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. To make Outlook more fun to work on, here is a list of all keyboard shortcuts which helps you move faster while working on your Outlook profile.
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 |
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 (except icon view) |
F2 |
Creating Items or file shortcuts:-
| 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:-
| 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 |
Contacts:-
| Purpose |
Shortcut Key |
| Dial |
CTRL+SHIFT+D |
| Search Address book |
F11 |
Tasks:-
| Purpose |
Shortcut Key |
| Accept |
ALT+C |
| Decline |
ALT+D |
Calendar:-
| Purpose |
Shortcut Key |
| Accept |
ALT+C |
| Decline |
ALT+D |
Send and Receive:-
| 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 |
Add 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 PST software.
