1. Basic Navigation | |
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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+Period / Ctrl+Comma | Switch to next/previous message (with message open) |
Ctrl+Shift+Tab or Shift+Tab | Move between the Folder Pane, main Outlook window, Reading Pane, and To-Do Bar |
Tab | Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar |
F6 | Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and the menu access keys in the Outlook ribbon |
Ctrl+Tab | Move around message header lines in the Folder Pane or an open message |
Arrow Keys | Move around within the Folder Pane |
Ctrl+Y | Go to a different folder |
Ctrl+E or F3 | Go to the Search box |
Alt+Arrow Up or Ctrl+, or Alt+Page Up | In the Reading Pane, go to the previous message |
Space / Shift+Space | In the Reading Pane, page down/up through text |
Arrow LeftArrow Right | Collapse or expand a group in the email message list, respectively |
Alt+B or Alt+Arrow Left | Go back to previous view in main Outlook window |
Alt+Arrow Right | Go forward to next view in main Outlook window |
Ctrl+Shift+W | Select the InfoBar and, if available, show the menu of commands |
- Outlook For Mac Paste Text Shortcut
- Keyboard Shortcut For Paste Mac
- Copy And Paste Shortcut Mac
- Excel Shortcut For Paste Text
- Outlook For Mac Paste Text Shortcut Mac
- Seems silly that the PC and Mac developers didn't or don't co-ordinate on the keystroke shortcuts. Making the changes in Mac OS are easy and make sense. Allowing the same keystroke changes within outlook for the PC would not conflict with the windows OS and would be a great addition.
- To use a keyboard shortcut, press and hold one or more modifier keys and then press the last key of the shortcut. For example, to use Command-C (copy), press and hold the Command key, then the C key, then release both keys.
Recently we took a look at what was new in Microsoft Office 2011 for Mac. The biggest new item on the menu is Outlook, and it’s no PC-version-wannabe.
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2. Search | |
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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 selected Outlook function |
Ctrl+Shift+F | Use Advanced Find |
Ctrl+Shift+P | Create a Search Folder |
F4 | Search for text within an open item |
Ctrl+H | Find and replace text, symbols, or some formatting commands. Works in the Reading Pane on an open item |
Ctrl+Alt+K | Expand search to include items from the current folder |
Ctrl+Alt+Z | Expand search to include subfolders |
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3. Common Commands: Common To Most Views | |
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Ctrl+S or Shift+F12 | Save (except in Tasks) |
Alt+S | Save and close (except in Mail) |
F12 | Save as (only in Mail) |
Ctrl+Z or Alt+Backspace | Undo |
Ctrl+D | Delete an item |
Ctrl+P | |
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 | Enable editing in a field (except in Mail or Icon view) |
Ctrl+L | Left align text |
Ctrl+E | Center text |
Ctrl+R | Right align text |
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4. Common Commands: Format Text and work with Editor | |
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Ctrl+X or Shift+Delete | Cut (selected text) |
Ctrl+C or Ctrl+Insert | Copy (selected text), NOTE: Ctrl+Insert is not available in the Reading Pane |
Ctrl+V or Shift+Insert | Paste (from clipboard) |
Ctrl+B | Bold |
Ctrl+U | Underline |
Ctrl+I | Italics |
Ctrl+] or Ctrl+Shift+> | Increase font size |
Ctrl+[ or Ctrl+Shift+< | Decrease font size |
Shift+F3 | Switch case (selected text) |
Ctrl+Shift+K | Format letters as small capitals |
Alt+O | Display the Format menu |
Ctrl+Shift+P | Display the Font dialog box |
Ctrl+Shift+L | Add bullets |
Ctrl+T / Ctrl+Shift+T | Increase Decrease indent |
Ctrl+L | Left align |
Ctrl+E | Center |
Ctrl+Shift+Z or Ctrl+Space | 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 / Ctrl+Shift+T | Create/reduce a hanging indent |
Ctrl+K | Insert a hyperlink |
Ctrl+L / Ctrl+R | Left/Right align a paragraph |
Ctrl+Q | Remove paragraph formatting |
Ctrl+Shift+8 | Toggle show/hide formatting marks. Must be in email body for this to work. |
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5. Common Commands: Add Links and Edit URLs | |
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Ctrl+Left Mouse Click | Edit a URL in the body of an item |
Ctrl+K | Insert hyperlink |
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6. Common Commands: Create Item or File | |
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Ctrl+Shift+A | Create an appointment |
Ctrl+Shift+C | Create a contact |
Ctrl+Shift+L | Create a contact group |
Ctrl+Shift+X | Create a fax |
Ctrl+Shift+E | Create a folder |
Ctrl+Shift+Q | Create a meeting request |
Ctrl+Shift+M | Create a message |
Ctrl+Shift+N | Create a note |
Ctrl+Shift+H | Create a 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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7. Common Commands: Color Categories | |
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Alt+D | Delete the selected category from the list in the Color Categories dialog box |
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8. Common Commands: Flags | |
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Ctrl+Shift+G | Open the Flag for Follow Up dialog box to assign a flag |
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9. Mail | |
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Ctrl+Shift+I | Switch to Inbox |
Ctrl+O | Pop Out email reply in new window |
Ctrl+Shift+O | Switch to Outbox |
Alt+M | 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+Alt+R | Reply with meeting request |
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 | Go to the previous message |
Arrow Down | Go to the next message |
Ctrl+N | Create a message (when in Mail) |
Ctrl+Shift+M | Create a message (from any Outlook view) |
Ctrl+O | Open a received message |
Ctrl+Shift+D | Delete and Ignore a Conversation |
Ctrl+Shift+B | Open the Address Book |
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/unread |
Ctrl+Shift+W | Open the Mail Tip in the selected message |
F4 | Find or replace |
Shift+F4 | Find next |
Ctrl+Enter | Send |
Ctrl+P | |
Ctrl+F | Forward |
Ctrl+Alt+F | Forward as attachment |
Alt+Enter | Show the properties for the selected item |
Ctrl+Shift+U | Create a multimedia message |
Ctrl+Alt+M | Mark for Download |
Ctrl+Alt+U | Clear Mark for Download |
Ctrl+B | Display Send/Receive progress |
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10. Calendar | |
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Ctrl+N | Create an appointment (when in Calendar) |
Ctrl+Shift+A | Create an appointment (in any Outlook view) |
Ctrl+Shift+Q | Create a 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 | Show 1 day in the calendar |
Alt+2 | Show 2 days in the calendar |
Alt+3 | Show 3 days in the calendar |
Alt+3 | Show 4 days in the calendar |
Alt+5 | Show 5 days in the calendar |
Alt+6 | Show 6 days in the calendar |
Alt+7 | Show 7 days in the calendar |
Alt+8 | Show 8days in the calendar |
Alt+9 | Show 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/previous day |
Alt+Arrow Down / Alt+Arrow Up | Go to the next/previous week |
Alt+Page Down / Alt+Page Up | Go to the next/previous month |
Alt+Home / Alt+End | Go to the start/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+, / Ctrl+. or Ctrl+Shift+. | Go to previous/next appointment |
Ctrl+G | Set up recurrence for an open appointment or meeting |
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11. People | |
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Ctrl+Shift+D | Dial a new call |
F3 or Ctrl+E | Find a contact or other item (Search) |
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 message with selected contact as subject |
Ctrl+N | Create a contact (when in Contacts) |
Ctrl+Shift+C | Create a contact (from any Outlook view) |
Ctrl+O | Open a contact form for the selected contact |
Ctrl+Shift+L | Create a contact group |
Ctrl+P | |
F5 | Update a list of contact group 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 |
F11 | Find a contact |
Esc | Close a contact |
Ctrl+Shift+X | Send a fax to the selected contact |
Alt+D | Open the Check Address dialog box |
Alt+Shift+1 | In a contact form, under Internet, display the Email 1 information |
Alt+Shift+2 | In a contact form, under Internet, display the Email 2 information |
Alt+Shift+3 | In a contact form, under Internet, display the Email 3 information |
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12. People: Electronic Business Cards | |
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Alt+A | Open the Add list |
Alt+B | Select text in Label box when the field with a label assigned is selected |
Alt+C | Open the Add Card Picture dialog box |
Alt+E | Place cursor at beginning of Edit box |
Alt+F | Select the Fields box |
Alt+G | Select the Image Align drop-down list |
Alt+K, then Enter | Select color palette for background |
Alt+L | Select Layout drop-down list |
Alt+R | Remove a selected field from the Fields box |
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13. Tasks | |
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Alt+C | Accept a task request |
Ctrl+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 task (when in Tasks) |
Ctrl+Shift+K | Create a task (from any Outlook view) |
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 |
Ctrl+Shift+Ctrl+U | Create a task request |
Tab or Shift+Tab | Switch between the Folder Pane, Tasks list, and To-Do Bar |
Ctrl+Z | Undo last action |
Insert | Flag an item or mark complete |
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14. Groups | |
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Arrow Right / Arrow Left | Expand/collapse a single selected group |
Arrow Up / Arrow Down | Select the previous/next group |
Home / End | Select the first/last group |
Arrow Right | Select the first item on screen in an expanded group or the first item off screen to the right |
![Copy and paste shortcut mac Copy and paste shortcut mac](/uploads/1/2/6/3/126311199/449007558.png)
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15. Print | |
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Alt+F, then P | Open Print tab in Backstage view |
Alt+F, then F, then 1 | To print an item from an open window |
Alt+S, or Alt+U | Open Page Setup from Print Preview |
Alt+F, then P, then I | To select a printer from Print Preview |
Alt+F, then P, then L | To Define Print Styles |
Alt+F, then P, then R | To open Print Options |
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16. Send/Receive | |
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F9 | Start a send/receive for all defined Send/Receive groups with Include this group 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 groups |
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17. Macros | |
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Alt+F8 | Play Macro |
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18. Views: Table View | |
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Enter | Open an item |
Ctrl+A | Select all items |
Page Down / Page Up | Go to the item at the bottom/top of the screen |
Shift+Arrow Up or Shift+Arrow Down | Extend or reduce the selected items by one item |
Ctrl+Arrow Up or Ctrl+Arrow Down | Go to the next or previous item without extending the selection |
Ctrl+Space | Select or cancel selection of the active item |
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19. View: Business Cards/Address cards | |
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a-z | Select a specific card in the list (type one or more letters of the name that the card) |
Arrow Up / Arrow Down | Select the previous/next card |
Home / End | Select the first/last card in the list |
Page Up / Page Down | Select the first card on the current/next page |
Arrow Right / Arrow Left | Select the closest card in the next/previous column |
Ctrl+Space | Select or cancel selection of the active card |
Shift+Arrow Up | Extend the selection to the previous card and cancel selection of cards after the starting point |
Shift+Arrow Down | Extend the selection to the next card and cancel selection of cards before the starting point |
Ctrl+Shift+Arrow Up | Extend the selection to the previous card, regardless of the starting point |
Ctrl+Shift+Arrow Down | Extend the selection to the next card, regardless of the starting point. |
Shift+Home / Shift+End | Extend the selection to the first/last card in the list |
Shift+Page Up / Shift+Page Down | Extend the selection to the first/last card on the previous page |
Tab / Shift+Tab | Move to the next/previous field and control (in an open card) |
Enter | Close the active card (in an open card) |
Enter | Add a line in a multiline field (when a field in a card is selected) |
Home / End | Move to the beginning/end of a line (when a field in a card is selected) |
Page Up / Page Down | Move to the beginning/end of a multiline field (when a field in a card is selected) |
Arrow Up / Arrow Down | Move to the previous/next line in a multiline field (when a field in a card is selected) |
Arrow Left / Arrow Right | Move to the previous/next character in a field (when a field in a card is selected) |
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20. View: Timeline (Tasks) - When an item is selected | |
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Arrow Left / Arrow Right | Select the previous/next item |
Shift+Arrow Left or Shift+Arrow Right | Select several adjacent items |
Ctrl+Arrow Left+Space or Ctrl+Arrow Right+Space | Select several nonadjacent items |
Enter | Open the selected items |
Home / End | Select the first/last item on the timeline (if items are not grouped) or the first item in the group |
Ctrl+Home / Ctrl+End | Display (without selecting) the first/last item on the timeline (if items are not grouped) or the first item in the group |
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21. View: Timeline (Tasks) - When a group is selected | |
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Enter or Arrow Right | Expand the group |
Enter or Arrow Left | Collapse the group |
Arrow UpArrow Down | Select the previous/next group |
Home / End | Select the first/last group on the timeline |
Arrow Right | Select the first item on screen in an expanded group or the first item off screen to the right |
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22. View: Timeline (Tasks) - When a unit of time for days is selected | |
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ArrowLeft / Arrow Right | Move backward/forward in increments of time that are the same as those shown on the time scale |
Tab and Shift+Tab | Switch between active view, To-Do Bar, Search and back to active view |
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23. View: Calendar - Day/Week/Month | |
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Alt+key for number of days | View from 1 through 9 days |
Alt+0 | View 10 days |
Alt+- | Switch to weeks |
Alt+= | Switch to months |
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/next day |
Alt+Arrow Down / Alt+Arrow Up | Go to the same day in the next/previous week |
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Outlook For Mac Paste Text Shortcut
24. View: Calendar - Day View | |
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Home | Select the time that begins your work day |
End | Select the time that ends your work day |
Arrow Up / Arrow Down | Select the previous/next block of time |
Page Up / Page Down | Select the block of time at the top/bottom of the screen |
Shift+Arrow Up or Shift+Arrow Down | Extend or reduce the selected time |
Alt+Arrow Up or Alt+Arrow Down | Move an appointment up or down |
Alt+Shift+Arrow Up or Alt+Shift+Arrow Down | Change an appointment's start or end time |
Alt+Arrow Down | Move selected item to the same day in the next week |
Alt+Arrow Up or Alt+Arrow Down | Move selected item to the same day in the previous week |
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25. View: Calendar - Week View | |
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Home / End | Go to the start/end of work hours for the selected day |
Page Up / Page Down | Go up/down one page view in the selected day |
Shift+Arrow Left, Shift+Arrow Right, Shift+Arrow Up, Shift+Arrow Down or Shift+Home or Shift+End | Change the duration of the selected block of time |
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26. View: Calendar - Month View | |
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Home | Go to the first day of the week |
Page Up / Page Down | Go to the same day of the week in the previous/next page |
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27. Date Navigator | |
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Alt+Home / Alt+End | Go to the first/last day of the current week |
Alt+Arrow Up / Alt+Arrow Down | Go to the same day in the previous/next week |
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Outlook is one of the most popular desktop email clientsThe 5 Best Free Email Clients for Your Desktop PCThe 5 Best Free Email Clients for Your Desktop PCWant the best free email client? We've compiled the best email software for Windows, Mac, and Linux that won't cost you a dime.Read More in use today, and if you’re one of those many Outlook users, the following keyboard shortcuts are sure to save you lots of time.
Without a doubt, there are way too many Outlook keyboard shortcuts to detail in one single article. You can find all of those listed at the Office Support site.
What we’re going to look at today are the Outlook keyboard shortcuts that can help you cut down on mouse clicks, thus saving you the most time.
Working With Messages
Outlook is one of the most functional desktop email clientsMicrosoft Outlook Web Vs. Desktop: Which One Is Best for You?Microsoft Outlook Web Vs. Desktop: Which One Is Best for You?Outlook.com is a powerful online email client that comes free with Office Online. But can Outlook on the web compete with its desktop counterpart? Our Outlook comparison will help you decide for yourself.Read More, but that complexity also makes it pretty annoying to have to hunt for menu items with a list of several available options.
With keyboard shortcuts, you don’t have to depend on your memory for anything. In fact, you can just print out a card with all the shortcuts and have it right at your fingertips.
The most important thing to note up-front is, if any website claims you can use a keyboard command starting with “Alt”, remember that this usually depends on what window you’re on, and these things can change easily from one version of Outlook to the next. It’s best to use the new shortcut-help icons that Microsoft now provides in Outlook. These show you what alt letter or number to use to activate that menu item.
Because of this, we’ll focus on non-Alt commands, since those are the more useful ones. Here are some examples.
CTRL + Q / CTRL + U: Mark Selected Message as Read or Unread
Sometimes, when you’re going through a long list of new messagesHow to Blast Through Your Emails in Microsoft OutlookHow to Blast Through Your Emails in Microsoft OutlookDon't let your emails monopolize your day, use these Outlook tips to take back control of your Inbox.Read More, it’s nice to organize important messages as unread so that you’ll remember to go back and deal with them later. In Outlook, you can do this quickly when the message is highlighted by pressing CTRL + Q.
This is especially useful when you have Outlook set up with a preview pane, because just clicking on an email and previewing it will change the status to read. CTRL + Q will switch it back to unread. CTRL + U will change the status back to read, if you need to.
CTRL + SHIFT + F: Advanced Find Window
If you deal with a lot of emails, the advanced find feature can be a real life-saver. Tapping CTRL + SHIFT + F from anywhere will open the window.
This window lets you carefully filter through your InboxHow to Set Up Email Filters in Gmail, Yahoo Mail, and OutlookHow to Set Up Email Filters in Gmail, Yahoo Mail, and OutlookEmail filtering is your best tool in keeping your inbox neat and organized. Here's how to set up and use email filters in Gmail, Yahoo Mail, and Outlook.Read More to find emails with certain subjects, to or from specific people, flagged status, sensitivity, and much more.
INSERT: Flag Emails
Another quick feature that can save you a lot of time while reviewing your new emails is the ability to quickly flag important messages for later. This is for when an email is just too important to leave to simple marking as “unread”.
When you have one of these emails highlighted, just tap the INSERT key and the status will toggle from unflagged to flagged (or the other way around if it’s already flagged).
CTRL + SHIFT + G: Mark for Follow-up
There is one step above the simple flagging of an email, and that is the ability to “custom flag” an email with a specific date (and reminder, if you like) when you’re going to actually follow-up. You can trigger this by pressing CTRL + SHIFT + G.
Type in the reason you’re flagging the message, the date when you want to make sure to respond or follow-up, and set a reminder trigger, if you feel like you need one.
Navigating Outlook
Aside from managing messages, there are lots of additional Outlook keyboard shortcuts that let you launch features of Outlook without the need to search and click with your mouse.
CTRL + SHIFT + M: Open New Message
One of the most commonly used command in Outlook is opening up a new email. Don’t waste your time finding and clicking on the “New Email” button. Just tap CTRL + SHIFT + M and you’re good to go.
CTRL + SHIFT + Q: Open New Meeting
You can actually do the same thing when you want to set up a new meeting. Just type CTRL + SHIFT + Q and the new meeting window will open where you can set up the time and place.
F7: Spell Check
By the way, when you’re writing up that new email or new meeting invite, always make sure to press F7 before you send it. This kicks off the built-in spell check featureImprove Your Grammar & Spelling With These Free Office & Browser ExtensionsImprove Your Grammar & Spelling With These Free Office & Browser ExtensionsDefault spell checkers can set you up for epic failure! Imagine how a grammatical error on a job application could work against you. Here are three tools that can check both spelling and grammar.Read More in Outlook, which can help you sound much more professional and well-polished.
Of course, even while you’re typing your message in Outlook, you’ll see a red squiggly line whenever there’s a misspelled word, but pressing F7 before sending is a great way to make sure you’ve dotted your i’s and crossed your t’s.
CTRL + Y: Go to Another Folder
![Outlook For Mac Paste Text Shortcut Outlook For Mac Paste Text Shortcut](/uploads/1/2/6/3/126311199/823294237.jpg)
If you manage a lot of different email accounts using a single Outlook desktop client, then you’ll probably appreciate the CTRL + Y shortcut, which opens up the “Go to Folder” window.
This lets you jump around from one mail folder to another, quickly and easily.
F3 / CTRL + E: Search Box
Speaking of quick and easy, if you just need to find that email from a few weeks back, and you recall only part of the subject line of the email, just tap F3 or CTRL + E for the search box.
Using the dropdown next to the search field, you can choose to search the current view, all mailboxes at once, or just subfolders.
F9 / CTRL + M: Check for New Messages
Depending how often you have Outlook set to sync with your email accountsHow To Sync Windows Live & Google CalendarHow To Sync Windows Live & Google CalendarBoth Google and Windows Live calendars can be synced with the other calendar service, allowing you to see your calendars in one place. This can be useful for effortless syncing – for example, if you..Read More, you may not always get new email messages immediately. If you’re concerned that you aren’t getting a new email — like when you’ve reset one of your online passwords and need to receive a confirmation email, for example — you can tap F9 or press CTRL + M to force the Send/Receive process from all of your email accounts.
This is a fast and easy way to make sure all accounts are fully synced and updated at any time.
Arrow Up / Down / Left / Right: Navigate and Collapse
Another way to speed up your navigation of emails in your various inboxes is by using the keyboard arrow keys. Here’s how that works, depending on which pane you’re in:
Use the Left or Right arrow keys to collapse or compress specific categories — either the day/time groupings in the email list pane, or the Inbox and subfolder groupings in the Inbox pane.
Use the Up and Down arrow keys to navigate up and down through the items in each category.
CTRL + SHIFT + V: Move Email to Folder
When you need to quickly sort out your emails into different sub-folders, you’ll want to use the CTRL + SHIFT + V keyboard shortcut to do it.
When you have an email highlighted and you use this command, Outlook will pop-up a “Move Items” window where you can pick the folder you want to sort the email into. The email then goes there. It’s as simple as that.
Navigating Emails
In addition to navigating Outlook windows, a number of Outlook keyboard shortcuts let you navigate through email messages and manage email messages as well.
SPACE / SHIFT + SPACE: Page Up or Down Through Messages
Keyboard Shortcut For Paste Mac
When you receive really long emails, or maybe you need to read through a long email thread, scrolling can be a real pain. Save time when you have that email open by using Space and SHIFT + SPACE to page up or down through those messages.
Scrolling with your mouse or keyboard can move pretty slowly sometimes, so using page up or page down can save some time.
CTRL + . / CTRL + ,: Scroll Through Emails
A lot of people prefer using a preview pane because you can just scroll down emails and quickly preview the messages to see if they’re important before opening and responding. Well, if you’re on a screen where you don’t have a lot of real-estate, you may not want to use an extra preview pane.
In those cases, you can just open the first email in your Inbox, and then use the CTRL + . and CTRL + , keyboard shortcuts to scroll up and down the emails in your Inbox or folder, and the open email message will change to the next one.
This is a really useful trick to have an email “preview” window, without actually taking up extra screen space. It’s just a pop-up window that displays the next email you’ve scrolled down to, using this keyboard shortcut.
F12: Save Messages
At times you may come across an email that is so important that you don’t want to risk losing it. In those cases, you can save individual messages as .msg files by pressing the F12 key with the message open.
If it’s a really important email, you might consider saving it to an external storage deviceThe 8 Best Portable Hard Drives You Can Buy Right NowThe 8 Best Portable Hard Drives You Can Buy Right NowRead More so that you’re guaranteed not to lose it, even if something eventually goes wrong with your disk drive.
Formatting Emails
Outlook also offers a bunch of convenient keyboard shortcuts for composing emails.
CTRL + K: Insert Hyperlink
Frequently, while you’re writing an email to someone, you may want to insert a hyperlink to a web resource. Sure, you could highlight the text and then find the menu item to insert a hyperlink, but why not instead save time by pressing CTRL + K?
This opens the “Insert Hyperlink” window where you can paste in the URL that you want to link to.
CTRL + SHIFT + P: Font Dialog Box
Formatting the text in your email compose window is usually as easy as clicking the bold, italics, or underline icons in the menu bar. But what if you want to define more complex formatting, like text size or strike-through? In those cases, it’s much faster to use the CTRL + SHIFT + P shortcut.
This is a real time saver by removing the need to navigate through formatting menus. With the keyboard shortcut, it’s all right at your fingertips.
Of course you can also do simple formatting like bold, italics and underlining by using the CTRL + B, CTRL + I, and CTRL + U shortcuts. How to align certain text in word for mac resumes.
CTRL + SHIFT + L: Add Bullet List
Another really fast formatting shortcut is CTRL + SHIFT + L, which will quickly bulletize any list of items in your email that you’ve highlighted.
Copy And Paste Shortcut Mac
You can also format how your text is aligned inside the email by using the CTRL + L, CTRL + R, and CTRL + E shortcuts to align the highlighted text to the left, right, or center.
CTRL + T / CTRL + SHIFT + T: Increase or Decrease Indent
Sometimes, it can be really useful to quickly indent items or paragraphs in your email. For this, just use CTRL + T or CTRL + SHIFT + T to increase or decrease the indent of your highlighted text.
CTRL + SHIFT + H: Delete Next Word
Another useful formatting shortcut, especially for when you’re editing an email, is CTRL + SHIFT + H, which lets you delete the entire next word after your cursor. This saves a bit of time rather than using the Delete or Backspace keys to delete each character, one at a time.
Excel Shortcut For Paste Text
Other Keyboard Shortcuts
Of course, there’s more to Outlook than just email. There are Tasks, Notes and the Calendar for managing your scheduleHow to Create the Last Perfect Time Management System You'll Ever UseHow to Create the Last Perfect Time Management System You'll Ever UseProductivity is a constant search for more organization with less work. A way to accomplish everything you dream to accomplish, without losing out on sleep. Can this automated time management system do it all?Read More. These areas come withe plenty of shortcuts as well.
CTRL + G: Go to Date
If you want to check whether you have an appointment on a specific date, you can use the CTRL + G shortcut to quickly jump to that date on your Calendar.
Inside the Calendar, you can choose from different views, like day, week, or month. Sometimes, it can be pretty useful to switch between views — especially if you’re planning out a trip or event months down the road.
A fast way to switch between those views is using CTRL + Alt + the number that represents the desired view.
- 1 = Day
- 2 = Work Week
- 3 = Full Week
- 4 = Month
- 5 = Schedule View
CTRL + SHIFT + K: Create New Task From Anywhere
Another nice feature in Outlook is the ability to create tasks from anywhere in the application, simply by pressing CTRL + SHIFT + K.
Outlook For Mac Paste Text Shortcut Mac
The ability to do this is convenient because you could be in the middle of writing an email, reviewing your Calendar, or writing a personal note, and inspiration might strike for a new task. You can get that taken care of without missing a beat with this keyboard shortcut.
The same is true for the CTRL + N shortcut, which lets you create a new appointment from anywhere in Outlook.
And switching between any of the Outlook views — Calendar, Email, Notes, and Tasks — is just a matter of clicking CTRL followed by the number representing that view.
Why Use Outlook Keyboard Shortcuts?
Outlook is a powerful desktop email client, and that’s why so many businesses and people around the world continue to use it for both personal use and for work.
It only makes sense that software meant to make you more productive would be filled with keyboard shortcuts that can make you even more productiveHow to Find Every Microsoft Office Keyboard Shortcut You Could Ever NeedHow to Find Every Microsoft Office Keyboard Shortcut You Could Ever NeedFinding a complete list of keyboard shortcuts can be a chore. Let Word automatically generate a list of all of its shortcuts! You'll find keyboard shortcuts for other Office applications, too.Read More and efficient than you are today.
Are there any keyboard shortcuts you know about that you feel should be on this list? Are any of the shortcuts listed above on your shortlist of favorites? Share your thoughts and feedback in the comments section below!
Explore more about: Keyboard Shortcuts, Microsoft Outlook.
- What commands can be used to highlight text and to make text a certain color in Outlook?
- to Author: Do you use G Suite Outlook sync solution with MS Outlook?
- Also
Ctrl F to forward a message
Ctrl R to reply to a message - I've always used CTRL + N to generate a new message and yes, CTRL + ENTER to send it
- Also
Ctrl F to forward a message
Ctrl R to reply to a message
- I'm really surprised that CTRL + ENTER isn't in your list. Use it to quickly send an email you were composing.
- Alt-F4, to close Outlook and use something - anything - that is not Outlook.
- :) +1