Important Shortcut Keys in Microsoft Outlook

Microsoft Outlook is a widely used email client and personal information manager that helps users manage their emails, calendars, tasks, and contacts. While it provides a lot of features, it can be overwhelming to navigate at times. However, using keyboard shortcuts can help users save time and increase productivity. In this post, we’ll explore some useful Outlook shortcut keys and how to use them smartly.

1. Navigation

The following shortcut keys can help you navigate around Outlook:

• 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 + B: Open the Address Book

2. Composing Emails

To compose an email quickly, use these shortcut keys:

• Ctrl + N: Start a new email
• Ctrl + Shift + M: Start a new email message in a new window
• Ctrl + Enter: Send an email
• Ctrl + Shift + A: Attach a file to an email
• Ctrl + Shift + O: Open the Outbox

3. Managing Emails

The following shortcuts can help you manage your emails quickly:

• Ctrl + R: Reply to an email
• Ctrl + Shift + R: Reply to all recipients of an email
• Ctrl + F: Forward an email
• Ctrl + Shift + I: Mark an email as read
• Ctrl + Shift + U: Mark an email as unread
• Ctrl + Shift + G: Flag an email for follow-up
• Ctrl + Shift + J: Mark an email as junk

4. Calendar Management

To manage your calendar efficiently, try these shortcuts:

• Ctrl + Shift + A: Create a new appointment
• Ctrl + Shift + Q: Create a new meeting request
• Alt + S: Send a meeting request
• Ctrl + Shift + T: Create a new task
• Ctrl + Shift + K: Create a new contact

5. Search

Outlook has a powerful search function that can be accessed using the following shortcuts:

• Ctrl + E: Open the search bar
• F3: Find the next item in the search results
• Shift + F3: Find the previous item in the search results

6. Other Useful Shortcuts

Here are some additional shortcuts that can help you work faster in Outlook:

• Ctrl + Z: Undo the last action
• Ctrl + Y: Redo the last action
• Ctrl + P: Print an email or calendar item
• Ctrl + S: Save changes to an email, appointment, or contact

In conclusion, using Outlook keyboard shortcuts can help you save time and improve your productivity. By mastering these shortcuts, you can navigate Outlook more efficiently and manage your emails, calendar, tasks, and contacts with ease. So start using these Outlook shortcuts and see how much more productive you can be.