Microsoft Outlook 2007 Keyboard Shortcuts

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1 Basic navigation CTRL+1 CTRL+2 CTRL+3 CTRL+4 CTRL+5 CTRL+6 CTRL+7 CTRL+PERIOD CTRL+COMMA F6 or CTRL+ TAB Arrow keys CTRL+Y F3 or CTRL+E ALT+ or CTRL+COMMA or ALT+ SPACEBAR Shift+SPACEBAR Shift+PLUS SIGN or MINUS SIGN, respectively or, respectively CTRL+TAB ALT+B, ALT+, or ALT+BACKSPACE ALT+ CTRL+Shift+W Switch to Mail. Switch to Calendar. Switch to Contacts. Switch to Tasks. Switch to Notes. Switch to Folder List in Navigation Pane. Switch to Shortcuts. Switch to next message (with message open). Switch to previous message (with message open). Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar. Move around within the Navigation Pane. Go to a different folder. Go to the Search box. In the Reading Pane, go to the previous message. In the Reading Pane, page down through text. In the Reading Pane, page up through text. Expand or collapse a group (with a group selected) in the Navigation Pane. Collapse or expand a group in the message list. Move to next field in Reading Pane. Move to previous field in Reading Pane. Go back to previous view in main Outlook window. Go forward to next view in main Outlook window. Select the InfoBar and, if available, show the menu of commands. Search CTRL+E ESC CTRL+ALT+A CTRL+ALT+W CTRL+Shift+F CTRL+Shift+P F4 Shift+F4 CTRL+H CTRL+ALT+K Find a message or other item. Clear the search results. Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in. Expand the Search Query Builder. Use Advanced Find. Create a new Search Folder. Search for text within a message or other item. Find next during text search within a message or other item. Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item. Expand search to include the desktop. Flags CTRL+Shift+G Open the Flag for Follow Up dialog box to assign a flag. Color Categories ALT+D Delete the selected category from the list in the Color Categories dialog box. Create an item or file CTRL+Shift+A CTRL+Shift+C Create an appointment. Create a contact.

2 CTRL+Shift+L Create a distribution list. CTRL+Shift+X CTRL+Shift+E CTRL+Shift+J CTRL+Shift+Q CTRL+Shift+M CTRL+Shift+N CTRL+Shift+H CTRL+Shift+S CTRL+T CTRL+Shift+P CTRL+Shift+K CTRL+Shift+U Create a fax. Create a folder. Create a Journal entry. Create a meeting request. Create a message. Create a note. Create a new Microsoft Office document. Post to this folder. Post a reply in this folder. Create a Search Folder. Create a task. Create a task request. All items CTRL+S or Shift+F12 ALT+S F12 CTRL+Z or ALT+BACKSPACE CTRL+D CTRL+P CTRL+Shift+Y CTRL+Shift+V CTRL+K F7 CTRL+Shift+G ALT+S F2 CTRL+L CTRL+E CTRL+R Save. Save and close. Save as. Undo. Delete an item. Print. Copy an item. Move an item. Check names. Check spelling. Flag for follow-up. Forward. Send or post or invite all. Turn on editing in a field (except in Icon view). Left align text. Center text. Right align text. CTRL+Shift+I CTRL+Shift+O CTRL+TAB CTRL+K ALT+S CTRL+R CTRL+Shift+R CTRL+ ALT+J CTRL+Shift+I CTRL+ Shift+S CTRL+Shift+N CTRL+M or F9 CTRL+N Switch to Inbox. Switch to Outbox. Choose the account from which to send a message. (with focus on the To box) and then TAB to the Accounts button Check names. Send. Reply to a message. Reply all to a message. Forward a message. Mark a message as not junk. Display blocked external content (in a message). Post to a folder. Apply Normal style. Check for new messages. Go to the previous message. Go to the next message. Create a new message (when in Mail).

3 CTRL+Shift+M Create a new message (from any Outlook view). CTRL+O CTRL+Shift+B CTRL+Shift+O INSERT CTRL+Shift+G CTRL+Q CTRL+U CTRL+Shift+W F4 Shift+F4 CTRL+ENTER CTRL+P CTRL+ALT+F ALT+ENTER CTRL+ALT+M CTRL+ALT+U CTRL+B Open a received message. Open the Address Book. Convert an HTML or RTF message to plain text. Add a Quick Flag to an unopened message. Display the Flag for Follow Up dialog box. Mark as read. Mark as unread. Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List. Find or replace. Find next. Send. Print. Forward. Forward as attachment. Show the properties for the selected item. Mark for Download. Clear Mark for Download. Display Send/Receive progress.(when a Send/Receive is in progress) Calendar CTRL+N CTRL+Shift+A CTRL+Shift+Q CTRL+R CTRL+Shift+R ALT+0 ALT+1 ALT+2 ALT+3 ALT+4 ALT+5 ALT+6 ALT+7 ALT+8 ALT+9 CTRL+G ALT+= or CTRL+ALT+4 CTRL+ ALT+ ALT+ CTRL+ ALT+ ALT+ ALT+ ALT+ ALT+MINUS SIGN or CTRL+ALT+3 CTRL+ALT+2 Create a new appointment (when in Calendar). Create a new appointment (in any Outlook view). Create a new meeting request. Forward an appointment or meeting. Reply to a meeting request with a message. Reply All to a meeting request with a message. Show 10 days in the calendar. Show 1 day in the calendar. Show 2 days in the calendar. Show 3 days in the calendar. Show 4 days in the calendar. Show 5 days in the calendar. Show 6 days in the calendar. Show 7 days in the calendar. Show 8 days in the calendar. Show 9 days in the calendar. Go to a date. Switch to Month view. Go to the next day. Go to the next week. Go to the next month. Go to the previous day. Go to the previous week. Go to the previous month. Go to the start of the week. Go to the end of the week. Switch to Full Week view. Switch to Work Week view.

4 CTRL+COMMA or CTRL+Shift+COMMA Go to previous appointment. CTRL+PERIOD or CTRL+Shift+PERIOD Go to next appointment. CTRL+G Set up recurrence for an appointment or task. Contacts CTRL+Shift+D Dial a new call. F3 or CTRL+E Find a contact or other item. 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. Create a new message addressed to selected contact. CTRL+J Create a Journal entry for the selected contact. CTRL+N Create a new contact (when in Contacts). CTRL+Shift+C Create a new contact (from any Outlook view). CTRL+O or CTRL+Shift+ENTER Open a contact form for the selected contact. CTRL+Shift+L Create a new distribution list. CTRL+P Print. F5 Update a list of distribution list members. CTRL+Y Go to a different folder. CTRL+Shift+B Open the Address Book. CTRL+Shift+F Use Advanced Find. CTRL+Shift+PERIOD In an open contact, open the next contact listed. ESC Close a contact. CTRL+Shift+X Open a Web page for the selected contact (if one is included). ALT+D Open the Check Address dialog box. ALT+Shift+1 In a contact form, under Internet, display the 1 information. ALT+Shift+2 In a contact form, under Internet, display the 2 information. ALT+Shift+3 In a contact form, under Internet, display the 3 information. Electronic Business Cards dialog box 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. Tasks ALT+F2 Show or hide the To-Do Bar. ALT+C Accept a task request. ALT+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 new task (when in Tasks). CTRL+Shift+K Create a new task (from any Outlook view). CTRL+Shift+U Create a new task request. CTRL+O Open selected item. CTRL+P Print selected item.

5 CTRL+A Select all items. CTRL+D CTRL+J CTRL+Z INSERT Delete selected item. Forward a task as an attachment. Switch between the Navigation Pane, Tasks list, and To-Do Bar. Open selected item as a Journal item. Undo last action. Flag an item or mark complete. Format text ALT+O CTRL+Shift+P Shift+F3 CTRL+Shift+K CTRL+B CTRL+Shift+L CTRL+I CTRL+T CTRL+Shift+T CTRL+L CTRL+E CTRL+U CTRL+] or CTRL+Shift+> CTRL+[ or CTRL+Shift+ CTRL+X or Shift+DELETE CTRL+C or CTRL+INSERT CTRL+V or Shift+INSERT CTRL+Shift+Z or CTRL+SPACEBAR CTRL+Shift+H CTRL+Shift+J CTRL+Shift+S CTRL+T CTRL+K CTRL+L CTRL+R CTRL+Shift+T CTRL+Q Display the Format menu. Display the Font dialog box. Switch case (with text selected). Format letters as small capitals. Make letters bold. Add bullets. Make letters italic. Increase indent. Decrease indent. Left align. Center. Underline. Increase font size. Decrease font size. Cut. Copy. Note CTRL+INSERT is not available in the Reading Pane. Paste. Clear formatting. Delete the next word. Stretch a paragraph to fit between the margins. Apply styles. Create a hanging indent. Insert a hyperlink. Left align a paragraph. Right align a paragraph. Reduce a hanging indent. Remove paragraph formatting. Add Web information to items Hold down CTRL and click the mouse button. Hold down Shift and click the mouse button. CTRL+K Edit a URL in the body of an item. Specify a Web browser. Insert a hyperlink. Print preview Press ALT+F and then press V To print an item in an open window, press ALT+F, press W, and then press V ALT+P ALT+S or ALT+U ALT+Z ALT+C Open Print Preview. Print a print preview. Open Page Setup from Print Preview. Zoom. Close Print Preview.

6 Send/Receive F9 Shift+F9 CTRL+M CTRL+ALT+S 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. Start a send/receive for the current folder, retrieving full items (header, item, and any attachments). Start a send/receive. Define Send/Receive groups. Visual Basic Editor ALT+F11 Open Visual Basic Editor. Macros ALT+F8 Play macro. Forms CTRL+ALT+Shift+F12 CTRL+Shift+F11 Click in an InfoPath folder, and then CTRL+N. Save Form Design. Save Form Data. Create a new Microsoft Office InfoPath form. Table view - General use ENTER CTRL+A Shift+ or Shift+DOWN CTRL+ or CTRL+DOWN CTRL+SPACEBAR F5 Open an item. Select all items. Go to the item at the bottom of the screen. Go to the item at the top of the screen. Extend or reduce the selected items by one item. Go to the next or previous item without extending the selection. Select or cancel selection of the active item. Refresh view. Table view - with a group selected CTRL+Shift+PLUS SIGN CTRL+MINUS SIGN Shift+PLUS SIGN MINUS SIGN Expand all groups. Collapse the group. Expand a single selected group. Collapse a single selected group. Select the previous group. Select the next group. Select the first group. Select the last group. Select the first item on screen in an expanded group or the first item off screen to the right. Table view - All groups CTRL+MINUS SIGN CTRL+Shift+PLUS SIGN Collapse all groups. Expand all groups. Calendar Day/Week/Month view ALT+key for number of days ALT+0 (ZERO) ALT+MINUS SIGN ALT+= CTRL+TAB or F6 View from 1 through 9 days. View 10 days. Switch to weeks. Switch to months. Move between Calendar, TaskPad, and the Folder List. Select the previous appointment. Go to the previous day. Go to the next day.

7 ALT+ Go to the same day in the next week. ALT+ Go to the same day in the previous week. Day view Shift+ or Shift+DOWN With the cursor in the appointment, ALT+ or ALT+DOWN Select the time that begins your work day. Select the time that ends your work day. Select the previous block of time. Select the next block of time. Select the block of time at the top of the screen. Select the block of time at the bottom of the screen. Extend or reduce the selected time. Move an appointment up or down. With the cursor in the appointment, Change an appointment's start or end time. ALT+Shift+ or ALT+Shift+, respectively ALT+ ALT+ Move selected item to the same day in the next week. Move selected item to the same day in the previous week. Week view ALT+, ALT+, ALT+, or ALT+RIGHT Go to the start of work hours for the selected day. Go to the end of work hours for the selected day. Go up one page view in the selected day. Go down one page view in the selected day. Move the appointment up, down, left, or right. Shift+, Shift+RIGHT Change the duration of the selected block of time. ARROW, Shift+, or Shift+; or Shift+ or Shift+ Month view Go to the first day of the week. Go to the same day of the week in the previous page. Go to the same day of the week in the next page. Date Navigator ALT+ ALT+ ALT+ ALT+ Go to the first day of the current week. Go to the last day of the current week. Go to the same day in the previous week. Go to the same day in the next week. Business Cards view or Address Cards view - General use One or more letters of the name that the Select a specific card in the list. card is filed under or the name of the field that you are sorting by Select the previous card. Select the next card. Select the first card in the list. Select the last card in the list. Select the first card on the current page. Select the first card on the next page. Select the closest card in the next column.

8 Select the closest card in the previous column. CTRL+SPACEBAR Shift+ Shift+ CTRL+Shift+ CTRL+Shift+ Shift+ Shift+ Shift+ Shift+ Select or cancel selection of the active card. Extend the selection to the previous card and cancel selection of cards after the starting point. Extend the selection to the next card and cancel selection of cards before the starting point. Extend the selection to the previous card, regardless of the starting point. Extend the selection to the next card, regardless of the starting point. Extend the selection to the first card in the list. Extend the selection to the last card in the list. Extend the selection to the first card on the previous page. Extend the selection to the last card on the last page. Business Cards view or Address Cards view - Move between fields in an open card TAB ENTER Shift+ENTER F2 Move to the next field and, from the last field of a card, move to the first field in the next card. Move to the previous field and, from the first field of a card, move to the last field in the previous card. Move to the next field, or add a line to a multiline field. Move to the previous field without leaving the active card. Display the insertion point in the active field to edit text. Business Cards view or Address Cards view - Move between characters in a field ENTER Add a line in a multiline field. Move to the beginning of a line. Move to the end of a line. Move to the beginning of a multiline field. Move to the end of a multiline field. Move to the previous line in a multiline field. Move to the next line in a multiline field. Move to the previous character in a field. Move to the next character in a field. Timeline view (Tasks or Journal) - item selected Shift+ or Shift+RIGHT ARROW CTRL++SPACEBAR or CTRL++SPACEBAR ENTER CTRL+ CTRL+ Select the previous item. Select the next item. Select several adjacent items. Select several nonadjacent items. Open the selected items. Display the items one screen above the items on screen. Display the items one screen below the items on screen. Select the first item on the timeline (if items are not grouped) or the first item in the group. Select the last item on the timeline (if items are not grouped) or the last item in the group. Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group. Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group. Timeline view (Tasks or Journal) - group selected ENTER or ENTER or Expand the group. Collapse the group. Select the previous group. Select the next group. Select the first group on the timeline. Select the last group on the timeline.

9 Select the first item on screen in an expanded group or the first item off screen to the right. Timeline view - unit of time on the time scale for days is selected TAB Move back in increments of time that are the same as those shown on the time scale. Move forward in increments of time that are the same as those shown on the time scale. When the lower time scale is selected, select the upper time scale. When the upper time scale is selected, select the lower time scale. TAB When the lower time scale is selected, select the first item on screen or the first group on screen if items are grouped. Visit for more printable keyboard shortcuts

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