Outlook Shortcut Keys

Utilize the various Outlook Shortcut Keys to access commands, menus, ribbons, etc.

Shortcut keys and ALT keys allow you to access tabs, ribbon commands, features, Quick Access Toolbar commands, etc. without having to remove your hands from the keyboard.  This allows you to continue typing seamlessly.  Many people prefer the use of shortcut keys over using the mouse.   Below is a large list of Outlook shortcut keys.  The keys have been grouped by app and menu.

File tab / backstage commands

Action

Ribbon location

Keyboard shortcut

        Access the File tab File tab ALT + F
1.       Info – Account information File tab > Information ALT + F, I
2.       Open & Export – Open calendars, Outlook data files, shared folders and export files File tab > Open & Export ALT + F, O
3.       Save As – Save the highlighted item locally. File tab > Save ALT + F, A
4.       Save Attachments – Save the attachments of the highlighted item.  (It is grayed out if there are no attachments.) File tab > Save As ALT + F, M
5.       Print – Print the highlighted item File tab > Print ALT + F, P or CTRL + P
6.       Office Account – Manage your Outlook account and add services File tab > Account Information ALT + D
7.       Options – Customize the way Outlook looks and functions, including the commands available on the ribbons. File tab > Options ALT + T
8.       Feedback File tab > Feedback ALT + F, K
9.       Exit File tab > Exit ALT + F, X
Home Tab

The Home tab contains the most used functions/features for the Outlook app you are currently accessing.  So, it changes depending on the app (mode) you are in.  The remaining tabs (File, Send/Receive, Folder, and View) remain fairly consistent regardless of the app (mode) you are in.

Home tab commands – E-Mail
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Create new e-mail Home tab > New group > New E-mail ALT + H, N1
Create new items Home tab > New group > New Items E-mail Message:
ALT + H, IMAppointment:
ALT + H, IAMeeting:
ALT+H, IEGroup:
ALT + H, IU

Contact:
ALT + H, IC

Task:
ALT + H, IT

Ignore conversation and delete Home tab > Delete group > Ignore Conversation ALT + H, X
Clean Up redundant messages in conversation Home tab > Delete group > Clean Up ALT + H, C
Junk Home tab > Delete group > Junk ALT + H, J
Move to archive folder Home tab > Delete group > Archive ALT + H, O1
Delete item Home tab > Delete group > Delete ALT + H, D
Reply Home tab > Respond group > Reply ALT + H, RP
Reply All Home tab > Respond group > Reply All ALT + H, RA
Forward Home tab > Respond group > Forward ALT + H, FW
Reply with meeting Home tab > Respond group > Meeting ALT + H, MR
More respond actions Home tab > Respond group > More ALT + H, ME
More quick steps Home tab > Quick Steps group ALT + H, QS
Manage quick steps Home tab > Quick Steps group ALT + H, QQ
Move or copy selected item Home tab > Move group > Move ALT + H, MV
Rules Home tab > Move group > Rules Create Rule:
ALT + H, RRUManage Rules and Alerts:
ALT + H, RRL
Send to OneNote Home tab > Move group > OneNote ALT + H, ON
More Tags Home tab > Tags group > Tags ALT + H, ZT

Toggle Message as Unread/Uead:
ALT + H, ZTW

Categorize Message:
ALT + H, ZTG

Set Follow up Flag:
ALT + H, ZTU

Create new group Home tab > Groups group > New Group ALT + H, N2
Browse groups Home tab > Groups group > Browse Groups ALT + H, B
Search for people Home tab > Find group > Search People dialog box ALT + H, FC
Open search dialog box in address book Home tab > Find group > Address Book ALT + H, AB
Filter messages to only show certain items Home tab > Find group > Filter E-mail ALT + H, L
Browse Office store for add-ins Home tab > Add-ins group > Store ALT + H, AS
Home tab commands – Calendar
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Create new appointment Home tab > New group > New Appointment ALT + H, N
Create new meeting Home tab > New group > New Meeting ALT + H, MR
Create new items Home tab > New group > New Items E-mail Message:
ALT + H, IMAppointment:
ALT + H, IAMeeting:
ALT+H, IEGroup:
ALT + H, IU

Contact:
ALT + H, IC

Task:
ALT + H, IT

Create new Skype meeting Home tab > Skype Meeting group > New Skype Meeting ALT + H, OM
Go to today on the calendar Home tab > Go To group > Today ALT + H, OD
Go to a specific date Home tab > Go To group ALT + H, L
Show the next 7 days in the calendar Home tab > Go To group > Next 7 Days ALT + H, X
Show day view Home tab > Arrange group > Day ALT + H, R
Show only days in the work week Home tab > Arrange group > Work Week ALT + H, K
Show entire week view Home tab > Arrange group > Week ALT + H, W
Show month view Home tab > Arrange group > Month ALT + H, T
Show scheduling view Home tab > Arrange group > Schedule View ALT + H, SV
Set Outlook calendar options Home tab > Arrange group ALT + H, CO
Open other calendars Home tab > Manage Calendars group > Open Calendar ALT + H, OC
Create, add, or save calendars as group calendars Home tab > Manage Calendars group > Calendar Groups ALT + H, CG
Forward selected calendar to another person via e-mail Home tab > Share > E-Mail Calendar ATL + H, E
Share selected calendar with another person Home tab > Share > Share Calendar ATL + H, SC
Share selected calendar with another person by publishing online Home tab > Share > Publish Online ATL + H, PO
View and edit the sharing permissions for this folder Home tab > Share > Calendar Permissions ATL + H, FP
Create new group Home tab > Groups group > New Group ALT + H, N2
Browse groups Home tab > Groups group > Browse Groups ALT + H, B
Search for people Home tab > Find group > Search People dialog box ALT + H, FC
Open search dialog box in address book Home tab > Find group > Address Book ALT + H, AB
Home tab commands – Contacts
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Create new contact Home tab > New group > New Contact ALT + H, N1
Create new group Home tab > New group > Group ALT + H, N2
Create new contact group Home tab > New group > New Contact Group ALT + H, CG
Create new items Home tab > New group > New Items E-mail Message:
ALT + H, IMAppointment:
ALT + H, IAMeeting:
ALT+H, IEGroup:
ALT + H, IU

Contact:
ALT + H, IC

Task:
ALT + H, IT

Delete highlighted item Home tab > Delete group > Delete ALT + H, D
Create new e-mail to highlighted contact Home tab > Communicate group > Email ALT + H, E
Create new meeting request to highlighted contact Home tab > Communicate group > Meeting ALT + H, TI
Assign task to highlighted contact Home tab > Communicate group > More ALT + H, J
Manage and change current contact view Home tab > Current View group ALT + H, CV
Move or copy selected item Home tab > Actions group > Move ALT + H, MV
Create a form letter or E-mail to be sent to a set of contacts Home tab > Actions group > Mail Merge ALT + H, RG
Create or open linked contact notes in OneNote Home tab > Actions group > OneNote ALT + H, ON
Forward highlighted contact’s information to another person Home tab > Share group > Forward Contact ALT + H, FW
Share your contacts with other people so they can view them Home tab > Share group > Share Contacts ALT + H, SC
Open another person’s shared contacts folder Home tab > Share group > Open Shared Contacts ALT + H, OS
Categorize highlighted item Home tab > Tags group > Categorize ALT + H, G
Set follow up flag Home tab > Tags Group > Follow Up ALT + H, U
Mark this item as private so that other people cannot see its details Home tab > Tags Group > Private ALT + H, V
Create new group Home tab > Groups group > New Group ALT + H, N2
Browse groups Home tab > Groups group > Browse Groups ALT + H, B
Search for people Home tab > Find group > Search People dialog box ALT + H, FC
Open search dialog box in address book Home tab > Find group > Address Book ALT + H, AB
Home tab commands – To-Do List
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Create new task Home tab > New group > New Task ALT + H, N1
Create new e-mail Home tab > New group > Group ALT + H, E
Create new items Home tab > New group > New Items E-mail Message:
ALT + H, IMAppointment:
ALT + H, IAMeeting:
ALT+H, IEGroup:
ALT + H, IU

Contact:
ALT + H, IC

Task:
ALT + H, IT

Delete highlighted item Home tab > Delete group > Delete ALT + H, D
Reply to sender Home tab > Respond group > Reply ALT + H, RP
Reply to all Home tab > Respond group > Reply All ALT + H, RA
Forward the highlighted item to someone else Home tab > Respond group > Forward ALT + H, FW
Forward the highlighted item as an attachment Home tab > Respond group > More ALT + H, MEF
Mark highlighted item as complete Home tab > Manage Task group > Mark Complete ALT + H, C1
Remove the follow up flag from the highlighted item Home tab > Manage Task group > Remove from List ALT + H, RL
Flag this item with a start and due date of today Home tab > Follow Up group > Today ALT + H, T
Flag this time with a start and due date of tomorrow Home tab > Follow Up group > Tomorrow ALT + H, S
Flag the highlighted item as a task to start in two days and a due date at the end of the work week Home tab > Follow Up group > This Week ALT + H, K
Flag the highlighted item as a task for next week Home tab > Follow Up group > Next Week ALT + H, W
Flag the highlighted item with no start or due date Home tab > Follow Up group > This Week ALT + H, N2
Flag the highlighted item with a custom start and due date Home tab > Follow Up group > Custom ALT + H, Q
Manage and change current to do list view Home tab > Current View group ALT + H, CV
Move or copy selected item Home tab > Actions group > Move ALT + H, MV
Create or open linked contact notes in OneNote Home tab > Actions group > OneNote ALT + H, ON
Categorize highlighted item Home tab > Tags group > Categorize ALT + H, G
Mark this item as private so that other people cannot see its details Home tab > Tags Group > Private ALT + H, V
Set highlighted item as high priority Home tab > Tags Group > High Importance ALT + H, H
Set highlighted item as low priority Home tab > Tags Group > Low Importance ALT + H, L
Create new group Home tab > Groups group > New Group ALT + H, N2
Browse groups Home tab > Groups group > Browse Groups ALT + H, B
Search for people Home tab > Find group > Search People dialog box ALT + H, FC
Open search dialog box in address book Home tab > Find group > Address Book ALT + H, AB
Home tab commands – Notes
Action Ribbon location Keyboard shortcut
Go to Home tab Home tab ALT + H
Create new note Home tab > New group > New Note ALT + H, N1
Create new items Home tab > New group > New Items E-mail Message:
ALT + H, IMAppointment:
ALT + H, IAMeeting:
ALT+H, IEGroup:
ALT + H, IU

Contact:
ALT + H, IC

Task:
ALT + H, IT

Delete highlighted item Home tab > Delete group > Delete ALT + H, D
Manage and change current to do list view Home tab > Current View group ALT + H, CV
Forward the highlighted item as an attachment Home tab > Respond group > More ALT + H, FW
Move or copy selected item Home tab > Actions group > Move ALT + H, MV
Categorize highlighted item Home tab > Tags group > Categorize ALT + H, G
Create new group Home tab > Groups group > New Group ALT + H, N2
Browse groups Home tab > Groups group > Browse Groups ALT + H, B
Search for people Home tab > Find group > Search People dialog box ALT + H, FC
Open search dialog box in address book Home tab > Find group > Address Book ALT + H, AB
Send/Receive Tab

The Send/Receive Tab is directed mainly at the Inbox functions but does appear for the other apps.  The functionality does change somewhat for the other apps.  It contains the functions for manually processing a send/receive, showing download progress, and setting download options.

Send/Receive Commands
Action Ribbon location Keyboard shortcut
Go to Send/Receive tab Send/Receive tab ALT + S
Send/Receive items such as mail, appointments and tasks in all folders Send/Receive tab > Send & Receive group > Send/Receive All Folders ALT + S, S
Update highlighted folder Send/Receive tab > Send & Receive group > Update Folder ALT + S, D
Send all unsent mail Send/Receive tab > Send & Receive group > Send All ALT + S, A
Send/Receive items in a specific send/receive group Send/Receive tab > Send & Receive group > Send/Receive Groups ALT + S, G
Show the current Send/Receive status Send/Receive tab > Download group > Show Progress ALT + S, P
Cancel all pending send/receive requests Send/Receive tab > Download group > Cancel All ALT + S, C
Download all mail headers for the highlighted folder (Only available with e-mail folders) Send/Receive tab > Server group > Download Headers ALT + S, H
Mark the highlighted message to be downloaded the next time marked headers are processed (Only available with e-mail folders) Send/Receive tab > Server group > Mark to Download ALT + S, M
Unmark the message header so that it is not downloaded (Only available with e-mail folders) Send/Receive tab > Server group > Unmark to Download ALT + S, U
Download the content of all marked headers in highlighted folder (Only available with e-mail folders) Send/Receive tab > Server group > Process Marked Headers ALT + S, R
Change the preferences for downloading message headers Send/Receive tab > Preferences groups > Download Preferences ALT + S, L
Disconnect from the server to work offline Send/Receive tab > Preferences group > Work Offline ALT + S, W
Folder Tab

The Folder Tab contains commands to create new items, open shared items and check properties.  The Folder Tab varies slightly, depending on which app you are accessing within Outlook.

Folder Tab – E-Mail commands
Action Ribbon location Keyboard shortcut
Go to the Folder tab Folder tab ALT + O
Create a new folder in the navigation pane Folder tab > New group > New Folder ALT + O, N
Create a new search folder Folder tab > New group > New Search Folder ALT + O, SF
Rename folder Folder tab > Actions group > Copy Folder ALT + O, RN
Copy folder Folder tab > Actions group > Copy Folder ALT + O, CF
Move folder Folder tab > Actions group > Move Folder ALT + O, MF
Delete folder Folder tab > Actions group > Delete Folder ALT + O, DF
Mark all items in highlighted folder as read Folder tab > Clean Up group > Mark All as Read ALT + O, MA
Run rules now Folder tab > Clean Up group > Run Rules Now ALT + O, RR
Always show folders in alphabetic order Folder tab > Clean Up group > Show All Folders A to Z ALT + O, H
Cleanup selected folder by removing redundant messages from every conversation Folders tab > Clean Up group > Clean Up Folder ALT + O, CU
Delete all items in selected folder Folders tab > Clean Up group > Delete All ALT + O, RA
Recover items deleted from highlighted folder Folders tab > Clean Up group > Recover Deleted Items ALT + O, RD
Show highlighted folder in the Favorites section at the top of the folder pane Folders tab > Favorites group > Show in Favorites ALT + O, FA
View on server Folders tab > Online View group > View on Server ALT + O, V
Specify when items in the highlighted folder are archived and where they are stored Folders tab > Properties group > AutoArchive Settings ALT + O, A
View and edit the sharing permissions for the highlighted folder Folders tab > Properties group > Folder Permissions ALT + O, FP
View the properties for the highlighted folder Folders tab > Properties group > Folder Properties ALT + O, P
Folder Tab – Calendar commands
Action Ribbon location Keyboard shortcut
Go to the Folder tab Folder tab ALT + O
Create a new calendar in the folder pane Folder tab > New group > New Calendar ALT + O, N
Rename calendar Folder tab > Actions group > Rename Calendar ALT + O, RN
Copy calendar Folder tab > Actions group > Copy Calendar ALT + O, CF
Move calendar Folder tab > Actions group > Move Calendar ALT + O, MF
Delete calendar Folder tab > Actions group > Delete Calendar ALT + O, DF
Share calendar Folder tab > Share group > Share Calendar ALT + O, SC
Open shared calendar Folder tab > Share group > Open Calendar ALT + O, OC
View and edit the sharing permissions for the highlighted calendar Folders tab > Properties group > Calendar Permissions ALT + O, FP
View the properties for the highlighted calendar Folders tab > Properties group > Calendar Properties ALT + O, P
Folder Tab – Contacts commands
Action Ribbon location Keyboard shortcut
Go to the Folder tab Folder tab ALT + O
Create a new folder in the navigation pane Folder tab > New group > New Folder ALT + O, N
Rename folder Folder tab > Actions group > Rename Folder ALT + O, RN
Copy folder Folder tab > Actions group > Copy Folder ALT + O, CF
Move folder Folder tab > Actions group > Move Folder ALT + O, MF
Delete folder Folder tab > Actions group > Delete Folder ALT + O, DF
Share contacts Folder tab > Share group > Share Contacts ALT + O, SC
Open shared contacts Folder tab > Share group > Open Shared Contacts ALT + O, OS
View and edit the sharing permissions for the highlighted folder Folders tab > Properties group > Folder Permissions ALT + O, FP
View the properties for the highlighted folder Folders tab > Properties group > Folder Properties ALT + O, P
Folder Tab – Tasks commands
Action Ribbon location Keyboard shortcut
Go to the Folder tab Folder tab ALT + O
Create a new folder in the navigation pane Folder tab > New group > New Folder ALT + O, N
Rename folder Folder tab > Actions group > Rename Folder ALT + O, RN
Copy folder Folder tab > Actions group > Copy Folder ALT + O, CF
Move folder Folder tab > Actions group > Move Folder ALT + O, MF
Delete folder Folder tab > Actions group > Delete Folder ALT + O, DF
Share tasks Folder tab > Share group > Share Tasks ALT + O, ST
Open shared tasks Folder tab > Share group > Open Shared Tasks ALT + O, OS
View and edit the sharing permissions for the highlighted folder Folders tab > Properties group > Folder Permissions ALT + O, FP
View the properties for the highlighted folder Folders tab > Properties group > Folder Properties ALT + O, P
Folder Tab – Notes commands
Action Ribbon location Keyboard shortcut
Go to the Folder tab Folder tab ALT + O
Create a new folder in the navigation pane Folder tab > New group > New Folder ALT + O, N
Rename folder Folder tab > Actions group > Rename Folder ALT + O, RN
Copy folder Folder tab > Actions group > Copy Folder ALT + O, CF
Move folder Folder tab > Actions group > Move Folder ALT + O, MF
Delete folder Folder tab > Actions group > Delete Folder ALT + O, DF
Share notes Folder tab > Share group > Share Notes ALT + O, SN
Open shared notes Folder tab > Share group > Open Shared Notes ALT + O, OS
View and edit the sharing permissions for the highlighted folder Folders tab > Properties group > Folder Permissions ALT + O, FP
View the properties for the highlighted folder Folders tab > Properties group > Folder Properties ALT + O, P
View Tab

The View Tab contains commands to change the view settings, arrange items by different criteria and change the layout.  The View Tab varies slightly, depending on which app you are accessing within Outlook.

View Tab – E-Mail commands
Action Ribbon location Keyboard shortcut
Go to the View tab View tab ALT + V
Change the current view to another view View tab > Current View group > Change View ALT + V, CV
Customize the current view using advanced view settings View tab > Current View groups > View Settings ALT + V, V
Reset all current settings to the default settings for the highlighted item View tab > Current View > Reset View ALT + V, X
Show messages arrange by conversation View tab > Messages group > Show as Conversations ALT + V, GC
Change the way conversations are displayed in the message list View tab > Messages > Conversation Settings ALT + V, CS
Use auto preview to quickly scan items View tab > Arrangement group > Message Preview ALT + V, PL
Sort and group items in this folder by a specific field View tab > Arrangement group > More ALT + V, AB
Reverse the sort order of the current view View tab > Arrangement group > Reverse Sort ALT + V, RS
Choose which fields are shown in the view View tab > Arrangement group > Add Columns ALT + V, AC
Expand or collapse groups in the list View tab > Arrangement group > Expand/Collapse ALT + V, E
Show, hide or minimize the folder pane and show or hide favorites View tab > Layout group > Folder Pane ALT + V, F
Show, hide or change the layout of the reading pane View tab > Layout group > Reading Pane ALT + V, PN
Show, hide or minimize the To-Do bar and show or hide favorites View tab > Layout group > To-Do Pane ALT + V, B
Show, hide, or minimize the people pane and configure social network accounts View tab > People Pane group > People Pane ALT + V, PP
Show the reminders window View tab > Window group > Show Reminders ALT + V, M
Open the highlighted item in a new window View tab > Window group > Open in New Window ALT + V, ON
Close all additional windows View tab > Window group > Close All Items ALT + V, CA
View Tab – Calendar commands
Action Ribbon location Keyboard shortcut
Go to the View tab View tab ALT + V
Change the current view to another view View tab > Current View group > Change View ALT + V, CV
Customize the current view using advanced view settings View tab > Current View groups > View Settings ALT + V, V
Reset all current settings to the default settings for the highlighted item View tab > Current View > Reset View ALT + V, X
Show the day view View tab > Arrangement group > Day ALT + V, R
Only show days in the work week View tab > Arrangement > Work Week ALT + V, K
Show the entire week View tab > Arrangement group > Week ALT + V, W1
Show the month View tab > Arrangement group > Month ALT + V, T
Show the selected calendar in a horizontal view (It is useful when trying to see multiple calendars at once to schedule a meeting>) View tab > Arrangement group > Schedule View ALT + V, SV
Change the time scale or time zone shown in the calendar View tab > Arrangement group > Time Scale ALT + V, SC
View an additional calendar on top of the current calendar View tab > Arrangement group > Overlay ALT + V, OL
Only show working hours in the calendar View tab > Arrangement group > Working Hours ALT + V, WH
Change the settings for calendars, meetings and time zones View tab > Arrangement group > More ALT + V, CO
Change the background color of the selected calendar View tab > Color group > Color ALT + V, CR
Show, hide or minimize the daily task list and change the arrangement View tab > Layout group > Daily Task List ALT + V, D
Show, hide or minimize the folder pane and show or hide favorites View tab > Layout group > Folder Pane ALT + V, F
Show, hide or change the layout of the reading pane View tab > Layout group > Reading Pane ALT + V, PN
Show, hide or minimize the To-Do bar and show or hide favorites View tab > Layout group > To-Do Pane ALT + V, B
Show, hide, or minimize the people pane and configure social network accounts View tab > People Pane group > People Pane ALT + V, PP
Show the reminders window View tab > Window group > Show Reminders ALT + V, M
Open the highlighted item in a new window View tab > Window group > Open in New Window ALT + V, ON
Close all additional windows View tab > Window group > Close All Items ALT + V, CA
View Tab – Calendar commands
Action Ribbon location Keyboard shortcut
Go to the View tab View tab ALT + V
Change the current vie to another view View tab > Current View group > Change View ALT + V, CV
Customize the current view using advanced view settings View tab > Current View groups > View Settings ALT + V, V
Reset all current settings to the default settings for the highlighted item View tab > Current View > Reset View ALT + V, X
Use auto preview to quickly scan items View tab > Arrangement group > Preview Message ALT + V, PL
Sort and group items in this folder by a specific field (Options vary within the different Outlook apps.) View tab > Arrangement > More ALT + V, AB
Reverse the sort order of the current view View tab > Arrangement group > Reverse Sort ALT + V, RS
Choose which fields are shown in the view View tab > Arrangement group > Add Columns ALT + V, AC
Expand or collapse groups in the list View tab > Arrangement group > Expand/Collapse ALT + V, E
Show, hide or minimize the folder pane and show or hide favorites View tab > Layout group > Folder Pane ALT + V, F
Show, hide or change the layout of the reading pane View tab > Layout group > Reading Pane ALT + V, PN
Show, hide or minimize the To-Do bar and show or hide favorites View tab > Layout group > To-Do Pane ALT + V, B
Show, hide, or minimize the people pane and configure social network accounts View tab > People Pane group > People Pane ALT + V, PP
Show the reminders window View tab > Window group > Show Reminders ALT + V, M
Open the highlighted item in a new window View tab > Window group > Open in New Window ALT + V, ON
Close all additional windows View tab > Window group > Close All Items ALT + V, CA

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