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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


Create a new message (from any Outlook view)


Create a new message (from Mail view), new appointment (from Calendar view), or new task (from Task view)


Check for new messages

Ctrl+M or F9

Switch to Inbox


Switch to Outbox


Go to a different folder


Move item to a folder


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


Jump to Tell Me


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


Switch to the Mail view


Switch to the Calendar view


Switch to the Contacts view


Switch to the Tasks view


Switch to the Notes view


Open the Navigation pane with the Folder list


Open the Shortcuts pane


Switch to the Journal view


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


Navigate the main window of the Mail view

To do this


Move between the ribbon, Search bar, Navigation pane, Message listReading 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


Move to Message list from Navigation pane

Spacebar or Enter

Move back to Navigation pane from Message list


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


Delete a selected folder in the list (Note Default folders, like InboxOutboxDrafts, 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


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


Add Follow Up or Quick Flag to message

Shift+F10, U, and then T (in Narrator, Insert)

Add Custom Flag to message


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


Mark as unread


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


Ignore message


Reply to message

Alt+H, R+P

Reply All to message

Alt+H, R+A

Forward message

Alt+H, F+W

Open message


Display blocked content menu


Download blocked pictures or images

Ctrl+Shift+W, P

Show email properties


Post to folder


Copy item to folder


Print message


Set how often Outlook checks for new messages


Set Junk mail options

Alt+H, J, and then O

Navigate the Reading pane

To do this


Go to the previous message

Alt+Up Arrow or Ctrl+Comma or Alt+Page Up

Page down through text


Page up through text


Move to the next field

The Tab key

Move to previous field


Move to the next or previous link

The Tab key and Shift+Tab

Jump to the Reply button


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.)


Close the InfoBar menu


For more information, please visit the Office Help & Training site.

If you have any questions, come by the Help Desk at Hardman & Jacobs Undergraduate Learning Center Room 105, call 646-1840, or email us at

Keywords:office 365 outlook 2016 keyboard shortcuts   Doc ID:71494
Owner:John B.Group:New Mexico State University
Created:2017-03-07 13:52 MSTUpdated:2018-05-23 09:19 MST
Sites:New Mexico State University
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