Outlook Quick Reference Free Cheat Sheets Basic Skills Visit Ref.Customguide.Com

Microsoft® Outlook Quick Reference Free Cheat Sheets Basic Skills Visit ref.customguide.com

The Outlook Program Screen Keyboard Shortcuts General

Print ...... Ctrl + P Title Bar Minimize Windows Undo ...... Ctrl + Z Close Copy ...... Ctrl + C Cut ...... Ctrl + X Ribbon Paste ...... Ctrl + V Search field New Item ...... Ctrl + N Delete selected item ...... Delete Help ...... F1 Find an item...... F3 Spell Check ...... F7

Preview Navigation Inbox Pane Mail view ...... Ctrl + 1 Folder Pane 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 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 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. Calendar People view displays your contacts list. The • Subfolders expands the search to include all the current folder’s subfolders. ribbon will show commands that let you create 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 Go to a Date ...... Ctrl + G will show commands that let you create and senders. modify tasks. • Subject lets you filter by words in the subject Go to Previous line. Appointment ...... Ctrl + , 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 • This Week displays only items from the Week view ...... Ctrl + Alt + 3 button on the Home tab of the ribbon. current week. Month view ...... Ctrl + Alt + 4 Restore a Deleted Item: Click the Deleted Items • Unread searches only unread messages. Contacts folder in the Folder pane, then click and drag an • 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 a • More lets you apply advanced criteria. view. Open the Address Book .... Ctrl + Shift + B

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 People Create an All-Day Event: While creating or fields. editing an appointment, check the All-day event check box. • To contains the primary recipients, whom Add a New Contact: Click the New Contact button on the Home tab. Fill in the the message is directed to. Set a Reminder: While creating or editing an fields with the information that you have, then appointment, click the Reminder list arrow • Cc (Carbon Copy) sends a copy of the 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 Change Availability: While creating or editing visible to all recipients. 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. 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 or tab to toggle an email read or unread. & Export, and click Import/Export. Select Import from Another Program or File, then Low Importance button on the Appointment Reply to an Email: Select an email in the inbox click Next. Select a type of file to import, then 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 Recurring Appointment: While Create a Signature: While composing an email, Add Members button. Select a source for a creating or editing an appointment, click the click the Signature button on the Message 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 Choose a recurrence pattern, set a time range button, enter a name for the signature, and 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 recurring appointment to open it, then choose Insert a Signature: While composing an email, Members button, select a source, and whether to edit Just this one appointment or click the Signature button on the Message 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 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 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. 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, button. Set the start and end dates for the auto subject, location, and start and end time. Click Tentative button, or Decline button in the reply, enter a message, and click OK. the Save & Close button. 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.

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: field, then click Send.

Mini Send Calendar Information: Click and drag Calendar a meeting or an appointment and drop it on the Mail Navigation Bar option. In the message window that opens, add a recipient in the To field and click the Send Selected button. Date Folder Access a Shared Calendar: Expand the Pane Manage Calendars group. Click the Add Calendar button, select Open Shared Calendar, enter another user’s name (or click Name and select a user from the address book), then click OK.

Send a Calendar Sharing Invitation: Meeting / Appointment Expand the Manage Calendars group. Click the Share Calendar button and select the calendar you want to share from Tasks and and 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 on OK. the Follow Up button on the Home tab, then 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 • Monthly tasks recur on the same day of the calendar tab. Add a Task: Switch to Task view by clicking Tasks th on the Navigation bar, then click the month (the 10 ), 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 Delete Calendar. select New Task). Enter a subject, start date, due of a month every year (July 8th), or the same 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 the select Calendar. Customize the calendar Task tab and click Remove Recurrence. settings and click OK.

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 Advanced Mail Delete a Rule: Click the Rules button on the New Folder button, enter a name, select a 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 pane, click the Folder tab, and click the and select a Quick Step. Save an Email in Another Format: Double-click 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 button select Save As. Select where you want to save name and press Enter. in the Quick Steps gallery, then select Create the email, then click the Save as type list arrow Move a Folder: Select a folder in the Folder New. Give the new Quick Step a name, then and select a file type. Click Save. pane, click the Folder tab, and click the Move customize the actions that the Quick Step will Folder button. Select a new location, then take. Click Finish. Delegate Mail Folders: Click the File tab, click Account Settings, and select Delegate click OK. Edit a Quick Step: Click the More button in Access. Click Add, select a contact from the Delete a Folder: Select a folder in the Folder the Quick Steps gallery, then select Manage address book, click Add, then click OK. Select pane, click the Folder tab, and click the Delete Quick Steps. Select a Quick Step, then click the permissions for the delegated user, then Folder button. Click Yes to confirm. Edit. Update the Quick Step’s actions, then click OK. Click OK again. 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 Insert Choose, and select criteria for the search tab, click the Quick Parts button, and select • Author permissions allow the user to create folder. Click OK in the three open dialog boxes. Save Selection to Quick Parts Gallery. Give and read items and files, and to modify and delete items they’ve created. the Quick Part a name, category, and Clean Up a Conversation: Select a conversation 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 OK. just delete the message or to replace it with a account information and click Connect. Click new message, then click OK. Done. Import Data into Outlook: Click the File tab, click Open & Export, and click Import/Export. Send a Poll: In a new message window, click the Specify Which Account Email is Sent From: Select Import from another program or file Options tab, click the Use Voting While composing an email, click the From field and click Next. Select a file type to import and Options button, and select a poll option (or list arrow and select an email account. click Next. Click Browse and specify a file, select Custom, specify your own poll options, choose how to handle duplicate items, and click then click Close). Manage Information Next. If necessary, select a folder from the file Track Votes: Click the Sent Items folder, open to import, and click Finish. a message with a poll, and click the Tracking Categorize an Item: Select an item, click the

button on the Message tab. Categorize button on the Home tab, and select a category.

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