MS Outlook short cuts

MS Outlook short cuts

1. Basic Navigation

Shortcut	Description
ctrl+1	Switch to Mail.
ctrl+2	Switch to Calendar.
ctrl+3	Switch to Contacts.
ctrl+4	Switch to Tasks.
ctrl+5	Switch to Notes.
ctrl+6	Switch to Folder List in Navigation Pane.
ctrl+7	Switch to Shortcuts.
ctrl+. / ctrl+,	Switch to next or previous message (with message open).
f6 or ctrl+shift+tab	Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.
tab	Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar.
arrow keys	Move around within the Navigation Pane.
ctrl+y	Go to a different folder.
f3 or ctrl+e	Go to the Search box.
alt+arrow up or ctrl+, or alt+page up	In the Reading Pane, go to the previous message.
spacebar/ shift+spacebar	In the Reading Pane, page down or up through text.
shift++ or -, respectively	Expand or collapse a category (with a category selected) in the Navigation Pane.
arrow left or arrow right, respectively	Collapse or expand a category in the e-mail message list.
shift+tab / ctrl+tab	Move to next or previous field in Reading Pane.
alt+arrow left / alt+arrow right	Go back to previous or forward to the next view in main Outlook window.
ctrl+shift+w	Select the InfoBar and, if available, show the menu of commands.

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2. Shortcuts for Search

Shortcut	Description
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+alt+w	Expand the Search Query Builder.
ctrl+shift+f	Use Advanced Find.
ctrl+shift+p	Create a new Search Folder.
f4	Search for text within a message or other item.
shift+f4	Find next during text search within a message or other item.
ctrl+h	Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item.
ctrl+alt+k	Expand search to include the desktop.

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3. Shortcuts to Create Items or Files

Shortcut	Description
ctrl+shift+a	Create an appointment.
ctrl+shift+c	Create a contact.
ctrl+shift+l	Create a distribution list.
ctrl+shift+x	Create a fax.
ctrl+shift+e	Create a folder.
ctrl+shift+j	Create a Journal shortcut.
ctrl+shift+q	Create a meeting request.
ctrl+shift+m	Create a message.
ctrl+shift+n	Create a note.
ctrl+shift+h	Create a new Microsoft Office document.
ctrl+shift+s	Post to this folder.
ctrl+t	Post a reply in this folder.
ctrl+shift+p	Create a Search Folder.
ctrl+shift+k	Create a task.
ctrl+shift+u	Create a task request.

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4. Shortcuts for all Outlook 2007 Items

Shortcut	Description
ctrl+s or shift+f12	Save.
alt+s	Save and close.
f12	Save as.
ctrl+z or 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+s	Send or post or invite all.
f2	Turn on editing in a field (except in icon view).
ctrl+l	Left align text.
ctrl+e	Center text.
ctrl+r	Right align text.

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5. Shortcuts for Managing E-Mail

Shortcut	Description
ctrl+shift+i	Switch to Inbox.
ctrl+shift+o	Switch to Outbox.
ctrl+tab (with focus on the To box) and then tab to the Accounts button	Choose the account from which to send a message.
ctrl+k	Check names.
alt+s	Send.
ctrl+r	Reply to a message.
ctrl+shift+r	Reply all to a message.
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 or f9	Check for new messages.
arrow up / arrow down	Go to the previous or next message.
ctrl+n	Create a new message (when in Mail).
ctrl+shift+m	Create a new message (from any Outlook view).
ctrl+o	Open a received message.
ctrl+shift+b	Open the Address Book.
ctrl+shift+o	Convert an HTML or RTF message to plain text.
insert	Add a Quick Flag to an unopened message.
ctrl+shift+g	Display the Flag for Follow Up dialog box.
ctrl+q/ ctrl+u	Mark as read or unread.
ctrl+shift+w	Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List.
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	Clear Mark for Download.
ctrl+b (when a Send/Receive is in progress)	Display Send/Receive progress.

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6. Shortcuts for Managing Calendar

Shortcut	Description
ctrl+n	Create a new appointment (when in Calendar).
ctrl+shift+a	Create a new appointment (in any Outlook view).
ctrl+shift+q	Create a new meeting request.
ctrl+f	Forward an appointment or meeting.
ctrl+r	Reply to a meeting request with a message.
ctrl+shift+r	Reply All to a meeting request with a message.
alt+1 ..alt+9	Show 1 thru 9 days in the calendar.
alt+0	Show 10 days in the calendar.
ctrl+g	Go to a date.
alt+= or ctrl+alt+4	Switch to Month view.
ctrl+arrow right / ctrl+arrow left	Go to the next or previous day.
alt+arrow down / alt+arrow up	Go to the next or previous week.
alt+page down / alt+page up	Go to the next or previous month.
alt+home / alt+end	Go to the start or end of the week.
alt+- or ctrl+alt+3	Switch to Full Week view.
ctrl+alt+2	Switch to Work Week view.
ctrl+, or ctrl+shift+,	Go to previous appointment.
ctrl+. or ctrl+shift+.	Go to next appointment.
ctrl+g	Set up recurrence for an appointment or task.

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7. Shortcuts for Contacts

Shortcut	Description
ctrl+shift+d	Dial a new call.
f3 or ctrl+e	Find a contact or other item.
f11	Enter a name in the Search Address Books box.
shift+letter	In Table or List view of contacts, go to first contact that starts with a specific letter.
ctrl+a	Select all contacts.
ctrl+f	Create a new message addressed to selected contact.
ctrl+j	Create a Journal shortcut for the selected contact.
ctrl+n	Create a new contact (when in Contacts).
ctrl+shift+c	Create a new contact (from any Outlook view).
ctrl+o or ctrl+shift+enter	Open a contact form for the selected contact.
ctrl+shift+l	Create a new distribution list.
ctrl+p	Print.
f5	Update a list of distribution list 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.
esc	Close a contact.
ctrl+shift+x	Open a Web page for the selected contact (if one is included).
alt+d	Open the Check Address dialog box.
alt+shift+1 .. 3	In a contact form, under Internet, display the E-mail 1 .. 3 information.

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8. Shortcuts for Managing Tasks

Shortcut	Description
alt+f2	Show or hide the To-Do Bar.
alt+c	Accept a task request.
alt+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 new task (when in Tasks).
ctrl+shift+k	Create a new task (from any Outlook view).
ctrl+shift+u	Create a new task request.
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.
shift+tab	Switch between the Navigation Pane, Tasks list, and To-Do Bar.
ctrl+j	Open selected item as a Journal item.
ctrl+z	Undo last action.
insert	Flag an item or mark complete.

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9. Shortcuts for Formatting Text

Shortcut	Description
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/ ctrl+shift+t	Increase or decrease indent.
ctrl+l	Left align.
ctrl+e	Center.
ctrl+u	Underline.
ctrl+[ or ctrl+shift+<	Increase font size.
ctrl+] or ctrl+shift+>	Decrease font size.
ctrl+x / ctrl+c / ctrl+v	Cut, copy, paste.
ctrl+shift+z or ctrl+spacebar	Clear formatting.
ctrl+shift+h	Delete the next word.
ctrl+shift+j	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.

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10. Shortcuts to add Web information to items

Shortcut	Description
Hold down ctrl and click the mouse button.	Edit a URL in the body of an item.
Hold down shift and click the mouse button.	Specify a Web browser.
ctrl+k	Insert a hyperlink.
Press alt+f and then press V; To print an item in an open window, press alt+f, press W, and then press V	Open Print Preview.

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11. Shortcuts for Print Preview

Shortcut	Description
alt+p	Print a print preview.
alt+s or alt+u	Open Page Setup from Print Preview.
alt+z	Zoom.
alt+c	Close Print Preview.

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12. Shortcuts for Send and Receive

Shortcut	Description
f9	Start a send/receive for all defined Send/Receive categorys with Include this category 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 categorys.

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13. Shortcuts for Working with Forms

Shortcut	Description
ctrl+alt+shift+f12	Save Form Design.
ctrl+shift+f11	Save Form Data.
Click in an InfoPath folder, and then ctrl+n.	Create a new Microsoft Office InfoPath form.

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14. Shortcut for Table View

Shortcut	Description
enter	Open an item.
ctrl+a	Select all items.
page down / page up	Go to the item at the bottom or at the top of the screen.
shift+arrow up or shift+arrow down, respectively	Extend or reduce the selected items by one item.
ctrl+arrow up or ctrl+arrow down, respectively	Go to the next or previous item without extending the selection.
ctrl+spacebar	Select or cancel selection of the active item.
f5	Refresh view.
ctrl+shift++	Expand all categorys (with a category selected) .
ctrl+-	Collapse the category (with a category selected).
shift++	Expand a single selected category.
ctrl+-	Collapse a single selected category.
arrow up / arrow down	Select the previous or next category (with a category selected).
home / end	Select the first or last category (with a category selected).
arrow right	Select the first item on screen in an expanded category or the first item off screen to the right (with a category selected).
ctrl+shift++	Expand all categorys .
ctrl+-	Collapse all categorys .

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15. Shortcuts for Calender View

Shortcut	Description
alt+1..9 for number of days	View from 1 through 9 days.
alt+0	View 10 days.
alt+-	Switch to week view.
alt+=	Switch to month view.
ctrl+tab or f6	Move between Calendar, TaskPad, and the Folder List.
shift+tab	Select the previous appointment.
arrow left / arrow right	Go to the previous or next day.
alt+arrow down / alt+arrow up	Go to the same day in the next or previous week.
home / end	Day View: Select the time that begins or ends your work day Week View: Go to the start or end of work hours for the selected day Month View: Go to the first or last day of the week.
arrow up / arrow down	Day View: Select the previous or next block of time Week View: Go up or down one page view in the selected day.
page up / page down	Day View: Select the previous or next block of time. Week View: Go one page view up or down in the selected day. Month View: Go to the same day of the week in the previous or next page.
shift+arrow up or shift+arrow down, respectively	Day View: Extend or reduce the selected time.
With the cursor in the appointment: arrow keys	Day View: Move an appointment up or down Week View: Move the appointment up, down, left, or right. .
shift+arrow keys or shift+home or shift+end	Week View: Change the duration of the selected block of time.
With the cursor in the appointment, alt+shift+arrow up or alt+shift+arrow down, respectively	Day View: Change an appointment’s start or end time.
alt+arrow down / alt+arrow up	Day View: Move selected item to the same day in the next or previous week.

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16. Shortcuts for Date Navigator View

Shortcut	Description
alt+home / alt+end	Go to the first or last day of the current week.
alt+arrow up / alt+arrow down	Go to the same day in the previous or next week.

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17. Shortcuts for Business Card / Address Card View

Shortcut	Description
a-z	One or more letters of the name that the card is filed under or the name of the field that you are sorting by will select a specific card in the list.
arrow up / arrow down	Select the previous or the next card.
home / end	Select the first or last card in the list.
page up / page down	Select the first card on the current or next page.
arrow right / arrow left	Select the closest card in the next or the previous column.
ctrl+spacebar	Select or cancel selection of the active card.
shift+arrow up / arrow down	Extend the selection to the previous or next card and cancel selection of cards after the starting point.
ctrl+shift+arrow up / arrow down	Extend the selection to the previous or next card, regardless of the starting point.
shift+home / shift+end	Extend the selection to the first or last card in the list.
shift+page up / shift+page down	Extend the selection to the first or the last card on the previous page.
tab / shift+tab	Move to the next or previous field and, from the last field of a card, move to the first field in the next card.
enter	Move to the next field, or add a line to a multiline field.
shift+enter	Move to the previous field without leaving the active card.
f2	Display the insertion point in the active field to edit text.
enter	In a field: Add a line in a multiline field.
home / end	In a field: Move to the beginning or to the end of a line.
page up / page down	Move to the beginning or end of a multiline field.

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18. Shortcuts for Timeline view (Tasks or Journal)

Shortcut	Description
arrow left / arrow right	Select the next or previous item.
shift+arrow left / shift+arrow right	Select several adjacent items.
ctrl+arrow left+spacebar / ctrl+arrow right+spacebar	Select several nonadjacent items.
enter	Open the selected items.
page up / page down	Display the items one screen above or below the items on screen.
home / end	Select the first or last item on the timeline (if items are not categoryed) or the first item in the category.
ctrl+home / ctrl+end	Display (without selecting) the first or last item on the timeline (if items are not categoryed) or the first item in the category.
enter or arrow right	With category Selected: Expand the category.
enter or arrow left	With category Selected: Collapse the category.
arrow up / arrow down	With category Selected: Select the previous or next category.
home / end	With category Selected: Select the first or last category on the timeline.
arrow left / arrow right	When time unit on time scale for days is selected: Move back or forward in increments of time that are the same as those shown on the time scale.
shift+tab	When time unit on time scale for days is selected: When the lower time scale is selected, select the upper time scale.
tab	When the upper time scale is selected, select the lower time scale. When the lower time scale is selected, select the first item on screen or the first category on screen if items are categoryed.

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19. Other Outlook 2007 Shortcuts

Shortcut	Description
ctrl+shift+g	Open the Flag for Follow Up dialog box to assign a flag.
alt+d	Delete the selected category from the list in the Color Categories dialog bo.
alt+f11	Open Visual Basic Editor.
alt+f8	Play macro.

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