Set up Exchange account access using Outlook for Mac. If you have Outlook for Mac, you can use it to access your Exchange account. See Add an email account to Outlook for instructions. Set up Exchange account access using Mac OS X 10.10 or later. If you're running Mac OS X version 10.10 or later, follow these steps to set up an Exchange email. Expand your Outlook. We've developed a suite of premium Outlook features for people with advanced email and calendar needs. A Microsoft 365 subscription offers an ad-free interface, custom domains, enhanced security options, the full desktop version of Office, and 1 TB of cloud storage.
1. The following table shows frequently used shortcuts in Outlook 2016 for Mac. | |
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⌘+S | Save an item |
⌘+P | Print an item |
⌘+Z | Undo the last action |
⌘+Y | Redo the last action |
⌘+M | Minimize the active window |
⌘+Shift+N | Create a new folder in the navigation pane |
⌘+N | Create new email (in Mail view) |
⌘+ (Backslash) | Hide the reading pane or show it on the right |
⌘+Shift+ (Backslash) | Hide the reading pane or show it below |
⌘+Shift+M | Move the selected item to a different folder |
⌘+Shift+C | Copy the selected item to a different folder |
⌘+A | Select all items in the item list, if the item list is the active pane |
⌘+Option+R | Minimize or expand the ribbon |
⌘+H | Hide Outlook |
⌘+Q | Quit Outlook |
Fn+Fn | Start dictation |
⌘+Ctrl+' ' (Spacebar) | Insert emoji |
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2. Work in windows and dialogs | |
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⌘+1 | Go to Mail view |
⌘+2 | Go to Calendar view |
⌘+3 | Go to Contacts view |
⌘+4 | Go to Tasks view |
⌘+5 | Go to Notes view |
⌘+7 | Open the Sync Status window or make it the active window |
⌘+8 | Open the Sync Errors or make it the active window |
⌘+0 (Zero) | Open the Contacts Search window |
⌘+, (Comma) | Open the Outlook Preferences dialog box |
⌘+~ (Tilde) | Cycle forward through open windows |
⌘+Shift+~ (Tilde) | Cycle back through open windows |
⌘+W | Close the active window |
⌘+O | Open the selected item |
Tab | Move forward through controls in a window |
Shift+Tab | Move back through controls in a window |
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3. Send and receive mail | |
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⌘+N | Create a new message |
⌘+Return | Send the open message |
⌘+K | Send all messages in the Outbox and receive all incoming messages |
⌘+Shift+K | Send all the messages in the Outbox |
⌘+S | Save the open message and store it in the Drafts folder |
⌘+E | Add an attachment to the open message |
⌘+: (Colon) | Open the Spelling and Grammar dialog box |
⌘+Ctrl+C | Check recipient names in the open messages |
⌘+R | Reply to the sender of the message or, if the message is from a mailing list, reply to the mailing list |
⌘+Shift+R | Reply to all |
⌘+J | Forward the message |
⌘+O | Open the selected message in a separate window |
⌘+Option+' (Apostrophe) | Clear the flag for the selected message |
⌘+Shift+J | Mark the selected message as junk mail |
⌘+Shift+Option+J | Mark the selected message as not junk mail |
Ctrl+ (Opening Bracket) | Display the previous message |
Shift+Ctrl+ (Closing Bracket) | Display the next message |
Ctrl+ (Opening Bracket) | Navigate to the previous pane in the Mail view |
Shift+Ctrl+ (Closing Bracket) | Navigate to the next pane in the Mail view |
⌘+Shift+M | Move the selected message to a folder |
⌘+- (Hyphen) | Decrease the display size of text in an open message or in the reading pane |
⌘++ (Plus Sign) | Increase the display size of text in an open message or in the reading pane |
' ' (Spacebar) | Scroll down to the next screen of text or, if you are at the end of a message, display the next message |
Shift+' ' (Spacebar) | Scroll up to the previous screen of text or, if you are at the beginning of a message, display the previous message |
Delete | Delete the selected message |
Shift+Delete | Permanently delete the selected message |
⌘+Delete | Delete the current message, and, if the message window is open, close it |
⌘+T | Mark selected messages as read |
⌘+Shift+T | Mark selected messages as unread |
⌘+Option+T | Mark all messages in a folder as read |
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4. Use Search | |
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⌘+Option+F | Search current folder |
⌘+Shift+F | Do an advanced search in Outlook (add Item Contains filter for searching) |
⌘+F | Find text within an item |
⌘+G | Find the next instance of the text you searched for in an item |
⌘+Shift+G | Find the previous instance of the text you searched for in an item |
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5. Use the Calendar | |
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⌘+2 | Open the Calendar window |
⌘+N | Create a new appointment |
⌘+O | Open the selected calendar event |
Delete | Delete the calendar event |
⌘+T | Switch the view to include today |
⌘+Arrow Left | In Day view, move to the previous day. In Week and Work Week views, move to the previous week. In Month view, move to the previous month. |
⌘+Arrow Right | In Day view, move to the next day. In Week and Work Week views, move to the next week. In Month view, move to the next month. |
Shift+Ctrl+ (Opening Bracket) | Navigate to the previous pane in the Calendar view |
Shift+Ctrl+ (Closing Bracket) | Navigate to the next pane in the Calendar view |
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6. Work with people and contacts | |
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⌘+N | Create a new contact |
⌘+O | Open the selected contact |
Delete | Delete the contact |
Ctrl+ (Opening Bracket) | Close the current open contact and open the previous contact |
Ctrl+ (Closing Bracket) | Close the current open contact and open the next contact |
Shift+Ctrl+ (Opening Bracket) | Navigate to the previous pane in the People view |
Shift+Ctrl+ (Closing Bracket) | Navigate to the next pane in the People view |
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7. Manage tasks | |
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⌘+4 | Move to the Task window |
⌘+N | Create a new task |
⌘+O | Open the selected task |
Delete | Delete the task |
Ctrl+ (Opening Bracket) | Close the current open task and open the previous task in the Tasks list |
Ctrl+ (Closing Bracket) | Close the current open task and open the next task in the Tasks list |
Shift+Ctrl+ (Opening Bracket) | Navigate to the previous pane in the Tasks view |
Shift+Ctrl+ (Closing Bracket) | Navigate to the next pane in the Tasks view |
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8. Use notes | |
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⌘+5 | Move to the Notes window |
⌘+N | Create a new note |
⌘+O | Open the selected note |
Delete | Delete the note |
Ctrl+ (Opening Bracket) | Close the current open note and open the previous note in the Notes list |
Ctrl+ (Closing Bracket) | Close the current open note and open the next note in the Notes list |
Shift+Ctrl+ (Opening Bracket) | Navigate to the previous pane in the Notes view |
Shift+Ctrl+ (Closing Bracket) | Navigate to the next pane in the Notes view |
⌘+J | Send a note as an email |
⌘+Ctrl+J | Send a note as an HTML attachment to an email. First place the focus on the note in the list of notes. |
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9. Edit and format text | |
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⌘+X | Cut the selected text to the clipboard |
⌘+C | Copy a selection to the clipboard |
⌘+V | Paste a selection from the clipboard |
⌘+Shift+Option+V | Paste a selection from the clipboard and match the destination style |
⌘+B | Make the selected text bold |
⌘+I | Make the selected text italic |
⌘+U | Underline the selected text |
⌘+Shift+X | Strike through the selected text |
⌘+Ctrl+K | Insert a hyperlink |
Arrow Left | Move the cursor left one character |
Arrow Right | Move the cursor right one character |
Arrow Up | Move the cursor up one line |
Arrow Down | Move the cursor down one line |
Option+Arrow Up | Move the cursor to the beginning of the current paragraph |
Option+Arrow Down | Move the cursor to the end of the current paragraph |
Option+Arrow Left | Move the cursor to the beginning of the current word |
Option+Arrow Right | Move the cursor to the end of the current word |
Forward Delete+ { (Opening Brace) | Decrease indent |
Forward Delete+ } (Closing Brace) | Increase indent |
Delete | Delete the character to the left of the cursor, or delete the selected text |
Forward Delete or if your keyboard doesn't have a Forward Delete key, use FN+Delete | Delete the character to the right side of the cursor, or delete the selected text |
Tab | Insert a tab stop |
⌘+Arrow Left | Move the cursor to the beginning of the line |
⌘+Arrow Right | Move the cursor to the end of the line |
⌘+Arrow Up | Move the cursor to the top of the message body |
⌘+Arrow Down | Move the cursor to the bottom of the message body |
⌘+Home | Move the cursor to the beginning of the selected text |
⌘+End | Move the cursor to the end of the selected text |
Page up | Scroll up |
Page down | Scroll down |
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10. Flag messages, contacts, and tasks for follow up | |
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Ctrl+1 | Flag the selected item for follow up, with Today as Due Date |
Ctrl+2 | Flag the selected item for follow up, with Tomorrow as Due Date |
Ctrl+3 | Flag the selected item for follow up, with This Week as Due Date |
Ctrl+4 | Flag the selected item for follow up, with Next Week as Due Date |
Ctrl+5 | Flag the selected item for follow up, with No Due Date |
Ctrl+6 | Flag the selected item for follow up, and add a custom Due Date |
Ctrl+= (Equal Sign) | Flag the selected item for follow up, and add a reminder |
Ctrl+0 (Zero) | Mark the selected item as Complete |
⌘+Option+' (Apostrophe) | Clear the selected item's follow-up flag |
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© Allmy/Shutterstock You can change your Outlook theme on various versions of the program. Allmy/Shutterstock- You can easily change your Outlook theme in your account settings while logged in through a browser.
- On Outlook.com, you can browse and choose from a collection of themes, while the Outlook for Windows desktop app only allows you to select from four options.
- If you use Outlook on Mac, there is no way to change your theme but you can put it into Dark Mode.
Microsoft Outlook has many different features that benefit its users and their workplaces. While Outlook is a preferred choice of an email client for many businesses, its workplace-focused user interface can feel tedious.
While themes can be purely cosmetic preferences, they can also help create higher contrast, easing eye strain and improving visibility while navigating your inbox. Luckily, users have options for their inbox theme, though the quantity is tied directly to which operating system you're using and whether you're on the browser site.
If you're looking to personalize your inbox and make the whole experience more 'you,' or want an inbox experience that's easier on the eyes, you can change your Outlook theme through your account settings.
Here's how to do it.
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How to change your inbox theme on Outlook.com
1. With your Outlook inbox open, click on the gear icon in the upper right corner of your screen.
© Chrissy Montelli/Business Insider This icon gives you shortcut access to all your Outlook account settings, including notifications, display density, the 'focused inbox' feature, and more. Chrissy Montelli/Business Insider2. Select a theme from the 'Featured' list.
3. If you don't see anything you like, click on 'View all' to see all of the library's themes.
© Chrissy Montelli/Business Insider This pop-up menu features available themes at the top in a gallery grid. Chrissy Montelli/Business Insider4. Choose the theme you want, then click 'Save' to confirm your choice.
© Chrissy Montelli/Business Insider The entire theme library will drop down from, letting you select the same way as a featured theme. Chrissy Montelli/Business InsiderHow to set your inbox theme to dark mode in Outlook on a Mac
1. Click the Apple icon in the upper left corner.
2. Select 'System Preferences.'
© Abbey White/Business Insider This will be the second option in the dropdown menu. Abbey White/Business Insider3. Pick 'General.'
4. Choose either 'Dark' or 'Auto' mode for your computer.
© Abbey White/Business Insider You can find these options at the top of the window under 'Appearance.' Abbey White/Business Insider5. Launch the Outlook Macbook app.
6. Select 'Outlook' from the top menu bar.
7. Choose 'Preferences' from the dropdown menu.
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8. Click 'General.'
© Abbey White/Business Insider This will be the first icon on the Preferences menu. Abbey White/Business Insider9. Under 'Personalize,' make sure the 'Turn off Dark Mode' box isn't selected. If it is, uncheck it.
© Abbey White/Business Insider This will control whether your inbox goes dark when your Mac's dark mode kicks in. Abbey White/Business InsiderHow to change your inbox theme in Outlook on Windows
1. Open your Outlook desktop app.
Outlook On Mac
2. Click 'File.'
3. Select 'Options' from the left blue column.
© Abbey White/Business Insider Options is located towards the bottom of the blue sidebar. Abbey White/Business Insider4. Under the 'Personalize your copy of Microsoft Office' section, click the 'Office Theme' dropdown menu.
© Abbey White/Business Insider This will be the first icon on the Preferences menu. Abbey White/Business Insider5. Choose one of the four options from the dropdown.
Microsoft Outlook For Mac
© Abbey White/Business Insider Outlook's four themes on Windows are Colorful, Dark Gray, Black, and White. Abbey White/Business InsiderMicrosoft Outlook For Mac
6. Click 'OK.'