Use keyboard shortcuts in Outlook for macOS
Keyboard shortcuts in Microsoft Outlook for macOS help users complete common email, calendar, and task actions more efficiently without relying on a mouse. This article provides a centralized, accessible reference for commonly used shortcuts using a US keyboard layout.
Applicable to: Fort Collins, Pueblo, Spur, System
Affiliation: Students, Faculty, Staff
Prerequisites
-
Microsoft Outlook installed on macOS
-
US keyboard layout enabled (shortcuts may vary on other layouts)
Frequently used shortcuts
- *Save* an item — Command + S
- *Print* an item — Command + P
- *Undo* the last action — Command + Z
- *Redo* the last action — Command + Y
- *Minimize* the active window — Command + M
- *Create* a new folder — Shift + Command + N
- *Create* a new email — Command + N
- *Hide or show* the reading pane on the right — Command + \
- *Hide or show* the reading pane below — Shift + Command + \
- *Move* a selected item — Shift + Command + M
- *Copy* a selected item — Shift + Command + C
- *Select* all items — Command + A
- *Hide* Outlook — Command + H
- *Quit* Outlook — Command + Q
- *Insert* an emoji — Control + Command + Space
Work in windows and dialog boxes
- *Go to* Mail — Command + 1
- *Go to* Calendar — Command + 2
- *Go to* Contacts — Command + 3
- *Go to* Tasks — Command + 4
- *Go to* Notes — Command + 5
- *Open* Outlook preferences — Command + ,
- *Cycle* forward through windows — Command + ~
- *Cycle* backward through windows — Shift + Command + ~
- *Close* the active window — Command + W
- *Open* a selected item — Command + O
Use search
- *Search* the current folder — Option + Command + F
- *Perform* an advanced search — Shift + Command + F
- *Find* text within an item — Command + F
- *Find* the next result — Command + G
- *Find* the previous result — Shift + Command + G
Send and receive mail
- *Send* a message — Command + Return
- *Reply* to the sender — Command + R
- *Reply* to all — Shift + Command + R
- *Forward* a message — Command + J
- *Delete* a message — Delete
- *Permanently delete* a message — Shift + Delete
- *Mark* as read — Command + T
- *Mark* as unread — Shift + Command + T
- *Archive* a message — Control + E
Use the calendar
- *Create* a new appointment — Command + N
- *Open* a calendar event — Command + O
- *Delete* a calendar event — Delete
- *Move* between dates — Command + Option + Arrow keys
Work with people and contacts
- *Create* a new contact — Command + N
- *Open* a contact — Command + O
- *Delete* a contact — Delete
Manage tasks
- *Create* a new task — Command + N
- *Open* a task — Command + O
- *Delete* a task — Delete
Use notes
- *Create* a new note — Command + N
- *Send* a note as an email — Command + J
Edit and format text
- *Cut* text — Command + X
- *Copy* text — Command + C
- *Paste* text — Command + V
- *Paste* and match style — Shift + Option + Command + V
- *Bold* text — Command + B
- *Italicize* text — Command + I
- *Underline* text — Command + U
- *Insert* a hyperlink — Command + K
Flag messages, contacts, and tasks for follow up
- *Flag* for today — Control + 1
- *Flag* for tomorrow — Control + 2
- *Flag* for this week — Control + 3
- *Flag* for next week — Control + 4
- *Mark* as complete — Control + 0
- *Clear* a follow-up flag — Option + Command + ’
Outcome
After reviewing this article, users can navigate Microsoft Outlook for macOS more efficiently using keyboard shortcuts, improving productivity and accessibility when managing email, calendars, contacts, and tasks.
Suggested tags
outlook,macos,keyboard-shortcuts