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Written by Cambria Davies
Attention Outlook users: we have something for you: a compilation of the best Outlook tips for organizing your inbox.
These shortcut keys will change the way you email. In fact, after taking just two minutes to learn them, we've began saving 15 minutes a day in email.
To help others do the same, we organized these keyboard shortcuts based on the three types of email views: Inbox View, Conversation View, and Compose View.
Respond more efficiently, navigate your inbox with ease, and increase email productivity with the following Outlook keyboard shortcuts.
But wait! Make sure keyboard shortcuts are enabled in Outlook first:
Inbox View is the default view in Outlook where we can see the read and unread messages in our inbox.
When I open Outlook and I'm ready to create a new email, I'll use "Ctrl" + "Shift" + "M" to open a new message.
"Ctrl" + "O" gives me a quick way to open a received message that I've selected.
To send and receive all, I simply hit "F9."
If I want to select all of my messages in Outlook, I can use "Ctrl" + "A." This gives me a quick way to delete batches of emails at a time.
To delete an item or a selected group of emails, just press "Ctrl" + "D."
If I want to mark a selected message as read, I can use "Ctrl" + "Q."
If I want to mark a selected message as unread and revisit it later, I can use "Ctrl" + "U."
I can also use "Ctrl" + "Shift" + "G" to flag a message for follow up or to remind me to take another look.
Sometimes I'll receive an email with a request from a friend or a colleague and I'll want to create a task so I don't forget to do it. Use "Ctrl" + "Shift" + "K" to open a new task.
You can use "Ctrl" + "Shift" + "L" and "Ctrl" + "Shift" + "O" to jump between the inbox and outbox, respectively.
Need to search for something in your inbox? Just press "F3" to bring your cursor straight to the Search box. Can't find what you're searching for? Here are some specific tips for searching in Outlook.
Conversation View is where we view the content of our individual emails after opening them from the Inbox View.
"Ctrl" + "R" gives me a super simple shortcut for replying to an email.
I use "Ctrl" + "Shift" + "R" to reply all. But should you reply all? Find out here.
Another easy one! Press "Ctrl" + "F" to forward a message.
Sometimes email threads get out of hand. If a conversation is no longer relevant to you, use "Ctrl" + "Del" to bring up the Delete panel, and click Ignore to mute that thread.
When I already have a message open, and want to read through the rest of my messages quickly, I can use "Ctrl" + "." to switch to the next message.
Similarly, "Ctrl" + "," allows me to jump to the previous message.
Finally, we type and send our emails while in the Compose View.
Ready to fire off that message? Hit "Alt" + "S" to send.
Or, if you're not quite ready, use "Ctrl" + "S" to save it as a draft.
I use "Ctrl" + "Shift" + "L" to begin a bulleted list. You can also use an asterisk and hit "Tab" to change it to a bullet.
"Ctrl" + "K" is a quick way to insert a hyperlink on a selection of text.
Need to change the alignment of your text? Use:
"Ctrl" + "L"
"Ctrl" + "E"
"Ctrl" + "R"
... to align left, center, and right, respectively.
For those especially important emails, I'll use "F7" to run a quick spellcheck before sending.
Occasionally I'll write my subject line after I write out my email, or I'll need to make a change. I can use "Alt" + "J" to hop back to the Subject field.
Use "Alt" + "F4" to close an active window.
Use "Ctrl" + "N" when in Calendar view
Use "Ctrl" + "Shift" + "A" when in any Outlook view
Use "Ctrl" + "Shift" + "Q"
Use "Ctrl" + "G"
Use "Alt" + "Equal" or "Ctrl" + "Alt" + "4"
Use "Alt" + "Minus Sign" or "Ctrl" + "Alt" + "3"
Use "Ctrl" + "Alt" + "2"
Use "Ctrl" + "Comma" or "Ctrl" + "Shift" + "Comma"
Use "Ctrl" + "Period" or "Ctrl" + "Shift" + "Period"
Use "Alt" + [number of days you'd like to see]
Use a different app for email? Check out our guides to Gmail shortcuts, Apple Mail shortcuts, and sending email to multiple inboxes too.
Originally published Oct 5, 2018 7:49:00 PM, updated June 10 2021
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