Microsoft®

Outlook 2016 Basic

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The Outlook 2016 Program Screen Keyboard Shortcuts

General

Title Bar Minimize Window Print ..................................... Ctrl + P

Undo .................................... Ctrl + Z
Close Copy .................................... Ctrl + C
Cut ....................................... Ctrl + X
Ribbon Paste.................................... Ctrl + V
Search field
New Item.............................. Ctrl + N
Delete selected item ............. Del
Help ..................................... F1
Find an item ......................... F3

Preview Spell Check .......................... F7

Pane
Inbox Navigation
Folder Pane Mail view .............................. Ctrl + 1
Calendar view....................... Ctrl + 2
Contacts view ...................... Ctrl + 3
Navigation Tasks view ........................... Ctrl + 4
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 Refine Search Results: While searching, use the Send .................................... Alt + S
browse your mail. The ribbon will display
options in the Scope group on the Search tab. Find and replace text ............ Ctrl + H
commands related to composing and
managing email messages. • Current Mailbox searches all folders within Check for New Messages .... Ctrl + M
Calendar view displays your calendar. The the selected mailbox. Mark as Read ....................... Ctrl + Q
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.
People view displays your contacts list. The • Subfolders expands the search to include all Calendar
ribbon will show commands that let you create the current folder’s subfolders.
and edit your contacts and contact groups. New Appointment ................ Ctrl + Shift + A
• 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
will show commands that let you create and Go to a Date ........................ Ctrl + G
senders.
modify tasks. Go to Previous Appointment ... Ctrl + ,
• Subject lets you filter by words in the subject
Use the Folder Pane: Click a folder in the Folder line. Go to Next Appointment ...... Ctrl + .
pane to display that folder’s contents. • Has Attachments lets you filter results by Day view .............................. Ctrl + Alt + 1
whether they have attachments. Work Week view .................. Ctrl + Alt + 2
Open an Item: Double-click an email, contact,
• Categorized filters by categories. Week view ............................ Ctrl + Alt + 3
appointment, or task to open it in its own window.
• This Week displays only items from the Month view........................... Ctrl + Alt + 4
Delete an Item: Select an email, contact, current week.
appointment, or task, then click the Delete • Unread searches only unread messages. Contacts
button on the Home tab of the ribbon.
• Flagged searches only flagged items.
New Contact ........................ Ctrl + Shift + C
Change Views: Click the View tab on the ribbon, • Important only displays items set to high
then click the Change View button and select New Contact Group ............. Ctrl + Shift + L
importance.
a view. Open the Address Book ....... Ctrl + Shift + B
• More lets you apply advanced criteria.

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

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