Microsoft Outlook 2016 (Windows)
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
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 |