How-To

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. Here’s a comprehensive list that covers a lot of actions.

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

ActionCommand
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 paneSHIFT + ⌘ + N
Hide the reading pane or show it on the right⌘ + \
Hide the reading pane or show it belowSHIFT + ⌘ + \
Move the selected item to a different folderSHIFT + ⌘ + M
Copy the selected item to a different folderSHIFT + ⌘ + C
Select all items in the item list, if the item list is the active pane⌘ + A
Minimize or expand the ribbonOPTIONS + ⌘ + R
Hide Outlook⌘ + H
Quit Outlook⌘ + Q

Windows and Dialog Boxes

ActionCommand
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 windowsSHIFT + ⌘ + TILDE (~)
Close the active window⌘ + W
Open the selected item⌘ + O
Move forward through controls in a windowTAB
Move back through controls in a windowSHIFT + TAB

Search

ActionCommand
Do a basic search in OutlookOPTION + ⌘ + F
Do an advanced search in OutlookSHIFT + ⌘ + 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

ActionCommand
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 OutboxSHIFT + ⌘ + 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 messagesCONTROL + ⌘ + 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 allSHIFT + ⌘ + R
Forward the message⌘ + J
Open the selected message in a separate window⌘ + O
Clear the flag for the selected messageOPTION + ⌘ + APOSTROPHE (‘)
Mark the selected message as junk mail⌘ + SHIFT + J
Mark the selected message as not junk mail⌘ + SHIFT + OPTION + J
Display the previous messageCONTROL + [
Display the next messageCONTROL + ]
Navigate to the previous pane in the Mail viewSHIFT + CONTROL + [
Navigate to the next pane in the Mail viewSHIFT + CONTROL + ]
Move the selected message to a folderSHIFT + ⌘ + 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 messageSPACEBAR
Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous messageSHIFT + SPACEBAR
Delete the selected messageDELETE
Permanently delete the selected messageSHIFT + 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 unreadSHIFT + ⌘ + T
Mark all messages in a folder as readOPTION + ⌘ + T

Calendar

ActionCommand
Create a new appointment⌘ + N
Open the selected calendar event⌘ + O
Delete the calendar eventDELETE
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 viewSHIFT + CONTROL + [
Navigate to the next pane in the Calendar viewSHIFT + CONTROL + ]

People

ActionCommand
Create a new contact⌘ + N
Open the selected contact⌘ + O
Delete the contactDELETE
Close the current open contact and open the previous contactCONTROL + [
Close the current open contact and open the next contactCONTROL + ]
Navigate to the previous pane in the People viewSHIFT + CONTROL + [
Navigate to the next pane in the People viewSHIFT + CONTROL + ]

Tasks

ActionCommand
Create a new task⌘ + N
Open the selected task⌘ + O
Delete the taskDELETE
Close the current open task and open the previous task in the Tasks listCONTROL + [
Close the current open task and open the next task in the Tasks listCONTROL + ]
Navigate to the previous pane in the Tasks viewSHIFT + CONTROL + [
Navigate to the next pane in the Tasks viewSHIFT + CONTROL + ]

Notes

ActionCommand
Create a new note⌘ + N
Open the selected note⌘ + O
Delete the noteDELETE
Close the current open note and open the previous note in the Notes listCONTROL + [
Close the current open note and open the next note in the Notes listCONTROL + ]
Navigate to the previous pane in the Notes viewSHIFT + CONTROL + [
Navigate to the next pane in the Notes viewSHIFT + CONTROL + ]
Send a note as an email⌘ + J
Send a note as an HTML attachment to an emailCONTROL + + J

Editing and Formatting Text

ActionCommand
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 styleSHIFT + OPTION + ⌘ + V
Make the selected text bold⌘ + B
Make the selected text italic⌘ + I
Underline the selected text⌘ + U
Strikethrough the selected textSHIFT + ⌘ + X
Move the cursor left one characterLEFT ARROW
Move the cursor right one characterRIGHT ARROW
Move the cursor up one lineUP ARROW
Move the cursor down one lineDOWN ARROW
Move the cursor to the beginning of the current paragraphOPTION + UP ARROW
Move the cursor to the end of the current paragraphOPTION + DOWN ARROW
Move the cursor to the beginning of the current wordOPTION + LEFT ARROW
Move the cursor to the end of the current wordOPTION + RIGHT ARROW
Delete the character to the left of the cursor, or delete the selected textDELETE
Delete the character to the right side of the cursor, or delete the selected textIf your keyboard does not have a key, use FN + DELETE.
Insert a tab stopTAB
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 upPAGE UP
Scroll downPAGE DOWN

Flagging messages, contacts, and tasks for follow up

ActionCommand
Flag the selected item for follow up, with Today as Due DateCONTROL + 1
Flag the selected item for follow up, with Tomorrow as Due DateCONTROL + 2
Flag the selected item for follow up, with This Week as Due DateCONTROL + 3
Flag the selected item for follow up, with Next Week as Due DateCONTROL + 4
Flag the selected item for follow up, with No Due DateCONTROL + 5
Flag the selected item for follow up, and add a custom Due DateCONTROL + 6
Flag the selected item for follow up, and add a reminderCONTROL + =
Mark the selected item as CompleteCONTROL + 0
Clear the selected item’s follow-up flagOPTION + ⌘ + 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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