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Shortcut Keys
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Description
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Basic navigation
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CTRL+1
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Switch to Mail.
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CTRL+2
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Switch to Calendar.
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CTRL+3
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Switch to Contacts.
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CTRL+4
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Switch to Tasks.
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CTRL+5
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Switch to Notes.
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CTRL+6
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Switch to Folder List in Navigation Pane.
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CTRL+7
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Switch to Shortcuts.
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CTRL+PERIOD
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Switch to next message (with message open).
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CTRL+COMMA
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Switch to previous message (with message open).
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F6 or CTRL+SHFT+TAB
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Move between the Navigation Pane, the main Outlook window, the Reading Pane, and the To-Do Bar.
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TAB
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Move between the Outlook window, the smaller panes in the Navigation Pane, the Reading Pane, and the sections in the To-Do Bar.
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Arrow keys
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Move around within the Navigation Pane.
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CTRL+Y
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Go to a different folder.
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F3 or CTRL+E
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Go to the Search box.
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ALT+UP ARROW or CTRL+COMMA or ALT+PAGE UP
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In the Reading Pane, go to the previous message.
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SPACEBAR
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In the Reading Pane, page down through text.
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SHFT+SPACEBAR
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In the Reading Pane, page up through text.
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SHFT+PLUS SIGN or MINUS SIGN, respectively
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Expand or collapse a group (with a group selected) in the Navigation Pane.
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LEFT ARROW or RIGHT ARROW, respectively
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Collapse or expand a group in the e-mail message list.
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SHFT+TAB
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Move to next field in Reading Pane.
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CTRL+TAB
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Move to previous field in Reading Pane.
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ALT+B, ALT+LEFT ARROW, or ALT+BACKSPACE
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Go back to previous view in main Outlook window.
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ALT+RIGHT ARROW
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Go forward to next view in main Outlook window.
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CTRL+SHFT+W
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Select the InfoBar and, if available, show the menu of commands.
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Search
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CTRL+E
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Find a message or other item.
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ESC
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Clear the search results.
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CTRL+ALT+A
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Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in.
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CTRL+ALT+W
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Expand the Search Query Builder.
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CTRL+SHFT+F
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Use Advanced Find.
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CTRL+SHFT+P
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Create a new Search Folder.
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F4
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Search for text within a message or other item.
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SHFT+F4
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Find next during text search within a message or other item.
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CTRL+H
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Find and replace text, symbols, or some formatting commands within open items. Works in the Reading Pane on an open item.
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CTRL+ALT+K
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Expand search to include the desktop.
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Create an item or file
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CTRL+SHFT+A
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Create an appointment.
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CTRL+SHFT+C
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Create a contact.
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CTRL+SHFT+L
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Create a distribution list.
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CTRL+SHFT+X
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Create a fax.
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CTRL+SHFT+E
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Create a folder.
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CTRL+SHFT+J
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Create a Journal entry.
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CTRL+SHFT+Q
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Create a meeting request.
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CTRL+SHFT+M
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Create a message.
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CTRL+SHFT+N
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Create a note.
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CTRL+SHFT+H
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Create a new Microsoft Office document.
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CTRL+SHFT+S
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Post to this folder.
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CTRL+T
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Post a reply in this folder.
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CTRL+SHFT+P
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Create a Search Folder.
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CTRL+SHFT+K
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Create a task.
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CTRL+SHFT+U
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Create a task request.
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All items
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CTRL+S or SHFT+F12
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Save.
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ALT+S
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Save and close.
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F12
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Save as.
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CTRL+Z or ALT+BACKSPACE
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Undo.
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CTRL+D
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Delete an item.
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CTRL+P
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Print.
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CTRL+SHFT+Y
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Copy an item.
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CTRL+SHFT+V
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Move an item.
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CTRL+K
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Check names.
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F7
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Check spelling.
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CTRL+SHFT+G
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Flag for follow-up.
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CTRL+F
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Forward.
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ALT+S
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Send or post or invite all.
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F2
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Turn on editing in a field (except in Icon view).
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CTRL+L
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Left align text.
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CTRL+E
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Center text.
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CTRL+R
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Right align text.
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E-mail
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CTRL+SHFT+I
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Switch to Inbox.
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CTRL+SHFT+O
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Switch to Outbox.
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CTRL+TAB
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Choose the account from which to send a message. (with focus on the To box) and then TAB to the Accounts button
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CTRL+K
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Check names.
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ALT+S
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Send.
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CTRL+R
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Reply to a message.
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CTRL+SHFT+R
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Reply all to a message.
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CTRL+F
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Forward a message.
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CTRL+ ALT+J
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Mark a message as not junk.
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CTRL+SHFT+I
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Display blocked external content (in a message).
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CTRL+ SHFT+S
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Post to a folder.
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CTRL+SHFT+N
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Apply Normal style.
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CTRL+M or F9
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Check for new messages.
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UP ARROW
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Go to the previous message.
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DOWN ARROW
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Go to the next message.
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CTRL+N
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Create a new message (when in Mail).
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CTRL+SHFT+M
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Create a new message (from any Outlook view).
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CTRL+O
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Open a received message.
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CTRL+SHFT+B
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Open the Address Book.
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CTRL+SHFT+O
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Convert an HTML or RTF message to plain text.
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INSERT
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Add a Quick Flag to an unopened message.
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CTRL+SHFT+G
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Display the Flag for Follow Up dialog box.
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CTRL+Q
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Mark as read.
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CTRL+U
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Mark as unread.
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CTRL+SHFT+W
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Show the menu to download pictures, change automatic download settings, or add a sender to the Safe Senders List.
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F4
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Find or replace.
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SHFT+F4
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Find next.
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CTRL+ENTER
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Send.
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CTRL+P
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Print.
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CTRL+F
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Forward.
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CTRL+ALT+F
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Forward as attachment.
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ALT+ENTER
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Show the properties for the selected item.
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CTRL+ALT+M
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Mark for Download.
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CTRL+ALT+U
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Clear Mark for Download.
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CTRL+B
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Display Send/Receive progress.(when a Send/Receive is in progress)
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Calendar
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CTRL+N
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Create a new appointment (when in Calendar).
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CTRL+SHFT+A
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Create a new appointment (in any Outlook view).
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CTRL+SHFT+Q
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Create a new meeting request.
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CTRL+F
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Forward an appointment or meeting.
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CTRL+R
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Reply to a meeting request with a message.
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CTRL+SHFT+R
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Reply All to a meeting request with a message.
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ALT+0
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Show 10 days in the calendar.
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ALT+1
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Show 1 day in the calendar.
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ALT+2
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Show 2 days in the calendar.
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ALT+3
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Show 3 days in the calendar.
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ALT+4
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Show 4 days in the calendar.
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ALT+5
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Show 5 days in the calendar.
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ALT+6
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Show 6 days in the calendar.
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ALT+7
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Show 7 days in the calendar.
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ALT+8
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Show 8 days in the calendar.
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ALT+9
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Show 9 days in the calendar.
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CTRL+G
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Go to a date.
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ALT+= or CTRL+ALT+4
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Switch to Month view.
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CTRL+RIGHT ARROW
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Go to the next day.
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ALT+DOWN ARROW
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Go to the next week.
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ALT+PAGE DOWN
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Go to the next month.
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CTRL+LEFT ARROW
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Go to the previous day.
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ALT+UP ARROW
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Go to the previous week.
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ALT+PAGE UP
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Go to the previous month.
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ALT+HOME
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Go to the start of the week.
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ALT+END
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Go to the end of the week.
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ALT+MINUS SIGN or CTRL+ALT+3
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Switch to Full Week view.
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CTRL+ALT+2
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Switch to Work Week view.
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CTRL+COMMA or CTRL+SHFT+COMMA
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Go to previous appointment.
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CTRL+PERIOD or CTRL+SHFT+PERIOD
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Go to next appointment.
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CTRL+G
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Set up recurrence for an appointment or task.
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Contacts
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CTRL+SHFT+D
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Dial a new call.
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F3 or CTRL+E
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Find a contact or other item.
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F11
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Enter a name in the Search Address Books box.
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SHFT+letter
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In Table or List view of contacts, go to first contact that starts with a specific letter.
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CTRL+A
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Select all contacts.
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CTRL+F
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Create a new message addressed to selected contact.
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CTRL+J
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Create a Journal entry for the selected contact.
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CTRL+N
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Create a new contact (when in Contacts).
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CTRL+SHFT+C
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Create a new contact (from any Outlook view).
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CTRL+O or CTRL+SHFT+ENTER
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Open a contact form for the selected contact.
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CTRL+SHFT+L
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Create a new distribution list.
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CTRL+P
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Print.
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F5
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Update a list of distribution list members.
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CTRL+Y
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Go to a different folder.
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CTRL+SHFT+B
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Open the Address Book.
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CTRL+SHFT+F
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Use Advanced Find.
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CTRL+SHFT+PERIOD
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In an open contact, open the next contact listed.
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ESC
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Close a contact.
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CTRL+SHFT+X
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Open a Web page for the selected contact (if one is included).
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ALT+D
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Open the Check Address dialog box.
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ALT+SHFT+1
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In a contact form, under Internet, display the E-mail 1 information.
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ALT+SHFT+2
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In a contact form, under Internet, display the E-mail 2 information.
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ALT+SHFT+3
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In a contact form, under Internet, display the E-mail 3 information.
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Electronic Business Cards dialog box
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ALT+A
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Open the Add list.
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ALT+B
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Select text in Label box when the field with a label assigned is selected.
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ALT+C
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Open the Add Card Picture dialog box.
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ALT+E
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Place cursor at beginning of Edit box.
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ALT+F
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Select the Fields box.
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ALT+G
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Select the Image Align drop-down list.
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ALT+K, then ENTER
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Select color palette for background.
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ALT+L
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Select Layout drop-down list.
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ALT+R
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Remove a selected field from the Fields box.
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Tasks
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ALT+F2
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Show or hide the To-Do Bar.
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ALT+C
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Accept a task request.
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ALT+D
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Decline a task request.
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CTRL+E
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Find a task or other item.
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CTRL+Y
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Open the Go to Folder dialog box.
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CTRL+N
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Create a new task (when in Tasks).
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CTRL+SHFT+K
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Create a new task (from any Outlook view).
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CTRL+SHFT+U
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Create a new task request.
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CTRL+O
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Open selected item.
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CTRL+P
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Print selected item.
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CTRL+A
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Select all items.
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CTRL+D
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Delete selected item.
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CTRL+F
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Forward a task as an attachment.
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SHFT+TAB
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Switch between the Navigation Pane, Tasks list, and To-Do Bar.
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CTRL+J
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Open selected item as a Journal item.
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CTRL+Z
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Undo last action.
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INSERT
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Flag an item or mark complete.
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Format text
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ALT+O
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Display the Format menu.
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CTRL+SHFT+P
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Display the Font dialog box.
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SHFT+F3
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Switch case (with text selected).
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CTRL+SHFT+K
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Format letters as small capitals.
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CTRL+B
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Make letters bold.
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CTRL+SHFT+L
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Add bullets.
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CTRL+I
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Make letters italic.
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CTRL+T
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Increase indent.
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CTRL+SHFT+T
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Decrease indent.
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CTRL+L
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Left align.
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CTRL+E
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Center.
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CTRL+U
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Underline.
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CTRL+] or CTRL+SHFT+>
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Increase font size.
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CTRL+[ or CTRL+SHFT+<
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Decrease font size.
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CTRL+X or SHFT+DELETE
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Cut.
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CTRL+C or CTRL+INSERT
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Copy. Note CTRL+INSERT is not available in the Reading Pane.
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CTRL+V or SHFT+INSERT
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Paste.
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CTRL+SHFT+Z or CTRL+SPACEBAR
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Clear formatting.
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CTRL+SHFT+H
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Delete the next word.
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CTRL+SHFT+J
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Stretch a paragraph to fit between the margins.
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CTRL+SHFT+S
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Apply styles.
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CTRL+T
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Create a hanging indent.
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CTRL+K
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Insert a hyperlink.
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CTRL+L
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Left align a paragraph.
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CTRL+R
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Right align a paragraph.
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CTRL+SHFT+T
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Reduce a hanging indent.
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CTRL+Q
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Remove paragraph formatting.
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Add Web information to items
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Hold down CTRL and click the mouse button.
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Edit a URL in the body of an item.
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Hold down SHFT and click the mouse button.
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Specify a Web browser.
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CTRL+K
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Insert a hyperlink.
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Print preview
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Press ALT+F and then press V To print an item in an open window, press ALT+F, press W, and then press V
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Open Print Preview.
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ALT+P
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Print a print preview.
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ALT+S or ALT+U
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Open Page Setup from Print Preview.
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ALT+Z
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Zoom.
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ALT+C
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Close Print Preview.
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Send/Receive
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F9
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Start a send/receive for all defined Send/Receive groups with Include this group in Send/Receive (F9) selected. This can include headers, full items, specified folders, items less than a specific size, or any combination that you define.
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SHFT+F9
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Start a send/receive for the current folder, retrieving full items (header, item, and any attachments).
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CTRL+M
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Start a send/receive.
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CTRL+ALT+S
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Define Send/Receive groups.
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Visual Basic Editor
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ALT+F11
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Open Visual Basic Editor.
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Macros
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ALT+F8
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Play macro.
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Forms
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CTRL+ALT+SHFT+F12
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Save Form Design.
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CTRL+SHFT+F11
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Save Form Data.
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Click in an InfoPath folder, and then CTRL+N.
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Create a new Microsoft Office InfoPath form.
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Table view - General use
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ENTER
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Open an item.
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CTRL+A
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Select all items.
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PAGE DOWN
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Go to the item at the bottom of the screen.
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PAGE UP
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Go to the item at the top of the screen.
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SHFT+UP ARROW or SHFT+DOWN ARROW, respectively
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Extend or reduce the selected items by one item.
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CTRL+UP ARROW or CTRL+DOWN ARROW, respectively
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Go to the next or previous item without extending the selection.
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CTRL+SPACEBAR
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Select or cancel selection of the active item.
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F5
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Refresh view.
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Table view - with a group selected
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CTRL+SHFT+PLUS SIGN
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Expand all groups.
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CTRL+MINUS SIGN
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Collapse the group.
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SHFT+PLUS SIGN
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Expand a single selected group.
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MINUS SIGN
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Collapse a single selected group.
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UP ARROW
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Select the previous group.
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DOWN ARROW
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Select the next group.
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HOME
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Select the first group.
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END
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Select the last group.
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RIGHT ARROW
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Select the first item on screen in an expanded group or the first item off screen to the right.
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Table view - All groups
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CTRL+MINUS SIGN
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Collapse all groups.
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CTRL+SHFT+PLUS SIGN
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Expand all groups.
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Calendar Day/Week/Month view
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ALT+key for number of days
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View from 1 through 9 days.
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ALT+0 (ZERO)
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View 10 days.
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ALT+MINUS SIGN
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Switch to weeks.
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ALT+=
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Switch to months.
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CTRL+TAB or F6
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Move between Calendar, TaskPad, and the Folder List.
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SHFT+TAB
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Select the previous appointment.
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LEFT ARROW
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Go to the previous day.
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RIGHT ARROW
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Go to the next day.
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ALT+DOWN ARROW
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Go to the same day in the next week.
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ALT+UP ARROW
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Go to the same day in the previous week.
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Day view
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HOME
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Select the time that begins your work day.
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END
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Select the time that ends your work day.
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UP ARROW
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Select the previous block of time.
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DOWN ARROW
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Select the next block of time.
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PAGE UP
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Select the block of time at the top of the screen.
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PAGE DOWN
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Select the block of time at the bottom of the screen.
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SHFT+UP ARROW or SHFT+DOWN ARROW, respectively
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Extend or reduce the selected time.
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With the cursor in the appointment, ALT+UP ARROW or ALT+DOWN ARROW, respectively
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Move an appointment up or down.
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With the cursor in the appointment, ALT+SHFT+UP ARROW or ALT+SHFT+DOWN ARROW, respectively
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Change an appointment's start or end time.
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ALT+DOWN ARROW
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Move selected item to the same day in the next week.
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ALT+UP ARROW
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Move selected item to the same day in the previous week.
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Week view
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HOME
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Go to the start of work hours for the selected day.
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END
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Go to the end of work hours for the selected day.
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PAGE UP
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Go up one page view in the selected day.
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PAGE DOWN
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Go down one page view in the selected day.
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ALT+UP ARROW, ALT+DOWN ARROW, ALT+LEFT ARROW, or ALT+RIGHT ARROW, respectively
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Move the appointment up, down, left, or right.
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SHFT+LEFT ARROW, SHFT+RIGHT ARROW, SHFT+UP ARROW, or SHFT+DOWN ARROW; or SHFT+HOME or SHFT+END
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Change the duration of the selected block of time.
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Month view
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HOME
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Go to the first day of the week.
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PAGE UP
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Go to the same day of the week in the previous page.
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PAGE DOWN
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Go to the same day of the week in the next page.
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Date Navigator
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ALT+HOME
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Go to the first day of the current week.
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ALT+END
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Go to the last day of the current week.
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ALT+UP ARROW
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Go to the same day in the previous week.
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ALT+DOWN ARROW
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Go to the same day in the next week.
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Business Cards view or Address Cards view - General use
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One or more letters of the name that the card is filed under or the name of the field that you are sorting by
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Select a specific card in the list.
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UP ARROW
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Select the previous card.
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DOWN ARROW
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Select the next card.
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HOME
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Select the first card in the list.
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END
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Select the last card in the list.
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PAGE UP
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Select the first card on the current page.
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PAGE DOWN
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Select the first card on the next page.
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RIGHT ARROW
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Select the closest card in the next column.
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LEFT ARROW
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Select the closest card in the previous column.
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CTRL+SPACEBAR
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Select or cancel selection of the active card.
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SHFT+UP ARROW
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Extend the selection to the previous card and cancel selection of cards after the starting point.
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SHFT+DOWN ARROW
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Extend the selection to the next card and cancel selection of cards before the starting point.
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CTRL+SHFT+UP ARROW
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Extend the selection to the previous card, regardless of the starting point.
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CTRL+SHFT+DOWN ARROW
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Extend the selection to the next card, regardless of the starting point.
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SHFT+HOME
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Extend the selection to the first card in the list.
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SHFT+END
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Extend the selection to the last card in the list.
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SHFT+PAGE UP
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Extend the selection to the first card on the previous page.
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SHFT+PAGE DOWN
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Extend the selection to the last card on the last page.
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Business Cards view or Address Cards view - Move between fields in an open card
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TAB
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Move to the next field and, from the last field of a card, move to the first field in the next card.
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SHFT+TAB
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Move to the previous field and, from the first field of a card, move to the last field in the previous card.
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ENTER
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Move to the next field, or add a line to a multiline field.
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SHFT+ENTER
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Move to the previous field without leaving the active card.
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F2
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Display the insertion point in the active field to edit text.
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Business Cards view or Address Cards view - Move between characters in a field
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ENTER
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Add a line in a multiline field.
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HOME
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Move to the beginning of a line.
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END
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Move to the end of a line.
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PAGE UP
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Move to the beginning of a multiline field.
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PAGE DOWN
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Move to the end of a multiline field.
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UP ARROW
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Move to the previous line in a multiline field.
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DOWN ARROW
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Move to the next line in a multiline field.
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LEFT ARROW
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Move to the previous character in a field.
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RIGHT ARROW
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Move to the next character in a field.
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Timeline view (Tasks or Journal) - item selected
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LEFT ARROW
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Select the previous item.
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RIGHT ARROW
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Select the next item.
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SHFT+LEFT ARROW or SHFT+RIGHT ARROW
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Select several adjacent items.
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CTRL+LEFT ARROW+SPACEBAR or CTRL+RIGHT ARROW+SPACEBAR
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Select several nonadjacent items.
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ENTER
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Open the selected items.
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PAGE UP
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Display the items one screen above the items on screen.
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PAGE DOWN
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Display the items one screen below the items on screen.
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HOME
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Select the first item on the timeline (if items are not grouped) or the first item in the group.
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END
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Select the last item on the timeline (if items are not grouped) or the last item in the group.
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CTRL+HOME
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Display (without selecting) the first item on the timeline (if items are not grouped) or the first item in the group.
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CTRL+END
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Display (without selecting) the last item on the timeline (if items are not grouped) or the last item in the group.
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Timeline view (Tasks or Journal) - group selected
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ENTER or RIGHT ARROW
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Expand the group.
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ENTER or LEFT ARROW
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Collapse the group.
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UP ARROW
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Select the previous group.
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DOWN ARROW
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Select the next group.
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HOME
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Select the first group on the timeline.
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END
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Select the last group on the timeline.
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RIGHT ARROW
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Select the first item on screen in an expanded group or the first item off screen to the right.
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Timeline view - unit of time on the time scale for days is selected
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LEFT ARROW
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Move back in increments of time that are the same as those shown on the time scale.
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RIGHT ARROW
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Move forward in increments of time that are the same as those shown on the time scale.
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SHFT+TAB
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When the lower time scale is selected, select the upper time scale.
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TAB
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When the upper time scale is selected, select the lower time scale.
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TAB
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When the lower time scale is selected, select the first item on screen or the first group on screen if items are grouped.
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