Best Keyboard Shortcuts For Microsoft Outlook

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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.

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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:-

PurposeShortcut Key
Go to MailCTRL+1
Go to CalendarCTRL+2
Go to ContactsCTRL+3
Go to TasksCTRL+4
Go to NotesCTRL+5
Go to Folder ListCTRL+6
Go to ShortcutsCTRL+7
Go to JournalCTRL+8
Switch between Folder List and main Outlook windowF6 or CTRL+SHIFT+TAB
Move around Outlook windowTAB
Go to a different folderCTRL+Y
Expand or collapse e-mail message in the listLeft and right arrow keys

Outlook Shortcuts for Items:

PurposeShortcut Key
Display Tip for the active elementSHIFT+F1
Save and Close, SendALT+S
Save AsF12
Check namesCTRL+K (using the Outlook e-mail editor)
Check spellingF7
Flag for follow-upCTRL+SHIFT+G
Send/post/invite allALT+S
Find itemsF3 or CTRL+E
Search for text in itemsF4
Find next during text searchSHIFT+F4
Use Advanced FindCTRL+SHIFT+F
Create a new Search FolderCTRL+SHIFT+P
Turn on editing in a fieldF2

Creating Items or file shortcuts for Outlook:-

Purpose Shortcut Key
Distribution listCTRL+SHIFT+L
Journal entryCTRL+SHIFT+J
Meeting requestCTRL+SHIFT+Q
New Office documentCTRL+SHIFT+H
Post in this folderCTRL+SHIFT+S
Search FolderCTRL+SHIFT+P
Task requestCTRL+SHIFT+U

Emails Shortcuts for Outlook:-

Purpose Shortcut Key
Switch to InboxCTRL+SHIFT+I
Switch to OutboxCTRL+SHIFT+O
Select the account from which to send a messageCTRL+TAB (with focus on the To line) and then TAB to the Accounts button
Delete email permanentlyShift+Delete
Reply to a messageCTRL+R
Reply all to a messageCTRL+SHIFT+R
Mark a message as not junkCTRL+ ALT+J
Display blocked external content (in a message)CTRL+SHIFT+I
Post to a folderCTRL+ SHIFT+S
Check for new mailCTRL+M or F9
Go to the next messageUP ARROW
Go to the previous messageDOWN 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 messageCTRL+N
Open a received messageCTRL+O
Display the Address BookCTRL+SHIFT+B
Convert an HTML or RTF message to plain textCTRL+SHIFT+O
Add a Quick Flag to a messageINSERT
Display the Flag for Follow Up dialog boxCTRL+SHIFT+G
Mark as readCTRL+Q
Displays menu to download pictures / change automatic download settings / Add a sender to the Safe Senders ListCTRL+SHIFT+W

Outlook Shortcuts for Contacts:-

Purpose Shortcut Key
Search Address bookF11

Shortcuts for Tasks in Outlook:-

Purpose Shortcut Key

Shortcuts for Outlook Calendar:-

Purpose Shortcut Key

Outlook Shortcuts for Send and Receive operations:-

PurposeShortcut Key
Send and receive allF9
Starts a send/receive operation for current folder by retrieving all items like header, item, attachments, etc.SHIFT+F9

Shortcuts for Adding web information:-

PurposeShortcut Key
Edit a URL in the body of an itemCTRL+left mouse button
Specify a Web browserSHIFT+left mouse button
Insert a hyperlinkCTRL+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.

About the Author: Tony Landry

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…