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:

1. Go to your home-screen. Select Settings.
2. Then select More mail settings.
3. Go to Customizing Outlook and then select Keyboard Shortcuts.
4. Select your mode of choice and then click Save.
 

Outlook Shortcuts for the "Inbox View"

Inbox View is the default view in Outlook where we can see the read and unread messages in our inbox.

outlook-shortcuts-inbox-view


1. Open a new message

Outlook-shortcuts-open-new-message

When I open Outlook and I'm ready to create a new email, I'll use "Ctrl" + "Shift" + "M" to open a new message.


2. Open a received message

Outlook-shortcuts-open-received-message

"Ctrl" + "O" gives me a quick way to open a received message that I've selected.


3. Send and receive all

Outlook-shortcut-send-and-receive-all-1

To send and receive all, I simply hit "F9."


4. Select all

Outlook-shortcuts-select-all

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.


5. Delete item

Outlook-shortcuts-delete-item-1

To delete an item or a selected group of emails, just press "Ctrl" + "D."


6. Mark selected message as read

Outlook-shortcuts-mark-selected-message-as-read

If I want to mark a selected message as read, I can use "Ctrl" + "Q."


7. Mark selected message as unread

Outlook-shortcuts-mark-selected-message-as-unread

If I want to mark a selected message as unread and revisit it later, I can use "Ctrl" + "U."


8. Flag message for follow up


Outlook-shortcuts-flag-message-for-follow-up

I can also use "Ctrl" + "Shift" + "G" to flag a message for follow up or to remind me to take another look.


9. Open a new task

Outlook-shortcuts-open-new-task

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.


10. Switch to the inbox/outbox

Outlook-shortcuts-switch-to-inbox

You can use "Ctrl" + "Shift" + "L" and "Ctrl" + "Shift" + "O" to jump between the inbox and outbox, respectively.

Outlook-shortcuts-switch-to-outbox


11. Go to the Search box

Outlook-shortcuts-go-to-search-inbox

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.


Outlook Shortcuts for the "Conversation View"

Conversation View is where we view the content of our individual emails after opening them from the Inbox View.

outlook-shortcuts-conversation-view_copy


12. Reply

Outlook-shortcuts-reply

"Ctrl" + "R" gives me a super simple shortcut for replying to an email.


13. Reply all

Outlook-shortcuts-reply-all

I use "Ctrl" + "Shift" + "R" to reply all. But should you reply all? Find out here.


14. Forward

Outlook-shortcuts-forward

Another easy one! Press "Ctrl" + "F" to forward a message.


15. Mute Thread

Outlook-shortcuts-mute-thread

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.


16. Switch to next message

Outlook-shortcuts-switch-to-next-message

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.


17. Switch to previous message

Outlook-shortcuts-switch-to-previous-message-1

Similarly, "Ctrl" + "," allows me to jump to the previous message.


Outlook Shortcuts for the "Compose View"

Finally, we type and send our emails while in the Compose View.

outlook-shortcuts-compose-view


18. Send

Outlook-shortcuts-send

Ready to fire off that message? Hit "Alt" + "S" to send.


19. Save as draft

Outlook-shortcuts-save-as-draft

Or, if you're not quite ready, use "Ctrl" + "S" to save it as a draft.


20. Insert bulleted list

Outlook-shortcuts-insert-bulleted-list

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.


21. Insert a hyperlink

Outlook-shortcuts-insert-hyperlink

"Ctrl" + "K" is a quick way to insert a hyperlink on a selection of text.


22. Left/center/right align text

Outlook-shortcuts-left-align-text

Outlook-shortcuts-center-align-text

Outlook-shortcuts-align-right

Need to change the alignment of your text? Use:

"Ctrl" + "L"

"Ctrl" + "E"

"Ctrl" + "R"

... to align left, center, and right, respectively.


23. Spellcheck

Outlook-shortcuts-spellcheck

For those especially important emails, I'll use "F7" to run a quick spellcheck before sending.


24. Move to the Subject field
Outlook-shortcuts-move-to-subject-field
 

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.


25. Close the active window

Outlook-shortcuts-close-active-window

Use "Alt" + "F4" to close an active window.


Outlook Shortcuts for Calendar

26. Create an appointment

Use "Ctrl" + "N" when in Calendar view

Use "Ctrl" + "Shift" + "A" when in any Outlook view

27. Create a meeting request

Use "Ctrl" + "Shift" + "Q"

28. Go to a date

Use "Ctrl" + "G"

29. Switch to Month view

Use "Alt" + "Equal" or "Ctrl" + "Alt" + "4"

30. Switch to Full Week view

Use "Alt" + "Minus Sign" or "Ctrl" + "Alt" + "3"

31. Switch to Work Week view

Use "Ctrl" + "Alt" + "2"

32. Go to previous appointment

Use "Ctrl" + "Comma" or "Ctrl" + "Shift" + "Comma"

33. Go to next appointment

Use "Ctrl" + "Period" or "Ctrl" + "Shift" + "Period"

34. Set up recurrence for an open appointment or meeting

Use "Ctrl" + "G"

35. Show [insert number] of day(s) in the calendar

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.

New Call-to-action

Originally published Oct 5, 2018 7:49:00 PM, updated October 06 2018

Topics:

Email Tools for Sales