Best Outlook Keyboard Shortcuts 2024: you should know

Increase your productivity with these top Outlook keyboard shortcuts.

While many consumers prefer using Gmail to manage their emails, Outlook has gained a significant following among small businesses and enterprise users. One thing that makes it better than Gmail is that it has a native app for both Windows and Mac. But some users may find that Outlook’s icons and text are too small, making it hard to move around. To fix this, it can be very helpful to learn the best Outlook keyboard shortcuts for Windows and Mac.

Outlook isn’t just for managing email; it also has other important features like Calendar, Contacts, Microsoft To-Do, and Sticky Notes built in. By using Outlook keyboard shortcuts, you can quickly mark emails as read, delete marketing spam, mark important emails to be sent directly to Microsoft To-Do, and even schedule events in the Outlook calendar. Below we have mentioned the best outlook keyboard shortcuts.

Why Use Keyboard Shortcuts in Outlook?

Using keyboard shortcuts in Outlook can help you manage your emails and tasks much more quickly and easily. Here are a few of the most important reasons to use keyboard shortcuts in Outlook:

Saving time: Using keyboard shortcuts to do tasks is much faster than using the mouse to move through menus and choices. With a simple combination of keys, you can do common tasks quickly, which will save you a lot of time in your daily email management.

Navigation made easier: Outlook has a lot of features and options, and it can be hard to find your way around them with just a mouse. With keyboard shortcuts, you can get to functions, folders, and commands more quickly and easily. This makes it easier to find what you need.

Reduce Your Dependence on the Mouse: If you always use the mouse for the same tasks, your hand and wrist may get tired or strained. By using keyboard shortcuts, you can make sure your hands don’t have to work as hard and reduce the chance of getting a repetitive strain injury.

Efficient Email Management: If you get a lot of emails every day, you can use keyboard shortcuts to sort, organize, and reply to them quickly. With shortcuts, you can quickly do things like archive, flag, move emails between folders, and write replies.

Quick Access to Functions: Some functions in Outlook may be buried in menus or sub-menus, making it harder to find them with a mouse. You don’t have to navigate through complicated menus to get to these functions when you use keyboard shortcuts.

Best Outlook Keyboard Shortcuts

If you know how to use Outlook’s keyboard shortcuts, you can manage your emails, appointments, and tasks much more quickly and easily. These shortcuts speed up your daily tasks, saving you time and effort. For example, you can quickly write a new message, move through your inbox, or schedule an appointment. If you take the time to learn and use these shortcuts, you’ll be able to do a lot more with Outlook in no time.

General Shortcuts:

ShortcutDescription
Ctrl + NCreate a new email message
Ctrl + RReply to the selected email
Ctrl + FForward the selected email
Ctrl + EnterSend the email
Ctrl + Shift + MCreate a new email folder
Ctrl + Shift + ACreate a new appointment
Ctrl + Shift + QCreate a new meeting request
Ctrl + Shift + CCreate a new contact
Ctrl + Shift + JCreate a new journal entry
Ctrl + Shift + KAdd a new task
Ctrl + Shift + LCreate a new distribution list
Ctrl + Shift + UMark selected items as unread
Ctrl + Shift + IOpen the Inbox
Ctrl + Shift + OOpen the Outbox
Ctrl + Shift + BOpen the Address Book

Email Navigation:

ShortcutDescription
Ctrl + 1Switch to Mail view
Ctrl + 2Switch to Calendar view
Ctrl + 3Switch to Contacts view
Ctrl + 4Switch to Tasks view
Ctrl + 5Switch to Notes view
Ctrl + YGo to a different folder
Ctrl + Shift + FOpen the Advanced Find dialog box
Ctrl + Shift + POpen the Find Contact dialog box
Ctrl + Shift + HOpen the Find and Replace dialog box in an email

Email Management:

ShortcutDescription
Ctrl + QMark the selected email as read
Ctrl + UMark the selected email as unread
Ctrl + Shift + VMove the selected email to a different folder
Ctrl + Shift + YCopy the selected email to a different folder
Ctrl + Shift + GFlag the selected email for follow-up
Ctrl + Shift + SOpen the Send/Receive All Groups dialog box
Ctrl + Shift + BOpen the Address Book
Ctrl + Shift + LApply the bulleted list formatting
Ctrl + Shift + RReply all to the selected email
Ctrl + Shift + UMark the selected item as unread and move to next
Ctrl + Shift + AReply all to the selected email
Ctrl + Shift + PPrint the selected email

Calendar Management:

ShortcutDescription
Ctrl + GGo to date
Ctrl + NNew appointment
Ctrl + Shift + ANew meeting request
Ctrl + Shift + QNew contact
Ctrl + Shift + KNew task
Ctrl + Shift + ENew folder
Ctrl + SSave the appointment, meeting, or contact
Ctrl + Shift + LOpen the distribution list
Ctrl + Shift + MOpen the Address Book
Ctrl + Shift + UMark selected as unread

Contacts Management:

ShortcutDescription
Ctrl + NNew contact
Ctrl + Shift + CNew contact group
Ctrl + Shift + QNew contact from the same company
Ctrl + DDelete the selected contact
Ctrl + Shift + VMove contact to a folder
Ctrl + Shift + PPrint the selected contact

Task Management:

ShortcutDescription
Ctrl + NNew task
Ctrl + OOpen the selected task
Ctrl + SSave and close the task
Ctrl + Shift + KNew task request
Ctrl + Shift + YCopy the selected task to a different folder
Ctrl + Shift + VMove the selected task to a different folder

Best Outlook Keyboard Shortcuts for Different Platforms

If you know how to use Outlook’s keyboard shortcuts, you can be much more productive on many different platforms. Whether you use Outlook on Windows, Mac, or the web, learning these time-saving shortcuts will help you manage emails, appointments, and tasks more efficiently. This will make your Outlook experience more enjoyable and smooth.

Windows Shortcuts:

ShortcutDescription
Ctrl + NNew email
Ctrl + Shift + MNew meeting request
Ctrl + Shift + ANew appointment
Ctrl + Shift + CNew contact
Ctrl + Shift + JNew journal entry
Ctrl + Shift + KNew task
Ctrl + RReply to email
Ctrl + Shift + RReply all to email
Ctrl + FForward email
Ctrl + Shift + BOpen address book
Ctrl + Shift + IGo to inbox
Ctrl + Shift + OOpen outbox
Ctrl + Shift + QCreate a new meeting request from any Outlook view
Ctrl + Shift + SSend a status report
Ctrl + 1, Ctrl + 2, etc.Switch between mail, calendar, contacts, etc.
Ctrl + EGo to the Search box
Ctrl + Shift + BOpen the Send/Receive All Folders dialog box
Ctrl + Shift + VMove an item
Ctrl + Shift + YCopy an item
Ctrl + Shift + GCreate a new task

macOS Shortcuts:

ShortcutDescription
Command + NNew email
Command + Shift + MNew meeting request
Command + Shift + ANew appointment
Command + Shift + CNew contact
Command + Shift + JNew journal entry
Command + Shift + KNew task
Command + RReply to email
Command + Shift + RReply all to email
Command + FForward email
Command + Shift + BOpen address book
Command + Shift + IGo to inbox
Command + Shift + OOpen outbox
Command + 1, Command + 2, etc.Switch between mail, calendar, contacts, etc.
Command + EGo to the Search box
Command + Shift + BOpen the Send/Receive All Folders dialog box
Command + Shift + VMove an item
Command + Shift + YCopy an item
Command + Shift + GCreate a new task

Web Version Shortcuts:

ShortcutDescription
Ctrl + NNew email
Ctrl + RReply to email
Ctrl + FForward email
Ctrl + Shift + MNew meeting request
Ctrl + Shift + ANew appointment
Ctrl + Shift + CNew contact
Ctrl + Shift + JNew journal entry
Ctrl + Shift + KNew task
Ctrl + Shift + QCreate a new meeting request
Ctrl + 1, Ctrl + 2, etc.Switch between mail, calendar, contacts, etc.
Ctrl + EGo to the Search box
Ctrl + Shift + BOpen address book
Ctrl + Shift + VMove an item
Ctrl + Shift + YCopy an item
Ctrl + Shift + GCreate a new task

How to Enable Keyboard Shortcuts in Outlook?

To enable keyboard shortcuts in Outlook, follow these steps:

  • Open Outlook.
  • Click the File tab.
  • Click Options.
  • In the Outlook Options dialog box, click the Advanced tab.
  • In the Keyboard shortcuts section, select the Enable keyboard shortcuts checkbox.
  • Click OK.

Once you have enabled the keyboard shortcuts, you can use them to perform tasks in Outlook. To see a list of keyboard shortcuts, press Alt+H to open the Help menu. See Keyboard Shortcuts for a list of all the keyboard shortcuts available in Outlook.

Here are some of the most useful keyboard shortcuts in Outlook:

  • Ctrl+1 – Go to the Inbox
  • Ctrl+2 – Go to the Calendar
  • Ctrl+3 – Go to the Contacts
  • Ctrl+4 – Go to the Tasks
  • Ctrl+5 – Go to the Notes
  • Ctrl+P – Print
  • Ctrl+S – Save
  • Ctrl+Z – Undo
  • Ctrl+Y – Redo

You can also use keyboard shortcuts to perform tasks on specific emails. For example, to mark an email as read, you can press Ctrl+R. To delete an email, you can press Ctrl+D.

FAQs

What is F7 in Outlook?

With Microsoft programs like Microsoft Excel, Microsoft Word, Microsoft Outlook, and other Office products, you can use the F7 function key to check a document’s spelling and grammar. When you press Shift + F7, the highlighted word is checked in a Thesaurus.

What does Ctrl M do on Outlook?

Click Ctrl+M in Microsoft Outlook to send and receive all emails. In Microsoft Word and other word processing programs, Ctrl+M is used to make a paragraph start at a different line. If you keep using this keyboard shortcut, the indentation will keep getting bigger.

Editorial Staff
Editorial Staffhttps://www.bollyinside.com
The Bollyinside editorial staff is made up of tech experts with more than 10 years of experience Led by Sumit Chauhan. We started in 2014 and now Bollyinside is a leading tech resource, offering everything from product reviews and tech guides to marketing tips. Think of us as your go-to tech encyclopedia!

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