Topics Map > Office 365 > Outlook
Topics Map > Office 365 > General
Office 365 (Outlook 2016) - Keyboard shortcuts
You can breeze through your email, calendar, contacts, and tasks in Outlook 2016 with a keyboard and a screen reader. keyboard shortcuts help you move quickly between Outlook views, within Mail and other views, and within Outlook items.
This topic focuses on keyboard shortcuts that you need when you navigate the mail view in Outlook 2016.
Outlook is organized into view: Mail, Calendar, Contacts, Tasks, Notes, and Journal. Each view includes a ribbon with commands at the top of the page, a Navigation page, a Search bar, and an area with panes (for example, the Mail view has a Message list and a Reading pane).
Individual items may contain an InfoBar, a banner that appears near the top of an open or selected Outlook item, below the ribbon in an open item, and below the subject and sender in the Reading pane view, and provides information about the item (such as, "You are not responding to the latest message in this conversation. Click here to open it.").
Navigation quick steps
To do this | Press |
Create a new message (from any Outlook view) | Ctrl+Shift+M |
Create a new message (from Mail view), new appointment (from Calendar view), or new task (from Task view) | Ctrl+N |
Check for new messages | Ctrl+M or F9 |
Switch to Inbox | Ctrl+Shift+I |
Switch to Outbox | Ctrl+Shift+O |
Go to a different folder | Ctrl+Y |
Move item to a folder | Ctrl+Shift+V |
Go to the Search box | F3 or Ctrl+E |
Expand or collapse a group in the email message list | To expand: the Right Arrow key; to collapse: the Left Arrow key |
Open the File tab, where you can change account settings and options | Alt+F |
Jump to Tell Me | Alt+Q |
Display the To-Do bar (peek) | Alt+V, B, and then: for Calendar, press C; for People, press P; for Tasks, press T; for Off, press O |
Navigate between Mail, Calendar, and other views
To do this | Press |
Switch to the Mail view | Ctrl+1 |
Switch to the Calendar view | Ctrl+2 |
Switch to the Contacts view | Ctrl+3 |
Switch to the Tasks view | Ctrl+4 |
Switch to the Notes view | Ctrl+5 |
Open the Navigation pane with the Folder list | Ctrl+6 |
Open the Shortcuts pane | Ctrl+7 |
Switch to the Journal view | Ctrl+8 |
Go back to the previous view | Alt+B or Alt+Left Arrow |
Go forward to the next view | Alt+Right Arrow |
Open the Address Book | Ctrl+Shift+B |
Navigate the main window of the Mail view
To do this | Press |
Move between the ribbon, Search bar, Navigation pane, Message list, Reading pane, and To-Do bar | F6 or Ctrl+Shift+Tab |
Move between the smaller panes in the Navigation pane, the Reading pane, and the sections in the To-Do bar | The Tab key |
Move around in the Navigation pane
To do this | Press |
Move to Message list from Navigation pane | Spacebar or Enter |
Move back to Navigation pane from Message list | Shift+Tab |
Move around within the Navigation pane | The Up Arrow and Down Arrow keys |
Expand or collapse a selected group | To expand: the Right Arrow key; to collapse: the Left Arrow key |
Open a selected item in the Navigation pane | Spacebar or Enter |
Create a new folder | Shift+F10, N |
Rename a selected folder in the list | F2 |
Delete a selected folder in the list (Note Default folders, like Inbox, Outbox, Drafts, and Sent) cannot be deleted.) | Shift+F10, D |
Jump to the folder by typing first letter of folder's name. For example, to go to the Drafts folder, type "d". If multiple folders start with the same letter, repeat the letter until you reach the folder you want. | a, b, c... |
Navigate the Message list
To do this | Press |
Move down and up between messages | The Down Arrow and Up Arrow keys |
Expand or collapse groups (for example, Last Week) | To expand: the Right Arrow key; to collapse: the Left Arrow key |
Select multiple adjacent messages | Shift+Down Arrow and Shift+Up Arrow |
Select multiple non-adjacent messages | Ctrl+Up Arrow or Down Arrow, and then, to select each message, press Spacebar |
Move message to folder | Ctrl+Shift+V |
Add Follow Up or Quick Flag to message | Shift+F10, U, and then T (in Narrator, Insert) |
Add Custom Flag to message | Ctrl+Shift+G |
Mark message as junk or not junk | Press Shift+F10, J, and the Up Arrow or Down Arrow key, and then press Enter |
Mark as read | Ctrl+Q |
Mark as unread | Ctrl+U |
Mark to download | Alt+S, M, and then T (mark to download) or C (mark to download copy) |
Unmark to download | Alt+S, U, and then U (unmark to download) or K (unmark to download copy) |
Delete message | Alt+H+D |
Ignore message | Alt+H+X |
Reply to message | Alt+H, R+P |
Reply All to message | Alt+H, R+A |
Forward message | Alt+H, F+W |
Open message | Enter |
Display blocked content menu | Ctrl+Shift+W |
Download blocked pictures or images | Ctrl+Shift+W, P |
Show email properties | Alt+Enter |
Post to folder | Ctrl+Shift+S |
Copy item to folder | Ctrl+Shift+Y |
Print message | Ctrl+P |
Set how often Outlook checks for new messages | Ctrl+Alt+S |
Set Junk mail options | Alt+H, J, and then O |
Navigate the Reading pane
To do this | Press |
Go to the previous message | Alt+Up Arrow or Ctrl+Comma or Alt+Page Up |
Page down through text | Spacebar |
Page up through text | Shift+Spacebar |
Move to the next field | The Tab key |
Move to previous field | Shift+Tab |
Move to the next or previous link | The Tab key and Shift+Tab |
Jump to the Reply button | Ctrl+Tab |
Select the InfoBar in an email message and, if available, show the menu of commands. (Note The InfoBar appears only in messages that require additional information, such as “This meeting conflicts with another meeting on your schedule.” If available, the InfoBar appears in the message below the subject and sender.) | Ctrl+Shift+W |
Close the InfoBar menu | Esc |