Microsoft®

Outlook Cheat Sheet

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The Outlook 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
Refine Search Results: While searching, use the Send .................................Alt + S
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. Go to Previous
• Subject lets you filter by words in the subject
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 Contacts
• Flagged searches only flagged items.
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 and select an availability:
of the message, while keeping the Bcc field Add a Contact from the Address Book: Click the
Address Book button on the Home tab, • Free shows that you’re available.
secret to other recipients.
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
Reply to an Email: Select an email in the inbox Appointment tab.
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 Create a Meeting: While viewing the calendar,
the Reply button on the ribbon. OK, then click Next. Select your Contacts click the New Meeting button on the Home
folder, click Next, then click Finish. tab. Click To… and double-click the contacts
Reply to All Recipients of an Email: Select an
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 on the Meeting tab.
button on the ribbon. 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 Delete a Recurring Appointment: Select a
Select a file, then click Insert. 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
reply, enter a message, and click OK. the Save & Close button. the 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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 Microsoft®

Outlook Cheat Sheet

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Intermediate Skills Visit ref.customguide.com

Outlook Calendar View Advanced Calendar

Schedule Meeting Rooms: In a new
Calendar Tab meeting window, click the Rooms button,
(in overlay mode) select a meeting room from the address
book, click the Rooms button, and click
OK.

Forward a Calendar Item: Open a calendar

item, click the Forward button on the
Meeting tab, enter a contact in the To:
Mini field, then click Send.
Calendar
Send Calendar Information: Click and drag
a meeting or an appointment and drop it
on the Mail Navigation Bar option. In the
Selected message window that opens, add a
Date recipient in the To field and click the Send
button.

Access a Shared Calendar: Expand the

Manage Calendars group. Click the Add
Folder
Calendar button, select Open Shared
Pane
Calendar, enter another user’s name (or
click Name and select a user from the
address book), then click OK.

Meeting / Appointment Send a Calendar Sharing Invitation:

Expand the Manage Calendars group.
Click the Share Calendar button and
select the calendar you want to share from
Tasks
Tasks andand Notes
Notes Tasks and Notes the list. To share the calendar, click the
Add button, select a contact, and click
Flag a Message: In Mail view, select an item, click View Tasks in the To-Do Bar: Click the View tab OK.
the Follow Up button on the Home tab, then on the ribbon, click the To-Do Bar button, and
select a flag; or, right-click a message, select select Tasks. Send your Calendar in an Email: Click the
Follow Up, and select a flag. Email Calendar button on the Home
Change Task Views: In Task view, click the tab, select a calendar and date range, and
Change a Flag: In Mail view, select a flagged item, Change View button on the Home tab (or, if click OK.
click the Follow Up button on the Home tab, available, select a view from the Views gallery).
then select a new flag. Add New Calendars: Expand the Manage
Create a Recurring Task: When creating a new Calendars group. Click the Add Calendar
Add a Reminder: In Mail view, select an item, click task, click the Recurrence button on the Task button and select Create New Blank
the Follow Up button on the Home tab, and tab. Specify a recurrence pattern, then set the Calendar, give the calendar a name, and
select Add Reminder. Choose a date, time, and recurrence pattern’s date range. Click OK. click OK.
sound in the Reminder section of the Custom • Daily tasks recur every day, every set number
dialog box, then click OK. View Multiple Calendars: Check or
of days, or every weekday. uncheck a calendar’s check box in the
Remove a Flag: In Mail view, select a flagged item, • Weekly tasks recur on the same day of the Folder pane to toggle it on and off.
click the Follow Up button on the Home tab, week every week, or every certain number of
and select Clear Flag. weeks. Overlay Calendars: While viewing multiple
calendars, click the Overlay arrow on a
Add a Task: Switch to Task view by clicking Tasks • Monthly tasks recur on the same day of the calendar tab.
on the Navigation bar, then click the month (the 10th), or the same day of a
New Task button on the Home tab (or click the specified week of the month (the third Friday). Delete a Calendar: Right-click a calendar
New Items button on the Home tab, then • Yearly tasks recur annually on the same day tab (or a calendar in the Folder pane) and
select New Task). Enter a subject, start date, due of a month every year (July 8th), or the same select Delete Calendar.
date, and other options, then click Save & Close. weekday in a specified week and month (the
Configure Calendar Settings: Click the File
second Tuesday of April).
Mark a Task Complete: In Task view, check a tab and select Options at the left. In the
task’s check box; or, select a task and click the Remove Recurrence: After opening a task with Outlook Options dialog box that appears,
Mark Complete button on the Home tab. recurrence, click the Recurrence button on select Calendar. Customize the calendar
the Task tab and click Remove Recurrence. settings and click OK.

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Tasks and Notes Advanced Mail Manage Information
Assign a Task: When creating a task, click the Create a Rule Based on an Email: Select a Edit a Category: Click the Categorize button
Assign Task button on the Task tab. Enter message, click the Rules button on the on the Home tab, select All Categories, and
an email address in the To: field, then click Home tab, and select Create Rule. Select the select a category. Click Rename, give the
Send. conditions for the rule, then select the actions category a new name, and click OK. Click the
for the rule to carry out. Click OK. Color list arrow and select a new color. Click
Accept or Decline an Assigned Task: Select a OK.
task assignment request in your Mail inbox, then Create a Rule from Scratch: Click the
click either Accept or Decline in the Rules button on the Home tab and select Create a New Category: Click the Categorize
message preview. Choose whether to edit the Manage Rules & Alerts. Click New Rule and button on the Home tab, select All
message response or not, and click OK. use the Rules Wizard to set conditions, actions, Categories, and click New. Enter a name,
and exceptions. Give the rule a name, select select a color, and click OK.
View Notes: Click the More (⋯) button in the how you want it to run, and click Finish.
Navigation bar and select Notes. Double-click a Delete a Category: Click the Categorize
note to open it. Edit a Rule: Click the Rules button on the button on the Home tab, select All Categories,
Home tab and select Manage Rules & Alerts. select a category, click Delete, and click OK.
Create a Note: While in Notes view, click the Select a rule, click Change Rule, and select
New Note button on the Home tab. Start Edit Rule Settings. Use the Rules Wizard to Sort Inbox by Category: Click the sort by list
typing within the note window, then click outside edit the rule’s conditions, actions, and arrow above the Inbox and select Categories.
the note window to save it. exceptions, then click Finish.
Create a Folder: Click the Folder tab, click the
Delete a Rule: Click the Rules button on the New Folder button, enter a name, select a
Advanced Mail
Home tab, select Manage Rules & Alerts, type of content, select a location, and click OK.
Run a Quick Step: Click a Quick Step in the select a rule, click Delete, and click Yes.
Rename a Folder: Select a folder in the Folder
Quick Steps gallery, or click the More button
Save an Email in Another Format: Double-click pane, click the Folder tab, and click the
and select a Quick Step.
an email to open it, then click the File tab and Rename Folder button. Enter a new folder
Add a New Quick Step: Click the More select Save As. Select where you want to save name and press Enter.
button in the Quick Steps gallery, then select the email, then click the Save as type list arrow
and select a file type. Click Save. Move a Folder: Select a folder in the Folder
Create New. Give the new Quick Step a name,
pane, click the Folder tab, and click the Move
then customize the actions that the Quick Step
Delegate Mail Folders: Click the File tab, click Folder button. Select a new location, then
will take. Click Finish.
Account Settings, and select Delegate click OK.
Edit a Quick Step: Click the More button in Access. Click Add, select a contact from the
address book, click Add, then click OK. Select Delete a Folder: Select a folder in the Folder
the Quick Steps gallery, then select Manage
the permissions for the delegated user, then pane, click the Folder tab, and click the Delete
Quick Steps. Select a Quick Step, then click
click OK. Click OK again. Folder button. Click Yes to confirm.
Edit. Update the Quick Step’s actions, then
click Save. • Reviewer permissions allow the user to Create a Search Folder: Click the Folder tab
read items and files, but not create or edit and click the New Search Folder button.
Create a Quick Part: Select the text or graphics
them. Select Create a Custom Search Folder, click
you want to use as a Quick Part, click the
• Author permissions allow the user to Choose, and select criteria for the search
Insert tab, click the Quick Parts button, and
create and read items and files, and to folder. Click OK in the three open dialog boxes.
select Save Selection to Quick Parts
Gallery. Give the Quick Part a name, category, modify and delete items they’ve created.
Clean Up a Conversation: Select a conversation
and description, then click OK. • Editor permissions allow the user to create, in the Inbox, click the Clean Up button on
read, modify, and delete all items and files. the Home tab, select Clean Up Conversation,
Use a Quick Part: While composing a message,
then click Clean Up.
click the Insert tab, click the Quick Parts Access a Shared Folder: Click the File tab, click
button, and select a Quick Part. Open & Export, click Other User’s Folder, Clean Up a Folder: Select a folder, click the
enter another user’s name (or click Name and Clean Up button on the Home tab, select
Redirect Replies: While composing a message,
select a user), then click OK. Clean Up Folder, then click Clean Up Folder.
click the Options tab, and click the Direct
Replies To button. Click Select Names, Create an Email Using a Theme or Stationery: Export Outlook Data: Click the File tab, click
select names from the address book, and click Click the New Items button on the Home Open & Export, and click Import/Export.
OK. Click Close. tab, select Email Message Using, and select Select Export to a file and click Next. Select a
More Stationery. Select a theme or stationery file type and click Next. Select a folder to export
Recall a Message: Click the Sent Items folder
in the dialog box, then click OK. data from and click Next. Specify where you
in the Folder pane, open a message, click the
want to save the exported file, and how you’d
Actions button on the Message tab, and Add Additional Accounts: Click the File tab and like to deal with duplicate items, and click
select Recall this Message. Select whether to click the Add Account button. Fill in the Finish. Add an optional password and click
just delete the message or to replace it with a account information and click Connect. Click OK.
new message, then click OK. Done.
Import Data into Outlook: Click the File tab,
Send a Poll: In a new message window, click Specify Which Account Email is Sent From: click Open & Export, and click Import/Export.
the Options tab, click the Use Voting While composing an email, click the From field Select Import from another program or file
Options button, and select a poll option (or list arrow and select an email account. and click Next. Select a file type to import and
select Custom, specify your own poll options,
click Next. Click Browse and specify a file,
then click Close).
Manage Information choose how to handle duplicate items, and click
Track Votes: Click the Sent Items folder, open Next. If necessary, select a folder from the file
a message with a poll, and click the Tracking Categorize an Item: Select an item, click the to import, and click Finish.
button on the Message tab. Categorize button on the Home tab, and
select a category.

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