Outlook Keyboard Shortcuts: What They Are and How to Use Them

If you’re like me and frequently use Outlook for managing your email, you know how crucial it is to save time and stay productive. Keyboard shortcuts in Outlook are tools that can significantly speed up your workflow by allowing you to perform various actions without reaching for the mouse. In this post, I’ll explain what Outlook keyboard shortcuts are, how to use them, and which combinations are truly worth remembering to make your work more efficient. Read on to discover how to simplify your life with these handy commands.

What Are Keyboard Shortcuts in Outlook?

Keyboard shortcuts are combinations of keys that you press simultaneously to perform a specific action in Outlook. These actions can range from composing a new email, replying to a message, or even scheduling a meeting. By using shortcuts, you can quickly navigate through Outlook’s features without the need for a mouse, which not only saves time but also reduces the physical strain of constant mouse usage.

Shortcuts are particularly useful for those who spend a lot of time managing their emails, scheduling meetings, or organizing tasks in Outlook. They help streamline your workflow, making it easier to focus on the content rather than on how to execute a command.

Why Use Keyboard Shortcuts?

There are several reasons why using keyboard shortcuts in Outlook is a good idea:

• Time-saving: Instead of clicking through menus and options, you can perform actions with just a few keystrokes.
• Efficiency: Shortcuts allow you to stay focused on your work without breaking your flow to search for the right command.
• Reduced physical strain: Constantly reaching for the mouse can lead to physical discomfort over time, especially if you spend long hours at the computer. Keyboard shortcuts minimize this repetitive motion.
• Improved productivity: By mastering shortcuts, you can manage your tasks more effectively and with greater speed, which is particularly important in a fast-paced work environment.

How to Use Keyboard Shortcuts in Outlook

Using keyboard shortcuts in Outlook is straightforward. Most shortcuts involve holding down one or more modifier keys (such as Ctrl, Alt, or Shift) while pressing another key. Here are some examples:

• Ctrl + N: Create a new email message.
• Ctrl + R: Reply to the selected email.
• Alt + S: Send the current email.

To use these shortcuts, simply press the keys in the correct sequence. For instance, to create a new email, you would press and hold the Ctrl key and then press the N key. The new email window will open immediately, without the need to navigate through the menu.

Shortcuts can be used in various Outlook components, including the Inbox, Calendar, Contacts, and Tasks. Each component has its own set of shortcuts tailored to the specific actions you might need to perform.

Essential Outlook Keyboard Shortcuts

Here’s a list of 20 essential Outlook keyboard shortcuts that you should consider memorizing. These shortcuts will help you manage your email, calendar, and tasks more efficiently:

Shortcut	Action
Ctrl + N	Create a new email message
Ctrl + Shift + M	Open a new message in the selected folder
Ctrl + R	Reply to the selected email
Ctrl + Shift + R	Reply to all in the selected email
Ctrl + F	Forward the selected email
Alt + S	Send the current email
Ctrl + D	Delete the selected email
Ctrl + E	Search in the current folder
Ctrl + Shift + G	Flag an email for follow-up
Ctrl + 1	Switch to Mail view
Ctrl + 2	Switch to Calendar view
Ctrl + 3	Switch to Contacts view
Ctrl + 4	Switch to Tasks view
Ctrl + Shift + I	Go to Inbox
Ctrl + Shift + O	Go to Outbox
F9	Send and receive all mail
Ctrl + Shift + K	Create a new task
Ctrl + Shift + A	Create a new appointment
Ctrl + Shift + Q	Create a new meeting request
Ctrl + Shift + P	Create a new folder

Tips for Mastering Outlook Keyboard Shortcuts

Here are some tips to help you get the most out of Outlook keyboard shortcuts:

1. Start with the Basics

Begin by learning the most commonly used shortcuts, such as creating a new email or replying to a message. Once you feel comfortable with these, gradually add more shortcuts to your repertoire.

2. Practice Regularly

Incorporate keyboard shortcuts into your daily routine. The more you use them

, the more natural they will become. It might feel slow at first, but with practice, you’ll notice a significant increase in your productivity.

3. Customize Your Shortcuts

Outlook allows you to customize certain shortcuts to better fit your workflow. Explore the settings to adjust shortcuts to your preference. This can help make the shortcuts even more intuitive and easier to remember.

4. Use Cheat Sheets

Keep a cheat sheet of the most important shortcuts nearby as you work. Over time, you’ll find yourself reaching for it less and less as you memorize the combinations.

5. Explore All Outlook Features

Don’t limit yourself to just the email functions. Explore shortcuts for the calendar, contacts, and tasks to fully utilize all of Outlook’s capabilities.

Conclusion

Keyboard shortcuts in Outlook are a powerful tool for boosting your productivity and making your workflow more efficient. By mastering these shortcuts, you can save time, reduce physical strain, and improve your overall efficiency. Start by learning the essential shortcuts and gradually expand your knowledge to cover more advanced commands. With regular practice and customization, you’ll find that these shortcuts can make your work in Outlook much smoother and more enjoyable.

So, take the time to memorize the shortcuts that are most relevant to your tasks, and you’ll soon wonder how you ever managed without them.