Outlook Keyboard Shortcuts – Work 10X Faster

Working on any application in Microsoft Office using the Keyboard Shortcuts key allows brings additional busters in your works.

These shortcut keys will change the way you email, using Keyboard shortcuts is much easier than the mouse or touch screen.

Outlook Keyboard Shortcuts

There are multiple areas in Microsoft Outlook that cover (messages, calendars, Notes & tasks) and many other minor features.

Every function can be easily operated by a specific Shortcut Keyboard function, Let’s understand the Keyboard shortcuts and the results.


Show First day in Outlook CalenderALT+1
Show Second days in Outlook CalenderALT+2
Show Third days in Outlook CalenderALT+3
Show Fourth days in Outlook CalenderALT+4
Show Fifth days in Outlook CalenderALT+5
Show Sixth days in Outlook CalenderALT+6
Show Seventh days in Outlook CalenderALT+7
Show Eight days in Outlook CalenderALT+8
Show Ninth days in Outlook CalenderALT+9
Show Tenth days in Outlook CalenderALT+0
Single day viewCTRL+ALT+1
Work week viewCTRL+ALT+2
Full week viewCTRL+ALT+3
Month viewCTRL+ALT+4
Switch between Calendar, TaskPad/Daily Task List and Navigation PaneF6
Go to begin of dayCTRL+HOME
Go to end of dayCTRL+END
Go to begin of working dayHOME
Go to end of working dayEND
Go to next dayRIGT ARROW
Go to previous dayLEFT ARROW
Go to next week/move selected item to next weekALT+DOWN ARROW
Go to previous week/move selected item to previous weekALT+UP ARROW
Go to beginning of weekALT+HOME
Go to end of weekALT+END
Go to next monthALT+PAGE DOWN
Go to previous monthALT+PAGE UP
Go to next appointmentCTRL+>
Go to previous appointmentCTRL+<
Go to specific dateCTRL+G
Set an Appointment Recurrence (when item is opened)CTRL+G

Making selections and moving items

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

Creating new items

CTRL+NCreate a new email of current selected folder
CTRL+SHIFT+ATo Create New Appointment
CTRL+SHIFT+CTo Create New Contact
CTRL+SHIFT+ETo Create New Folder
CTRL+SHIFT+HTo Create New Office Document
CTRL+SHIFT+JNew Journal entry
CTRL+JNew Journal entry for selected item
CTRL+SHIFT+KTo Create New Task
CTRL+SHIFT+LTo Create New Distribution list
CTRL+SHIFT+MTo Create New Message
CTRL+SHIFT+NTo Create New Note
CTRL+SHIFT+PTo Create New Search Folder
CTRL+SHIFT+QTo Create New Meeting Request
CTRL+SHIFT+STo Create New Post

Making selections and moving items

CTR+ATo Select All
DELETETo Delete selected text or Item
CTRL+CCopy selected items or text
CTRL+XCut selected items or text
CTRL+VPaste copied or cut items or text
CTRL+ALT+VPaste Special (text only)
CTRL+SHIFT+CCopy format/Format Painter (text only)
CTRL+INSERTCopy text (alternative option)
INSERTPaste text (alternative option)
CTRL+SHIFT+VMove to Other Folder (selected items only)
CTRL+SHIFT+YCopy to folder (selected items only)

Messages – Reading

CTRL+ENTERMark as Read
CTRL+UMark as Unread
CTRL+SHIFT+GFlag for Follow Up
INSERTQuick Flag

Messages – Send/Receive

F9 or CTRL+MUpdate New messages
CTRL+ALT+SOpen Send/Receive settings dialog
CTRL+ALT+MMark to download messages
CTRL+ALT+UUnmark selected headers

Mail keyboard shortcuts

Switch to Inbox.Ctrl+Shift+I
Switch to Outbox.Ctrl+Shift+O
Run MacroAlt + 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 messageCtrl+N
Create a messageCtrl+Shift+M
Open a received messageCtrl+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 EditorAlt + F11

Navigation Pane Switch Using

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

Apart from all these shortcut keys Alt Key plays important role in case your mouse or touch screen stop working, You can simply hit Alt, you can see (alphabet, numeric, or combination of it) above every function key, they basically allow you to browse the Ribbon, Menus, and Toolbars as you would normally do with a mouse but then via your keyboard.

Keyboard Shortcuts key

You can press and let go of the ALT key and then simply type the letter in the tooltip to activate it.

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