Make Outlook easy with 35+ Outlook Keyboard Shortcuts
Introduction
This short guide shows various Microsoft Outlook keyboard shortcuts, making everyday use quicker, easier, and more efficient. At the end of this guide, you will have a download link to a PDF with all the shortcuts listed below, which is ideal to keep on your desk for quick reference.
What is Outlook?
Outlook is a popular Microsoft tool that helps you manage your emails, calendar, and contacts all in one place. It’s like having a personal assistant on your computer or phone, making it easy to keep track of appointments, send and receive messages, and organise your daily tasks. Whether you’re planning a meeting or just checking in with friends, Outlook keeps everything organised and accessible.
Why do shortcuts exist?
Outlook keyboard shortcuts are usually used to speed up everyday actions or operations by reducing the number of mouse presses or keystrokes. To ensure the shortcut was intended, the user is required to press and hold several keys at once or follow a sequence one after the other.
Keyboard shortcuts
Inbox management
- Ctrl + Shift + K for new task
- Ctrl + Shift + M for new email
- Ctrl + E for search
- Alt + Q to find any command
- Ctrl + 1 to switch to Mail view
- Ctrl + 2 to switch to Calendar view
- Ctrl + N for new item
- Ctrl + Shift + G to flag email
- Ctrl + Shift + I to go to Inbox
Email Efficiency
- Ctrl + Enter to send email
- Ctrl + R to reply
- Ctrl + Shift + R to reply all
- Ctrl + F to forward
- Ctrl + Shift + B to open address book
- Alt + S to send
- F9 to send/receive all folders
- Ctrl + Shift + C for new contact
- Ctrl + Shift + Q for new meeting request
Calendar shortcuts
- Ctrl + G to go to date
- Ctrl + Shift + A for new appointment
- Alt + H + L to schedule a meeting
- Ctrl + 3 to switch to Contacts view
- Ctrl + 4 to switch to Tasks view
- Alt + = to view calendar in month
- Ctrl + Y to go to folder
- Alt + H + M to manage rules
- Ctrl + Shift + D for new task request
Productivity Boosters
- Alt + H + Q to show reminders
- Ctrl + Shift + V to move email
- Ctrl + Shift + Y to copy email
- Alt + F + T for options
- Ctrl + Shift + P for new note
- Alt + F + X to exit Outlook
- Ctrl + Shift + F for advanced find
- Alt + H + R + P to reply with meeting
- Alt + H + U to mark as read
External Resources
If you would like more information about Microsoft Outlook, take a look at the resources below. Please note that these websites were available at the time of publishing but may have since moved. Please let us know if any of the links do not work.
- Outlook Help & Learning from Microsoft
- The Outlook Help & Learning by Microsoft has a wide range of resources and tips, from exploring the Outlook Application to more technical guides on adding new email accounts and sharing your Calendar with work colleagues or family.
- Outlook Training on LinkedIn
- There are a few online training courses offered on LinkedIn, ranging from half-hour Outlook Quick Tips to over nine hours, to help you prepare for the Microsoft Office Specialist Exam.
Download
Use the link below to download a handy PDF version of these Outlook keyboard shortcuts you can print for your desk.
