keyboard shortcuts for Microsoft Office

106 keyboard shortcuts for Microsoft Office programs

This post is a round-up of the most used keyboard shortcuts for Microsoft Office. Here you will find shortcuts for Outlook, OneNote, and PowerPoint, as well as links to my blog posts about keyboard shortcuts for Microsoft Office programs like Excel and Word.

 

Keyboard shortcuts for Outlook

Picture: Pixabay

Navigation

  • Ctrl + 1: Switch to Mail
  • Ctrl + 2: Switch to Calendar
  • Ctrl + 3: Switch to Contacts
  • Ctrl + 4: Switch to Task
  • Ctrl + 5: Switch to Notes
  • Ctrl + 6: Switch to Folder Pane
  • Ctrl + 7: Switch to Shortcuts
  • Ctrl + Shift + I: Switch to Inbox
  • Ctrl + Shift + O: Switch to Outbox

 

Navigating in groups

These shortcuts work in groups like conversation view etc.

  • Right arrow: Expand selected group
  • Left arrow: Collapse selected group
  • Up arrow: Go to the above group
  • Down arrow: Go to the below group
  • Home: Go to the first group
  • End: Go to the last group

 

New…

  • Ctrl + N: Create a new item (where you are standing.)
  • Ctrl + Shift + A: Create new appointment
  • Ctrl + Shift + C: Create new contact
  • Ctrl + Shift + K: Create new task
  • Ctrl + Shift + M: Create new message
  • Ctrl + Shift + N: Create new note
  • Ctrl + Shift + Q: Create new meeting request

 

Searching

  • Ctrl + E: Go to the search box
  • F4: Search for text in an open item

 

Working with mail

  • Ctrl + Enter: Send email
  • F9: Send/Receive email
  • Ctrl + Shift + M
  • Ctrl + F: Forward
  • Ctrl + Alt + F: Forward as attachment
  • Ctrl + R: Reply
  • Ctrl + Shift + R: Reply to all
  • Ctrl + Alt + R: Reply with meeting request
  • Ctrl + S: Save draft
  • Ctrl + O: Open a received message
  • Ctrl + Q: Mark message as read
  • Ctrl + U: Mark message as unread
  • Ctrl + K: Check names
  • F7: Check the spelling

 

Working with calendar

  • Ctrl + Shift + A: Create a new appointment
  • Ctrl + Shift + R: Reply to all recipients of a meeting request with a message
  • Alt + 1: Show 1 day
  • Alt + 2: Show 2 days
  • Alt + 3: Show 3 days
  • Alt + 4: Show 4 days
  • Alt + 5: Show 5 days
  • Alt + 6: Show 6 days
  • Alt + 7: Show 7 days
  • Alt + 8: Show 8 days
  • Alt + 9: Show 9 days
  • Alt + 0: Show 10 days
  • Ctrl + Alt + 2: Show Work week view
  • Ctrl + Alt + 3: Show Full week view
  • Ctrl + Right arrow: Go to the next day
  • Ctrl + Left arrow: Go to the previous day
  • Alt + Down arrow: Go to the next week
  • Alt + Up arrow: Go to the previous week
  • Alt + Page down: Go to the next month
  • Alt + Page up: Go to the previous month

 

 

Keyboard shortcuts for OneNote

Picture: Pixabay

General

  • Ctrl + M: Open a new OneNote window
  • Ctrl + Shift + M: Open a small OneNote window for creating a side note
  • Shift + F10: Open the context menu for any note, tab, or any other object that has focus
  • Ctrl + T: Create a new section
  • Ctrl + Shift + E: Send the selected pages as an e-mail message
  • F9: Sync changes in all shared notebooks
  • Shift + F9: Sync changes in the current shared notebook

 

Working with text

  • Ctrl + Shift + C: Copy the formatting of selected text
  • Ctrl + Shift + V: Paste the formatting of selected text
  • Ctrl + K: Insert link
  • Enter: Open a link (The cursor must be placed in the link text
  • F7: Spellcheck
  • Shift + F7: Open the thesaurus for the currently selected word
  • Ctrl + 1: Apply Heading style 1
  • Ctrl + 2: Apply Heading style 2
  • Ctrl + 3: Apply Heading style 3
  • Ctrl + 4: Apply Heading style 4
  • Ctrl + 5: Apply Heading style 5
  • Ctrl + 6: Apply Heading style 6
  • Ctrl + Shift + N: Apply Normal style
  • Ctrl + Shift + >: Increase font size
  • Ctrl + Shift + <: Decrease font size
  • Ctrl + Shift +N: Clear formatting

 

Insert

  • Alt +Shift + D: Insert current date
  • Alt +Shift + T: Insert current time and date

 

Tables

  • Tab (after text): Create a table by adding a second column to already typed text
  • Tab (in a table): Add another column in a table with a single row
  • Enter (in the end cell of a table): Add new row below
  • Ctrl + Enter (in a table row): Create a row below the current row in a table
  • Ctrl + Alt + R: Add a column to the right of the current column in a table
  • Enter (at the beginning of a row): Add a row above the current one
  • Alt + Enter: Create a new paragraph in the same cell in a table

 

Tagging

  • Ctrl + 1: Apply, mark, or clear the To Do tag
  • Ctrl + 2: Apply, mark, or clear the Important tag
  • Ctrl + 3: Apply, mark, or clear the Question tag
  • Ctrl + 4: Apply, mark, or clear the Remember tag
  • Ctrl + 5: Apply, mark, or clear the Definition tag
  • Ctrl + 6 to Ctrl + 9: Apply or clear a custom tag
  • Ctrl + 0: Remove all note tags from the selected notes

 

Shortcuts for the Windows 10 version of OneNote

See this article from Microsoft. Note that the article lists all keyboard shortcuts, not only those that are specific to the Windows 10 version.

 

 

Keyboard shortcuts for PowerPoint

Picture: Pixabay

This is just the most widely used keyboard shortcuts in PowerPoint. See this Microsoft article for a complete list.

Slideshows

  • F5: Start slideshow
  • F5 + Shift: Start slideshow from active slide
  • Esc: End the slideshow

 

Navigation

  • Page down: Go to the next slide
  • Page up: Go to the previous slide

 

 

Other keyboard shortcuts for Microsoft Office

Obviously, you cannot write about keyboard shortcuts for Microsoft Office without mentioning Word and Excel. Due to the popularity of these two applications, I have made a separate blog post about this earlier.

keyboard shortcuts for Word and Excel

83 keyboard shortcuts for Word and Excel

Here you will find 83 keyboard shortcuts for Word and Excel. If you are working regularly in Word or Excel, learning some of these shortcuts are guaranteed to make your work easier.
Read More

 

General keyboard shortcuts

This blog post list only those keyboard shortcuts that are specifically for Microsoft Office. For general keyboard shortcuts that will work in most Windows programs, see the below post.

time-saving keyboard shortcuts

55 time-saving keyboard shortcuts for PC that will boost your productivity

Here are 55 time-saving keyboard shortcuts that work in Windows and most programs. With these, you can work faster, be more precise, and avoid health issues.
Read More

 

 

 

 

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