Outlook 2016 shortcut

You can move quickly to view mail, calendar, contacts, and tasks in Outlook 2016 with shortcuts. These Outlook shortcuts make moving between Outlook views and objects faster.

Outlook is organized into multiple views, including Mail, Calendar, Contacts, Tasks, Notes, and Journal. Each mode has a ribbon stripe with commands at the top of the page, the Navigation pane, the Search bar, and a panel with controls (for example, in Mail is the Message list and the Reading pane). This article focuses on the shortcuts needed when navigating in Outlook’s Mail Viewer 2016.

Each individual item may contain an InfoBar – the banner appears near the top of the open or selected Outlook object, below the ribbon in the open message, and below the name, the sender in the Reading frame, About the item (For example, “You are not replying to the latest message in this conversation. Click here to open it.”).

Here are the shortcuts used in the Outlook 2016 Mail view.

Keyboard shortcuts for Outlook 2016

Navigate through the steps:

  • Ctrl + Shift + M: Create new messages from any view of Outlook
  • Ctrl + N: Create a new message from the Mail view, create a new appointment in the Calendar view, or a new task in the Task
  • Ctrl + M or F9: Check for new mail
  • Ctrl + Shift + I: Switch to Inbox
  • Ctrl + Shift + O: Switch to Outbox
  • Ctrl + Y: Go to another folder
  • Ctrl + Shift + V: Move item to folder
  • F3 or Ctrl + E: Go to the Search box
  • Left arrow: Collapses a group in the email list
  • Right arrow: Expand a group in the email list
  • Alt + F: Open the File tab to change options and account settings
  • Alt + Q: Jump to Tell Me
  • Alt + V, B, and then: press C for Calendar, P for People, T for Tasks, O for Off: Show To-Do bar.

Switch between views:

  • Ctrl + 1: Switch to Mail view
  • Ctrl + 2: Switch to Calendar view
  • Ctrl + 3: Switch to Contacts view
  • Ctrl + 4: Switch to Tasks view
  • Ctrl + 5: Switch to Notes view
  • Ctrl + 6: Open the Navigation pane with the folder list
  • Ctrl + 7: Open the Shortcuts panel
  • Ctrl + 8: Switch to Journal view
  • Alt + B or Alt + Left arrow: Return to the previous view
  • Alt + Right arrow: Go to the next view
  • Ctrl + Shift + B: Open Address Book

Navigation in the main view of Mail view:

  • F6 or Ctrl + Shift + Tab: Move within Ribbon, Search bar, Navigation pane, Mail list, Reading and To-Do frames.
  • Tab key: Move between smaller frames in Navigation, Reading, and parts of the To-Do bar

Moving in Navigation:

  • Space key or Enter: Go to the Message list from the Navigation pane
  • Shift + Tab: Return to Navigation from the Message list
  • Up arrow and down arrow: Move in the Navigation pane
  • Right Arrow Key: Expand the selected group to see the inner components
  • Left arrow key: Collapses the selected group
  • Space key or Enter: Open a selected item in Navigation
  • Shift + F10, N: Create a new folder
  • F2: Rename the selected folder in the list
  • Shift + F10, D: Delete the selected folder in the list (default folders such as Inbox, Outbox, Drafts, Sent will not be deleted)
  • a, b, c …: Jump to directory by typing the first letter in the directory name. For example, to go to the Drafts folder, press “d”. If multiple directories start with the same letter, just hit that letter repeatedly until you reach the desired directory.

Outlook Navigation shortcuts in Message list:

  • Up and down arrow keys: Move up and down between messages
  • Right arrow key: Expand to view messages in a group, for example, Last Week
  • Left arrow key: Narrow the messages in the group
  • Shift + down arrow and Shift + up arrow: Select multiple consecutive messages
  • Ctrl + arrow up or down and then to select a message, press spacebar: Select multiple non-consecutive messages
  • Ctrl + Shift + V: Move the message to a folder
  • Shift + F10, U, and T (in Narrator, Insert): Add Follow Up or Quick Flag to the message
  • Ctrl + Shift + G: Add Custom Flag to the message
  • Shift + F10, J, up or down arrow, and Enter: Mark the message as spam or not spam
  • Ctrl + Q: Mark as read
  • Ctrl + U: Mark as unread
  • Alt + S, M, and T (marked for download) or C (check to download the copy)
  • Alt + S, U, and then U (uncheck to download) or K (uncheck to download the copy)
  • Alt + H + D: Delete message
  • Alt + H + X: Ignore messages
  • Alt + H, R + P: Reply to message
  • Alt + H, R + A: Reply to all messages
  • Alt + H, F + W: Forward mail
  • Enter: Open the message
  • Ctrl + Shift + W: Displays the blocked content menu
  • Ctrl + Shift + W, P: Download pictures, blocked pictures
  • Alt + Enter: Display the properties of the email
  • Ctrl + Shift + S: Publish to folder
  • Ctrl + Shift + Y: Copy a message to an item
  • Ctrl + P: Print the message
  • Ctrl + Alt + S: Set how you want Outlook to check for new mail
  • Alt + H, J, and O: Set options for spam

Navigate in the Reading Pane:

  • Alt + Up Arrow or Ctrl +, (comma) or Alt + Page Up: Go to the previous message
  • Space: Go down to the bottom of the page through the text
  • Shift + Space: Go up the page above the text
  • Tab key: Go to the next field
  • Shift + Tab: Go to the previous field
  • Tab or Shift + Tab: Move to the next or previous link
  • Ctrl + Tab: Jump to the Reply button
  • Ctrl + Shift + W: Select InfoBar in the email and if so, it will display the commands menu. Note: InfoBar appears in the message for additional information, such as “This meeting is coinciding with another meeting in the calendar.” As such, InfoBar will appear in the message, below the message name and the sender.
  • Esc: Close the InfoBar menu

The above is the entire shortcut used in Outlook 2016 when working with email. Hopefully, you can save a lot of valuable time while working on Outlook.

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