Microsoft Outlook is one of the most widely used email clients worldwide. In addition to efficiently managing emails, calendars, and contacts, Outlook also offers a wide range of keyboard shortcuts to help users improve their productivity. By using these shortcuts effectively, you can complete daily tasks more quickly.
Outlook Windows Keyboard Shortcuts
Email Management
Shortcut
Description
Ctrl + R
Reply to email
Ctrl + Shift + R
Reply all
Ctrl + F
Forward email
Ctrl + Shift + M
Create new email
Ctrl + Shift + I
Open Inbox
Ctrl + Shift + O
Open Outbox
Ctrl + Q
Mark as read
Ctrl + U
Mark as unread
Calendar Management
Shortcut
Description
Ctrl + 2
Switch to calendar view
Ctrl + G
Go to a specific date
Ctrl + Shift + A
Create new appointment
Ctrl + Shift + Q
Create new meeting request
Ctrl + Shift + D
Go to the next day in calendar view
Ctrl + Shift + W
Go to the previous week
Contact Management
Shortcut
Description
Ctrl + 3
Switch to contacts view
Ctrl + Shift + C
Create new contact
Ctrl + Shift + E
Create new contact group
Search and File Management
Shortcut
Description
Ctrl + E
Start search
Ctrl + Shift + F
Open advanced search
Ctrl + P
Print email
Ctrl + S
Save email draft
Help and Settings
Shortcut
Description
F1
Open help documentation
Ctrl + ,
Open settings menu
Alt + F
Open file menu
Outlook MacOS Keyboard Shortcuts
Email Management
Shortcut
Description
Command + R
Reply to email
Command + Shift + R
Reply all
Command + F
Forward email
Command + Shift + M
Create new email
Command + Shift + I
Open Inbox
Command + Shift + O
Open Outbox
Command + Q
Mark as read
Command + U
Mark as unread
Calendar Management
Shortcut
Description
Command + 2
Switch to calendar view
Command + G
Go to a specific date
Command + Shift + A
Create new appointment
Command + Shift + Q
Create new meeting request
Command + Shift + D
Go to the next day in calendar view
Command + Shift + W
Go to the previous week
Contact Management
Shortcut
Description
Command + 3
Switch to contacts view
Command + Shift + C
Create new contact
Command + Shift + E
Create new contact group
Search and File Management
Shortcut
Description
Command + E
Start search
Command + Shift + F
Open advanced search
Command + P
Print email
Command + S
Save email draft
Help and Settings
Shortcut
Description
Command + Shift + ?
Open help documentation
Command + ,
Open settings menu
About Outlook
Microsoft Outlook is a powerful email client that not only handles emails but also integrates calendar, tasks, and contact management. It supports various operating systems, including Windows and MacOS. It is a commonly used communication tool for individuals, teams, and businesses.
Frequently Asked Questions about Outlook Keyboard Shortcuts
How to quickly switch between multiple email accounts in Outlook?
Use the Ctrl + 1 shortcut to switch to the mail view, then click on the account name at the top to view and switch between different accounts.
How to mark emails as read?
In Windows, use Ctrl + Q, and in MacOS, use Command + Q to mark emails as read.
How to set a default email signature in Outlook?
Open the settings (Ctrl + , or Command + ,), select the "Mail" tab, and then set your email signature.
How to quickly find a specific email?
Use Ctrl + E (Windows) or Command + E (MacOS) to open the search box, then type the keyword to quickly find emails.
How to create a new meeting invitation?
In Windows, use Ctrl + Shift + Q, and in MacOS, use Command + Shift + Q to create a new meeting request.
How to view all appointments in the calendar?
In Windows, press Ctrl + 2, and in MacOS, press Command + 2 to switch to the calendar view and view all appointments and meetings.
Conclusion
By mastering Outlook's keyboard shortcuts, you can greatly improve your daily productivity. Whether you're managing emails, scheduling appointments, or organizing contacts and tasks, using shortcuts effectively can save you a lot of time, allowing you to focus on more important work. We hope this article helps you fully understand Outlook's keyboard operations and quickly get up to speed to boost your work efficiency.
