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Outlook 2016 Keyboard Shortcuts

Outlook 2016 Keyboard Shortcuts

Outlook is the most used Email Client on the Planet. Yes, this post is targeted for those users who use Outlook on a daily basis for work or personal usage. So here it goes, here are the Outlook short cuts which one should use on a daily basis.

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Navigation and basic short cuts

The following keywords only work when the active Window is Outlook. If you use these shortcuts in Internet Explorer or Chrome for example, this will navigate open tabs in the browsergif1

Switch to Mail.
Switch to Calendar.
Switch to Contacts.
Switch to Tasks.
Switch to Notes.
Switch to Folder List in Folder Pane.
Switch to Shortcuts.
Switch to next message (with message open).
Switch to previous message (with message open).

How to move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar :


How to search in Outlook Messages?

Esc <To Clear the search results>
Ctrl+Shift+F <Advanced Find>
F4 <Search for text within an open item>
Ctrl+H <Find and replace text, symbols, or some formatting commands>

When you are in the reading pane, How to navigate through Email messages?

Alt+Up Arrow <To go Up>
Alt+Down Arrow <To go Down>
Alt+Page Up
<Space bar> <To navigate down through Messages>
<Space bar+Shift> <To Navigate Up through Messages>
Ctrl+Alt+K <Expand search to include items from the current folder>
Ctrl+Alt+Z <Expand search to include subfolders>

How to go back and forth or Redo and Undo Steps in Outlook Window?

Alt+B or Alt+Left Arrow <To Go Previous>
Alt+Right Arrow <To go to the Next Page>

How to Attach an Email Message in a New EmailOutlook 2016 Keyboard Shortcuts


How to setup a flag for followups?

Outlook 2016 Keyboard Shortcuts

 Ctrl+Shift+G <Open the Flag for Follow Up dialog box to assign a flag>

How to create an Appointment, Meeting Request or a message using shortcuts?

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>

How to navigate your Inbox in Outlook?

Ctrl+Shift+I <Switch to Inbox>
Ctrl+Shift+O <Switch to Outbox> 
Choose the account from which to send a message. Ctrl+Tab 
(with focus on the To box), and then Tab to the Accounts button Check names. Ctrl+K Send. Alt+S 
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> 
Go to the previous message. Up Arrow Go to the next message. Down Arrow 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>
Ctrl+Shift+G <Add a Quick Flag to an unopened message. Insert Display the Flag for Follow Up dialog box>
Ctrl+Q <Mark as read>  
Ctrl+U <Mark as 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 <Print>
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>
(when a Send/Receive is in progress)

and Finally, How to navigate through Calendar view

Create an appointment (when in Calendar). Ctrl+N 
Create an appointment (in any Outlook view). Ctrl+Shift+A 
Create a meeting request. Ctrl+Shift+Q 
Forward an appointment or meeting. Ctrl+F 
Reply to a meeting request with a message. Ctrl+R 
Reply All to a meeting request with a message. Ctrl+Shift+R 
Show 1 day in the calendar. Alt+1 
Show 2 days in the calendar. Alt+2 
Show 3 days in the calendar. Alt+3 
Show 4 days in the calendar. Alt+4 
Show 5 days in the calendar. Alt+5 
Show 6 days in the calendar. Alt+6 
Show 7 days in the calendar. Alt+7 
Show 8 days in the calendar. Alt+8 
Show 9 days in the calendar. Alt+9 
Show 10 days in the calendar. Alt+0 
Go to a date. Ctrl+G 
Switch to Month view. Alt+= or Ctrl+Alt+4 
Go to the next day. Ctrl+Right Arrow 
Go to the next week. Alt+Down Arrow 
Go to the next month. Alt+Page 
Down Go to the previous day. Ctrl+Left
Arrow Go to the previous week. Alt+Up 
Arrow Go to the previous month. Alt+Page 
Up Go to the start of the week. Alt+Home 
Go to the end of the week. Alt+End 
Switch to Full Week view. Alt+Minus Sign or Ctrl+Alt+3 
Switch to Work Week view. Ctrl+Alt+2 
Go to previous appointment. Ctrl+Comma or Ctrl+Shift+Comma 
Go to next appointment. Ctrl+Period or Ctrl+Shift+Period 
Set up recurrence for an open appointment or meeting. Ctrl+G

There are many other shortcuts in Outlook, and you can download a complete E-Book here.


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