Outlook Keyboard Shortcuts

The following is a list of the many of the most commonly used shortcuts. Links to a list of all shortcuts for Outlook 2007 and Outlook 2003 is at the end.

These work in Outlook's main Window:

Open Mail module in Navigation pane	Ctrl+ 1
Open Calendar module	Ctrl+ 2
Open Contacts module	Ctrl+ 3
Open Tasks Module	Ctrl+ 4
Open Notes Module	Ctrl+ 5
Open Folder list	Ctrl+ 6
Open Shortcuts Module	Ctrl+ 7
Open Journal module	Ctrl+ 8
Open Folder picker dialog	Ctrl+ Y
Rotate Navigation pane on, off, minimized	Alt+F1
Rotate To-Do bar on, off, minimized	Alt+F2
Switch to Inbox	Ctrl+Shift+ I
Switch to Outbox	Ctrl+Shift+ O
Open the Address Book	Ctrl+Shift+ B
Open Send and Receive Settings dialog	Ctrl+Alt+ S
Open Advanced find dialog	Ctrl+Alt+ F
Add a Quick Flag or mark completed.	Insert
Reply to a message	Ctrl+ R
Reply All to a message	Ctrl+Shift+ R
Forward	Ctrl+ F
Forward as attachment	Ctrl+Alt+ F
Mark a message as read	Ctrl+ Q
Mark message as unread	Ctrl+ U
Advance through message in reading pane, then move to next message. (Can be enabled or disabled in Tools, Options, Other Tab, Reading pane- Single key reading with space bar.)	Spacebar
Delete an item	Ctrl+ D or Del
Create a new item of the current folder type	Ctrl+ N
Create a new Appointment (from any Outlook folder)	Ctrl+Shift+ A
Create a new Contact (from any Outlook folder)	Ctrl+Shift+ C
Create a new Task (from any Outlook folder)	Ctrl+Shift+ K
Create a new Message (from any Outlook folder)	Ctrl+Shift+ M
Create a new folder	Ctrl+Shift+ E
Create a new journal entry	Ctrl+Shift+ J
Create a new distribution list	Ctrl+Shift+ L
Create a new meeting request	Ctrl+Shift+ Q
Create a new note	Ctrl+Shift+ N
Create a new task request	Ctrl+Shift+ U
Create a new Post	Ctrl+Shift+ S
Open Help	F1
Open Find dialog or Find pane.	F3
Expand dropdown menus, use arrow keys to select from list	F4
Refresh the current window (Send/Receive in older versions)	F5
Move to next window element (navigation pane, message list, reading pane, or to-do bar)	F6
Run spell check	F7
Send/Receive	F9
Open VBA Editor	Alt+F11

Reading Messages:

With a message open, Move to the Previous or Next message	Ctrl + < or >

Working with Folder and list views:

Expand or collapse the folder list	Plus, minus or multiply (*) on numeric keypad
Expand or collapse all groups in list view	Ctrl+ Plus or minus on numeric keypad
Expand or collapse current group in list view	Ctrl+ left or right arrow keys

When Editing Items

Increase or decrease font size when composing HTML	Ctrl+ [ or ]
Show/hide formatting marks	Ctrl+Shift+ 8
Toggle form fields off and on	Alt+F9
Send Message or meeting /task request; Save and Close other forms	Alt+ S
Save	Ctrl+ S
Send (enable or disable in Tools, Options, Email options, Advanced)	Ctrl+Enter

Appointments and Meetings Shortcuts

You can use shortcuts to enter dates. Use w for weeks, d for day, mo for month, and y for year. Enter date in 1w format.  Use h for hours and m for minutes for times. 

Can type times as numbers only: 230 instead of 2:30 PM.

When typing times in the snooze field, shortcuts won’t work. You need to type week, day, hour or minute out.

Set up recurrence for an appointment or task

Ctrl+G

Calendar Shortcuts

Show 1 day	Alt+ 1
Show 2 days	Alt+ 2
Show 3 days	Alt+ 3
Show 4 days	Alt+ 4
Show 5 days	Alt+ 5
Show 6 days	Alt+ 6
Show 7 days	Alt+ 7
Show 8 days	Alt+ 8
Show 9 days	Alt+ 9
Show 10 days	Alt+ 0
Switch to Month view	Alt+ = (equal)
Switch to Full Week view	Alt+ - (minus)
Switch to Work Week view	Ctrl+Alt+2
Go to a date	Ctrl+ G
Go to the next or previous  day	Ctrl+ left or right arrow
Go to the next or previous week	Alt+ up or down arrow
Go to the next or previous month	Alt+ page up or page down
Go to the start or end of the week	Alt+ Home or End
Go to next or previous appointment	Ctrl+ comma or period

Common Windows shortcuts which work in Outlook and many other programs

Select all text	Ctrl+ A
Save	Ctrl+ S
Copy text	Ctrl+ C
Paste text	Ctrl+ V
Cut text	Ctrl+ X
Undo	Ctrl+ Z
Print	Ctrl+ P
Move forward through a form's fields/windows	TAB
Move backward through a form's fields/windows	Shift+TAB
Close the active window	Alt+F4
Cancel edits and close a form	ESC
Move the cursor to the start of the next or previous word	Ctrl+ right or left arrow