Helpful Microsoft Outlook Keyboard Shortcuts

 
Microsoft Outlook Keyboard Shortcuts

If you want to greatly improve your speed in using Microsoft Outlook, make sure to learn a few of these helpful keyboard shortcuts.

They can save you a huge amount of time and greatly reduce the number of keystrokes and mouse clicks you need to make to perform some of the key functions of Microsoft Outlook.

Because there are some many different areas of Microsoft Outlook (Email, Folders, Contacts, Calendar, Tasks, etc.), I am going to just focus this post on shortcuts that are related to Email and Folder management, which are critical to help speed your Inbox processing and triage.

The list below is not the full list of ALL the available shortcuts, but are some of the ones that are most commonly used for routine Email processing:

(Note that in some cases, there are several keyboard shortcuts that do the same things, so use whichever you find easier/quicker)

Outlook General Navigation:

Keyboard Shortcut Action
Ctrl+1 Switch to Mail
Ctrl+2 Switch to Calendar
Ctrl+3 Switch to Contacts
Ctrl+4 Switch to Tasks
Ctrl+5 Switch to Notes

 

Mailbox Main Window:

Keyboard Shortcut Action
Tab/Shift+Tab Cycle forward / backward between screen elements

(Navigation Pane, Message List, Search, Reading Pane)
Ctrl+Shift+I Go to Inbox folder
Ctrl+Shift+O Go to Outbox folder
Ctrl+Y Displays the “Go to Folder” selection windows
F3/Ctrl+E Go to Search box
Ctrl+M/F9 Check for new messages
Ctrl+N Create new message

 

Folder/Navigation Pane:

Keyboard Shortcut Action
Arrow Up/Arrow Down Navigate downward / navigate upward in Navigation Pane.
Arrow Left/Arrow Right Collapse or expand group in message list
a...z Jump to folder with letter typed. If more than one folder exists,

immediately continue typing second or third letter until reaching folder

 

Within your Inbox:

Keyboard Shortcut Action
Ctrl + N Create a new e-mail.
Ctrl + R Reply to an e-mail.
Ctrl + F Forward an e-mail.
Tab/Shift+Tab Cycle forward / cycle backward between Screen Elements (e.g. Navigation Pane, Message List, Search, Reading Pane)
Arrow Down/Arrow Up Move down / move up between messages
Arrow Left/Arrow Right Collapse / expand groups (e.g. week)
Shift+Arrow Down/Shift+Arrow Up Select multiple adjacent messages
press and hold ctrl,
arrow up/arrow down and space
Select multiple non-adjacent messages
Ctrl+Shift+V Move message to a folder

 

Within Email Messages:

Keyboard Shortcut Action
Alt+S Send
Ctrl+P Print Message
Ctrl + N Create a new e-mail.
Ctrl + R Reply to an e-mail message
Ctrl + F Forward an e-mail.

 

Create Outlook Items (from anywhere in Outlook):

Keyboard Shortcut Action
Alt+S Send
Ctrl+P Print Message
Ctrl + N Create a new e-mail.
Ctrl + R Reply to an e-mail message
Ctrl + F Forward an e-mail.

 

Do you use any Microsoft Outlook Shortcuts?

Which ones do you find the most helpful?


Check-Out these helpful MS Outlook Books: