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Microsoft Outlook Shortcut Keys

Microsoft Outlook

Image Credit: Microsoft Corporation

We may have written a few articles about common shortcut keys for various software, but it seems we missed Outlook. Since it is one of the more commonly used software for business email, we thought we’d take the time to share some keyboard shortcuts that will help you get around quicker, and get more out of Outlook.

Here are a few of our favorite shortcuts.

Note: * Denotes commonly used shortcuts for PC software.

  • Arrow Keys: Move throughout the navigation pane.
  • Left / Right Arrow Keys: Collapse / expand a group in the e-mail message list.
  • ALT + . (period): Opens the Address Book with the To: field selected.
  • ALT + B: Opens the Address Book with the BCC: field selected.
  • ALT + C: Select message recipients for CC: field.
  • ALT + D: Switch to Daily Calendar view.
  • ALT + E: Open the Edit drop down menu.
  • ALT + F: Open the File drop down menu.
  • ALT + K: Check names in the To:, CC:, or BCC: field against the Address Book. Note: Cursor must be in the corresponding field to check contacts.
  • ALT + L: Reply All, in an open message.
  • ALT + M: Switch to Monthly Calendar view.
  • ALT + R: Reply / Switch to Work Week Calendar view.
  • ALT + S: Sends an open message.
  • ALT + Y: Switch to Daily Calendar view.
  • ALT + F4: Close the active window.
  • CTRL + 1: Switch to Mail.
  • CTRL + 2: Switch to Calendar.
  • CTRL + 3: Switch to Contacts.
  • CTRL + 4: Switch to Tasks.
  • CTRL + 5: Switch to Notes
  • CTLR + 6: Switch to Folder list in Navigation Pane.
  • CTLR + 7: Switch to Shortcuts.
  • CTRL +A: Select all. *
  • CTRL + B: Bold selected text. *
  • CTRL + C: Copy selected text. *
  • CTRL + D: Delete an item (message, task, contact, etc.)
  • CTRL + F: Forward an item, must have a message open.
  • CTRL + J: Open a new Journal Entry for the selected item (message, task, contact, etc.)
  • CTRL + M: Send / Receive All.
  • CTRL + O: Open selected item. *
  • CTRL + P: Print selected item. Opens Print dialogue box. *
  • CTRL + Q: Mark the selected message as Read.
  • CTRL + R: Reply to selected / open message.
  • CTRL + T: Tab.
  • CTRL + U: Mark selected message as unread.
  • CTRL + V: Paste cut / copied information. *
  • CTRL + X: Cut selected information. *
  • CTRL + Y: Go to folder.
  • CTRL + , (comma): Switch to the next item. Note: must have an item open to use this command.
  • CTRL + . (period): Switch to previous item. Note: must have an item open to use this command.
  • CTRL + Shift + Tab (or F6): Switch between the Folder List and the main Outlook window.
  • CTRL + Shift + A: Open a new Appointment.
  • CTRL + Shift + B: Opens the Address Book.
  • CTRL + Shift + C: Create a new contact.
  • CTRL + Shift + E: Open a new folder.
  • CTRL + Shift + G: Flag selected message for follow up.
  • CTRL + Shift + J: Open a new Journal Entry.
  • CTRL + Shift + K: Open a new Task.
  • CTRL + Shift + L: Open a new Distribution List.
  • CTRL + Shift + M: Open a new Message.
  • CTRL + Shift + N: Open a new Note.
  • CTRL + Shift + O: Switch to the Outbox.
  • CTRL + Shift + P: Open the New Search Folder window.
  • CTRL + Shift + Q: Open a new Meeting Request.
  • CTRL + Shift + S: Open a new Discussion.
  • CTRL + Shift + U: Open a new Task Request.
  • CTRL + Shift + Y: Copy a folder.
  • Tab: Move throughout the navigation pane and reading pane in Outlook.
  • + or -: Expand or collapse a folder or selected group in the Navigation Pane.
  • F7: Spellcheck
  • F9: Send / Receive all.
  • F12: Save As.

If you want to learn shortcut keys for other software, checkout our other shortcut posts:


Julie Strier is a freelance writer who wants to help you use your technology smarter and faster. Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.

 

Microsoft Word Shortcut Keys

Microsoft Word

Image Credit: By RRZEicons

Through observation we’ve come to learn that there really are only two types of computer users – those who rely heavily on keyboard commands, and those who rely on the mouse.

While neither input type is incorrect, as both will probably yield the same results in the end, learning to rely on the keyboard for as much input as possible tends to make the actually process of using the computer faster. That’s because you’re not interrupting typing flow to grab the mouse, instead, just enter the shortcut key for the command, and the software does the rest.

Which is why we love shortcut keys, because they enable us to do our jobs more efficiently, will little extra effort.

Here are a few of our favorite Microsoft Word Shortcut Keys. Learn these, and you might not have to fumble around the Ribbon looking for things anymore. (The Ribbon is the menu bar across the top in Office 2007 – 2013.)

Note: * denotes a common shortcut used in most PC software.

  • ALT + F4: Exits Microsoft Word.
  • CTRL + A: Select all. *
  • CTRL + B: Bolds selected text. *
  • CTRL + C: Copies the selection to the clipboard. *
  • CTRL + E: Centers selected paragraph.
  • CTRL + F: Find – searched the active document for the specified information. *
  • CTRL + I: Italicizes selected text. *
  • CTRL + J: Justifies selected text.
  • CTRL + L: Left aligns selected text.
  • CTRL + M: Indent selected paragraph from the left.
  • CTRL + N: Opens a new document. *
  • CTRL + O: Opens a previously saved document. *
  • CTRL + P: Prints the active file, print options will appear first to confirm before printing. *
  • CTRL + R: Right align paragraph for selected text.
  • CTRL + S: Saves the document. *
  • CTRL + T: Create an hanging indent for selected text.
  • CTRL + U: Underlines selected text. *
  • CTRL + V: Paste – inserts the copied / cut content into the desired location. *
  • CTRL + W: Closes the active window, but leaves Word open.
  • CTRL + X: Cut – removes the selection from the document and places it on the clipboard. *
  • CTRL + Y: Redo the previous action. *
  • CTRL + Z: Undo the last action. *
  • CTRL + 1: Single space lines for selected text.
  • CTRL + 2: Double space lines for selected text.
  • CTRL + 5: Set line spacing to 1.5 for selected text.
  • CTRL + Backspace: Delete one entire word/character to the left.
  • CTRL + Delete: Deletes one entire word/character to the right.
  • CTRL + End: Moves the cursor to the end of the document.
  • CTRL + Home: Moves the cursor to the beginning of the document.
  • CTRL + Shift ++: Apply Superscript formatting to selected text.
  • CTRL + =: Apply Subscript formatting to selected text.
  • CTRL + Shift + C: Copy formats.
  • CTRL + Shift + D: Double underline text.
  • CTRL + Shift + T: Reduce a hanging indent for selected text.
  • CTRL + Shift + V: Past Formats
  • CTRL + Shift + W: Underlines words, but not spaces.
  • CTRL + Shift+>: Increases font size of selected text.
  • CTRL + Shift+<: Decreases font size of selected text.
  • CTRL+]: Increases selected text one point.
  • CTRL+[: Decreases selected text one point.
  • Shift+F3: Changes the case of the selected text.
  • Shift + Left Arrow Key: If text is already selected, will extend selection one character to the left.
  • Shift + Right Arrow Key: If text is already selected, will extend selection one character to the right.
  • CTRL + Shift + Left Arrow Key: If text is already selected, will extend selection to the beginning of a word.
  • CTRL + Shift + Right Arrow Key: If text is already selected, will extend selection to the end of a word.

If you want to learn shortcut keys for other software, checkout our other shortcut posts:


Julie Strier is a freelance writer who wants to help you use your technology smarter and faster. Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.

Technology Related April Fool’s Day Pranks for 2013

April Fools Day 2013

Image Credit: Sean MacEntee

Happy April Fool’s Day!

Every year as the first of April rolls around, many people find themselves plotting pranks to play on co-workers and friends. After all, that’s part of the fun of April Fool’s Day.

However it’s not just people who join in the fun. Every year, some big name tech giants also enjoy the day by playing some silly prank on the Internet. Typically, it’s fairly obvious what the joke is, but not always.

Here are a few of our favorites for today:

Tech Pranks April Fools 2013

Google Pranks

Google, a notorious prankster, is responsible for a few pranks today, including the rumor that YouTube is shutting down, and the BETA project for the Sharpest Olfactory Experience Available.

Yup, you read that right. There’s a rumor today about YouTube, and it ends with it shutting down at midnight. Apparently, YouTube was really just a video contest all along, and it’s come to the end of its 8 year run. After winners are picked tonight, it will be shut down for good.

Of course, this is most likely a prank, because why would Google shut down one of their most used money making giants? They wouldn’t. You can read about the “contest” here.

Smelling is Believing, as the slogan goes, and today, Google will have you believe that they’ve created an app that can smell. Though still in BETA, this app will help you discover new scents, or explore old favorites. You can read about GoogleNose here. 

Want to know the other Google Pranks for the day? Then check this list out.

Twitter Prank

Today, Twitter announced the release of Twttr, a basic Twitter service which allows you to only use consonants. For an extra $5 / month, you can upgrade to the premium Twitter service, which allows the use of vowels. Read more about this service here.

Sony Prank

Sony also decided to join in the fun, by announcing a new line of products that include televisions and computers, and are targeted for pets. The Animalia Line helps modify electronics so your pets can use them, helping Fluffy consume information in style. To check out the Animalia Line, click here.

Did we miss one of the big pranks today? Leave us a comment and share the awesome tech prank you found online. Remember to include a link, so we can check it out too.


Julie Strier is a freelance writer who wants to help you have fun with your technology. Email: julie@mybusinesswriter.com. Website: www.mybusinesswriter.com.