Keyboard Shortcuts For Microsoft Outlook 2013 And 2016

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Keyboard shortcuts for MicrosoftOutlook 2013 and 2016This reference article provides a comprehensive list of all keyboard shortcuts for Microsoft Outlook 2013and 2016 (desktop version). Shortcuts are grouped by functionality; for example, you’ll find shortcuts formoving around in Outlook under “Navigation”. As you might guess, you’ll find some shortcuts listedmore than once.To find links to keyboard shortcuts for other Microsoft products, go to Office Accessibility Center.Note: Keys that should be pressed at the same time are joined with a plus sign ( ). Keys that youshould press in sequence are joined by a comma (,). Thus, the keyboard shortcut Alt H, M Rmeans press Alt and H together to open the Home tab on the ribbon, and then press letters Mand R together to open a new Meeting Request.Frequently used shortcutsThe following shortcuts are the most frequently used in Outlook 2013 and 2016.To do thisCloseGo to Home tabNew mail messageSendInsert file in a messageZoomDelete selected itemGo to Search boxReplyForwardReply AllStart Send/Receive for folders and groupsGo to CalendarCreate appointmentMove to folderAttachment Save AsPressAlt F, then XAlt HCtrl NAlt SAlt H, then AFCtrl Plus( ), Ctrl Minus(-)Ctrl DF3 or Ctrl ECtrl RCtrl FCtrl Shift RF9Ctrl 2Alt H, then N1Alt H, then MV. Use Down Arrow to select folder.From the message that contains the attachment,press Alt JA, then AA.

Work in OutlookMove around in Inbox and between Outlook viewsTo do thisGo to the Search box.In the Reading Pane, go to the previous message.In the Reading Pane, page down through text.In the Reading Pane, page up through text.Move between regions in Outlook, such as the Folder Pane, the mainOutlook window, the Reading Pane, and the To-Do Bar.Move between regions in Outlook, such as the Outlook window, thesmaller panes in the Folder Pane, the Reading Pane, and the sections inthe To-Do Bar.Move between regions in Outlook, such as the Outlook window, thesmaller panes in the Folder Pane, the Reading Pane, and the sections inthe To-Do Bar, and show the access keys in the Outlook ribbon.Move around message header lines in the Folder Pane or an openmessage.Move around within the Folder Pane.Go to a different folder.Collapse or expand a group in the email message list.PressF3 or Ctrl EAlt Up Arrow, orCtrl Comma, orAlt Page UpSpacebarShift SpacebarCtrl Shift Tab, orShift TabTabF6Ctrl TabArrow keysCtrl YLeft Arrow or RightArrow, respectivelySwitch to a different Outlook view (Mail, Calendar, Contacts, and so on)To do thisSwitch to Mail.Switch to Calendar.Switch to Contacts.Switch to Tasks.Switch to Notes.Switch to Folder List in Folder Pane.Switch to Shortcuts.Switch to next message (with message open).Switch to previous message (with message open).Go back to previous view in main Outlook window.Go forward to next view in main Outlook window.Select the InfoBar and, if available, show the menu of commands.PressCtrl 1Ctrl 2Ctrl 3Ctrl 4Ctrl 5Ctrl 6Ctrl 7Ctrl PeriodCtrl CommaAlt B or Alt Left ArrowAlt Right ArrowCtrl Shift WSearch in any Outlook view (Mail, Calendar, etc)To do thisGo to Search box.Clear the search results.Expand the search to include All Mail Items, All Calendar Items, or AllContact Items, depending on the module you are in.PressF3 or Ctrl EEscCtrl Alt A

To do thisUse Advanced Find.Create a Search Folder.Search for text within an open item.Find and replace text and symbols in the Reading Pane.Expand search to include items from the current folder.Expand search to include subfolders.PressCtrl Shift FCtrl Shift PF4Ctrl HCtrl Alt KCtrl Alt ZFormat textTo do thisCut.Copy.Paste.Undo.Bold.Italic.UnderlineAdd bullets.Display the Format menu.Display the Font dialog box.Switch case (with text selected).Format letters as small capitals.Increase indent.Decrease indent.Left align text.Center text.Right align text.Stretch a paragraph to fit between themargins.Increase font size.Decrease font size.Clear formatting.Delete the next word.Apply paragraph or heading styles.Create a hanging indent.Insert a hyperlink.Reduce a hanging indent.Remove paragraph formatting.PressCtrl X or Shift DeleteCtrl C or Ctrl InsertCtrl V or Shift InsertCtrl Z or Alt BackspaceCtrl BCtrl ICtrl UCtrl Shift LAlt OCtrl Shift PShift F3Ctrl Shift KCtrl TCtrl Shift TCtrl LCtrl ECtrl RCtrl Shift JCtrl ] or Ctrl Shift Ctrl [ or Ctrl Shift Ctrl Shift Z or Ctrl SpacebarCtrl Shift HCtrl Shift SCtrl TCtrl KCtrl Shift TCtrl QPrintTo do thisOpen Print tab in Backstage view.To print an item from an openwindow.Open Page Setup from PrintPreview.PressPress Alt F, and then press PAlt F, press P, and then press F and press 1Alt S or Alt U

To do thisTo select a printer from PrintPreview.To Define Print Styles.To open Print Options.PressAlt F, press P, and then press IAlt F, press P, and then press LAlt F, press P, and then press RAdd or edit linksTo do thisEdit a URL in the body of anitem.Insert a hyperlink.PressHold down Ctrl and click the mouse button.Ctrl KCreate an item or fileTo do thisCreate an appointment.Create a contact.Create a contact group.Create a fax.Create a folder.Create a meeting request.Create a message.Create a note.Create a Microsoft Officedocument.Post to this folder.Post a reply in this folder.Create a Search Folder.Create a task.Create a task request.PressCtrl Shift ACtrl Shift CCtrl Shift LCtrl Shift XCtrl Shift ECtrl Shift QCtrl Shift MCtrl Shift NCtrl Shift HCtrl Shift SCtrl TCtrl Shift PCtrl Shift KCtrl Shift UMailFrequently used mail shortcutsTo do thisSwitch to Mail.Send.Reply to a message.Reply all to a message.Forward a message.Create a message (when in Mail).Create a message (from any Outlookview).Open a received message.Mark as read.Mark as unread.Go to the previous message.PressCtrl 1Alt S or Ctrl EnterCtrl RCtrl Shift RCtrl FCtrl NCtrl Shift MCtrl OCtrl QCtrl UUp Arrow

To do thisGo to the next message.PressDown ArrowOther mail shortcutsTo do thisAdd a Quick Flag to an unopenedmessage.Apply Normal style.Check for new messages.Check names.Choose the account from which to senda message.Clear Mark for Download.Create a multimedia messageDelete and Ignore a Conversation.Display blocked external content (in amessage).Display Send/Receive progress.Display the Flag for Follow Up dialogbox.Find next.Find or replace.Forward as attachment.Mark a message as not junk.Mark for Download.Open the Address Book.Open the Mail Tip in the selectedmessage.Post to a folder.Print.Reply with meeting request.Show the properties for the selecteditem.PressInsertCtrl Shift NCtrl M or F9Ctrl KCtrl Tab (with focus on the To box), and then Tab to theAccounts buttonCtrl Alt UCtrl Shift UCtrl Shift DCtrl Shift ICtrl B (when a Send/Receive is in progress)Ctrl Shift GShift F4F4Ctrl Alt FCtrl Alt JCtrl Alt MCtrl Shift BCtrl Shift WCtrl Shift SCtrl PCtrl Alt RAlt EnterCalendarFrequently used calendar shortcutsTo do thisSwitch to CalendarCreate an appointment (when in Calendar).Create an appointment (in any Outlook view).Create a meeting request.Forward an appointment or meeting.Reply to a meeting request with a message.Reply All to a meeting request with a message.Go to a date.PressCtrl 2Ctrl NCtrl Shift ACtrl Shift QCtrl FCtrl RCtrl Shift RCtrl G

Other calendar shortcutsTo do thisPressShow 1 day in the calendar.Alt 1Show 2 days in the calendar.Alt 2Show 3 days in the calendar.Alt 3Show 4 days in the calendar.Alt 4Show 5 days in the calendar.Alt 5Show 6 days in the calendar.Alt 6Show 7 days in the calendar.Alt 7Show 8 days in the calendar.Alt 8Show 9 days in the calendar.Alt 9Show 10 days in the calendar.Alt 0Switch to Month view.Alt or Ctrl Alt 4Switch to Full Week view.Alt Minus Sign or Ctrl Alt 3Switch to Work Week view.Ctrl Alt 2Go to the next day.Ctrl Right ArrowGo to the next week.Alt Down ArrowGo to the next month.Alt Page DownGo to the previous day.Ctrl Left ArrowGo to the previous week.Alt Up ArrowGo to the previous month.Alt Page UpGo to the start of the week.Alt HomeGo to the end of the week.Alt EndGo to previous appointment.Ctrl Comma or Ctrl Shift CommaGo to next appointment.Ctrl Period or Ctrl Shift PeriodSet up recurrence for an open appointment orCtrl Gmeeting.See also under Views: Calendar Day/Week/Month view, and Date Navigator.ContactsTo do thisFind a contact.Dial a new call.Find a contact or other item (Search).Enter a name in the Search Address Books box.In Table or List view of contacts, go to first contact that starts with a specificletter.Select all contacts.Create a message with selected contact as subject.Create a contact (when in Contacts).Create a contact (from any Outlook view).Open a contact form for the selected contact.Create a contact group.Print.Update a list of contact group members.PressF11Ctrl Shift DF3 or Ctrl EF11Shift letterCtrl ACtrl FCtrl NCtrl Shift CCtrl OCtrl Shift LCtrl PF5

To do thisGo to a different folder.Open the Address Book.Use Advanced Find.In an open contact, open the next contact listed.Close a contact.Send a fax to the selected contact.Open the Check Address dialog box.In a contact form, under Internet, display the Email 1 information.In a contact form, under Internet, display the Email 2 information.In a contact form, under Internet, display the Email 3 information.PressCtrl YCtrl Shift BCtrl Shift FCtrl Shift PeriodESCCtrl Shift XAlt DAlt Shift 1Alt Shift 2Alt Shift 3Electronic Business CardsFrequently used shortcuts for Electronic Business CardsTo do thisOpen the Add list.Select text in Label box when the field with a label assigned isselected.Open the Add Card Picture dialog box.Place cursor at beginning of Edit box.Select the Fields box.Select the Image Align drop-down list.Select color palette for background.Select Layout drop-down list.Remove a selected field from the Fields box.PressAlt AAlt BAlt CAlt EAlt FAlt GAlt K, then EnterAlt LAlt RSelect items in Business Cards viewTo do thisSelect a specific card in the list.Select the previous card.Select the next card.Select the first card in the list.Select the last card in the list.Select the first card on the current page.Select the first card on the next page.Select the closest card in the next column.Select the closest card in the previouscolumn.Select or cancel selection of the active card.Extend the selection to the previous cardand cancel selection of cards after thestarting point.PressOne or more letters of the name that the card is filedunder or the name of the field that you are sorting byUp ArrowDown ArrowHomeEndPage UpPage DownRight ArrowLeft ArrowCtrl SpacebarShift Up Arrow

To do thisExtend the selection to the next card andcancel selection of cards before the startingpoint.Extend the selection to the previous card,regardless of the starting point.Extend the selection to the next card,regardless of the starting point.Extend the selection to the first card in thelist.Extend the selection to the last card in thelist.Extend the selection to the first card on theprevious page.Extend the selection to the last card on thelast page.PressShift Down ArrowCtrl Shift Up ArrowCtrl Shift Down ArrowShift HomeShift EndShift Page UpShift Page DownMove between fields in an open cardTo use the following keys, make sure a field in a card is selected. To select a field when a card is selected,click the field.To do thisMove to the next field and control.Move to the previous field andcontrol.Close the active card.PressTabShift TabEnterMove between characters in a fieldTo use the following keys, make sure a field in a card is selected. To select a field when a card is selected,click the field.To do thisAdd a line in a multiline field.Move to the beginning of a line.Move to the end of a line.Move to the beginning of a multiline field.Move to the end of a multiline field.Move to the previous line in a multilinefield.Move to the next line in a multiline field.Move to the previous character in a field.Move to the next character in a field.PressEnterHomeEndPage UpPage DownUp ArrowDown ArrowLeft ArrowRight ArrowTasksFrequently used shortcuts for TasksTo do thisAccept a task request.PressAlt C

To do thisDecline a task request.Find a task or other item.Open the Go to Folder dialog box.Create a task (when in Tasks).Create a task (from any Outlook view).Open selected item.Print selected item.Select all items.Delete selected item.Forward a task as an attachment.Create a task request.Switch between the Folder Pane, Tasks list, and To-DoBar.Undo last action.Flag an item or mark complete.PressAlt DCtrl ECtrl YCtrl NCtrl Shift KCtrl OCtrl PCtrl ACtrl DCtrl FCtrl Shift Alt UTab or Shift TabCtrl ZInsertWork with Task items in Timeline viewWhen an item is selectedTo do thisSelect the previous item.Select the next item.Select several adjacent items.Select several nonadjacent items.Open the selected items.Select the first item on the timeline (if items are not grouped)or the first item in the group.Select the last item on the timeline (if items are not grouped)or the last item in the group.Display (without selecting) the first item on the timeline (ifitems are not grouped) or the first item in the group.Display (without selecting) the last item on the timeline (ifitems are not grouped) or the last item in the group.PressLeft ArrowRight ArrowShift Left Arrow or Shift RightArrowCtrl Left Arrow Spacebar orCtrl Right Arrow SpacebarEnterHomeEndCtrl HomeCtrl EndWhen a group is selectedTo do thisExpand the group.Collapse the group.Select the previous group.Select the next group.Select the first group on the timeline.Select the last group on the timeline.PressEnter or RightArrowEnter or LeftArrowUp ArrowDown ArrowHomeEnd

To do thisSelect the first item on screen in an expanded group or the first item off screento the right.PressRight ArrowWhen a unit of time on the time scale for days is selectedTo do thisMove back in increments of time that are the same as those shown on the timescale.Move forward in increments of time that are the same as those shown on the timescale.Switch between active view, T

Outlook 2013 and 2016 This reference article provides a comprehensive list of all keyboard shortcuts for Microsoft Outlook 2013 and 2016 (desktop version). Shortcuts are grouped by functionality; for example, you’ll find shortcuts for moving around in Outlook under “Navigation”. As you might guess, you’ll find some shortcuts listed

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