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 | ||||
|
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 | ||||
See: Mail | Calendar | Contacts | Tasks
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