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