Microsoft®

Outlook 2021 Basic

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The Outlook 2021 Program Screen Keyboard Shortcuts

General
Print................................. Ctrl + P
Search Field Minimize Windows
Undo ............................... Ctrl + Z
Close Copy................................ Ctrl + C

Ribbon Cut .................................. Ctrl + X

Paste ............................... Ctrl + V
New Item ......................... Ctrl + N
Delete selected item ........ Delete

Folder Pane Help................................. F1

Find an item .................... F3
Spell Check ..................... F7

Inbox Preview Navigation

Pane
Mail view ......................... Ctrl + 1
Calendar view.................. Ctrl + 2
Contacts view .................. Ctrl + 3
Tasks view ...................... Ctrl + 4
Navigation
Bar Notes............................... Ctrl + 5

Zoom Mail
New Message.................. Ctrl + Shift + M
Reply ............................... Ctrl + R
The Fundamentals Search Reply All .......................... Ctrl + Shift + R
Navigate Outlook: Click the icon (or label) for the Search: Click in the Search field at the top of the Forward ........................... Ctrl + F
view you want to open. inbox and begin typing your search. Save message as a draft . Ctrl + S
Mail view displays your inbox and lets you Send................................ Alt + S
Refine Search Results: While searching, use the
browse your mail. The ribbon will display Find and replace text ....... Ctrl + H
options in the Scope group on the Search tab.
commands related to composing and
managing email messages. • Current Mailbox searches all folders within Check for New Messages Ctrl + M
the selected mailbox. Mark as Read .................. Ctrl + Q
Calendar view displays your calendar. The
ribbon will display commands that let you view, • Current Folder only searches within the Mark as Unread ............... Ctrl + U
create, and edit meetings and appointments. current folder.
• Subfolders expands the search to include all Calendar
People view displays your contacts list. The
ribbon will show commands that let you create the current folder’s subfolders.
New Appointment ............ Ctrl + Shift + A
and edit your contacts and contact groups. • All Outlook Items searches everything.
Go to Today .................... Ctrl + T
Tasks view displays your task list. The ribbon • From lets you filter messages from specific
senders. Go to a Date .................... Ctrl + G
will show commands that let you create and
modify tasks. • Subject lets you filter by words in the subject
Go to Previous
Appointment ..................... Ctrl + ,
line.
Use the Folder Pane: Click a folder in the Folder Go to Next Appointment .. Ctrl + .
pane to display that folder’s contents. • Has Attachments lets you filter results by
whether they have attachments. Day view.......................... Ctrl + Alt + 1
Delete an Item: Select an email, contact, • Categorized filters by categories. Work Week view .............. Ctrl + Alt + 2
appointment, or task, then click the Delete Week view ....................... Ctrl + Alt + 3
button on the Home tab of the ribbon. • This Week displays only items from the
current week. Month view ...................... Ctrl + Alt + 4
Restore a Deleted Item: Click the Deleted Items • Unread searches only unread messages.
folder in the Folder pane, then click and drag an
• Flagged searches only flagged items.
Contacts
item back to its original folder.
• Important only displays items set to high New Contact .................... Ctrl + Shift + C
Change Views: Click the View tab on the ribbon, importance. New Contact Group ......... Ctrl + Shift + L
then click the Change View button and select • More lets you apply advanced criteria. Open the Address Book... Ctrl + Shift + B
a view.

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Mail Mail Calendar
Compose Email: Click the New Email Insert a Link: While composing an email, click Reschedule an Appointment: Click and drag an
button on the Home tab. Enter recipients, a the Insert tab, click the Link button, select appointment on the calendar to move it to a
subject, and a message body, then click Send. a type of link, fill in where the link will lead, and different day (in Month view) or time (in Day,
click OK. Week, and Work Week view).
Types of Recipients: When composing a new
email, enter email addresses in the address Create an All-Day Event: While creating or
People
fields. editing an appointment, check the All-day
Add a New Contact: Click the New event check box.
• To contains the primary recipients, whom
the message is directed to. Contact button on the Home tab. Fill in the
Set a Reminder: While creating or editing an
fields with the information that you have, then
• Cc (Carbon Copy) sends a copy of the appointment, click the Reminder list arrow
click the Save & Close button.
message. While not the primary audience, and select how long before the event you’d like
these recipients may want to see the View the Address Book: Click the Address to be reminded.
information presented. The Cc field is Book button on the Home tab. Double-click a
visible to all recipients. Change Availability: While creating or editing
contact to open it and see more information.
an appointment, click the Show As list arrow
• Bcc (Blind Carbon Copy) sends a copy of and select an availability:
the message, while keeping the Bcc field Add a Contact from the Address Book: Click the
secret to other recipients. Address Book button on the Home tab, • Free shows that you’re available.
double-click a contact, click the Add to • Working Elsewhere indicates that you’re
View an Email in the Reading Pane: Select an Contacts button, enter any additional working from another location.
email from the inbox to display it. information you have, then click the Save & • Tentative shows that you have tentative
Close button. plans and may or may not be available.
Open an Email in a New Window: Double-click
an email in the inbox. Edit a Contact: Double-click a contact to open it • Busy indicates that you’re busy and not
in a new window, fill in the information fields with available.
Mark an Email Read or Unread: Opening an any additional information you have, then click • Out of Office shows that you’re out of the
email, or displaying it in the Reading pane, will the Save & Close button. office and not available.
automatically mark an unread email as read.
Set Priority: While creating or editing an
Click the Unread/Read button on the Home Import Contacts: Click the File tab, click Open
appointment, click the High Importance
tab to toggle an email read or unread. & Export, and click Import/Export. Select
button or Low Importance button on the
Import from Another Program or File, then
Appointment tab.
Reply to an Email: Select an email in the inbox click Next. Select a type of file to import, then
(or open an email in its own window) and click click Next. Click Browse, select a file, click OK, Create a Meeting: While viewing the calendar,
the Reply button on the ribbon. then click Next. Select your Contacts folder, click the New Meeting button on the Home
click Next, then click Finish.
Reply to All Recipients of an Email: Select an tab. Click To… and double-click the contacts
email in the inbox (or open an email in its own you want to invite to the meeting, then click
Share a Single Contact: Select a contact, click
window) and click the Reply All button on OK. Enter the meeting subject, location, date
the Forward Contact button on the Home
the ribbon. and time, and a message, then click Send.
tab, and select a sharing format. Address and
compose the resulting email, then click Send. Track Meeting Responses: Select a meeting in
Forward an Email: Select an email in the inbox
(or open an email in its own window) and click your calendar and click the Tracking button
Create a Contact Group: Click the New
the Forward button on the ribbon. on the Meeting tab.
Contact Group button on the Home tab,
give the contact group a name, and click the Create a Recurring Appointment: While
Create a Signature: While composing an email, Add Members button. Select a source for a
click the Signature button on the Message creating or editing an appointment, click the
contact and double-click a contact to add it. Recurrence button on the Meeting tab.
tab and select Signatures. Click the New Add as many contacts as you would like, click
button, enter a name for the signature, and Choose a recurrence pattern, set a time range
OK, then click the Save & Close button. for the recurrence, then click OK.
click OK. Create the signature in the Edit
signature section and click OK. Add Members to a Contact Group: Double-click Edit a Recurring Appointment: Double-click a
a contact group to open it, click the Add recurring appointment to open it, then choose
Insert a Signature: While composing an email, Members button, select a source, and
click the Signature button on the Message whether to edit Just this one appointment or
double-click a contact to add it. Click OK, then The entire series. Edit the appointment or the
tab and select a signature. click the Save & Close button. recurrence settings, then click the Save &
Attach a File: While composing an email, click Close button.
Remove Members from a Contact Group:
the Attach File button on the Message tab. Double-click a contact group to open it, select a
Select a file, then click Insert. Delete a Recurring Appointment: Select a
contact from the list, and click the Remove recurring appointment in the calendar, click the
Member button. Delete button on the Home tab, and select
Insert a Picture: While composing an email,
click the Insert tab, click the Pictures Delete Occurrence (to delete a single
button, select a picture, and click Insert. Calendar instance of the appointment) or Delete Series
(to delete the entire series).
Send Out-of-Office Replies: Click the File tab, Create an Appointment: From the Calendar
click the Automatic Replies button on the Info view, click the New Appointment button on Respond to an Invitation: Select an invitation in
tab, then click the Send Automatic Replies the Home tab. Enter the appointment’s details, your inbox, click the Accept button,
button. Set the start and end dates for the auto subject, location, and start and end time. Click Tentative button, or Decline button in the
reply, enter a message, and click OK. the Save & Close button. preview pane. Or, select an invited event in
your calendar and click the Accept button,
Set Message Priority: While composing an Edit an Appointment: Double-click an Tentative button, or Decline button on
email, click the High Importance or Low appointment to open it, edit the appointment the Meeting Series tab. Select whether to send
Importance button on the Message tab. details, then click the Save & Close button. a response and whether to edit it.

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