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Complete List of Keyboard Shortcuts for Outlook 2016 for Mac

Knowing some common keyboard shortcuts when working in Outlook 2016 can be a time saver. When Microsoft introduced Outlook 2011 for Mac, many of the commands you were accustomed in Entourage 2008 changed. The latest version, Outlook 2016, remains familiar if you upgraded from Outlook 2011. If you are coming from the Windows version of Outlook, you’ll feel more at home. Many interface elements work the same, along with unique features for the Mac such as Full Screen View and Split View support in El Capitan.

If you like to use the keyboard to save time and be more productive, make sure to bookmark this page so you can always come back if you forget a shortcut or want to learn a new one.

Common Outlook 2016 Commands

Action Command
Save an item ⌘ + S
Print an item ⌘ + P
Undo the last action ⌘ + Z
Redo the last action ⌘ + Y
Minimize the active window ⌘ + M
Create a new folder in the navigation pane SHIFT + ⌘ + N
Hide the reading pane or show it on the right ⌘ + \
Hide the reading pane or show it below SHIFT + ⌘ + \
Move the selected item to a different folder SHIFT + ⌘ + M
Copy the selected item to a different folder SHIFT + ⌘ + C
Select all items in the item list, if the item list is the active pane ⌘ + A
Minimize or expand the ribbon OPTIONS + ⌘ + R
Hide Outlook ⌘ + H
Quit Outlook ⌘ + Q

Windows and Dialog Boxes

Action Command
Go to Mail view ⌘ + 1
Go to Calendar view ⌘ + 2
Go to Contacts view ⌘ + 3
Go to Tasks view ⌘ + 4
Go to Notes view ⌘ + 5
Open the Sync Status window or make it the active window ⌘ + 7
Open the Sync Errors or make it the active window ⌘ + 8
Open the Contacts Search window ⌘ + 0
Open the Preferences dialog box ⌘ + COMMA (,)
Cycle forward through open windows ⌘ + TILDE (~)
Cycle back through open windows SHIFT + ⌘ + TILDE (~)
Close the active window ⌘ + W
Open the selected item ⌘ + O
Move forward through controls in a window TAB
Move back through controls in a window SHIFT + TAB

Search

Action Command
Do a basic search in Outlook OPTION + ⌘ + F
Do an advanced search in Outlook SHIFT + ⌘ + F
Find text within an item ⌘ + F
Find the next instance of the text you searched for in an item ⌘ + G
Find the previous instance of the text you searched for in an item ⌘ + SHIFT + G

Mail

Action Command
Create a new message ⌘ + N
Send the open message ⌘ + RETURN
Send all messages in the Outbox and receive all incoming messages ⌘ + K
Send all the messages in the Outbox SHIFT + ⌘ + K
Save the open message and store it in the Drafts folder ⌘ + S
Add an attachment to the open message ⌘ + E
Open the Spelling and Grammar dialog box ⌘ + COLON (:)
Check recipient names in the open messages CONTROL + ⌘ + C
Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list ⌘ + R
Reply to all SHIFT + ⌘ + R
Forward the message ⌘ + J
Open the selected message in a separate window ⌘ + O
Clear the flag for the selected message OPTION + ⌘ + APOSTROPHE (‘)
Mark the selected message as junk mail ⌘ + SHIFT + J
Mark the selected message as not junk mail ⌘ + SHIFT + OPTION + J
Display the previous message CONTROL + [
Display the next message CONTROL + ]
Navigate to the previous pane in the Mail view SHIFT + CONTROL + [
Navigate to the next pane in the Mail view SHIFT + CONTROL + ]
Move the selected message to a folder SHIFT + ⌘ + M
Decrease the display size of text in an open message or in the reading pane ⌘ + HYPHEN (-)
Increase the display size of text in an open message or in the reading pane ⌘ + PLUS (+)
Scroll down to the next screen of text or, if you are at the end of a message, display the next message SPACEBAR
Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message SHIFT + SPACEBAR
Delete the selected message DELETE
Permanently delete the selected message SHIFT + DELETE
Delete the current message, and, if the message window is open, close it ⌘ + DELETE
Mark selected messages as read ⌘ + T
Mark selected messages as unread SHIFT + ⌘ + T
Mark all messages in a folder as read OPTION + ⌘ + T

Calendar

Action Command
Create a new appointment ⌘ + N
Open the selected calendar event ⌘ + O
Delete the calendar event DELETE
Switch the view to include today ⌘ + T
In day view, move to the previous day. In week and work week views, move to the previous week. In month view, move to the previous month. ⌘ + LEFT ARROW
In day view, move to the next day. In week and work week views, move to the next week. In month view, move to the next month. ⌘ + RIGHT ARROW
Navigate to the previous pane in the Calendar view SHIFT + CONTROL + [
Navigate to the next pane in the Calendar view SHIFT + CONTROL + ]

People

Action Command
Create a new contact ⌘ + N
Open the selected contact ⌘ + O
Delete the contact DELETE
Close the current open contact and open the previous contact CONTROL + [
Close the current open contact and open the next contact CONTROL + ]
Navigate to the previous pane in the People view SHIFT + CONTROL + [
Navigate to the next pane in the People view SHIFT + CONTROL + ]

Tasks

Action Command
Create a new task ⌘ + N
Open the selected task ⌘ + O
Delete the task DELETE
Close the current open task and open the previous task in the Tasks list CONTROL + [
Close the current open task and open the next task in the Tasks list CONTROL + ]
Navigate to the previous pane in the Tasks view SHIFT + CONTROL + [
Navigate to the next pane in the Tasks view SHIFT + CONTROL + ]

Notes

Action Command
Create a new note ⌘ + N
Open the selected note ⌘ + O
Delete the note DELETE
Close the current open note and open the previous note in the Notes list CONTROL + [
Close the current open note and open the next note in the Notes list CONTROL + ]
Navigate to the previous pane in the Notes view SHIFT + CONTROL + [
Navigate to the next pane in the Notes view SHIFT + CONTROL + ]
Send a note as an email ⌘ + J
Send a note as an HTML attachment to an email CONTROL + + J

Editing and Formatting Text

Action Command
Cut the selected text to the Clipboard ⌘ + X
Copy a selection to the Clipboard ⌘ + C
Paste a selection from the Clipboard ⌘ + V
Paste a selection from the Clipboard and match the destination style SHIFT + OPTION + ⌘ + V
Make the selected text bold ⌘ + B
Make the selected text italic ⌘ + I
Underline the selected text ⌘ + U
Strikethrough the selected text SHIFT + ⌘ + X
Move the cursor left one character LEFT ARROW
Move the cursor right one character RIGHT ARROW
Move the cursor up one line UP ARROW
Move the cursor down one line DOWN ARROW
Move the cursor to the beginning of the current paragraph OPTION + UP ARROW
Move the cursor to the end of the current paragraph OPTION + DOWN ARROW
Move the cursor to the beginning of the current word OPTION + LEFT ARROW
Move the cursor to the end of the current word OPTION + RIGHT ARROW
Delete the character to the left of the cursor, or delete the selected text DELETE
Delete the character to the right side of the cursor, or delete the selected text If your keyboard does not have a key, use FN + DELETE.
Insert a tab stop TAB
Move the cursor to the beginning of the line ⌘ + LEFT ARROW
Move the cursor to the end of the line ⌘ + RIGHT ARROW
Move the cursor to the top of the message body ⌘ + UP ARROW
Move the cursor to the bottom of the message body ⌘ + DOWN ARROW
Move the cursor to the beginning of the selected text ⌘ + HOME
Move the cursor to the end of the selected text ⌘ + END
Scroll up PAGE UP
Scroll down PAGE DOWN

Flagging messages, contacts, and tasks for follow up

Action Command
Flag the selected item for follow up, with Today as Due Date CONTROL + 1
Flag the selected item for follow up, with Tomorrow as Due Date CONTROL + 2
Flag the selected item for follow up, with This Week as Due Date CONTROL + 3
Flag the selected item for follow up, with Next Week as Due Date CONTROL + 4
Flag the selected item for follow up, with No Due Date CONTROL + 5
Flag the selected item for follow up, and add a custom Due Date CONTROL + 6
Flag the selected item for follow up, and add a reminder CONTROL + =
Mark the selected item as Complete CONTROL + 0
Clear the selected item’s follow-up flag OPTION + ⌘ + APOSTROPHE (‘)

If there are any missing, let us know in the comments. Also, check out our Outlook 2011 article for additional commands.

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