Windows Systems Microsoft Outlook Shortcuts

by | Mar 15, 2019 | Managed Service Provider, Tips and Tricks, Training, Windows

Microsoft Outlook Shortcuts for Windows

 

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.