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. Outlook for Mac has everything that you’ll find in the Windows version, and it’s designed with an elegant and efficient user interface. However, to navigate that user interface quickly you’ll need to know the shortcut keys!
Here they are however if you notice a few missing, please let me know so I can add them to the list!
Most Common Shortcuts
Start Outlook without running schedules or attempting to connect to a mail server. Use this option to prevent receiving connection errors when you use Outlook while you are not connected to the network.
SHIFT (when you start Outlook)
Open the Database Utility while Outlook is closed
Hold down the OPTION key, and then click the Outlook icon in the Dock.
Save an item
Print an item
Undo the last action
Redo the last action
Minimize the active window
Create a new folder in the navigation pane
Hide the reading pane or show it on the right
Hide the reading pane or show it below
Move the selected item to a different folder
Copy the selected item to a different folder
Select all items in the item list, if the item list is the active pane
Minimize or expand the ribbon
Windows and Dialog boxes
Go to Mail view
Go to Calendar view
Go to Contacts view
Go to Tasks view
Go to Notes view
Open the Progress window or make it the active window
Open the error log or make it the active window
Open My Day
Open the Contacts Search window
Open the Preferences dialog box
Open the Media Browser
Cycle forward through open windows
Cycle back through open windows
Close the active window
Open the selected item
Move forward through boxes in a dialog box
Move back through boxes in a dialog box
Do a basic search in Outlook
Do an advanced search in Outlook
Find text within an item
Find the next instance of the text you searched for in an item
Find the previous instance of the text you searched for in an item
Cancel a search in progress
Create a new message
Send the open message
Send all messages in the Outbox and receive all incoming messages
Send all the messages in the Outbox
Save the open message and store it in the Drafts folder
Add an attachment to the open message
Open the Spelling and Grammar dialog box
Check recipient names in the open messages
Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list
Reply to all
Forward the message
Open the selected message in a separate window
Clear the flag for the selected message
Mark the selected message as junk mail
Mark the selected message as not junk mail
Display the previous message
Display the next message
Move the selected message to a folder
Decrease the display size of text in an open message or in the reading pane
Increase the display size of text in an open message or in the reading pane
Scroll down to the next screen of text or, if you are at the end of a message, display the next message
Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message
Delete the selected message
Delete the current message, and, if the message window is open, close it
Mark selected messages as read
Mark selected messages as unread
Mark all messages in a folder as read
Create a new appointment
Open the selected calendar event
Delete the calendar event
Switch the view to include today
Open the View Date date picker
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.
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.
Create a new contact
Save and close a contact
Open the selected contact
Delete the contact
Close the current open contact and open the previous contact
Close the current open contact and open the next contact
Create a new task
Save and close a task
Open the selected task
Delete the task
Close the current open task and open the previous task in the Tasks list
Close the current open task and open the next task in the Tasks list
Create a new note
Open the selected note
Delete the note
Close the current open note and open the previous note in the Notes list
Close the current open note and open the next note in the Notes list
Send a note as an e-mail message
Send a note as an attachment to an e-mail message
Editing and Formatting Text
Cut the selected text to the Clipboard
Copy a selection to the Clipboard
Copy the selection to the Scrapbook
Paste a selection from the Clipboard
Paste a clip from the Scrapbook
Paste a selection from the Clipboard and match the destination style
Make the selected text bold
Make the selected text italic
Underline the selected text
Strikethrough the selected text
Move the cursor left one character
Move the cursor right one character
Move the cursor up one line
Move the cursor down one line
Move the cursor to the beginning of the current paragraph
Move the cursor to the end of the current paragraph
Move the cursor to the beginning of the current word
Move the cursor to the end of the current word
Delete the character to the left of the cursor, or delete the selected text
Delete the character to the right side of the cursor, or delete the selected text
If your keyboard does not have a DELETE ⌦ key, use FN+DELETE.
Insert a tab stop
Move the cursor to the beginning of the line
Move the cursor to the end of the line
Move the cursor to the top of the message body
Move the cursor to the bottom of the message body
Move the cursor to the beginning of the selected text
Move the cursor to the end of the selected text
Flagging messages, contacts, and tasks for follow up
Flag the selected item for follow up, with Today as Due Date
Flag the selected item for follow up, with Tomorrow as Due Date
Flag the selected item for follow up, with This Week as Due Date
Flag the selected item for follow up, with Next Week as Due Date
Flag the selected item for follow up, with No Due Date
Flag the selected item for follow up, and add a custom Due Date
Flag the selected item for follow up, and add a reminder
Mark the selected item as Complete
Clear the selected item’s follow-up flag
Open the Outlook Help menu
Scroll toward the beginning of a Help topic one screen at a time
Scroll toward the end of a Help topic one screen at a time
Scroll toward the beginning of a Help topic one line at a time
Scroll toward the end of a Help topic one line at a time
So, I use a MAC at work and I have to say, Microsoft hit a home run by ditching Entourage and launching Outlook on the MAC.
So far so good, Outlook 2011 for MAC rocks! It still lacks all the features like iMAP and Calendaring integration with GMAIL (at least I can’t find it) but I can live with that. I’m sure it will be in an SP.
Great list, thanks!
This list is a great help.
But one question remains – how can i put a new email to the outbox … without sending it ?
Great post grooveDexter. Do you know if there is a shortcut key to open the mail and calendar views in a new window?
Do you have a shortcut for permanently deleting an e-mail from the inbox? In Outlook for pc’s you use shift+delete. I can not find that short cut for Mac Outlook. It is useful for not having to go into the delete box and get rid of the junk. I like to keep items in the delete box for reference, but not active action items.
Great list of other commands!
It looks like shift-delete does the same thing (permanently delete an email) on Mac Outlook 2011. If I click shift-delete on a selected message, it does not move the message to the “Deleted Items” folder and I cannot undo the delete.
Control – Delete in OSX is the same as Shift – Delete in Windows.
Dave is mistaken. Control–Delete worked one time, but never again.
This is a great list – thanks! However, I do have one question with my conversion of using Outlook on my pc to my mac — is there a way to be able to view e-mail, calendar and tasks on the same screen? I loved that feature on my pc since I did not have to keep going back to click on the various functions (e.g., calendar and tasks). Hopefully there is an easy way to do this!
Leroy van Dijk
Is it possible to delete a contact from the autocomplete list in Outlook 2011.
So the suggested contacts and recent contacts.
Some are double and some are old, but cannot delete them…
Thanks!! Great help!!
What is the keyboard shortcut for adding a comment on the side to a text in Word 2011 mac?
This was answered on another website. To add a comment on the side in Word 2011 mac
Thanks for this! I thought I’d be looking for this information for hours, but your suggestion popped up right away.
When I want to see what the calendar for a date years in the future looks like, it drives me crazy to click through the calendar one month at a time. Unlike Outlook 2010, I don’t see any other way to do this in the Mac version; am I missing something?
is it possible pls to flag a mail when you are typing it, for follow up in certain date and time…??
because now, the only way is that you send it and then go to the outbox and then flag it….
which means too many steps…
great list! is there a keyboard shortcut to assign a note, task or email to a specific category? i’m pretty sure there was a way to do this in entourage…or at least to open up the category menu.
You rock…this list is awesome! Will follow you because I haven’t found anything this extensive on the web – exactly what I needed.
Possibly I missed it…is there a shortcut to remove and/or change the Priority?
Hi, thanks for a useful list. How do I delete the emails from the web server once they’ve been downloaded? I could do this on Outlook 2003 on PC. All I could find online was an instruction to uncheck the ‘Leave message on server’ box, but I can’t see that on the Outlook 2011 account options.
GREAT list!!! Thank you for this!!
2 things I cannot find/change from Outlook 2010 to 2011 are:
The function when you delete a message, have Outlook to go to the next message, NOT return back to the inbox. Any idea if that’s possible?
Also, I’d like my reply (only reply) font color to be a different color than the original “sent” message. Any idead if that’s possible?
Is there an equivalent to the Ctrl-K in windows for email address auto-complete?
Steven J Klein
The feature invoked by ctrl-k is called “Check Names.” On a Mac the equivalent keyboard shortcut is the relatively awkward Control-⌘-C.
(It actually appears in the list above, where it’s described as “Check recipient names in the open messages.”)
Good list! Anyone know a work around for drag-drop emails to create a calendar appt/new contact/new task? In PC version this was really helpful – filled out the notes section/email address etc automatically.
Is there an equivalent to the Ctrl+B in windows to remove formatting ?
Yes, to paste without formatting it’s Command-Option-Shift+V
What is the commmand to add an attachment? I have command + E assigned to send an email (from old Eudora days). I want to assign it command + H (old Eudora again), but I don’t know the exact menu wording to assign. TIA. TG
How do I scroll quickly to the bottom of my inbox? On a Windows PC it’s CTRL + End. Any equivalence on a Mac?
Function – right arrow
Hi! Grat list. Very helpful.
One question. I can’t seem to get the hide and unhide reading pane hotkey to work. Any suggestions?
What about “accept a meeting request”?
How can I save a message to a folder other than “Sent Items” at the time I’m sending it? In Outlook 2010 (Windows) it’s a menu choice. Not able to find a way to do it in Outlook 2011, so I have been sending the message, then in a second step, I go to “Sent Items” and move the message to a different folder.
found the answer here: http://answers.microsoft.com/en-us/mac/forum/macoffice2011-macoutlook/outgoing-rule-to-copy-items-from-sent-items-on/8f49b2da-5322-4149-934b-22645fbe126e?msgId=c16c0c10-6b70-42bd-b4de-d3003911411e
On regular Outlook, when waiting to speallcheck, the short cut was simple F7, and ShiftF7 (Ther). Is there a shortcut for those features?
Command-option-L and control-command-option-R respectively. A 4 key shortcut, ridiculous I know.
Mike, the spell-check shortcut isn’t working for me on Lion… am I missing something?
It should be: ⌘ + SHIFT + ;
where is the ‘option’ key on mac ? I am trying to find out way to spell check emails before they automatically send – any other top tips ? thanks.
On Macs, the Option and Alt keys are the same. If you are on a Mac laptop, there may be times when the Alt key doesn’t work as expected (e.g., when you are logging into Parallels); in this case, press the Function key (fn) along with the Alt key.
In Mac Mail, it is possible to highlight contacts and use Command+Shift+I to merge the contact information. Is there a way to do this using Outlook. I use Mac Outlook 2011.
Is there a shortcut for going directly to the Inbox (not just the Mail window)? This used to be Ctrl + Shift + i Outlook for Windows
I am also looking for the Mac shortcut to go directly to the inbox.
I just installed Outlook and there is no arrows to scroll up and down through by inbox email. The bar grab is way too fast (I’ve got a thousands of emails that load and without the up and down arrows, I can’t do it. I get about 250 emails a day and I just can’t scroll down!
Is there any way to copy an attachment in an email to the clipboard and past it into another email? This seems like basic functionality to me but I believe it is missing from my Outlook for Mac.
Also missing the format painter functionality and see no way to add that customization to the toolbar.
Tried giving the suggestion to Microsoft but all the directions on how to recommend it seem to be a dead end.
I am trying to collapse / expand all email groups, but i am not finding the same in mac. Can any one help me.
Sridhar, try opening Keyboard Shortcuts (Mac Menu -> Keyboard -> Keyboard Shortcuts), then highlight “Application Shortcuts”, then add a new shortcut. I had to find Outlook in the Application drop-down, then I typed “Collapse All Groups” and chose a keyboard shortcut by pressing the keys you want- I used Cmd-Ctrl-K.
Been looking for this for over a year. Huge, huge help. Thanks!
Hi, don’t you know what is a shortcut to move between mail folders list of emails reading pane?
My mother in law is blind and uses the voice over. She needs to know how to open an attachment in an email. Anyone know?
Thanks for this!
Can you tell me how to remove current formatting when copy and pasting into outlook?
Is there a mac equivalent to paste special?
COMMAND+ENTER to send an email? Really?
Thnx for the tip. Was going crazy.
Does anyone know how to make the formatting (hard returns, spaces, etc. show)? In MS Word 2010 for PC the shortcut is control shift 8. Thank you.
If you’re speaking of showing the formatting in Word – Command 8
Hope that works
What is the equivalent key in MAC (Yosemite) for MS-Windows key combination of , especially with Outlook 2016? I have this habit of typing out an enter or while typing mails and the editor capitalizes the first letter when I dont want it to. I am hoping that the key equivalent will do the trick for me. Open to other options also..
Is there a way to auto advance to the next email after you delete or move the previous email?
Is there a way to de-activate the hotkey/shortcut command to send the open email?
Outlook for Mac 2011 Version 14.5.6
I cannot find any hotkey/shortcut area to edit, change or add.
Every once in a while (twice today) I will be typing pretty fast and hit some combination that sends the email as I am typing it…Not good.
Thanks, but your sequence is confusing. For us dummies, it is:
Click on Word [next to the apple icon]. Click Preferences. Click Edit. Remove tick from Show Paste Options Buttons. It’s that easy when it’s spelt proper and in correct order.
Does anyone know a keyboard shortcut for simply opening a specific folder (as opposed to moving or copying an email to a specific folder) in Outlook for for Mac?
Phishing is a huge problem. One of the ways to protect folks is to try to help them easily check a suspicious e-mail message *without opening it*. I’ve been trying to find or create a hotkey that would do the equivalent of the “View Source” command. In your inbox you can hover over a message, right-click (two finger tap on the touchpad) and select the “View Source” option to see the mail header. Does anyone know of a hot ket or way to map a hotkey for this function? I think it would help a LOT for training folks on what to do with a questionable e-mail.
Shift + Cmd + M isn’t working for me, for moving to a new folder. Can anyone help with this? Thanks!