Most Frequently Used Microsoft Outlook Shortcut Keys

For Microsoft Outlook, the following lists of keyboard shortcuts might be helpful for you, I have compiled the list which contains (CTRL+) combination shortcut keys, the list also contain few other common shortcuts which are handy and as well saves your time while you work on Microsoft Outlook. The list also includes brief descriptions of the shortcuts and its individual functionality.

Here are some of the most frequently used Microsoft Outlook shortcut keys: …

To perform this action…

Press…This..

Folder List – Expand selected folder

* (Numeric keypad)

Folder List – Collapse selected folder

.- (Numeric keypad)

Read Header Field One

Alt + 1

Read Header Field Two

Alt + 2

Read Header Field Three

Alt + 3

Read Header Field Four

Alt + 4

Read Header Field Five

Alt + 5

Go to today’s date

Alt + D

Move cursor to Menu Bar

Alt + or F10

Message options (from a new message window)

Alt + P

To Save Non-Email Item in Current Folder

Alt + S

Click To Button

Alt + Shift + 3

Click Cc Button

Alt + Shift + 4

Open application menu (to maximize, minimize etc)

Alt + Spacebar

To close item

ALT+F4

To save and close item (except notes); to send a message

ALT+S

Open “Look In”

Alt-I

Remove last semi-colon from mail addressee

Alt-K

To move around within the Navigation Pane or the Information Viewer

Arrow keys

Select all

Ctrl + A

Copy highlighted items/text to clipboard

Ctrl + C

Delete Message from message window

Ctrl + D

To delete current item

Ctrl + D

Move edit cursor to end in new email message window

Ctrl + End

Send Message

Ctrl + Enter or Alt + S

Forward message

Ctrl + F

Go to a date

Ctrl + G

Move edit cursor to top in new email message window

Ctrl + Home

Close Office Assistant

Ctrl + Insert + F4

Read Warning Header

Ctrl + Insert + W

Check Names

Ctrl + K

Create new item

Ctrl + N

Open print dialog box

Ctrl + P

Mark as unread or read

Ctrl + Q

Reply to sender

Ctrl + R

Save unfinished item in Drafts folder

Ctrl + S

Create a new appointment item

Ctrl + Shift + A

Open address book

Ctrl + Shift + B

Create a new contact item

Ctrl + Shift + C

New Contact Dialog

Ctrl + Shift + C

Create new folder dialog

Ctrl + Shift + E

Launch Advanced Find

Ctrl + Shift + F or F3

Launch flag for follow up dialog box

Ctrl + Shift + G

New Office Document

Ctrl + Shift + H

Move directly to Inbox

Ctrl + Shift + I

Create a new task item

Ctrl + Shift + K

Create a new email message

Ctrl + Shift + M

Create a new note item

Ctrl + Shift + N

Move directly to Outbox

Ctrl + Shift + O

Reformat an email message from RTF to plain text

Ctrl + Shift + O

Reply to all

Ctrl + Shift + R

Move selected item to folder

Ctrl + Shift + V

Copy selected item(s) to a folder

Ctrl + Shift + Y

Paste items/text from clipboard

Ctrl + V

Cut highlighted items/text to clipboard

Ctrl + X

Launch go to folder dialog

Ctrl + Y

Undo

Ctrl + Z

To switch to the next item in the current folder (with item open)

CTRL+, (COMMA)

To switch to the previous item in the current folder (with item open)

CTRL+. (PERIOD)

To switch to Mail

CTRL+1

To switch to Calendar

CTRL+2

To switch to Contacts

CTRL+3

To switch to Tasks

CTRL+4

To switch to Notes

CTRL+5

To switch to Folder List in Navigation Pane

CTRL+6

To switch to Shortcuts

CTRL+7

Select all

CTRL+A

To select all items in the current folder

CTRL+A

Delete a word

CTRL+BACKSPACE

Copy

CTRL+C

Delete an e-mail message, contact, calendar item, or task

CTRL+D

To delete

CTRL+D or DELETE

To forward item

CTRL+F

To create a new item of the type appropriate for the current folder

CTRL+N

Print

CTRL+P

To print

CTRL+P

Mark an e-mail message as read

CTRL+Q

To save

CTRL+S or SHIFT+F12

Open an appointment

CTRL+SHIFT+A

To create an Appointment

CTRL+SHIFT+A

Open the address book

CTRL+SHIFT+B

Open a contact

CTRL+SHIFT+C

To create a Contact

CTRL+SHIFT+C

To create a Folder

CTRL+SHIFT+E

Open the Advanced Find dialog box

CTRL+SHIFT+F

To use Advanced Find

CTRL+SHIFT+F

To create a new Office document.

CTRL+SHIFT+H

Switch to Inbox

CTRL+SHIFT+I

To create a Journal entry

CTRL+SHIFT+J

Open a task

CTRL+SHIFT+K

To create a Task

CTRL+SHIFT+K

To create a Distribution list

CTRL+SHIFT+L

Open an e-mail message

CTRL+SHIFT+M

To create a Message

CTRL+SHIFT+M

To create a Note

CTRL+SHIFT+N

Switch to Outbox

CTRL+SHIFT+O

To create a new Search Folder

CTRL+SHIFT+P

To create a Search Folder

CTRL+SHIFT+P

Open a meeting request

CTRL+SHIFT+Q

To create a Meeting request

CTRL+SHIFT+Q

To create a Post in this folder

CTRL+SHIFT+S

To create a Task request

CTRL+SHIFT+U

To move item to another folder

CTRL+SHIFT+V

To create a Fax

CTRL+SHIFT+X

To copy item to another folder

CTRL+SHIFT+Y

Paste

CTRL+V

To jump to a different folder

CTRL+Y

Undo

CTRL+Z

To undo

CTRL+Z or ALT+BACKSPACE

Read previous email

Ctrl-<

Read next email

Ctrl->

Go to Mail

Ctrl-1

Go to Calendar

Ctrl-2

Go to Contacts

Ctrl-2

Select all items

Ctrl-A

Bold (Contacts notes section)

Ctrl-B

Bold (RichText or HTML mail)

Ctrl-B

Copy

Ctrl-C

Delete opened item

Ctrl-D

Send email message

Ctrl-Enter

Forward selected mail

Ctrl-F

Italics (Contacts notes section)

Ctrl-I

Italics (RichText or HTML mail)

Ctrl-I

Create new default item

Ctrl-N

Open selected item

Ctrl-O

Print

Ctrl-P

Mark item as read

Ctrl-Q

Reply to selected message

Ctrl-R

Save

Ctrl-S

Create Appointment

Ctrl-Shift-A

Create Contact

Ctrl-Shift-C

Create Folder

Ctrl-Shift-E

Select to last item

Ctrl-Shift-End

Advanced Find

Ctrl-Shift-F

Create Flag for follow-up

Ctrl-Shift-G

Select to first item

Ctrl-Shift-Home

Switch to Inbox

Ctrl-Shift-I

Create Task

Ctrl-Shift-K

Create Message

Ctrl-Shift-M

Create Note

Ctrl-Shift-N

Switch to Outbox

Ctrl-Shift-O

Create Meeting Request

Ctrl-Shift-Q

Create Task Request

Ctrl-Shift-U

Mark item as unread

Ctrl-U

Underline (Contacts notes section)

Ctrl-U

Underline (RichText or HTML mail)

Ctrl-U

Paste

Ctrl-V

Cut

Ctrl-X

Folder List – Open

Ctrl-Y

Redo (within text field)

Ctrl-Y

Undo

Ctrl-Z

Move selected item to Deleted Items folder

Delete Key

Move down current level of treeview

Down Arrow

Move to next date

Down Arrow

Move cursor to end of email list

End

Move to last item

End

Open selected item

Enter

To open item

ENTER or CTRL+O

Cancel the current operation

Escape Key

Make the Find a Contact box active

F11

Open “Find a Contact”

F11

To save as

F12

To turn on editing in a field (except icon view)

F2

To find items

F3 or CTRL+E

To search for text in items

F4

Check for new mail

F5 (Outlook 2000,2002)

Check for new mail

F5 or CTRL+M

Move to next Window pane

F6

To switch between the Navigation Pane and the Information Viewer

F6 or CTRL+SHIFT+TAB

To check spelling

F7

Check for new mail

F9 (Outlook 2003)

Move cursor to top of email list

Home

Move to first item

Home

Move focus to attachments list

Insert + A

Say All

Insert + Down Arrow

In spellchecker read misspelled word and suggestion

Insert + F7

Launch Global keystrokes listbox

Insert + F8

Say Selected Text

Insert + Shift + Down Arrow

Say Line

Insert + Up Arrow

Collapse current branch of treeview

Left Arrow

To collapse/expand a group in the Information Viewer

LEFT or RIGHT ARROW

Move forward one week

Page Down

Move backwards one week

Page Up

Move down one screen

PgDn

Move up one screen

PgUp

To perform this action…

Press…

To perform this action…

Press…

Expand current branch of treeview

Right Arrow

To delete without sending item to Deleted Items

SHIFT+DELETE

To find next during text search

SHIFT+F4

Move to appointments on current date

Tab (hit enter twice to open )

Down Arrow

Up Arrow

Move up current level of tree view

Up Arrow

button1 Most Frequently Used Microsoft Outlook Shortcut Keys

Posted under Microsoft, Ms-Office, Shorcut Keys

This post was written by Rahul Nagar on October 26, 2008

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