasks) - When an item is selected
Open the selected items

Enter

View: Timeline (Tasks) - When an item is selected
Select 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 selected
Display (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 selected
Expand the group

Enter or Arrow Right

View: Timeline (Tasks) - When a group is selected
Collapse the group

Enter or Arrow Left

View: Timeline (Tasks) - When a group is selected
Select the previous/next group

Arrow Up Arrow Down

View: Timeline (Tasks) - When a group is selected
Select the first/last group on the timeline

Home / End

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

View: Timeline (Tasks) - When a unit of time for days is selected
Move 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 selected
Switch between active view, To-Do Bar, Search and back to active view

Tab and Shift +Tab

View: Calendar - Day/Week/Month
View from 1 through 9 days

Alt + key for number of days

View: Calendar - Day/Week/Month
View 10 days

Alt + 0

View: Calendar - Day/Week/Month
Switch to weeks

Alt + -

View: Calendar - Day/Week/Month
Switch to months

Alt + =

View: Calendar - Day/Week/Month
Move between Calendar, TaskPad, and the Folder List

Ctrl + Tab or F6

View: Calendar - Day/Week/Month
Select the previous appointment

Shift + Tab

View: Calendar - Day/Week/Month
Go to the previous/next day

Arrow Left / Arrow Right

View: Calendar - Day/Week/Month
Go to the same day in the next/previous week

Alt + Arrow Down / Alt + Arrow Up

View: Calendar - Day View
Select the time that begins your work day

Home

View: Calendar - Day View
Select the time that ends your work day

End

View: Calendar - Day View
Select the previous/next block of time

Arrow Up / Arrow Down

View: Calendar - Day View
Select the block of time at the top/bottom of the screen

Page Up / Page Down

View: Calendar - Day View
Extend or reduce the selected time

Shift + Arrow Up or Shift + Arrow Down

View: Calendar - Day View
Move an appointment up or down

Alt + Arrow Up or Alt + Arrow Down

View: Calendar - Day View
Change an appointment's start or end time

Alt + Shift + Arrow Up or Alt + Shift + Arrow Down

View: Calendar - Day View
Move selected item to the same day in the next week

Alt + Arrow Down

View: Calendar - Day View
Move selected item to the same day in the previous week

Alt + Arrow Up or Alt + Arrow Down

View: Calendar - Week View
Go to the start/end of work hours for the selected day

Home / End

View: Calendar - Week View
Go up/down one page view in the selected day

Page Up / Page Down

View: Calendar - Week View
Change 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 View
Go to the first day of the week

Home

View: Calendar - Month View
Go to the same day of the week in the previous/next page

Page Up / Page Down

Date Navigator
Go to the first/last day of the current week

Alt + Home / Alt + End

Date Navigator
Go to the same day in the previous/next week

Alt + Arrow Up / Alt + Arrow Down

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