Outlook 2010 Keyboard Shortcuts

Outlook 2010 Keyboard Shortcuts Common Procedures

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Basic navigation Key CTRL+1

Description Switch to Mail.

CTRL+2 CTRL+3 CTRL+4 CTRL+5

Switch to Calendar. Switch to Contacts. Switch to Tasks. Switch to Notes.

CTRL+6 CTRL+7 CTRL+PERIOD CTRL+COMMA CTRL+SHIFT+TAB or SHIFT+TAB

TAB

F6

Key CTRL+TAB

Arrow keys CTRL+Y F3 or CTRL+E ALT+UP ARROW or CTRL+COMMA or ALT+PAGE UP Switch to Folder List in Navi- SPACEBAR gation Pane. Switch to Shortcuts. SHIFT+SPACEBAR

Description Move around message header lines in the Navigation Pane or an open message. Move around within the Navigation Pane. Go to a different folder. Go 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. Collapse or expand a group in the email message list. Go back to previous view in main Outlook window. Go forward to next view in main Outlook window.

Switch to next message (with message open). Switch to previous message (with message open). Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar. Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar, and show the access keys in the Outlook ribbon.

LEFT ARROW or RIGHT ARROW ALT+B or ALT+LEFT ARROW ALT+RIGHT ARROW

CTRL+SHIFT+W

Select the InfoBar and, if available, show the menu of commands.

Description Find a message or other item. Clear the search results.

Key F4

Description Search for text inside an open item.

CTRL+H

Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item.

Search Key CTRL+E ESC

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CTRL+ALT+A

CTRL+SHIFT+F CTRL+SHIFT+P

Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the view that you are in. Use Advanced Find. Create a Search Folder.

Flags Key CTRL+SHIFT+G

CTRL+ALT+K

Expand search to include items from the current folder.

CTRL+ALT+Z

Expand search to include subfolders.

Color Categories Description Key Open the Flag for Follow Up ALT+D dialog box to assign a flag.

Description Delete the selected category from the list in the Color Categories dialog box.

Create an item or file Key CTRL+SHIFT+A CTRL+SHIFT+C CTRL+SHIFT+L CTRL+SHIFT+X CTRL+SHIFT+E CTRL+SHIFT+J CTRL+SHIFT+Q CTRL+SHIFT+M

Description Create an appointment. Create a contact. Create a Contact List. Create a fax. Create a folder. Create a Journal entry. Create a meeting request. Create a message.

Key CTRL+SHIFT+N CTRL+SHIFT+H CTRL+SHIFT+S CTRL+T CTRL+SHIFT+P CTRL+SHIFT+K CTRL+SHIFT+U

Description Create a note. Create a Microsoft Office document. Post to this folder. Post a reply in this folder. Create a Search Folder. Create a task. Create a task request.

Key Description CTRL+S or SHIFT+F12 Save (except in Tasks). ALT+S Save and close (except in Mail). F12 Save as (only in Mail). CTRL+Z or Undo. ALT+BACKSPACE CTRL+D Delete an item.

Key F7 CTRL+SHIFT+G

Description Check spelling. Flag for follow-up.

CTRL+F ALT+S

Forward. Send or post or invite all.

F2

CTRL+P CTRL+SHIFT+Y CTRL+SHIFT+V CTRL+K

CTRL+L CTRL+E CTRL+R

Enable editing in a field (except in Mail or Icon view). Left align text. Center text. Right align text.

Procedures in all items

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Print. Copy an item. Move an item. Check names.


Email Key CTRL+SHIFT+I CTRL+SHIFT+O CTRL+TAB (with the focus on the To box), and then TAB to the Accounts button CTRL+K ALT+S CTRL+R CTRL+SHIFT+R

Description Switch to Inbox. Switch to Outbox. Choose the account from which to send a message.

Key CTRL+SHIFT+D CTRL+SHIFT+B INSERT

Description Delete and Ignore a Conversation. Open the Address Book. Add a Quick Flag to an unopened message.

Check names. Send. Reply to a message. Reply all to a message.

CTRL+SHIFT+G CTRL+Q CTRL+U CTRL+SHIFT+W

CTRL+ALT+R CTRL+F CTRL+ ALT+J

Reply with meeting request. Forward a message. Mark a message as not junk. Display blocked external content (in a message). Post to a folder. Apply Normal style. Check for new messages. Go to the previous message Go to the next message. Create a message (when in Mail). Create a message (from any Outlook view). Open a received message.

F4 SHIFT+F4 CTRL+ENTER

Display the Flag for Follow Up dialog box. Mark as read. Mark as unread. Open the Mail Tip in the selected message. Find or replace. Find next. Send.

CTRL+P

Print.

CTRL+F CTRL+ALT+F ALT+ENTER CTRL+SHIFT+U CTRL+SHIFT+T CTRL+ALT+M

Forward. Forward as attachment. Show the properties for the selected item. Create a multimedia message Create a text message. Mark for Download.

CTRL+ALT+U

Clear Mark for Download.

CTRL+B (when a Send/Receive is in progress)

Display Send/Receive progress.

Description Create 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.

Key CTRL+G

Description Go to a date.

ALT+= or CTRL+ALT+4

Switch to Month view.

CTRL+RIGHT ARROW ALT+DOWN ARROW

Go to the next day. Go to the next week.

ALT+PAGE DOWN

Go to the next month.

CTRL+LEFT ARROW

Go to the previous day.

CTRL+SHIFT+I CTRL+ SHIFT+S CTRL+SHIFT+N CTRL+M or F9 UP ARROW DOWN ARROW CTRL+N CTRL+SHIFT+M CTRL+O

Calendar Key CTRL+N CTRL+SHIFT+A CTRL+SHIFT+Q CTRL+F CTRL+R CTRL+SHIFT+R

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ALT+0 ALT+1 ALT+2 ALT+3 ALT+4

Show 10 days in the calendar. Show 1 day in the calendar. Show 2 days in the calendar. Show 3 days in the calendar. Show 4 days in the calendar.

ALT+5 ALT+6

Show 5 days in the calendar. Show 6 days in the calendar.

ALT+7

Show 7 days in the calendar.

ALT+8


ALT+9


ALT+UP ARROW

Go to the previous week.

ALT+PAGE UP ALT+HOME ALT+END ALT+MINUS SIGN or CTRL+ALT+3 CTRL+ALT+2 CTRL+COMMA or CTRL+SHIFT+COMMA CTRL+PERIOD or CTRL+SHIFT+PERIOD CTRL+G

Go to the previous month. Go to the start of the week. Go to the end of the week. Switch to Full Week view. Switch to Work Week view. Go to previous appointment. Go to next appointment. Set up recurrence for an open appointment or meeting.

See also under Views, Calendar Day/Week/Month view, and Date Navigator Contacts Key CTRL+SHIFT+D F3 or CTRL+E

Description Dial a new call. Find a contact or other item (Search). Enter a name in the Search Address Books box. In the Card or Business Card view of contacts, go to the first contact that begins with a specific letter. Select all contacts.

Key F5 CTRL+Y

Description Update a list of Contact List members. Go to a different folder.

CTRL+SHIFT+B

Open the Address Book.

CTRL+SHIFT+F

Use Advanced Find.

CTRL+SHIFT+PERIOD F11

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

CTRL+SHIFT+L

Create a message that uses the selected contact as subject. Create a Journal entry for the selected contact. Create a contact (when in Contacts). Create a contact (from any Outlook view). Open a contact form that uses the selected contact. Create a Contact List.

In an open contact, open the next contact listed. Find a contact.

CTRL+P

Print.

ALT+SHIFT+3

In a contact form, under Internet, display the E-mail 1 information. In a contact form, under Internet, display the E-mail 2 information. In a contact form, under Internet, display the E-mail 3 information.

F11 SHIFT+letter

CTRL+A CTRL+F

CTRL+J CTRL+N CTRL+SHIFT+C CTRL+O

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ALT+SHIFT+2


In the Electronic Business Cards dialog box Open the Add list. Select text in Label box when the field that has a label assigned is selected. Open the Add Card Picture dialog box. Place the cursor at beginning of Edit box. Select the Fields box.

ALT+G ALT+K, then ENTER

Select the Image Align drop-down list. Select color palette for background.

ALT+L

Select Layout drop-down list.

ALT+R

Remove a selected field from the Fields box.

Description Show or hide the To-Do Bar. Accept a task request. Decline 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.

Key CTRL+A CTRL+D CTRL+F CTRL+SHIFT+ALT+U TAB or SHIFT+TAB CTRL+J

Description Select all items. Delete selected item. Forward a task as an attachment. Create a task request. Switch between the Navigation Pane, Tasks list, and To-Do Bar. Open selected item as a Journal item.

CTRL+Z

Undo last action.

INSERT

Flag an item or mark complete.

Key ALT+O

Description Display the Format menu.

Description Cut.

CTRL+SHIFT+P

Display the Font dialog box.

Key CTRL+X or SHIFT+DELETE CTRL+C or CTRL+INSERT

ALT+A ALT+B

ALT+C ALT+E ALT+F

Tasks Key ALT+F2 ALT+C ALT+C CTRL+E CTRL+Y CTRL+Y CTRL+SHIFT+K CTRL+O CTRL+P

Format Text

CTRL+B CTRL+SHIFT+L

Switch case (with text selected). Format letters as small capitals. Make letters bold. Add bullets.

Note: CTRL+INSERT isn’t available in the Reading Pane. CTRL+V or SHIFT+INSERT CTRL+SHIFT+Z or CTRL+SPACEBAR CTRL+SHIFT+H CTRL+SHIFT+J

CTRL+I CTRL+T

Make letters italic. Increase indent.

CTRL+SHIFT+S CTRL+T

SHIFT+F3 CTRL+SHIFT+K

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Copy.

Paste. Clear formatting. Delete the next word. Stretch a paragraph to fit between the margins. Apply styles. Create a hanging indent.


CTRL+SHIFT+T CTRL+L CTRL+E CTRL+U CTRL+] or CTRL+SHIFT+> CTRL+[ or CTRL+SHIFT+