Keyboard Shortcuts for Microsoft Outlook

Microsoft Outlook is the most popular email client due to the large usage by employees in corporate companies. In addition, many people also use Outlook for personal use as you can buy it a packaged app with Office 365 subscription. For some of us, email is the life of business and quickly navigating through the Outlook interface will help to save lots of time. Here we provide, popular keyboard shortcuts for Microsoft Outlook to get things done quickly.

Related: Keyboard shortcuts for Gmail.

Adding Shortcut for Folder in Outlook

Outlook has many purposes like sending emails, scheduling appointments and managing tasks. You can view the shortcut icons at the bottom of the sidebar to navigate to these folders quickly. You can click on the three dots button to view additional shortcut folders as shown below.

Outlook Navigation
Outlook Navigation

You can add shortcut to any of the folder in this navigation list. Click on the “Shortcuts” option and right click on the “Shortcuts” menu. Click on the “New Shortcut” and choose the folder to add a shortcut in the navigation section.

Adding New Shortcut in Outlook
Adding New Shortcut in Outlook

Keyboard Shortcuts for Microsoft Outlook

Since Outlook has multiple usages, we have categorized the shortcuts based on the purpose and listed below.

1. Navigational Shortcuts

Use {control + number} keys to quickly access the corresponding sections of the shortcuts in the navigation. Remember, the below shortcuts are for the default Outlook settings. However, you can drag and move the position of the shortcut icon in the navigation. For example, if you have moved calendar icon to first position then “Control + 1” will open Calendar section.

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CTRL + 1Switch to Mail
CTRL + 2Switch to Calendar
CTRL + 3Switch to Contacts
CTRL + 4Switch to Tasks
CTRL + 5Switch to Notes
CTRL + 6Switch to folder list
CTRL + 7Switch to Shortcuts

2. Shortcuts for Search

Outlook has different search options to find menu items, mails and look for text within an email. Many people use “Control + F” in Outlook email for searching specific text in email. However, this will not work and open a reply to the email you are reading. You can simply use F4 shortcut to search text within an email.

Below is the list of search shortcuts you can use in Outlook.

Shortcut Description
CTRL + ESearch for a message or item
CTRL + Shift + FUse advanced search
ESCClear the search results
F4Search for text within a message or item

3. Shortcuts for Creating New Items

Every time selecting the new item by clicking on the “New Items” drop-down menu is a tedious task. Use the below shortcuts to quickly create new emails, appointment or task.

Shortcut Description
CTRL + Shift + MCreate a message
CTRL + Shift + ECreate a folder
CTRL + Shift + ACreate an appointment
CTRL + Shift + QCreate a meeting request
CTRL + Shift + CCreate a contact
CTRL + Shift + LCreate a distribution list
CTRL + Shift + TCreate a task
CTRL + Shift + NCreate a note

4. Mail Shortcuts

Finding the correct email address of a person is a difficult task in larger organizations. Generally, you can type the name in the address and click on the “Address Book” to find the name. Alternatively, you can also click on the “Check Names” to quickly filter the names from the address book. Instead of every time clicking on the “Check Names” button, simply press “Control + K” keys to find a name or open the suggestion box.

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Below are some of the quick shortcuts to speed up your emails.

CTRL + KCheck names
ALT + SSend message
CTRL + RReply to an e-mail
CTRL + Shift + RReply all to a message
CTRL + FForward a mail
CTRL + QMark as read
CTRL + UMark as unread
CTRL + Shift + GShow flag for follow up

5. Calendar Shortcuts

Some people like secretaries and assistants may need to work with Calendar for most of the time in a day. Below are some useful Calendar shortcuts to save your time.

ALT + 1Show 1 day view in the calendar
ALT + 2Show 2 days view in the calendar
ALT + 3Show 3 days in the calendar
ALT + 4Show 4 days in the calendar
ALT + 5Show 5 days in the calendar
ALT + 6Show 6 days in the calendar
ALT + 7Show 7 days in the calendar
CTRL + GSwitch to a date
CTRL + Right ArrowGo to the next day
CTRL + Left ArrowGo to the previous day
ALT + Down ArrowGo to the next week
ALT + Up ArrowGo to the previous week
ALT + Page DownGo to next month
ALT + Page UpGo to previous month

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