Microsoft

MAC Outlook 2011 Keyboard Shortcuts Cheat Sheet

Outlook 2011 Hotkeys and shortcuts for MacRecently 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

ActionHotkeys
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 closedHold down the OPTION key, and then click the Outlook icon in the Dock.
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 ribbonOPTION+⌘+R
Hide Outlook⌘+H
Quit Outlook⌘+Q

Windows and Dialog boxes

ActionHotkeys
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 Progress window or make it the active window⌘+7
Open the error log or make it the active window⌘+8
Open My Day⌘+9
Open the Contacts Search window⌘+0
Open the Preferences dialog box⌘+COMMA (,)
Open the Media BrowserCONTROL+⌘+M
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 boxes in a dialog boxTAB
Move back through boxes in a dialog boxSHIFT+TAB

Search

ActionHotkeys
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
Cancel a search in progress⌘+PERIOD (.)

Mail

ActionHotkeys
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+]
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⌘++
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
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

ActionHotkeys
Create a new appointment⌘+N
Open the selected calendar event⌘+O
Delete the calendar eventDELETE
Switch the view to include today⌘+T
Open the View Date date pickerSHIFT+⌘+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

Contacts

ActionHotkeys
Create a new contact⌘+N
Save and close a contact⌘+RETURN
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+]

Tasks

ActionHotkeys
Create a new task⌘+N
Save and close a task⌘+RETURN
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+]

Notes

ActionHotkeys
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+]
Send a note as an e-mail message⌘+J
Send a note as an attachment to an e-mail messageCONTROL+⌘+J

Editing and Formatting Text

ActionHotkeys
Cut the selected text to the Clipboard⌘+X
Copy a selection to the Clipboard⌘+C
Copy the selection to the ScrapbookCONTROL+OPTION+C
Paste a selection from the Clipboard⌘+V
Paste a clip from the ScrapbookCONTROL+OPTION+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 textDELETE ⌦

If your keyboard does not have a DELETE ⌦ 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

ActionHotkeys
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 (‘)

Help Window

ActionHotkeys
Open the Outlook Help menuSHIFT+⌘+?
Scroll toward the beginning of a Help topic one screen at a timePAGE UP
Scroll toward the end of a Help topic one screen at a timePAGE DOWN
Scroll toward the beginning of a Help topic one line at a timeUP ARROW
Scroll toward the end of a Help topic one line at a timeDOWN ARROW
Copy the selection to the Clipboard⌘+C
Close the Help window⌘+W

60 Comments

60 Comments

  1. Vadim  

    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.

  2. Tom  

    Great list, thanks!

  3. This list is a great help.
    But one question remains – how can i put a new email to the outbox … without sending it ?

  4. Hi,

    Great post grooveDexter. Do you know if there is a shortcut key to open the mail and calendar views in a new window?

    Cheers,

    Matthew

  5. Sabrina  

    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!

    Sabrina

    • Suresh  

      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.

    • Dave  

      Control – Delete in OSX is the same as Shift – Delete in Windows.

      • Dave  

        Dave is mistaken. Control–Delete worked one time, but never again.

  6. Julie  

    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!

  7. 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

  8. Oskar  

    Thanks!! Great help!!

  9. Don Mathis  

    What is the keyboard shortcut for adding a comment on the side to a text in Word 2011 mac?

    • Don Mathis  

      This was answered on another website. To add a comment on the side in Word 2011 mac

      command+option+A

      • A McClellan  

        Thanks for this! I thought I’d be looking for this information for hours, but your suggestion popped up right away.

  10. Casey  

    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?

  11. alvaro  

    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…

    thanks.

  12. michael  

    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.
    Thank you!
    michael

  13. bjc  

    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?

    Thanks!

  14. Andrew  

    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.

  15. Jeffrey Kohn  

    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?

    Again, thanks!

    Jeff

  16. Doug  

    Is there an equivalent to the Ctrl-K in windows for email address auto-complete?

    • 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.”)

  17. mike  

    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.

  18. Damian  

    Is there an equivalent to the Ctrl+B in windows to remove formatting ?

    • Dave  

      Yes, to paste without formatting it’s Command-Option-Shift+V

  19. TG  

    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

  20. Chris  

    How do I scroll quickly to the bottom of my inbox? On a Windows PC it’s CTRL + End. Any equivalence on a Mac?

  21. TG  

    Function – right arrow

  22. Hi! Grat list. Very helpful.

    One question. I can’t seem to get the hide and unhide reading pane hotkey to work. Any suggestions?

  23. Casey  

    What about “accept a meeting request”?

  24. Craig  

    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.

  25. Sal  

    On regular Outlook, when waiting to speallcheck, the short cut was simple F7, and ShiftF7 (Ther). Is there a shortcut for those features?

  26. Mike  

    Command-option-L and control-command-option-R respectively. A 4 key shortcut, ridiculous I know.

    • Stacie  

      Mike, the spell-check shortcut isn’t working for me on Lion… am I missing something?

    • jill  

      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.

      • Casey  

        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.

  27. Brad  

    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.

  28. 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.

  29. Lars J  

    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!

  30. Chad P  

    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.

  31. Sridhar  

    I am trying to collapse / expand all email groups, but i am not finding the same in mac. Can any one help me.

    • Supervolt  

      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.

      HTH

      • whassupe  

        This.

        Been looking for this for over a year. Huge, huge help. Thanks!

  32. tonny  

    Hi, don’t you know what is a shortcut to move between mail folders list of emails reading pane?

  33. Katrina  

    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?

  34. Nat  

    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?

  35. Vadim  

    COMMAND+ENTER to send an email? Really?

    Thnx for the tip. Was going crazy.

  36. Holly  

    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.

    • bjc  

      If you’re speaking of showing the formatting in Word – Command 8
      Hope that works

  37. Viswanathan  

    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..

  38. Is there a way to auto advance to the next email after you delete or move the previous email?

  39. Chris  

    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.

  40. 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.

  41. Gregg  

    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?

  42. Matt  

    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.

  43. Daniel  

    Shift + Cmd + M isn’t working for me, for moving to a new folder. Can anyone help with this? Thanks!

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