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Outlook 2010 cheat sheet: Quick reference charts

feature
Mar 21, 201213 mins

These charts accompany our story Outlook 2010 cheat sheet. Click through to that story for detailed information on getting up and running with Outlook 2010.

With its Ribbon interface, Outlook 2010 represents a big jump for Outlook 2003 users, who may have difficulty finding their favorite menu and toolbar commands in the Ribbon. And because Outlook 2007 used the Ribbon in some windows (such as message windows) but stuck to the old menu/toolbar interface in the main window, users who are upgrading from that version might also have trouble finding some commands in Outlook 2010. These quick reference charts can help.

We list the most commonly used Outlook commands in the Mail, Calendar, Contacts and Tasks applications and tell you where to find them in Outlook 2003, 2007 and 2010. We’ve also included the Outlook 2010 keyboard shortcuts for all the commands, many of which are the same as in earlier versions. (For a full listing of every menu and submenu item, see Microsoft’s Office 2010 website.)

See:  Mail  |  Calendar  |  Contacts  |  Tasks

Mail commands

Action    Outlook 2003 location    Outlook 2007 location    Outlook 2010 location    Outlook 2010 keyboard shortcut
Composing messages
Start new email message  

Standard toolbar > New button

or

File menu > New
 

Same as in Outlook 2003 (in main window)

or

Office button > New Mail Message (in message window)
  Home tab > New group > New E-mail button   Ctrl-N
Reply  

Standard toolbar > Reply button

or

Actions menu > Reply
 

Same as in Outlook 2003 (in main window)

or

Message tab > Respond group > Reply button (in message window)
 

Quick Access toolbar > Reply button

or

Home tab > Respond group > Reply button (in main window)

or

Message tab > Respond group > Reply button (in message window)
  Ctrl-R
Reply to all  

Standard toolbar > Reply to All button

or

Actions menu > Reply to All
 

Same as in Outlook 2003 (in main window)

or

Message tab > Respond group > Reply to All button (in message window)
 

Home tab > Respond group > Reply All button (in main window)

or

Message tab > Respond group > Reply All button (in message window)
  Ctrl-Shift-R
Forward   Standard toolbar > Forward button  

Same as in Outlook 2003 (in main window)

or

Message tab > Respond group > Forward button (in message window)
 

Home tab > Respond group > Forward button (in main window)

or

Message tab > Respond group > Forward button (in message window)
  Ctrl-F
Open Address Book   Standard toolbar > Address Book button  

Same as in Outlook 2003 (in main window)

or

Message tab > Names group > Address Book button (in message window)
  Message tab > Names group > Address Book button (in message window)   Ctrl-Shift-B
Attach a file   Standard toolbar > Attach button > Insert File   Message tab > Include group > Attach File button   Message tab > Include group > Attach File button (in message window)   Alt-H, AF
Save message as draft  

File menu > Save

or

Formatting toolbar > Save
 

Quick Access toolbar > Save button

or

Office button > Save
 

Quick Access toolbar > Save button

or

File tab > Save
  Ctrl-S
Send message   Standard toolbar > Send button   Message composition area > Send button   Message composition area > Send button   Alt-S or Ctrl-Enter
Mark as high importance   Standard toolbar > High Importance button   Message tab > Options group > High Importance   Message tab > Tags group > High Importance    
Format text   Formatting toolbar > various buttons  

Message tab > Basic Text group > various buttons

or for more options:

Format Text tab > various buttons
 

Message tab > Basic Text group > various buttons

or for more options:

Format Text tab > various buttons
  Alt-O
Insert date and time   Insert menu > Date and Time   Insert tab > Text group > Date & Time   Insert tab > Text group > Date & Time   Alt-N, D
Insert AutoText   Insert menu > AutoText   Insert tab > Text group > Quick Parts   Insert tab > Text group > Quick Parts > AutoText   Alt-N, QA
Insert image   Insert menu > Picture > choose a picture type   Insert tab > Illustrations group > choose an illustration type   Insert tab > Illustrations group > choose an illustration type   Alt-N, [letter depends on type of art inserted]
Insert hyperlink   Insert menu > Hyperlink   Insert tab > Links group > Hyperlink   Insert tab > Links group > Hyperlink   Ctrl-K
Add signature   Standard toolbar > Options button > E-mail Signature   Message tab > Include group > Signature button   Message tab > Include group > Signature button   Alt-H, AS
Spell check   Tools menu > Spelling and Grammar   Message tab > Proofing group > Spelling button > Spelling & Grammar   Review tab > Proofing group > Spelling & Grammar   F7
Thesaurus   Tools menu > Language > Thesaurus   Message tab > Proofing group > Spelling button > Thesaurus   Review tab > Proofing group > Spelling & Grammar   Shift-F7
AutoCorrect Options   Tools menu > AutoCorrect Options   Office button > Editor Options > Proofing > AutoCorrect Options   File tab > Options > Proofing > AutoCorrect Options   Alt-F, T, Alt-S
Managing messages
Send/Receive all folders   Standard toolbar > Send/Receive button   Standard toolbar > Send/Receive button  

Quick Access toolbar > Send/Receive All Folders button

or

Send/Receive tab > Send & Receive group > Send/Receive All Folders button
  F9 or Ctrl-M
Print  

File menu > Print

or

Formatting toolbar > Print
 

File menu > Print (in main window)

or

Office button > Print (in message window)
  File tab > Print   Ctrl-P
Delete   Standard toolbar > Delete button  

Standard toolbar > Delete button (in main window)

or

Message tab > Actions group > Delete button (in message window)
 

Home tab > Delete group > Delete (in main window)

or

Message tab > Delete group > Delete button (in message window)
  Del
Search messages   Standard toolbar > Find button   Type keywords in search box at top of main content area   Type keywords in search box at top of main content area   F3 or Ctrl-E
Mark message as read   Edit menu > Mark as Read   Edit menu > Mark as Read   Home tab > Tags group > Unread/Read button   Ctrl-Q
Mark message as unread   Edit menu > Mark as Unread   Edit menu > Mark as Unread  

Home tab > Tags group > Unread/Read button (in main window)

or

Message tab > Tags group > Mark Unread button (in message window)
  Ctrl-U
Label/categorize message   Edit menu > Label  

Edit menu > Categorize (in main window)

or

Message tab > Options group > Categorize button (in message window)
 

Home tab > Tags group > Categorize button (in main window)

or

Message tab > Tags group > Categorize button (in message window)
  Alt-H, G
Flag for follow-up  

Actions menu > Follow Up (in main window)

or

Standard toolbar > Flag icon (in message window)
 

Actions menu > Follow Up (in main window)

or

Message tab > Options group > Follow Up button (in message window)
 

Home tab > Tags group > Follow Up button (in main window)

or

Message tab > Tags group > Follow Up (in message window)
  Ctrl-Shift-G
Move to folder   Edit menu > Move to Folder  

Edit menu > Move to Folder (in main window)

or

Message tab > Actions group > Move to Folder button (in message window)
 

Home tab > Move group > Move button (in main window)

or

Message tab > Move group > Move button (in message window)
  Alt-H, MV
Create rule   Standard toolbar > Create Rule button  

Standard toolbar > Create Rule button (in main window)

or

Message tab > Actions group > Create Rule button (in message window)
 

Home tab > Move group > Rules button > Create Rule (in main window)

or

Message tab > Move group > Rules button > Create Rule (in message window)
  Alt-H, RR, U
Manage rules   Tools menu > Rules and Alerts   Tools menu > Rules and Alerts   Home tab > Move group > Rules button > Manage Rules & Alerts   Alt-H, RR, L
Junk email options   Actions menu > Junk E-mail > Junk E-mail Options   Actions menu > Junk E-mail > Junk E-mail Options  

Home tab > Delete group > Junk > Junk E-mail Options (in main window)

or

Message tab > Delete group > Junk > Junk E-mail Options (in message window)
  Alt-H, JO
Options   Tools menu > Options   Tools menu > Options   File tab > Options   Alt-F, T
Source: Microsoft

See:  Mail  |  Calendar  |  Contacts  |  Tasks

Return to Outlook 2010 cheat sheet

See:  Mail  |  Calendar  |  Contacts  |  Tasks

Calendar commands

Action    Outlook 2003 location    Outlook 2007 location    Outlook 2010 location    Outlook 2010 keyboard shortcut
View calendar by day / work week / week / month   View menu > Day / Work Week / Week / Month   View menu > Day / Work Week / Week / Month  

Home tab > Arrange group > Day / Work Week / Week / Month

or

View tab > Arrangement group > Day / Work Week / Week / Month
  Ctrl-Alt-1 / Ctrl-Alt-2 / Ctrl-Alt-3 / Ctrl-Alt-4
Create new appointment  

Standard toolbar > New

or

File menu > New > Appointment
 

Standard toolbar > New

or

File menu > New > Appointment
  Home tab > New group > New Appointment button   Ctrl-N
Create new meeting request  

Standard toolbar > New > Meeting Request

or

File menu > New > Meeting Request
 

Standard toolbar > New > Meeting Request

or

File menu > New > Meeting Request
  Home tab > New group > New Meeting button   Ctrl-Shift-Q
Invite attendees   Standard toolbar > Invite Attendees   Appointment tab > Actions group > Invite Attendees  

Appointment tab > Attendees group > Invite Attendees

or

Meeting tab > type names in “To” field
  Alt-H, I
Mark as high importance   Standard toolbar > High Importance button   Appointment/Meeting tab > Options group > High Importance   Appointment/Meeting tab > Tags group > High Importance   Alt-H, H
Set recurrence   Actions menu > Recurrence   Appointment/Meeting tab > Options group > Recurrence button   Appointment/Meeting tab > Options group > Recurrence button   Alt-H, E
Save  

File menu > Save

or

Meeting toolbar > Save button
 

Quick Access toolbar > Save button

or

Office button > Save
 

Quick Access toolbar > Save button

or

File tab > Save
  Ctrl-S
Save and close appointment   Standard toolbar > Save and Close button   Appointment tab > Actions group > Save & Close button   Appointment tab > Actions group > Save & Close button   Alt-S
Send meeting invitation   Standard toolbar > Send button   In meeting composition area > Send button   In meeting composition area > Send button   Alt-S
View calendar (from meeting request window)   View menu > Calendar   Appointment/Meeting tab > Actions group > Calendar   Appointment/Meeting tab > Actions group > Calendar   Alt-H, FC
Accept meeting invitation   Actions menu > Accept   Meeting tab > Respond group > Accept button   Meeting tab > Respond group > Accept button   Alt-H, C
Decline meeting invitation   Actions menu > Decline   Meeting tab > Respond group > Decline button   Meeting tab > Respond group > Decline button   Alt-H, N
Mark tentative   Actions menu > Tentative   Meeting tab > Respond group > Tentative button   Meeting tab > Respond group > Tentative button   Alt-H, J
Forward meeting invitation   Actions menu > Forward   Meeting tab > Actions group > Forward button   Meeting tab > Actions group > Forward button   Alt-H, FW
Print   File menu > Print  

File menu > Print (in main window)

or

Office button > Print (in meeting window)
  File tab > Print   Ctrl-P
Delete   File menu > Delete  

Office button > Delete

or

Appointment/Meeting tab > Actions group > Delete
  Meeting tab > Delete group > Delete   Del
Create new calendar   File menu > New > Calendar   File menu > New > Calendar   Folder tab > New group > New Calendar button   Alt-O, N
Open a different calendar   File menu > Open > Calendar   File menu > Open > Calendar   Home tab > Manage Calendars group > Open Calendar button   Alt-H1, OC
Share calendar   File menu > Share > Share Calendar   Navigation pane > Share My Calendar   Home tab > Share group > Share Calendar button   Alt-H1, SC

Contacts commands

Action    Outlook 2003 location    Outlook 2007 location    Outlook 2010 location    Outlook 2010 keyboard shortcut
Create new contact  

Standard toolbar > New

or

File menu > New > Contact
 

Standard toolbar > New

or

File menu > New > Contact
  Home tab > New group > New Contact   Ctrl-N
Create new distribution list/contact group  

Standard toolbar > New > Distribution List

or

File menu > New > Distribution List
 

Standard toolbar > New > Distribution List

or

File menu > New > Distribution List
  Home tab > New group > New Contact Group   Ctrl-Shift-L
Send new message to contact   Standard toolbar > New Message to Contact   Contact tab > Communicate group > E-mail button  

Home tab > Communicate group > E-mail button (in main window)

or

Contact tab > Communicate group > E-mail (in contact window)
  Alt-H, E
Send new meeting request to contact   Actions menu > New Meeting with Contact   Contact tab > Communicate group > Meeting button  

Home tab > Communicate group > Meeting button (in main window)

or

Contact tab > Communicate group > Meeting button (in contact window)
  Alt-H, TI
Forward contact   Actions menu > Forward as vCard  

Actions menu > Send Full Contact > choose format (in main window)

or

Contact tab > Actions group > Send > choose format (in contact window)
 

Home tab > Share group > Forward Contact > choose format (in main window)

or

Contact tab > Actions group > Forward button > choose format (in contact window)
  Alt-H, FW, [letter depends on format]
Flag for follow-up  

Standard toolbar > Flag icon

or

Actions menu > Follow Up
 

Same as in Outlook 2003 (in main window)

or

Contact tab > Options group > Follow Up button (in contact window)
 

Home tab > Tags group > Follow Up (in main window)

or

Contact tab > Tags group > Follow Up button (in contact window)
  Alt-H, W
Save   File menu > Save  

Quick Access toolbar > Save Ùbutton

or

Office button > Save
 

Quick Access toolbar > Save button

or

File tab > Save
  Ctrl-S
Save and close   Standard toolbar > Save and Close button   Contact tab > Actions group > Save & Close button   Contact tab > Actions group > Save & Close button   Alt-S
Save, close and create new contact   Standard toolbar > Save and New button   Contact tab > Actions group > Save & New button   Contact tab > Actions group > Save & New button   Alt-H, AW
Print  

Standard toolbar > Print

or

File menu > Print
 

Same as in Outlook 2003 (in main window)

or

Office button > Print (in contact window)
  File tab > Print   Ctrl-P
Delete  

Standard toolbar > Delete

or

File menu > Delete
 

Standard toolbar > Delete (in main window)

or

Contact tab > Actions group > Delete (in contact window)
 

Home tab > Delete group > Delete (in main window)

or

Contact tab > Actions group > Delete button (in contact window)
  Del
Mail Merge   Tools menu > Mail Merge   Tools menu > Mail Merge   Home tab > Actions group > Mail Merge   Alt-H, RG

Tasks commands

Action    Outlook 2003 location    Outlook 2007 location    Outlook 2010 location    Outlook 2010 keyboard shortcut
Create new task  

Standard toolbar > New

or

File menu > New > Task
 

Standard toolbar > New

or

File menu > New > Task
  Home tab > New group > New Task button   Ctrl-N
Set recurrence  

Standard toolbar > Recurrence button

or

Actions menu > Recurrence
  Task tab > Options group > Recurrence button   Task tab > Recurrence group > Recurrence button   Alt-H, E
Insert file   Insert menu > File   Insert tab > Include group > Attach File button   Insert tab > Include group > Attach File button   Alt-N, AF
Insert item   Insert menu > Item   Insert tab > Include group > Attach Outlook Item button   Insert tab > Include group > Attach Outlook Item button   Alt-N, AM
Assign task   Actions menu > Assign Task   Task tab > Manage Task group > Assign Task   Task tab > Manage Task group > Assign Task   Alt-H, B
Forward task  

Standard toolbar > Forward button

or

Actions menu > Forward
 

Same as in Outlook 2003 (in main window)

or

Task tab > Actions group > Forward button (in task window)
 

Home tab > Respond group > Forward button (in main window)

or

Task tab > Actions group > Forward button (in task window)
  Alt-H, FW
Save   File tab > Save   Quick Access toolbar > Save   Quick Access toolbar > Save   Ctrl-S
Save and close   Standard toolbar > Save and Close   Task tab > Actions group > Save & Close button   Task tab > Actions group > Save & Close button   Alt-S
Send status report   Actions menu > Send Status Report   Task tab > Manage Task group > Send Status Report button   Task tab > Manage Task group > Send Status Report button   Alt-H, O1
Mark task complete  

Standard toolbar > Mark Complete button

or

Actions menu > Mark Complete
  Task tab > Manage Task group > Mark Complete button  

Home tab > Manage Task group > Mark Complete button (in main window)

or

Task tab > Show group > Mark Complete button (in task window)
  Alt-H, C
Cancel assignment  

Standard toolbar > Cancel Assignment button

or

Actions menu > Cancel Assignment
  Task tab > Manage Task group > Cancel Assignment button   Task tab > Manage Task group > Cancel Assignment button   Alt-H, X
Delete  

Standard toolbar > Delete button

or

File menu > Delete
 

Standard toolbar > Delete button (in main window)

or

Task tab > Actions group > Delete (in task window)
 

Home tab > Delete group > Delete button (in main window)

or

Task tab > Actions group > Delete (in task window)
  Del
Source: Microsoft

Return to Outlook 2010 cheat sheet