Helpful Outlook Keyboard Shortcuts for Email, Calendars, Contacts and Tasks

by Avantix Learning Team | Updated July 31, 2020

Applies to: Microsoft Outlook 2010, 2013, 2016, 2019 and 365 (Windows)

Check out these 75 Microsoft Outlook shortcuts to work faster with emails, calendars, contacts and tasks.

Recommended article: No Mouse? Using Keyboard Only Navigation in Microsoft Office

Basic navigation

To switch to Mail, press Ctrl + 1.

To switch to Calendar, press Ctrl + 2.

To switch to Contacts, press Ctrl + 3.

To switch to Tasks, press Ctrl + 4.

To switch to Notes, press Ctrl + 5.

To switch to Folder List in Navigation Pane, press Ctrl + 6.

To switch to Shortcuts, press Ctrl + 7.

To go to the Search box, press F3 or Ctrl + E.

To open the Address Book, press Ctrl + Shift + B.

To move between the Navigation Pane, the main Outlook window, the Reading Pane and the To-Do Bar, press Ctrl + Shift + Tab or Shift + Tab.

To move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane and the sections in the To-Do Bar, press Tab.

To move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, the sections in the To-Do Bar and show the access keys in the Ribbon, press F6.

To move around message header lines in the Navigation Pane or an open message, press Ctrl + Tab.

Working with mail

To create a new message (when in Mail), press Ctrl + N.

To create a new message (from any Outlook view), press Ctrl + Shift + M.

To check spelling, press F7.

To send a message, press Ctrl + Enter or Alt + S.

To check for new messages, press Ctrl + M or F9.

To open a received message, press Ctrl + O.

To reply to a message, press Ctrl + R.

To reply all to a message, press Ctrl + Shift + R.

To forward a message, press Ctrl + F.

To print a message, press Ctrl + P.

To move up to the previous message in a message list, press the up arrow.

To move down to the next message in a message list, press the down arrow.

To switch to the next message (with message open), press  Ctrl + period.

To switch to the previous message (with message open), press Ctrl + comma.

To mark a message as read, press Ctrl + Q.

To mark a message as unread, press Ctrl + U.

To switch to the Inbox, press Ctrl + Shift + I.

To switch to the Outbox, press Ctrl + Shift + O.

To access Find or Replace in the message, press F4.

To use the Advanced Find, press Ctrl + Shift + F.

Working with calendars

To create an appointment (when in a Calendar), press Ctrl + N.

To create an appointment (in any Outlook view), press Ctrl + Shift + A.

To go to the previous appointment (when in calendar), press Ctrl + comma or Ctrl + Shift + comma.

To go to next appointment (when in calendar), press Ctrl + period or Ctrl + Shift + period.

To create a meeting request, press Ctrl + Shift + Q.

To reply to a meeting request with a message, press Ctrl + R.

To reply all to a meeting request with a message, press Ctrl + Shift + R.

To forward an appointment or meeting, press Ctrl + F.

To show 1 day in the calendar, press Alt + 1.

To switch to month view, press Alt + = or Ctrl + Alt + 4.

To go to the next day, press Ctrl + right arrow.

To go the previous day, press Ctrl + left arrow.

To go to the next week, press Alt + down arrow.

To go the previous week, press Alt + up arrow.

To go to the next month, press Alt + page down.

To go to the previous month, press Alt + page up.

To go to a date, press Ctrl + G and then choose a date in the dialog box.

To go to the start of the week, press Alt + Home.

To go to the end of the week, press Alt + End.

To switch to Full Week view, press Alt + minus sign or Ctrl + Alt + 3.

To switch to Work Week view, press Ctrl + Alt + 2.

Working with contacts

To create a contact (when in Contacts)., press Ctrl + N.

To create a contact (from any Outlook view), press Ctrl + Shift + C.

To create a message that uses the selected contact as subject, press Ctrl + F.

To open a contact form for the selected contact, press Ctrl + O.

To find a contact, press F3 or press Ctrl + E.

To use the Advanced Find, press Ctrl + Shift + F.

To create a Contact List, press Ctrl + Shift + L.

To update a list of Contact List members, press F5.

To print the selected contact form, press Ctrl + P.

To create a Journal entry for the selected contact, press Ctrl + J.

To dial a new call, press Ctrl + Shift + D.

To select all contacts, press Ctrl + A.

To close a contact, press Escape.

Working with tasks

To create a task (when in Tasks), press Ctrl + N.

To create a task (from any Outlook view), press Ctrl + Shift + K.

To open a selected task, press Ctrl + O.

To print a selected task, press Ctrl + P.

To select all tasks, press Ctrl + A.

To delete a selected task, press Ctrl + D.

To show or hide the To Do Bar, press Alt + F2.

To accept a task request, press Alt + C.

To decline a task request, press Alt + D.

To find a task, press Ctrl + E.

To open the Go to Folder dialog box, press Ctrl + Y.

To forward a task as an attachment, press Ctrl + F.

To open a selected task as a Journal item, press Ctrl + J.

There are certainly more shortcuts in Outlook, but this list contains some of the most common ones. I’ve also focused here on keyboard shortcuts, not mouse shortcuts which would include right-clicking with the mouse.

This article was first published on June 15, 2015 and has been updated for clarity and content.

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Summary
Microsoft Outlook Shortcuts to Improve Productivity (75 Keyboard Shortcuts)
Article Name
Microsoft Outlook Shortcuts to Improve Productivity (75 Keyboard Shortcuts)
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Check out these 75 Microsoft Outlook shortcuts to work faster with emails, calendars, contacts and tasks.
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Avantix Learning Inc.

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