Microsoft Outlook Keyboard Shortcuts

Last Updated on Aug 3, 2022

Outlook has millions of users due to its variety of valuable features, which makes tedious work easy to manage. Suppose you are one of the frequent users of Outlook, using Outlook to manage your emails and contacts, delegate projects, or schedule meetings. In that case, you navigate through different outlook menus using a cursor, which takes a lot of time. 

You can save time using the Outlook keyboard shortcut to finish general operations. Instead of clicking, pointing, and scrolling with the help of a mouse, you need to press one or more keyboard keys to perform your required operation. Once you start using shortcuts, you will never return to the mouse because you will see an increase in your productivity in a short duration. 

To increase your productivity, you have to memorize keyboard shortcuts. Keyboard shortcuts are helpful for people with visual or mobility disabilities. Like Microsoft Excel, Word, and PowerPoint, Microsoft Outlook also has plenty of keyboard shortcuts to increase your performance in less time.

List of the Most useful Outlook Keyboard Shortcuts

To start using Outlook shortcuts on your computer, you must ensure that keyboard shortcuts are turned on. To enable keyboard shortcuts, you have to do the following steps.  

  1. Click on “Home screen.”
  2. Then select “setting.”
  3. Click on “More mail settings.”
  4. Now select “customizing Outlook.”
  5. Click on “keyboard shortcuts.”
  6. Select your mode of choice and after that, click “save.

First of all, you have to understand how shortcuts are generally written.

You must press keys simultaneously if there is a “+” sign between the keys.

You have to press keys sequentially, which means one after another when there is a “,” sign between the keys.  

Below is the frequently used list of Outlook Keyboard Shortcuts.

Help Guide Keyboard Shortcut

When you are going to work with a new application, you must have to go through a help guide. A help guide is a primary resource providing guidance and instruction to understand the application readily.

F1 – Open the help menu

Alt or F10 – On or Off key tips

Ctrl + F1 – Show or hide the ribbon

Basic Navigation in Outlook

In Outlook, you spend a reasonable amount of time moving back and forth among its menu to speed up with the following navigation shortcut keys. 

Ctrl + , : Navigate to previous mail

Ctrl + . : Navigate to the next Mail

Ctrl + 1: Switch to Mail (i.e., if Calendar view is open, it will switch to Mail)

Ctrl + 2: Switch to Calendar

Ctrl + 3: Switch to contact (i.e., if Mail view is open, it will switch to Contact)

Ctrl + 4: Switch to To-Do-List (i.e., if Mail view is open, it will switch to To-Do-List)

Ctrl + 5: Switch to Notes (i.e., if the contact view is open, it will switch to Notes)

Ctrl + 6: Switch to Folder List in the folder pane

Ctrl + 7: Switch to Shortcuts

Esc: Close the current window or menu

Spacebar: Page down through the text 

Shift +Spacebar: page up through text

Ctrl + Y: Go to Folder

Ctrl + Shift + B : Open Address book

Ctrl + Shift + I : Switch to Inbox

Ribbon Navigation

Alt + H: Open the Home tab

Alt + F: Open File Menu

Alt + S:  Open Send/ Receive tab

Alt + O: Open Folder tab

Alt + V: Open view tab

Alt + Q: Go to Tell me search field

Ctrl + E: Open Search bar

Most frequently used Outlook keyboard shortcuts for Emails 

Ctrl + Shift + M :  Compose New Email

Ctrl + D : Delete Email

Ctrl + R: Reply to Email

Ctrl +Alt + R: Reply with  Meeting request

Ctrl + Shift + R : Reply to all

Ctrl + Q: Mark message as read

Ctrl + U: Mark the message as unread

Ctrl + Alt + J: Mark the message as not junk

Ctrl + F: Forward Email

Ctrl + Alt + F: Forward Email as an attachment

Ctrl + O: Open selected Email

Ctrl + A :Select all emails

Alt + S: Send Email

Ctrl + S: Save as draft

F12: Save as

F7 : Spell Check in Email

Ctrl + Shift + G : Flag Email for follow up

Alt + N,A,S: Select Signature tab in Email

Alt + N, A, F: Insert file in Email

Ctrl + K : Check names

F3,or Ctrl +E: Open Search Bar

F9: Refresh

Basic Keyboard Shortcut keys related to Folders 

The folder is a crucial feature of Outlook for organizing your Emails. It would be best if you created different folders to manage your emails by Priority, task, timeline, etc. 

Following is the list of Shortcuts helpful while working with the folders.

Ctrl + Shift + E : Create new folder

Ctrl + Shift + Y: Go to different folder( Folder picker dialogue)

(Copy selected item to folder)

Ctrl+ Shift + O: select outbox folder

Ctrl + Shift + I : select Inbox folder

Ctrl + Alt + B: Open Address book

Alt + Left Arrow: Previous folder selection

Alt + Right Arrow: Next folder selection

Right Arrow or “+”(on Numpad) : Expand selected folder 

Left arrow or “-” (on Numpad):  collapse the selected folder

Ctrl + “+”(on num pad): Expand all groups in views

Ctrl +”-“(on num pad): Collapse all groups in view

Alt + Left Arrow: Previous folder selection

Alt + Right Arrow :Next folder selection

Shortcuts for Toggling Panes

Ctrl + F1: show/hide Ribbon

Alt+F1: Show/hide Navigation Pane

Alt+F2: Show/hide To-Do Bar

Manage Appointment, tasks, and contacts

Ctrl+ N (In Calendar view) or Ctrl+shift+A: Create new Appointment

Ctrl + Shift + Q: Create a Meeting request

Ctrl + Shift + K: Create New task

Ctrl+C: Accept Task request

Ctrl+D: Decline Task request

Ctrl+ Shift + H: Create a New Microsoft Office document

Ctrl + Shift + C : Create New Contact

Ctrl+ Shift + L: Create New contact group

Ctrl+Shift + B : Open Address book

Symbols or Special Character

While writing/replying to the Email, you want to add some particular character; at that time, you click the insert button. From there, you have to find a specific symbol that you need which takes your time. If you memorize some basic symbol shortcuts you need repeatedly, it will save your search time.

Alt + Ctrl + T : Insert Trademark symbol (™)

Alt + Ctrl + C : Insert Copyright symbol (©)

Alt + Ctrl + R : Insert Registered Trademark symbol(®)

Outlook Shortcut keys for Calendar

Organizations become easy with the help of a calendar. The calendar feature is beneficial for large organizations.

Alt + –: Show current week 

Alt + = : Show the current month

Home: Go to the beginning of the working day

End: Go to the end of a working day

Ctrl + Home: switch to the beginning of the day

Ctrl + End: Go to the end of the day

Alt + Home: Go to the beginning of the week

Alt + End: Go to the end of the week

Right Arrow: Go to the next day

Left Arrow: Go to the previous day

Alt + Page Up: Go to  previous month

Alt + Page Down: Go to next month

HowtoiSolve Staff

Jaysukh Patel is the founder of howtoisolve. Also self Professional Developer, Techno lover mainly for iPhone, iPad, iPod Touch and iOS, Jaysukh is one of responsible person in his family. Contact On: jaysukh.pharma@gmail.com [OR] admin@howtoisolve.com

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