Microsoft Outlook - Keyboard Shortcuts

There are absolutely loads of Keyboard Shortcuts for Microsoft Outlook. We’ve listed the top ones and provided a link to more if you feel ambitious!

Top Keyboard Shortcuts

• Switch to mail and switch to calendar. Toggling between your mail and your calendar can be a pain. To reach your calendar, hit Ctrl + 2, and to get to your mailbox, press Ctrl + 1.

• Scrolling through emails. When you have a lot of messages to sort through, any way to speed up the process helps. You can go to the next message by hitting Ctrl + > and return to the previous message by hitting Ctrl + <. And you can do the ever-popular action of deleting of emails with the Delete key, or permanently delete the message with Shift + Delete.

• Creating new items. Creating a new message or calendar item can both be accomplished with Ctrl + N.

• Replying. Rather than hit the reply button, Ctrl + R works too. You can reply all with Ctrl + Shift + R. You can send with Ctrl + Enter, and forward with Ctrl + F.

• Refresh. You can refresh or check for new email by using either F9 or Ctrl + M.

Searching and sorting through messages.

Are you someone who uses your Outlook as a giant filing cabinet? These keyboard shortcuts are faster ways to create folders and look through messages to find what you need.

• To put a message in a folder, try Ctrl + Shift + V

• You can create a new folder with Ctrl + Shift + E

• You can switch folders with Ctrl + Shift + Y

There are a few different search shortcut options as well:

• F11 will help you find a contact

• Alt + Q helps you generally search in Outlook

• Ctrl + Alt +K allows you to search the current folder

• You can search all folders with Ctrl + Alt + A

• Ctrl + Alt + Z will let you search subfolders

• Run an advanced search with Ctrl+ Shift + F

Message actions

Try these keyboard shortcuts for when you’re working in an individual Outlook message:

• To open messages in a new window, hit Shift + Enter.

• You can save with Ctrl + S

• Use spell check by hitting F7

• Insert a hyperlink by hitting Ctrl + K

Font and text modifications

These are a quick and easy way to alter how your email text appears once you highlight the relevant section:

• Ctrl + B makes your text bold

• Ctrl + I makes your text italic

• Ctrl + U will underline your text

• Ctrl + Shift + L will let you insert a bulleted list

• Ctrl + ] will increase your font size

• Ctrl + [ will decrease your font size