Many users discover that using an extra keyboard with Outlook keyboard shortcuts improves their productivity. Keyboard shortcuts are a necessary substitute for using a mouse for people who have mobility or vision impairments since they can be more convenient than using a touchscreen. Here are some of the best shortcuts you can use for Outlook.
MS Outlook application is one of the most widely used email client in the world, this desktop application comes bundled with Microsoft Office package. Outlook is very useful for communication purpose in business environment, it stores attributes like emails, calendar items, contacts, notes, tasks and many others. With Outlook tricks, the application would be more fun to work on, here is a list of all keyboard shortcuts that helps you move faster while working on your Outlook profile.
Outlook Shortcuts for Basic Operations:-
Purpose
Shortcut Key
Go to Mail
CTRL+1
Go to Calendar
CTRL+2
Go to Contacts
CTRL+3
Go to Tasks
CTRL+4
Go to Notes
CTRL+5
Go to Folder List
CTRL+6
Go to Shortcuts
CTRL+7
Go to Journal
CTRL+8
Switch between Folder List and main Outlook window
F6 or CTRL+SHIFT+TAB
Move around Outlook window
TAB
Go to a different folder
CTRL+Y
Expand or collapse e-mail message in the list
Left and right arrow keys
Outlook Shortcuts for Items:
Purpose
Shortcut Key
Display Tip for the active element
SHIFT+F1
Save
CTRL+S or SHIFT+F12
Save and Close, Send
ALT+S
Save As
F12
Undo
CTRL+Z or ALT+BACKSPACE
Delete
CTRL+D
Print
CTRL+P
Copy item
CTRL+SHIFT+Y
Move item
CTRL+SHIFT+V
Check names
CTRL+K (using the Outlook e-mail editor)
Check spelling
F7
Flag for follow-up
CTRL+SHIFT+G
Forward
CTRL+F
Send/post/invite all
ALT+S
Find items
F3 or CTRL+E
Search for text in items
F4
Find next during text search
SHIFT+F4
Use Advanced Find
CTRL+SHIFT+F
Create a new Search Folder
CTRL+SHIFT+P
Turn on editing in a field
F2
Creating Items or file shortcuts for Outlook:-
Purpose
Shortcut Key
Appointment
CTRL+SHIFT+A
Contact
CTRL+SHIFT+C
Distribution list
CTRL+SHIFT+L
Fax
CTRL+SHIFT+X
Folder
CTRL+SHIFT+E
Journal entry
CTRL+SHIFT+J
Meeting request
CTRL+SHIFT+Q
Message
CTRL+SHIFT+M
Note
CTRL+SHIFT+N
New Office document
CTRL+SHIFT+H
Post in this folder
CTRL+SHIFT+S
Search Folder
CTRL+SHIFT+P
Task
CTRL+SHIFT+K
Task request
CTRL+SHIFT+U
Emails Shortcuts for Outlook:-
Purpose
Shortcut Key
Switch to Inbox
CTRL+SHIFT+I
Switch to Outbox
CTRL+SHIFT+O
Select the account from which to send a message
CTRL+TAB (with focus on the To line) and then TAB to the Accounts button
Delete email permanently
Shift+Delete
Send
ALT+S
Reply to a message
CTRL+R
Reply all to a message
CTRL+SHIFT+R
Mark a message as not junk
CTRL+ ALT+J
Display blocked external content (in a message)
CTRL+SHIFT+I
Post to a folder
CTRL+ SHIFT+S
Check for new mail
CTRL+M or F9
Go to the next message
UP ARROW
Go to the previous message
DOWN ARROW
Go to the row above (message or group heading)
ALT+ UP ARROW
Go to the row below (message or group heading)
ALT+ DOWN ARROW
Compose a new message
CTRL+N
Open a received message
CTRL+O
Display the Address Book
CTRL+SHIFT+B
Convert an HTML or RTF message to plain text
CTRL+SHIFT+O
Add a Quick Flag to a message
INSERT
Display the Flag for Follow Up dialog box
CTRL+SHIFT+G
Mark as read
CTRL+Q
Displays menu to download pictures / change automatic download settings / Add a sender to the Safe Senders List
CTRL+SHIFT+W
Outlook Shortcuts for Contacts:-
Purpose
Shortcut Key
Dial
CTRL+SHIFT+D
Search Address book
F11
Shortcuts for Tasks in Outlook:-
Purpose
Shortcut Key
Accept
ALT+C
Decline
ALT+D
Shortcuts for Outlook Calendar:-
Purpose
Shortcut Key
Accept
ALT+C
Decline
ALT+D
Outlook Shortcuts for Send and Receive operations:-
Purpose
Shortcut Key
Send and receive all
F9
Starts a send/receive operation for current folder by retrieving all items like header, item, attachments, etc.
SHIFT+F9
Shortcuts for Adding web information:-
Purpose
Shortcut Key
Edit a URL in the body of an item
CTRL+left mouse button
Specify a Web browser
SHIFT+left mouse button
Insert a hyperlink
CTRL+K (When using Word as e-mail editor only)
Apart from the above mentioned shortcuts, there are numerous other shortcuts which Outlook has. But sometimes with the ease of these shortcuts, you may also end up facing lot of problems such as email deletion; user might accidentally delete a mail / element by using Shift + Delete key combination. The element deleted using this shortcut key is not redirected to deleted items. Also, many times due to improper closing of Outlook, the PST file gets corrupt and leads to inaccessibility of emails and other Outlook items. However luckily these Outlook items can be restored back by fixing PST files using reliable repair utility like Remo Repair Outlook PSTsoftware.
Tony Landry is a Web Content Editor at Remo Software. He loves to write, edit, and manage content for users trying to troubleshoot and fix problems on Windows, Outlook, storage drives, and Cloud storage networks. With an aptitude that transcends writing, Tony is recognized as a Microsoft Outlook, Word, and PowerPoint expert. His comprehensive solutions…
