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
The Fundamentals Search Reply................................ Ctrl + R
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.
commands related to composing and Find and replace text ........ Ctrl + H
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.
Tasks view displays your task list. The ribbon Go to Today ..................... Ctrl + T
• From lets you filter messages from specific
will show commands that let you create and senders. Go to a Date ..................... Ctrl + G
modify tasks.
• Subject lets you filter by words in the subject Go to Previous
Use the Folder Pane: Click a folder in the Folder line. Appointment...................... Ctrl + ,
pane to display that folder’s contents. • Has Attachments lets you filter results by Go to Next Appointment.... Ctrl + .
whether they have attachments. Day view .......................... Ctrl + Alt + 1
Delete an Item: Select an email, contact,
appointment, or task, then click the Delete • Categorized filters by categories. Work Week view ............... Ctrl + Alt + 2
button on the Home tab of the ribbon. • This Week displays only items from the Week view ........................ Ctrl + Alt + 3
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
item back to its original folder. • Flagged searches only flagged items. Contacts
• Important only displays items set to high New Contact .................... Ctrl + Shift + C
Change Views: Click the View tab on the ribbon, importance.
then click the Change View button and select New Contact Group .......... Ctrl + Shift + L
a view. • More lets you apply advanced criteria.
Open the Address Book .... Ctrl + Shift + B

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Mail Mail Calendar
Compose Email: Click the New Email button Insert a Hyperlink: While composing an email, Reschedule an Appointment: Click and drag an
on the Home tab. Enter recipients, a subject, click the Insert tab, click the Hyperlink appointment on the calendar to move it to a
and a message body, then click Send. button, select a type of link, fill in where the link different day (in Month view) or time (in Day,
will lead, and 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
• To contains the primary recipients, whom Add a New Contact: Click the New event check box.
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.
Import Contacts: Click the File tab, click Open Set Priority: While creating or editing an
Click the Unread/Read button on the Home
& Export, and click Import/Export. Select appointment, click the High Importance
tab to toggle an email read or unread.
Import from Another Program or File, then button, or the Low Importance button, on
Reply to an Email: Select an email in the inbox click Next. Select a type of file to import, then the Appointment tab.
(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 Share a Single Contact: Select a contact, click you want to invite to the meeting, then click
window) and click the Reply All button on the Forward Contact button on the Home OK. Enter the meeting subject, location, date
the ribbon. tab, and select a sharing format. Address and and time, and a message, then click Send.
compose the resulting email, then click Send.
Forward an Email: Select an email in the inbox Track Meeting Responses: Select a meeting in
(or open an email in its own window) and click Create a Contact Group: Click the New your calendar and click the Tracking button
the Forward button on the ribbon. Contact Group button on the Home tab, on the Meeting tab.
give the contact group a name, and click the
Create a Signature: While composing an email, Create a Recurring Appointment: While
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.
tab and select Signatures. Click the New Recurrence button on the Meeting tab.
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.
click OK. Create the signature in the Edit for the recurrence, then click OK.
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
Insert a Signature: While composing an email, recurring appointment to open it, then choose
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
tab and select a signature. The entire series. Edit the appointment or the
click the Save & Close button.
recurrence settings, then click the Save &
Attach a File: While composing an email, click Remove Members from a Contact Group: Close button.
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.
Insert a Picture: While composing an email, Delete button on the Home tab, and select
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, the
button. Set the start and end dates for the auto subject, location, and start and end time, then Tentative button, or the Decline button in
reply, enter a message, and click OK. click the Save & Close button. the preview pane. Or, select an invited event in
your calendar, click the Accept button, the
Set Message Priority: While composing an Edit an Appointment: Double-click an Tentative button, or the Decline button
email, click the High Importance or Low appointment to open it, edit the appointment on the Meeting Series tab. Select whether to
Importance button on the Message tab. details, then click the Save & Close button. send a response and whether to edit it.

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