Many users find that using an external keyboard with keyboard shortcuts for Outlook helps them work more efficiently. For users with mobility or vision disabilities, keyboard shortcuts can be easier than using the touchscreen and are an essential alternative to using a mouse.
: Steps may be different between new and classic Outlook for Windows. To determine which version of Outlook you're using, look for File on the ribbon. If there's no File option, follow the steps under the New Outlook tab. If the File option appears, select the tab for Classic Outlook.
This article describes keyboard shortcuts in Outlook for Mac.
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To quickly find a shortcut in this article, you can use the Search. Press Command+F, and then type your search words.
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The settings in some versions of the Mac operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Microsoft 365 for Mac. For information about changing the key assignment of a keyboard shortcut, refer to the Mac Help for your version of the Mac operating system or refer to your utility application.
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To create your own shortcuts in Microsoft 365 for Mac, go to Create a custom keyboard shortcut for Office for Mac.
In this topic
Frequently used shortcuts
The following table shows frequently used shortcuts in Outlook for Mac.
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To do this |
Press |
|---|---|
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Save an item. |
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Print an item. |
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Undo the last action. |
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Redo the last action. |
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Minimize the active window. |
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Create a new folder in the folder pane. |
Shift+ |
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Create a new email (in Mail view). |
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Hide the reading pane or show it on the right. |
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Hide the reading pane or show it below. |
Shift+ |
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Move the selected item to a different folder. |
Shift+ |
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Copy the selected item to a different folder. |
Shift+ |
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Select all items in the item list, if the item list is the active pane. |
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Hide Outlook. |
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Quit Outlook. |
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Insert emoji. |
Control+ |
Work in windows and dialog boxes
: The numerical value in the shortcuts used to switch to view depends on the individual configuration with the pinned apps.
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To do this |
Press |
|---|---|
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Go to Mail view. |
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Go to Calendar view. |
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Go to Contacts view. |
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Open the Favorites pane. |
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Open the Outlook Preferences dialog box. |
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Cycle forward through open windows. |
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Cycle backward through open windows. |
Shift+ |
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Close the active window. |
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Open the selected item. |
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Move forward through controls in a window. |
Tab key |
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Move backward through controls in a window. |
Shift+Tab |
Use Search
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To do this |
Press |
|---|---|
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Search the current folder |
Option+ |
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Do an advanced search in Outlook (add Item Contains filter for searching). |
Shift+ |
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Find text within an item. |
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Find the next instance of the text you searched for in an item. |
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Find the previous instance of the text you searched for in an item. |
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Send and receive mail
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To do this |
Press |
|---|---|
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Create a new message. |
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Send the open message. |
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Send all messages in the Outbox and receive all incoming messages. |
Control+ |
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Send all the messages in the Outbox. |
Shift+ |
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Save the open message and store it in the Drafts folder. |
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Add an attachment to the open message. |
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Open the Spelling and Grammar dialog box. |
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Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list. |
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Reply to all. |
Shift+ |
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Forward the message. |
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Open the selected message in a separate window. |
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Mark the selected message as junk email. |
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Mark the selected message as not junk email. |
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Display the previous message. |
Control+Left bracket ([) |
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Display the next message. |
Control+Right bracket (]) |
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Navigate to the previous pane in the Mail view. |
Shift+Control+Left bracket ([) |
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Navigate to the next pane in the mail view. |
Shift+Control+Right bracket (]) |
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Move the selected message to a folder. |
Shift+ |
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Decrease the display size of text in an open message or in the reading pane. |
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Increase the display size of text in an open message or in the reading pane. |
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Scroll down to the next screen of text or, if you are at the end of a message, display the next message. |
Spacebar |
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Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message. |
Shift+Spacebar |
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Delete the selected message. |
Delete |
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Permanently delete the selected message. |
Shift+Delete |
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Delete the current message, and, if the message window is open, close it. |
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Mark selected messages as read. |
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Mark selected messages as unread. |
Shift+ |
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Mark all messages in a folder as read. |
Option+ |
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Archive a selected message. |
Control+E |
Use the Calendar
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To do this |
Press |
|---|---|
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Open the calendar view. |
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Create a new appointment. |
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Open the selected calendar event. |
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Delete the calendar event. |
Delete |
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Switch the view to include today. |
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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. |
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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. |
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Navigate to the previous pane in the calendar view. |
Shift+Control+Left bracket ([) |
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Navigate to the next pane in the calendar view. |
Shift+Control+Right bracket (]) |
Work with people and contacts
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To do this |
Press |
|---|---|
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Create a new contact. |
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Open the selected contact. |
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Delete the contact. |
Delete |
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Close the current open contact and open the previous contact. |
Control+Left bracket ([) |
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Close the current open contact and open the next contact. |
Control+Right bracket (]) |
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Navigate to the previous pane in the People view. |
Shift+Control+Left bracket ([) |
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Navigate to the next pane in the People view. |
Shift+Control+Right bracket (]) |
Edit and format text
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To do this |
Press |
|---|---|
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Cut the selected text to the clipboard. |
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Copy a selection to the clipboard. |
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Paste a selection from the clipboard. |
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Paste a selection from the clipboard and match the destination style. |
Shift+Option+ |
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Make the selected text bold. |
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Make the selected text italic. |
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Underline the selected text. |
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Strike through the selected text. |
Shift+ |
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Insert a hyperlink. |
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Move the cursor left one character. |
Left arrow key |
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Move the cursor right one character. |
Right arrow key |
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Move the cursor up one line. |
Up arrow key |
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Move the cursor down one line. |
Down arrow key |
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Move the cursor to the beginning of the current paragraph. |
Option+Up arrow key |
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Move the cursor to the end of the current paragraph. |
Option+Down arrow key |
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Move the cursor to the beginning of the current word. |
Option+Left arrow key |
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Move the cursor to the end of the current word. |
Option+Right arrow key |
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Decrease indent. |
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Increase indent. |
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Delete the character to the left of the cursor, or delete the selected text. |
Delete |
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Delete the character to the right side of the cursor, or delete the selected text. |
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Insert a tab stop. |
Tab key |
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Move the cursor to the beginning of the line. |
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Move the cursor to the end of the line. |
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Move the cursor to the top of the message body. |
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Move the cursor to the bottom of the message body. |
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Move the cursor to the beginning of the selected text. |
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Move the cursor to the end of the selected text. |
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Scroll the view up. |
Page up |
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Scroll the view down. |
Page down |
Flag messages, contacts, and tasks for follow up
|
To do this |
Press |
|---|---|
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Flag the selected item for follow up, with Today as Due Date. |
Control+1 |
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Flag the selected item for follow up, with Tomorrow as Due Date. |
Control+2 |
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Flag the selected item for follow up, with This Week as Due Date. |
Control+3 |
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Flag the selected item for follow up, with Next Week as Due Date. |
Control+4 |
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Flag the selected item for follow up, with No Due Date. |
Control+5 |
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Flag the selected item for follow up, and add a custom Due Date. |
Control+6 |
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Flag the selected item for follow up, and add a reminder. |
Control+Equal sign ( = ) |
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Mark the selected item as complete. |
Control+Zero (0) |
See also
Keyboard shortcuts for Outlook (non-Mac)
Screen reader basic tasks in Outlook for Mac
Basic tasks using a screen reader with the calendar in Outlook
Use a screen reader to explore and navigate Outlook Mail
Use a screen reader to explore and navigate Outlook Calendar
Technical support for customers with disabilities
Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.
If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.
