Microsoft Outlook Keyboard Shortcuts

Microsoft Outlook is one of the most widely used email clients on the market. Many companies use it because of all of the tools and signature customizations it includes, while some people use it for their personal email because you can combine up to 20 email addresses into a single Outlook account and access them all simultaneously. What’s more, Outlook includes many other productivity tools, like a calendar, task manager, and note-taking.

While there are definitely benefits to using Outlook, it sometimes takes forever to navigate through the endless menu options to perform simple functions. Luckily, there are keyboard shortcuts to perform nearly every function within Outlook if you learn them. Of course, you don’t have to master them all right away – you can just take advantage of this list of Microsoft Outlook keyboard shortcuts.

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Windows	macOS	Function
Navigating Outlook
Alt + H		Go to the Home tab.
Ctrl + 1	Command + 1	Switch to Mail.
Ctrl + 2	Command + 2	Switch to Calendar.
Ctrl + 3	Command + 3	Switch to Contacts.
Ctrl + 4	Command + 4	Switch to Tasks.
Ctrl + 5	Command + 5	Switch to Notes.
Ctrl + Shift + I		Switch to Inbox.
Ctrl + 8		Open Journal.
Ctrl + Shift + B	Command + 0	Open Address Book (contact search in MacOS).
Alt + B or Alt + Left arrow	Shift + Ctrl + [	Go back to previous view.
Alt + Right arrow	Shift + Ctrl + ]	Move forward to next view.
Down arrow	Ctrl + ]	Switch to next message.
Up arrow	Ctrl + [	Switch to previous message.
Esc	Command + W	Close a window or menu.
Creating Items in Outlook
Ctrl + Shift + M	Command + N	Create Message. *
Ctrl + Shift + C	Command + N	Create Contact. *
Ctrl + Shift + L		Create Contact Group.
Ctrl + Shift + A	Command + N	Create Appointment. *
Ctrl + Shift + N	Command + N	Create Note. *
Ctrl + Shift + Q		Create Meeting Request.
Ctrl + Shift + E	Shift + Command + N	Create Folder. *
Ctrl + Shift + K	Command + N	Create Task. *
Ctrl + Shift + H		Create MS Office Document.
Searching In Outlook
Ctrl + E (or F3)	Option + Command + F	Go to search field.
Ctrl + Shift + F	Shift + Command + F	Use Advanced Find.
F4	Command + F	Search text within open item.
Ctrl + Alt + K	Option + Command + F	Expand search to current folder.
Ctrl + Alt + Z		Expand search to subfolders.
Ctrl + Alt + A		Expand search to All.
Ctrl + Shift + P		Create a search folder.
Esc		Clear search results.
Mail Shortcuts
Ctrl + Shift + I		Switch to Inbox.
Ctrl + Shift + O		Switch to Outbox.
Ctrl + Shift + I (within message)		Display blocked content.
Alt + S	Command + Return	Send a message.
Ctrl + F	Command + J	Forward a message.
Ctrl + Alt + F		Forward a message as an attachment.
Ctrl + R	Command + R	Reply to a message.
Ctrl + Shift + R	Shift + Command + R	Rely all.
Ctrl + Alt + R		Reply to a meeting request.
Ctrl + Alt + J	Command + Shift + Opt + J	Mark as not junk.
Ctrl + Shift + D	Delete	Delete a conversation.
Ctrl + Q	Command + T	Mark as read.
Ctrl + U	Shift + Command + T	Mark as unread.
Ctrl + Shift + G	Ctrl + 5	Flag a message.
Ctrl + P	Command + P	Print a message.
Ctrl + S	Command + S	Save an item.
Ctrl + Alt + M		Mark an item for download.
Ctrl + M (or F9)		Check for new messages.
Down arrow key		Go to next message.
Up arrow key		Go to previous message.
Calendar Shortcuts
	Command + 2	Open calendar view.
Ctrl + N	Command + N	Create a new appointment.
Alt + O	Command + O	Open a calendar event.
Delete	Delete	Delete a calendar event (when selected).
Ctrl + G	Command + T	Switch view to today.
Ctrl + Alt + 3	Command + 2	Switch to week view.
Alt + Equal	Command + 3	Switch to month view.
Ctrl + F		Forward an appointment or meeting.
Ctrl + Left arrow	Command + Opt + Left arrow	Move to previous day (in day view).
Ctrl + Right arrow	Command + Opt + Right arrow	Move to next day (in day view).
Alt + Up arrow	Command + Opt + Left arrow	Move to previous week (in week view).
Alt + Down arrow	Command + Opt + Right arrow	Move to next week (in week view).
Alt + Page up	Command + Opt + Left arrow	Move to previous month (in month view).
Alt + Page down	Command + Opt + Right arrow	Move to next month (in month view).
Contacts Shortcuts
Ctrl + N	Command + N	Create new contact.
Ctrl + O	Command + O	Open a contact to edit.
Delete	Delete	Delete a contact.
	Ctrl + [	Move to previous contact.
Ctrl + Shift + .	Ctrl + ]	Move to next contact.
Task Shortcuts
Ctrl + N	Command + N	Create a new task.
Ctrl + C		Accept a task request.
Ctrl + D		Decline a task request.
Ctrl + Shift + Alt + U		Create a task request.
Insert		Mark a task as complete
Text Formatting Shortcuts
Alt + O		Display the Format Text tab on the ribbon.
Ctrl + Shift + P		Display the font dialog box.
Ctrl + ] + >		Increase font size.
Ctrl + [ + <		Decrease font size.
Ctrl + B	Command + B	Apply bold formatting.
Ctrl + I	Command + I	Apply italic formatting.
Ctrl + U	Command + U	Underline text.
Ctrl + Shift + S	Command + Shift + X	Strike through text.
Ctrl + Shift + L		Create a bulleted list.
Ctrl + T	Command + ]	Increase indent.
Ctrl + Shift + T	Command + [	Decrease indent.
Ctrl + E	Command + \|	Center text.
Ctrl + L	Command + {	Left align text.
Ctrl + R	Command + }	Right align text.
Ctrl + X	Command + X	Cut selected text.
Ctrl + C	Command + C	Copy selected text.
Ctrl + V	Command + V	Paste text.
Ctrl + Shift + Z		Clear formatting.
Ctrl + Q		Remove paragraph formatting.
Printing Shortcuts
Alt + F, then P		Open the Print page in the File menu.
Alt + F, then P, P		Print an item from an open window.
Alt + S		Open Page Setup dialog box on Print page.
Alt + F + P + I		Select a printer from the Print page.
Alt + F + P + R		Open Print Options dialog box.
Ribbon Navigation (Windows Only)
Alt + H		Open the Home tab.
Alt + F		Open the File menu.
Alt + J + S		Open the Send/Receive tab.
Alt + O		Open the Folder tab.
Alt + V		Open the View tab.
Ctrl + E		Open the Search tab.