Outlook 2010 cheat sheet: Quick reference charts

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New to Microsoft Outlook 2010? Find your favorite commands from earlier versions of Outlook with these charts.

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

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