Outlook Keyboard Shortcuts – Work 10X Faster

Working on any application within Microsoft Office using the Keyboard Shortcuts key is one of the quickest and most efficient ways to boost your productivity.

These keyboard shortcuts will help you work faster in your email program. Outlook Keyboard Shortcuts The Shortcuts are easier than a mouse, or touchpad for that matter.

Outlook Keyboard Shortcuts

There are multiple areas of Outlook that cover different things like calendars, emails, and notes.

Related Article: Where Outlook Files Are Stored

​Every character and every function can be manipulated easily with the use of a keyboard shortcut. Outlook Keyboard Shortcuts Of course, all of these may not be specifically programmed into your software, but many of them exist as default shortcuts that you can discover if you play around with them.

Calendar

Show First day in Outlook Calender ALT+1
Show Second days in Outlook Calender ALT+2
Show Third days in Outlook Calender ALT+3
Show Fourth days in Outlook Calender ALT+4
Show Fifth days in Outlook Calender ALT+5
Show Sixth days in Outlook Calender ALT+6
Show Seventh days in Outlook Calender ALT+7
Show Eight days in Outlook Calender ALT+8
Show Ninth days in Outlook Calender ALT+9
Show Tenth days in Outlook Calender ALT+0
Single day view CTRL+ALT+1
Work week view CTRL+ALT+2
Full week view CTRL+ALT+3
Month view CTRL+ALT+4
Switch between Calendar, TaskPad/Daily Task List and Navigation Pane F6
Go to begin of day CTRL+HOME
Go to end of day CTRL+END
Go to begin of working day HOME
Go to end of working day END
Go to next day RIGT ARROW
Go to previous day LEFT ARROW
Go to next week/move selected item to next week ALT+DOWN ARROW
Go to previous week/move selected item to previous week ALT+UP ARROW
Go to beginning of week ALT+HOME
Go to end of week ALT+END
Go to next month ALT+PAGE DOWN
Go to previous month ALT+PAGE UP
Go to next appointment CTRL+>
Go to previous appointment CTRL+<
Go to specific date CTRL+G
Set an Appointment Recurrence (when item is opened) CTRL+G

 

Making selections and moving items

 

Select entire Contacts Alt + A
Open the Check Address dialog in an opened contact form ALT+D
Search for contacts. Alt+H, F, C
Display the first email address in an opened contact form ALT+SHIFT+1
Display the second email address in an opened contact form ALT+SHIFT+2
Display the third email address in an opened contact form ALT+SHIFT+3
Create Contact Ctrl + N
Open web page of selected contact CTRL+SHIFT+X
Search in the Address Book (Find a Contact) F11

Creating new items

CTRL+N Create a new email of current selected folder
CTRL+SHIFT+A To Create New Appointment
CTRL+SHIFT+C To Create New Contact
CTRL+SHIFT+E To Create New Folder
CTRL+SHIFT+H To Create New Office Document
CTRL+SHIFT+J New Journal entry
CTRL+J New Journal entry for selected item
CTRL+SHIFT+K To Create New Task
CTRL+SHIFT+L To Create New Distribution list
CTRL+SHIFT+M To Create New Message
CTRL+SHIFT+N To Create New Note
CTRL+SHIFT+P To Create New Search Folder
CTRL+SHIFT+Q To Create New Meeting Request
CTRL+SHIFT+S To Create New Post

 Making selections and moving items

CTR+A To Select All
DELETE To Delete selected text or Item
CTRL+C Copy selected items or text
CTRL+X Cut selected items or text
CTRL+V Paste copied or cut items or text
CTRL+ALT+V Paste Special (text only)
CTRL+SHIFT+C Copy format/Format Painter (text only)
CTRL+INSERT Copy text (alternative option)
INSERT Paste text (alternative option)
CTRL+SHIFT+V Move to Other Folder (selected items only)
CTRL+SHIFT+Y Copy to folder (selected items only)
CTRL+Z Undo
CTRL+Y Redo

 Messages – Reading

CTRL+ENTER Mark as Read
CTRL+U Mark as Unread
CTRL+SHIFT+G Flag for Follow Up
INSERT Quick Flag

 Messages – Send/Receive

F9 or CTRL+M Update New messages
CTRL+ALT+S Open Send/Receive settings dialog
CTRL+ALT+M Mark to download messages
CTRL+ALT+U Unmark selected headers

 Mail keyboard shortcuts

Switch to Inbox. Ctrl+Shift+I
Switch to Outbox. Ctrl+Shift+O
Run Macro Alt + F8
Send a message. Alt+S
Reply to a message. Ctrl+R
Select the Reply to All option. Ctrl+Shift+R
Reply with a meeting request. Ctrl+Alt+R
Forward a message. Ctrl+F
Post to a folder. Ctrl+Shift+S
Apply Normal style. Ctrl+Shift+N
Check for new messages. Ctrl+M or F9
Go to previous message. Up arrow key
Go to next message. Down arrow key
Create a message Ctrl+N
Create a message Ctrl+Shift+M
Open a received message Ctrl+O
Delete and ignore a conversation. Ctrl+Shift+D
Open the Address Book. Ctrl+Shift+B
Display the Flag for follow up dialog. Ctrl+Shift+G
Mark a message as read. Ctrl+Q
Mark a message as unread. Ctrl+U
Open the MailTip in the selected message. Ctrl+Shift+W
Find or replace text. F4
Find the next item. Shift+F4
Send a message. Ctrl+Enter
Print an item. Ctrl+P
Forward a message as an attachment. Ctrl+Alt+F
Show the properties for the selected item. Alt+Enter
Mark an item for download. Ctrl+Alt+M
Check the Mark for download status. Ctrl+Alt+U
Display the Send/Receive progress. Ctrl+B (when a Send/Receive is in progress)
Save an item. Ctrl+S
Open the Save as dialog. F12
Visual Basic Editor Alt + F11

 Navigation Pane Switch Using

CTRL+1 Mail View
CTRL+2 Calendar View
CTRL+3 Contacts View
CTRL+4 Tasks View
CTRL+5 Notes View
CTRL+6 Folder List View
CTRL+7 Shortcuts View
CTRL+8 Journal Navigation

Besides these shortcut keys, you have access to the Alt key on your keyboard. Outlook Keyboard Shortcuts This can help out a lot in case your mouse or touch screen breaks down and you are unable to use them any longer.

You can quickly press Alt and it will allow you to see the name of each button right above the letter that each button is labeled with.

You can then use this scheme labeled above each button to browse around using your keyboard alone as if you were using a mouse, but then via your keyboard instead. 1 pic

Alt + T shows the command name for almost any tool in Windows and then typing the letter shown on the tooltip will activate it or use that keyboard shortcut.