Microsoft Outlook Shortcuts

 

Microsoft Outlook Shortcuts for Windows

 

Keyboard shortcuts can be very helpful! The nice thing about shortcuts is they speed up productivity. In this article, we provide many Microsoft Outlook shortcuts. These shortcuts cover the gambit of all aspects within Microsoft Outlook including Mail, Calendar, Contacts, Notes, and Tasks.

With these general shortcuts, you are able to open new windows and items, edit items, and find stuff. The purpose of shortcuts is to make your life easier. We compiled these shortcuts for Microsoft Outlook on Windows machines so that you can print them off and keep them at your work station. Most people don’t have time to memorize the shortcuts, so another solution is to bookmark this article to refer back to it.

Our suggestion is to go through the list and find roughly 50 shortcuts that you will find useful, copy and paste them to a document then print them off, then try to remember as many as you can. Once you memorize most if not all the 50-ish shortcuts, come back and select 50 more and repeat. Eventually, you could remember them all and really speed up production while working within Microsoft Outlook daily.

  • Go to “Tell me what you want to do” – Alt + Q
  • 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 the Folder 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
  • Create a new appointment Ctrl + Shift + A
  • Create a new contact Ctrl + Shift + C
  • Create a new contact group Ctrl + Shift + L
  • Create a new journal entry Ctrl + Shift + J
  • Create a new task Ctrl + Shift + K
  • Create a new note Ctrl + Shift + N
  • Create a new fax Ctrl + Shift + X
  • Create a new Microsoft Office document Ctrl + Shift + H
  • Create a new email message Ctrl + Shift + M
  • Flag a message for follow-up Ctrl + Shift + G
  • Forward a message Ctrl + F
  • Send a message Ctrl + Enter
  • Reply to a message Ctrl + R
  • Reply all to a message Ctrl + Shift + R
  • Check for a new e-mail Ctrl + M or F9
  • Open a received message Ctrl + O
  • Mark a message as read Ctrl + Q
  • Dial a contact phone number Ctrl + Shift + D
  • Create a new folder Ctrl + Shift + E
  • Display the current week in calendar view Alt + –
  • Display the current month in calendar view Alt + =
  • Change the number of calendar days that display Alt + (any number from 1-10)
  • Go to different folder Ctrl + Y
  • Find a message or other item (Go to Search box) Ctrl + E
  • Expand search to include items from the current folder Ctrl + Alt + K
  • Expand search to include subfolders Ctrl + Alt + Z
  • Use Advance find Ctrl + Shift + F
  • Create a meeting request Ctrl + Shift + Q
  • Create a search folder Ctrl + Shift + P
  • Create a task request Ctrl + Shift + U
  • Open address book Ctrl + Shift + B
  • Forward as attachment Ctrl + Alt + F
  • Mark a message as not junk Ctrl + Alt + J
  • Check names Ctrl + K
  • Switch to Inbox Ctrl + Shift + I
  • Move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. Ctrl + Shift + Tab or Shift + Tab
  • Move around message header lines in the Folder Pane or an open message. Ctrl + Tab
  • Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar. Tab
  • Move around within the Folder Pane Arrow keys
  • 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
  • Go back to previous view in main Outlook window Alt + Left arrow
  • Go forward to next view in main Outlook window Alt + Right arrow
  • Go to the previous message Up arrow
  • Go to the next message Down arrow
  • Create a message (when in Mail) Ctrl + N
  • Create a message (from any Outlook view) Ctrl + Shift + M
  • Open the MailTip in the selected message Ctrl + Shift + W
  • Mark as unread Ctrl + U
  • Display Send/Receive progress (when a Send/Receive is in progress) Ctrl + B
  • Post to this folder Ctrl + Shift + S
  • Post a reply in this folder Ctrl + T
  • Send or post or reply all Alt + S
  • Save (except in tasks) Ctrl + S or Shift + F12
  • Save and close (except in mail) Alt + S
  • Print an item Ctrl + P
  • Delete an item Ctrl + D
  • Copy an item Ctrl + Shift + Y
  • Move an item Ctrl + Shift + V
  • Cancel Esc
  • Move to File tab ribbon Alt + F, use letters to navigate
  • Move to Home tab ribbon Alt + H, use letters to navigate
  • Move to Send/Receive tab ribbon Alt + S, use letters to navigate
  • Move to Folder tab ribbon Alt + O, use letters to navigate
  • Move to View tab ribbon Alt + W, use letters to navigate
  • On the ribbon, to move between commands Tab or Shift-tab
  • To move between groups on a ribbon Ctrl + Right Arrow or Ctrl + Left Arrow
  • Activate a selected command on the ribbon Spacebar or Enter key
  • Open a gallery on the ribbon Spacebar or Enter key
  • Finish with a control on the ribbon and move back to the document Enter key
  • Expand or collapse the ribbon Ctrl + F1
  • Help F1
  • Turn on editing in a field F2
  • Display the Find Bar F3
  • Search for text within an open item F4
  • Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and show the access keys in the Outlook ribbon. F6
  • Check spelling F7
  • Send and Receive F9
  • Selects the Menu Bar or Closes an open menu and submenu at the same time F10
  • Find a contact F11
  • Save As (only in mail) F12
  • 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 the Folder 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
  • Create a new appointment Ctrl + Shift + A
  • Create a new contact Ctrl + Shift + C
  • Create a new contact group Ctrl + Shift + L
  • Create a new journal entry Ctrl + Shift + J
  • Create a new task Ctrl + Shift + K
  • Create a new note Ctrl + Shift + N
  • Create a new fax Ctrl + Shift + X
  • Create a new Microsoft Office document Ctrl + Shift + H
  • Create a new email message Ctrl + Shift + M
  • Flag a message for follow-up Ctrl + Shift + G
  • Forward a message Ctrl + F
  • Send a message Ctrl + Enter
  • Reply to a message Ctrl + R
  • Reply all to a message Ctrl + Shift + R
  • Check for a new e-mail Ctrl + M or F9
  • Open a received message Ctrl + O
  • Mark a message as read Ctrl + Q
  • Dial a contact phone number Ctrl + Shift + D
  • Create a new folder Ctrl + Shift + E
  • Display the current week in calendar view Alt + –
  • Display the current month in calendar view Alt + =
  • Change the number of calendar days that display Alt + (any number from 1-10)
  • Find a contact F11
  • Go to different folder Ctrl + Y
  • Find a message or other item (Go to Search box) Ctrl + E
  • Expand search to include items from the current folder Ctrl + Alt + K
  • Expand search to include subfolders Ctrl + Alt + Z
  • Use Advance find Ctrl + Shift + F
  • Search for text within an open item F4
  • Create a meeting request Ctrl + Shift + Q
  • Create a search folder Ctrl + Shift + P
  • Create a task request Ctrl + Shift + U
  • Open address book Ctrl + Shift + B
  • Forward as attachment Ctrl + Alt + F
  • Mark a message as not junk Ctrl + Alt + J
  • Check names Ctrl + K
  • Switch to Inbox Ctrl + Shift + I
  • Check spelling F7
  • Move between the Folder Pane, the main Outlook window, the Reading Pane, and the To-Do Bar. Ctrl + Shift + Tab or Shift + Tab
  • Move around message header lines in the Folder Pane or an open message. Ctrl + Tab
  • Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar. Tab
  • Move between the Outlook window, the smaller panes in the Folder Pane, the Reading Pane, and the sections in the To-Do Bar, and show the access keys in the Outlook ribbon. F6
  • Move around within the Folder Pane Arrow keys
  • 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
  • Go back to previous view in main Outlook window Alt + Left arrow
  • Go forward to next view in main Outlook window Alt + Right arrow
  • Go to the previous message Up arrow
  • Go to the next message Down arrow
  • Create a message (when in Mail) Ctrl + N
  • Create a message (from any Outlook view) Ctrl + Shift + M
  • Open the MailTip in the selected message Ctrl + Shift + W
  • Mark as unread Ctrl + U
  • Send and Receive F9
  • Display Send/Receive progress (when a Send/Receive is in progress) Ctrl + B
  • Post to this folder Ctrl + Shift + S
  • Post a reply in this folder Ctrl + T
  • Send or post or reply all Alt + S
  • Save (except in tasks) Ctrl + S or Shift + F12
  • Save and close (except in mail) Alt + S
  • Save As (only in mail) F12
  • Print an item Ctrl + P
  • Delete an item Ctrl + D
  • Copy an item Ctrl + Shift + Y
  • Move an item Ctrl + Shift + V

 

These tips and tricks are provided by Revival Technology. Revival Technology is a Managed Service Provider (MSP) that provides IT solutions for companies. To learn more about Revival Technology, LLC, visit our website at www.RevivalTechnology.com to find out how we can help your business, the most common services performed, and our process.