================================================ Outlook 2019 and Outlook 2016 keyboard shortcuts ================================================ First published at 12/10/2017 on https://defkey.com/outlook-2016-outlook-2013-shortcuts Microsoft Outlook is email client from Microsoft. It also includes calendar, task manager, contact manager, journal, note taking and web browsing features. Outlook 2019 and Outlook 2016 has 356 shortcuts and we have listed all of them below. Notice ------ The shortcuts in this topic refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard. Frequently used shortcuts ------------------------- Esc Close Enter Close Alt + H Go to Home tab Ctrl + Shift + M New message Alt + S Send Alt + N then A, F Insert file Ctrl + Shift + K New task Del (when a message, task, or meeting is selected) Delete Ctrl + E Search Alt + H then RP  Reply Alt + H then F then W Forward Alt + H then R, A Reply All Ctrl + C Copy Ctrl + Insert Copy Alt + S then S Send/Receive Ctrl + 2 Go to calendar Ctrl + Shift + A Create appointment Alt + H then M, V Select folder from list Move to folder Alt + JA then A, S  Attachment SaveAs Basic navigation ---------------- Ctrl + 1 Switch to Mail view Ctrl + 2 Switch to Calendar view Ctrl + 3 Switch to Contacts view Ctrl + 4 Switch to Tasks view Ctrl + 5 Switch to Notes Ctrl + 6 Switch to Folder list in the Folder pane Ctrl + 7 Switch to Shortcuts Ctrl + - Switch to next open message Ctrl + , Switch to previous open message Ctrl + Shift + Tab Move between the Folder pane, the main Outlook window, the Reading pane, and the To-Do bar Shift + Tab Move between the Folder pane, the main Outlook window, the Reading pane, and the To-Do bar Tab Move between the Outlook window, the smaller panes in the Folder pane, the Reading pane, and the sections in the To-Do bar F6 Move between the Outlook window, the smaller panes in the Folder pane, the Reading pane, and the sections in the To-Do bar, and show the access keys in the Outlook ribbon Ctrl + Tab Move around message header lines in the Folder pane or an open message Arrow keys Move around within the Folder pane Ctrl + Y Go to a different folder F3 Go to the Search box Ctrl + E Go to the Search box Alt + Up arrow In the Reading pane, go to the previous message Ctrl + , In the Reading pane, go to the previous message Alt + Page Up In the Reading pane, go to the previous message Space In the Reading pane, page down through text Shift + Space In the Reading pane, page up through text Left arrow / Right arrow Collapse or expand a group in the email message list Alt + B Go back to previous view in the main Outlook window Alt + Left arrow Go back to previous view in the main Outlook window Alt + Right arrow Go forward to next view in the main Outlook window Ctrl + Shift + W Select the InfoBar and, if available, show the menu of commands Search ------ Ctrl + E Find a message or other item Esc Clear the search results Ctrl + Alt + A Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in Ctrl + Shift + F Use Advanced Find Ctrl + Shift + P Create a Search folder F4 Search for text within an open item Ctrl + H Find and replace text, symbols, or some formatting commands when in the Reading pane or in an open item Ctrl + Alt + K Expand search to include items from the current folder Ctrl + Alt + Z Expand search to include subfolders Flags ----- Ctrl + Shift + G Open the Flag for Follow Up dialog box to assign a flag Color categories ---------------- Alt + D Delete the selected category from the list in the Color categories dialog box Create an item or file ---------------------- Ctrl + Shift + A Create an appointment Ctrl + Shift + C Create a contact Ctrl + Shift + L Create a contact group Ctrl + Shift + X Create a fax Ctrl + Shift + E Create a folder Ctrl + Shift + Q Create a meeting request Ctrl + Shift + M Create a message Ctrl + Shift + N Create a note Ctrl + Shift + H Create an Office document Ctrl + Shift + S Post to the selected folder Ctrl + T Post a reply in the selected folder Ctrl + Shift + P Create a Search folder Ctrl + Shift + K Create a task Commands in most views ---------------------- Ctrl + S Save (except in Tasks view) Shift + F12 Save (except in Tasks view) Alt + S Save and close (except in Mail view) F12 Save as (only in Mail view) Ctrl + Z Undo Alt + Backspace Undo Ctrl + D Delete an item Ctrl + P Print Ctrl + Shift + Y Copy an item Ctrl + Shift + V Move an item Ctrl + K Check names F7 Check spelling Ctrl + Shift + G Flag for follow-up Ctrl + F Forward Alt + W Forward Alt + S Send or post or invite all F2 Enable editing in a field, in all views except Mail or Icon Ctrl + L Left align text Ctrl + E Center text Ctrl + R Right align text Mail ---- Ctrl + Shift + I Switch to Inbox Ctrl + Shift + O Switch to Outbox Ctrl + K Check names Alt + S Send Ctrl + R Reply to a message Ctrl + Shift + R Reply All to a message Ctrl + Alt + R Reply with meeting request Ctrl + F Forward a message Ctrl + Alt + J Mark a message as not junk Ctrl + Shift + I Display blocked external content (in a message) Ctrl + Shift + S Post to a folder Ctrl + Shift + N Apply Normal style Ctrl + M Check for new messages F9 Check for new messages Up arrow Go to the previous message Down arrow Go to the next message Ctrl + N Create a message (when in Mail view) Ctrl + Shift + M Create a message (from any Outlook view) Ctrl + O Open a received message Ctrl + Shift + D Delete and ignore a conversation Ctrl + Shift + B Open the Address Book Insert Add a Quick flag to an unopened message Ctrl + Shift + G Display the Flag for follow up dialog box Ctrl + Q Mark as read Ctrl + U Mark as unread Ctrl + Shift + W Open the MailTip in the selected message F4 Find or replace Shift + F4 Find next Ctrl + Enter Send Ctrl + P Print Ctrl + F Forward Ctrl + Alt + F Forward as attachment Alt + Enter Show the properties for the selected item Ctrl + Alt + M Mark for download Ctrl + Alt + U Check Mark for download status Ctrl + B (when a Send/Receive is in progress) Display Send/Receive progress Calendar -------- Ctrl + N Create an appointment (when in the Calendar view) Ctrl + Shift + A Create an appointment (in any Outlook view) Ctrl + Shift + Q Create a meeting request Alt + 1 Show one day in the calendar Alt + 2 Show two days in the calendar Alt + 3 Show three days in the calendar Alt + 4 Show four days in the calendar Alt + 5 Show five days in the calendar Alt + 6 Show six days in the calendar Alt + 7 Show seven days in the calendar Alt + 8 Show eight days in the calendar Alt + 9 Show nine days in the calendar Alt + 0 Show 10 days in the calendar Ctrl + G Go to a date Alt + = Switch to Month view Ctrl + Alt + 4 Switch to Month view Ctrl + Right arrow Go to the next day Alt + Down arrow Go to the next week Alt + Page Down Go to the next month Ctrl + Left arrow Go to the previous day Alt + Up arrow Go to the previous week Alt + Page Up Go to the previous month Alt + Home Go to the start of the week Alt + End Go to the end of the week Alt + - Switch to Full Week view Ctrl + Alt + 3 Switch to Full Week view Ctrl + Alt + 2 Switch to Work Week view Ctrl + , Go to previous appointment Ctrl + Shift + , Go to previous appointment Ctrl + , Go to next appointment Ctrl + Shift + , Go to next appointment Ctrl + G Set up recurrence for an open appointment or meeting People ------ Ctrl + Shift + D Dial a new call F3 Find a contact or other item (Search) Ctrl + E Find a contact or other item (Search) F11 Enter a name in the Search Address Books box Shift + [A - Z] In Table or List view of contacts, go to the first contact that starts with a specific letter Ctrl + A Select all contacts Ctrl + F Create a message with selected contact as subject Ctrl + N Create a contact (when in Contacts) Ctrl + Shift + C Create a contact (from any Outlook view) Ctrl + O Open a contact form for the selected contact Ctrl + Shift + L Create a contact group Ctrl + P Print F5 Update a list of contact group members Ctrl + Y Go to a different folder Ctrl + Shift + B Open the Address Book Ctrl + Shift + F Use Advanced Find Ctrl + Shift + , In an open contact, open the next contact listed F11 Find a contact Esc Close a contact Ctrl + Shift + X Send a fax to the selected contact Alt + D Open the Check Address dialog box Alt + Shift + 1 In a contact form, under Internet, display the Email 1 information Alt + Shift + 2 In a contact form, under Internet, display the Email 2 information Alt + Shift + 3 In a contact form, under Internet, display the Email 3 information People: in the Electronic Business Cards dialog box ---------------------------------------------------- Alt + A Open the Add list Alt + B Select text in the Label box when the field with a label assigned is selected Alt + C Open the Add Card Picture dialog box Alt + E Place cursor at beginning of the Edit box Alt + F Select the Fields box Alt + G Select the Image Align drop-down box Alt + K Enter  Select the color palette for the background Alt + L Select the Layout drop-down box Alt + R Remove a selected field from the Fields box Tasks ----- Ctrl + C Accept a task request Ctrl + D Decline a task request Ctrl + E Find a task or other item Ctrl + Y Open the Go to Folder dialog box Ctrl + N Create a task when in Tasks view Ctrl + Shift + K Create a task from any Outlook view Ctrl + O Open selected item Ctrl + P Print selected item Ctrl + A Select all items Ctrl + D Delete selected item Ctrl + F Forward a task as an attachment Ctrl + Shift + Alt + U Create a task request Tab Switch between the Folder pane, Tasks list, and To-Do bar Shift + Tab Switch between the Folder pane, Tasks list, and To-Do bar Ctrl + Z Undo last action Insert Flag an item or mark complete Text formatting --------------- Alt + O Display the Format menu Ctrl + Shift + P Display the Font dialog box Shift + F3 Switch case (with text selected) Ctrl + Shift + K Format letters as small capitals Ctrl + B Make letters bold Ctrl + Shift + L Add bullets Ctrl + I Make letters italic Ctrl + T Increase indent Ctrl + Shift + T Decrease indent Ctrl + L Left align Ctrl + E Center Ctrl + U Underline Ctrl + ] Increase font size Ctrl + Shift + > Increase font size Ctrl + [ Decrease font size Ctrl + Shift + < Decrease font size Ctrl + X Cut Shift + Del Cut Ctrl + C Copy Ctrl + Insert Copy Note: Ctrl+Insert is not available in the Reading pane. Ctrl + V Paste Shift + Insert Paste Ctrl + Shift + Z Clear formatting Ctrl + Space Clear formatting Ctrl + Shift + H Delete the next word Ctrl + Shift + J Justify text (Stretch a paragraph to fit between the margins) Ctrl + Shift + S Apply styles Ctrl + T Create a hanging indent Ctrl + K Insert a hyperlink Ctrl + L Left align a paragraph Ctrl + R Right-align a paragraph Ctrl + Shift + T Reduce a hanging indent Ctrl + Q Remove paragraph formatting Add web information to items ---------------------------- Ctrl + K Insert or edit a hyperlink in the body of an item Printing -------- Alt + F then P Open the Print tab in Backstage view Alt + F then PP, FF and 1 Print an item from an open window Alt + S Open the Page Setup dialog box from Print view Alt + U Open the Page Setup dialog box from Print view Alt + F then P, I Select a printer from Print view Alt + F then P, R Open the Print Options dialog box Send / receive -------------- F9 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 Shift + F9 Start a send/receive for the current folder, retrieving full items (header, item, and any attachments) Ctrl + M Start a send/receive Ctrl + Alt + S Define Send/Receive groups Visual Basic Editor ------------------- Alt + F11 Open Visual Basic Editor Macros ------ Alt + F8 Play macro Forms ----- Place the focus on an InfoPath folder, and then press Ctrl+N to create an InfoPath form Ctrl + Shift + Alt + T Close an InfoPath form Views: Table view ----------------- Page Down Go to the item at the bottom of the screen Page Up Go to the item at the top of the screen Shift + Up arrow / Down arrow Extend or reduce the selected items by one item Ctrl + Up arrow / Down arrow Go to the next or previous item without extending the selection Ctrl + Space Etkin öğeyi seç veya seçimini iptal et Views: With a group selected ---------------------------- Right arrow Expand a single selected group Left arrow Collapse a single selected group Up arrow Select the previous group Down arrow Select the next group Home Select the first group End Select the last group Right arrow Select the first item on screen in an expanded group or the first item off screen to the right Views: Calendar day/week/month view ----------------------------------- Alt + Key for number of days  View from one through nine days Alt + 0 (zero)  View 10 days Alt + - Switch to Week view Alt + = Switch to Month view Ctrl + Tab Move between Calendar view, TaskPad, and the Folder list F6 Move between Calendar view, TaskPad, and the Folder list Shift + Tab Select the previous appointment Left arrow Go to the previous day Right arrow Go to the next day Alt + Down arrow Go to the same day in the next week Alt + Up arrow Go to the same day in the previous week Views: Single day view ---------------------- Home Select the time that begins your work day End Select the time that ends your work day Up arrow Select the previous block of time Down arrow Select the next block of time Page Up Select the block of time at the top of the screen Page Down Select the block of time at the bottom of the screen Shift + Up arrow Arrow Extend or reduce the selected time Shift + Down arrow Arrow Extend or reduce the selected time With the cursor in the appointment, press Alt+Up Arrow or Alt+Down Arrow, respectively  Move an appointment up or down. With the cursor in the appointment, press Alt+Shift+Up Arrow or Alt+Shift+Down Arrow, respectively  Change an appointment's start or end time. Alt + Down arrow Move selected item to the same day in the next week Alt + Up arrow Move selected item to the same day in the previous week Views: Week view ---------------- Home Go to the start of work hours for the selected day End Go to the end of work hours for the selected day Page Up Go up one page view in the selected day Page Down Go down one page view in the selected day Shift + Left arrow / Right arrow Change the duration of the selected block of time Shift + Up arrow / Down arrow Change the duration of the selected block of time Shift + Home Change the duration of the selected block of time Shift + End Change the duration of the selected block of time Views: Month view ----------------- Home Go to the first day of the week Page Up Go to the same day of the week in the previous page Page Down Go to the same day of the week in the next page Date Navigator -------------- Alt + Home Go to the first day of the current week Alt + End Go to the last day of the current week Alt + Up arrow Go to the same day in the previous week Alt + Down arrow Go to the same day in the next week Business cards or Address view ------------------------------ To select a specific card in the list, type one or more letters of the name that the card is filed under, or type the name of the field you are sorting by. Up arrow Select the previous card Down arrow Select the next card Home Select the first card in the list End Select the last card in the list Page Up Select the first card on the current page Page Down Select the first card on the next page Right arrow Select the closest card in the next column Left arrow Select the closest card in the previous column Ctrl + Space Select or cancel selection of the active card Shift + Up arrow Extend the selection to the previous card and cancel selection of cards after the starting point Shift + Down arrow Extend the selection to the next card and cancel selection of cards before the starting point Ctrl + Shift + Up arrow Extend the selection to the previous card, regardless of the starting point Ctrl + Shift + Down arrow Extend the selection to the next card, regardless of the starting point Shift + Home Extend the selection to the first card in the list Shift + End Extend the selection to the last card in the list Shift + Page Up Extend the selection to the first card on the previous page Shift + Page Down Extend the selection to the last card on the last page Business cards: Move between fields in an open card --------------------------------------------------- Tab Move to the next field and control Shift + Tab Move to the previous field and control Enter Close the active card Esc Close the active card Business cards: Move between characters in a field -------------------------------------------------- Enter Add a line in a multiline field Home Move to the beginning of a line End Move to the end of a line Page Up Move to the beginning of a multiline field Page Down Move to the end of a multiline field Up arrow Move to the previous line in a multiline field Down arrow Move to the next line in a multiline field Left arrow Move to the previous character in a field Right arrow Move to the next character in a field Timeline view (Tasks): When an item is selected ----------------------------------------------- Left arrow Select the previous item Right arrow Select the next item Shift + Left arrow / Right arrow Select multiple adjacent items Ctrl + Left arrow + Space Select multiple nonadjacent items Ctrl + Right arrow + Space Select multiple nonadjacent items Enter Open the selected items Home Select the first item on the timeline (if items are not grouped) or the first item in the group End Select the last item on the timeline (if items are not grouped) or the last item in the group Ctrl + Home Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group Ctrl + End Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group Timeline view (Tasks): When a group is selected ----------------------------------------------- Enter Expand the group Right arrow Expand the group Enter Collapse the group Left arrow Collapse the group Up arrow Select the previous group Down arrow Select the next group Home Select the first group on the timeline End Select the last group on the timeline Right arrow Select the first item on screen in an expanded group or the first item off screen to the right Timeline view (Tasks): When a unit of time on the time scale for days is selected --------------------------------------------------------------------------- Left arrow Move back in increments of time that are the same as those shown on the time scale Right arrow Move forward in increments of time that are the same as those shown on the time scale Tab Switch between active view, the To-Do bar, Search, and back to active view Shift + Tab Switch between active view, the To-Do bar, Search, and back to active view Source: Office support pages Last modified on (UTC): Tuesday, January 26, 2021 Defkey © All rights reserved.