Outlook Shortcuts – [Make your Work 10X Faster]

Outlook Shortcuts

Have you ever encountered the issue that your mouse and touchpad are not working properly, or you are one of me who wants to work smartly and use KEYBOARD SHORTCUTS?

Almost every act in Outlook will be executed by keyboard shortcuts, we have worked hard to explore and find shortcuts that help you a lot.

Important Note: You will get this page updated regularly to show all the new articles I write about awesome keyboard shortcuts in Outlook. Don’t forget to add this page to your favorites.

Outlook Keyboard Shortcuts

Multiple areas in Microsoft Outlook 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.

Calendar

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)
CTRL+ZUndo
CTRL+YRedo

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

The Alt key assumes a pivotal role, especially when your mouse or touchscreen malfunctions.

By pressing Alt, you’ll notice alphabetic, numeric, or combined indicators above each function key.

These indicators facilitate navigation through the Ribbon, Menus, and Toolbars, enabling you to perform tasks normally done with a mouse, using just 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.

Find your Outlook Keyboard Shortcut in the below articles:

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

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

Keyboard Shortcut in New Outlook

Outlook Classic is renowned for its extensive array of keyboard shortcuts, which greatly enhance its functionality.

Recently, a new version of Outlook, commonly referred to as “New Outlook,” was launched.

This new version bears a strong resemblance to Outlook.com. However, not all the keyboard shortcuts from Outlook Classic are compatible with New Outlook.

It’s worth noting that the majority of these shortcuts are similar to those in Classic Outlook.

New Outlook Keyboard Shortcut

You can view the complete list of keyboard shortcuts available in New Outlook directly on your screen.

Simply press and hold the Shift key on your keyboard, and while holding it, press the ‘?‘ key.

This action will open the keyboard shortcut window, allowing you to check out all the available keyboard shortcuts in New Outlook.

Every keyboard features a pair of Shift keys: one is located to the left of the space bar, and the other is situated below the Enter key.

You can use either of these Shift keys in combination with the ‘?’ key to execute the command and open the window for keyboard shortcuts.

New Outlook is divided into two segments concerning keyboard shortcuts: first, there’s Outlook for Windows, and second, Outlook for Web.

There are slight differences in the keyboard shortcuts for each segment. Check out the detailed list for both of these distinct segments.

Outlook For Windows [Shortcuts]

Write Email

Keyboard ShortcutWhat it Does?
Ctrl+NCreate a new email message
Ctrl+Enter / Alt+SSend this message
Ctrl+RReply to this message
Ctrl+Shift+RReply all to this message
Ctrl+FForward this message
Ctrl+SSave draft
EscDiscard draft
Ctrl+KInsert a hyperlink
Alt+F10Exit message editor

Email list

Keyboard ShortcutWhat it Does?
Ctrl+SpaceSelect/Unselect this message
Ctrl+ASelect all messages
EscClear all messages
Home / Ctrl+HomeSelect first message
End / Ctrl+EndSelect last message

Read email

Keyboard ShortcutWhat it Does?
EnterOpen this message
Shift+EnterOpen this message in a new window
Ctrl+.Open the next item
Ctrl+,Open the previous item
RightExpand a conversation
LeftCollapse a conversation

Go to

Keyboard ShortcutWhat it Does?
Ctrl+1Go to Mail
Ctrl+2Go to Calendar
Ctrl+3Go to People
Ctrl+4Go to To Do
Ctrl+Shift+IGo to Inbox
Ctrl+E / F3Search your email
Alt+F1Open or collapse the left pane
F6Jump Focus
Shift+F6Jump Focus
Ctrl+TabJump Focus
Ctrl+Shift+TabJump Focus

Email actions

Keyboard ShortcutWhat it Does?
Ctrl+PPrint this message
Ctrl+Z / Alt+BackspaceUndo last action
Delete / Ctrl+DDelete this message
Shift+DeletePermanently delete this message
Ctrl+Shift+ECreate new folder
Ctrl+QMark this message as read
Ctrl+UMark this message as unread
InsertFlag this message
BackspaceArchive
Ctrl+JMark this message as junk
Ctrl++ / Ctrl+=Zoom in this message
Ctrl+- / Ctrl+_Zoom out this message
Ctrl+0Reset the zoom of this message
Ctrl+Shift+VMove to a folder
Ctrl+DeleteIgnore
F9Sync sent and received Email

Outlook For Web [Shortcuts]

Write Email

What it Does?Keyboard Shortcut
Create a new email messageN
Send this messageCtrl+Enter / Alt+S
Reply to this messageR / Ctrl+R
Reply all to this messageShift+R / Ctrl+Shift+R
Forward this messageShift+F / Ctrl+Shift+F
Save draftCtrl+S
Discard draftEsc
Insert a hyperlinkCtrl+K
Exit message editorAlt+F10

GO TO

What it Does?Keyboard Shortcut
Go to MailCtrl+Shift+1
Go to CalendarCtrl+Shift+2
Go to PeopleCtrl+Shift+3
Go to To DoCtrl+Shift+4
Go to InboxG then I
Go to DraftsG then D
Go to SentG then S
Search your emailAlt+Q
Open or collapse the left paneAlt+F1
Show help?
Jump FocusCtrl+F6
Jump FocusCtrl+Shift+F6

Email list

What it Does?Keyboard Shortcut
Select/Unselect this messageCtrl+Space
Select all messagesCtrl+A
Clear all messagesEsc
Select first messageHome / Ctrl+Home
Select last messageEnd / Ctrl+End

Email actions

What it Does?Keyboard Shortcut
Print this messageCtrl+P
Undo last actionCtrl+Z / Alt+Backspace
Delete this messageDelete
Permanently delete this messageShift+Delete
Create new folderShift+E
Mark this message as readQ / Ctrl+Q
Mark this message as unreadU / Ctrl+U
Flag this messageInsert
ArchiveE
Mark this message as junkJ
Zoom in this messageCtrl++ / Ctrl+=
Zoom out this messageCtrl+- / Ctrl+_
Reset the zoom of this messageCtrl+0
Move to a folderV
Categorize this messageC
IgnoreCtrl+Delete
SnoozeB
Sync sent and received emailF9

Read email

What it Does?Keyboard Shortcut
Open this messageO / Enter
Open this message in a new windowShift+Enter
Open the next itemCtrl+.
Open the previous itemCtrl+,
Next item in the reading pane.
Previous item in the reading pane,
Expand/Collapse a conversationX

Final Words

In summary, whatever you do, DO NOT overuse these shortcuts. They’re just like your Windows desktop or Mac shortcuts.

If you overuse them, soon you’ll be clicking Space, Tab, Enter, and Shift instead of moving the mouse around.

While Microsoft Word offers plenty of keyboard shortcuts, it doesn’t have everything. For instance, it feels clunky and strange to use Outlook keyboard shortcuts.

Microsoft will add more to this list in subsequent updates, but until then, this article offers a list of keyboard shortcuts, from basic to advanced, so you can master Outlook keyboard shortcuts simply fine.

Related articles: