Outlook 2016 and Outlook 2013

Basic navigation

Switch to Notes

Ctrl + 5

All hotkeys for Outlook 2016 and Outlook 2013

Business cards: Move between fields in an open card
Close the active card

Esc

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

⤶ Enter

Frequently used shortcuts
then <keybs>M</keybs>, <keybs>V</keybs> Select folder from list Move to folder

Alt + H

Mail
Create a message (from any Outlook view)

Ctrl + ↑   Shift + M

Printing
Open the Page Setup dialog box from Print view

Alt + S

Frequently used shortcuts
then <keybs>A</keybs>, <keybs>F</keybs> Insert file

Alt + N

Text formatting
Format letters as small capitals

Ctrl + ↑   Shift + K

Frequently used shortcuts
(when a message, task, or meeting is selected) Delete

Del

Text formatting
Center

Ctrl + E

Text formatting
Copy

Ctrl + C

Text formatting
Copy

Ctrl + Insert

Basic navigation
Switch to Calendar view

Ctrl + 2

Calendar
Create an appointment (in any Outlook view)

Ctrl + ↑   Shift + A

Frequently used shortcuts
then <keybs>A</keybs>, <keybs>S</keybs>  Attachment SaveAs

Alt + JA

Basic navigation
Switch to Mail view

Ctrl + 1

Basic navigation
Switch to Contacts view

Ctrl + 3

Basic navigation
Switch to Tasks view

Ctrl + 4

Basic navigation
Switch to Notes

Ctrl + 5

Basic navigation
Switch to Folder list in the Folder pane

Ctrl + 6

Basic navigation
Switch to Shortcuts

Ctrl + 7

Basic navigation
Switch to next open message

Ctrl + -

Calendar
Go to next appointment

Ctrl + ,

Basic navigation
Move between the Folder pane, the main Outlook window, the Reading pane, and the To-Do bar

Ctrl + ↑   Shift + ⭾ Tab

Timeline view (Tasks): When a unit of time on the time scale for days is selected
Switch between active view, the To-Do bar, Search, and back to active view

↑   Shift + ⭾ Tab

Timeline view (Tasks): When a unit of time on the time scale for days is selected
Switch between active view, the To-Do bar, Search, and back to active view

⭾ Tab

Views: Calendar day/week/month view
Move between Calendar view, TaskPad, and the Folder list

F6

Views: Calendar day/week/month view
Move between Calendar view, TaskPad, and the Folder list

Ctrl + ⭾ Tab

Basic navigation
Move around within the Folder pane

← ↑ → ↓

Tasks
Open the Go to Folder dialog box

Ctrl + Y

People
Find a contact or other item (Search)

F3

Date Navigator
Go to the same day in the previous week

Alt +

Calendar
Go to the previous month

Alt + Page Up

Basic navigation
In the Reading pane, page down through text

Space

Basic navigation
In the Reading pane, page up through text

↑   Shift + Space

Basic navigation
Collapse or expand a group in the email message list

←  →

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

Alt + B

Basic navigation
Go back to previous view in the main Outlook window

Alt +

Basic navigation
Go forward to next view in the main Outlook window

Alt +

Mail
Open the MailTip in the selected message

Ctrl + ↑   Shift + W

Search
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

People
Use Advanced Find

Ctrl + ↑   Shift + F

Text formatting
Display the Font dialog box

Ctrl + ↑   Shift + P

Mail
Find or replace

F4

Search
Find and replace text, symbols, or some formatting commands when in the Reading pane or in 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

Mail
Display the Flag for follow up dialog box

Ctrl + ↑   Shift + G

People
Open the Check Address dialog box

Alt + D

People
Create a contact (from any Outlook view)

Ctrl + ↑   Shift + C

Text formatting
Add bullets

Ctrl + ↑   Shift + L

People
Send a fax to the selected contact

Ctrl + ↑   Shift + X

Create an item or file
Create a folder

Ctrl + ↑   Shift + E

Calendar
Create a meeting request

Ctrl + ↑   Shift + Q

Mail
Apply Normal style

Ctrl + ↑   Shift + N

Text formatting
Delete the next word

Ctrl + ↑   Shift + H

Text formatting
Apply styles

Ctrl + ↑   Shift + S

Text formatting
Create a hanging indent

Ctrl + T

Commands in most views
Save (except in Tasks view)

Ctrl + S

Commands in most views
Save (except in Tasks view)

↑   Shift + F12

Commands in most views
Save as (only in Mail view)

F12

Tasks
Undo last action

Ctrl + Z

Commands in most views
Undo

Alt + ⬅ Backspace

Tasks
Delete selected item

Ctrl + D

Tasks
Print selected item

Ctrl + P

Commands in most views
Copy an item

Ctrl + ↑   Shift + Y

Commands in most views
Move an item

Ctrl + ↑   Shift + V

Add web information to items
Insert or edit a hyperlink in the body of an item

Ctrl + K

Commands in most views
Check spelling

F7

Tasks
Forward a task as an attachment

Ctrl + F

Commands in most views
Enable editing in a field, in all views except Mail or Icon

F2

Text formatting
Left align a paragraph

Ctrl + L

Text formatting
Right-align a paragraph

Ctrl + R

Mail
Display blocked external content (in a message)

Ctrl + ↑   Shift + I

Mail
Switch to Outbox

Ctrl + ↑   Shift + O

Mail
Reply All to a message

Ctrl + ↑   Shift + R

Mail
Reply with meeting request

Ctrl + Alt + R

Mail
Mark a message as not junk

Ctrl + Alt + J

Send / receive
Start a send/receive

Ctrl + M

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

Timeline view (Tasks): When a group is selected
Select the previous group

Timeline view (Tasks): When a group is selected
Select the next group

Tasks
Create a task when in Tasks view

Ctrl + N

Tasks
Open selected item

Ctrl + O

People
Dial a new call

Ctrl + ↑   Shift + D

People
Open the Address Book

Ctrl + ↑   Shift + B

Tasks
Flag an item or mark complete

Insert

Text formatting
Remove paragraph formatting

Ctrl + Q

Text formatting
Underline

Ctrl + U

Mail
Find next

↑   Shift + F4

Mail
Send

Ctrl + ⤶ Enter

Mail
Forward as attachment

Ctrl + Alt + F

Mail
Show the properties for the selected item

Alt + ⤶ Enter

Mail
Mark for download

Ctrl + Alt + M

Mail
Check Mark for download status

Ctrl + Alt + U

Text formatting
Make letters bold

Ctrl + B

Calendar
Show one day in the calendar

Alt + 1

Calendar
Show two days in the calendar

Alt + 2

Calendar
Show three days in the calendar

Alt + 3

Calendar
Show four days in the calendar

Alt + 4

Calendar
Show five days in the calendar

Alt + 5

Calendar
Show six days in the calendar

Alt + 6

Calendar
Show seven days in the calendar

Alt + 7

Calendar
Show eight days in the calendar

Alt + 8

Calendar
Show nine days in the calendar

Alt + 9

Views: Calendar day/week/month view
(zero)  View 10 days

Alt + 0

Calendar
Set up recurrence for an open appointment or meeting

Ctrl + G

Views: Calendar day/week/month view
Switch to Month view

Alt + =

Calendar
Switch to Month view

Ctrl + Alt + 4

Calendar
Go to the next day

Ctrl +

Date Navigator
Go to the same day in the next week

Alt +

Calendar
Go to the next month

Alt + Page Down

Calendar
Go to the previous day

Ctrl +

Date Navigator
Go to the first day of the current week

Alt + Home

Date Navigator
Go to the last day of the current week

Alt + End

Views: Calendar day/week/month view
Switch to Week view

Alt + -

Calendar
Switch to Full Week view

Ctrl + Alt + 3

Calendar
Switch to Work Week view

Ctrl + Alt + 2

People
In an open contact, open the next contact listed

Ctrl + ↑   Shift + ,

People
Find a contact

F11

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

↑   Shift + A - Z

Tasks
Select all items

Ctrl + A

People
Update a list of contact group members

F5

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: in the Electronic Business Cards dialog box
Open the Add list

Alt + A

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

Alt + C

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

Alt + E

Printing
then <keybs>P</keybs>, <keybs>R</keybs> Open the Print Options dialog box

Alt + F

People: in the Electronic Business Cards dialog box
Select the Image Align drop-down box

Alt + G

People: in the Electronic Business Cards dialog box
Enter  Select the color palette for the background

Alt + K

People: in the Electronic Business Cards dialog box
Select the Layout drop-down box

Alt + L

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

Alt + R

Tasks
Create a task request

Ctrl + ↑   Shift + Alt + U

Text formatting
Display the Format menu

Alt + O

Text formatting
Switch case (with text selected)

↑   Shift + F3

Text formatting
Make letters italic

Ctrl + I

Text formatting
Reduce a hanging indent

Ctrl + ↑   Shift + T

Text formatting
Increase font size

Ctrl + ]

Text formatting
Increase font size

Ctrl + ↑   Shift + >

Text formatting
Decrease font size

Ctrl + [

Text formatting
Decrease font size

Ctrl + ↑   Shift + <

Text formatting
Cut

Ctrl + X

Text formatting
Cut

↑   Shift + Del

Text formatting
Paste

Ctrl + V

Text formatting
Paste

↑   Shift + Insert

Text formatting
Clear formatting

Ctrl + ↑   Shift + Z

Business cards or Address view
Select or cancel selection of the active card

Ctrl + Space

Text formatting
Justify text (Stretch a paragraph to fit between the margins)

Ctrl + ↑   Shift + J

Printing
Open the Page Setup dialog box from Print view

Alt + U

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

↑   Shift + F9

Send / receive
Define Send/Receive groups

Ctrl + Alt + S

Visual Basic Editor
Open Visual Basic Editor

Alt + F11

Macros
Play macro

Alt + F8

Forms
Close an InfoPath form

Ctrl + ↑   Shift + Alt + T

Business cards: Move between characters in a field
Move to the end of a multiline field

Page Down

Business cards: Move between characters in a field
Move to the beginning of a multiline field

Page Up

Views: Week view
Change the duration of the selected block of time

↑   Shift + ↑  ↓

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

Ctrl + ↑  ↓

Timeline view (Tasks): When a unit of time on the time scale for days is selected
Move forward in increments of time that are the same as those shown on the time scale

Timeline view (Tasks): When a unit of time on the time scale for days is selected
Move back in increments of time that are the same as those shown on the time scale

Timeline view (Tasks): When a group is selected
Select the first group on the timeline

Home

Timeline view (Tasks): When a group is selected
Select the last group on the timeline

End

Views: Calendar day/week/month view
for number of days  View from one through nine days

Alt + Key

Business cards or Address view
Extend the selection to the previous card and cancel selection of cards after the starting point

↑   Shift +

Business cards or Address view
Extend the selection to the next card and cancel selection of cards before the starting point

↑   Shift +

Timeline view (Tasks): When an item is selected
Select multiple adjacent items

↑   Shift + ←  →

Business cards or Address view
Extend the selection to the first card in the list

↑   Shift + Home

Business cards or Address view
Extend the selection to the last card in the list

↑   Shift + End

Business cards or Address view
Extend the selection to the previous card, regardless of the starting point

Ctrl + ↑   Shift +

Business cards or Address view
Extend the selection to the next card, regardless of the starting point

Ctrl + ↑   Shift +

Business cards or Address view
Extend the selection to the first card on the previous page

Shift + Page Up

Business cards or Address view
Extend the selection to the last card on the last page

Shift + Page Down

Timeline view (Tasks): When an item is selected
Select multiple nonadjacent items

Ctrl + + Space

Timeline view (Tasks): When an item is selected
Select multiple nonadjacent items

Ctrl + + Space

Timeline view (Tasks): When an item is selected
Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group

Ctrl + Home

Timeline view (Tasks): When an item is selected
Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group

Ctrl + End

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Ctrl + 5


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