Keyboard Shortcuts for Outlook

It’s true that with each version of Microsoft Office tasks get easier and easier once learned. The conversion from a menu and tool bar format to the new ribbon is a prime example. If someone is a good typist using keyboard shortcuts is a great way to get the task done quicker. Just the simple act of not having to move your hands from the keyboard to the mouse and back again to the home keys is a great time saver over the life of a task.

Here’s a great way to learn keyboard shortcuts. In the lists given here, choose two to four that you think will make your work easier. Write them down and commit to using them regularly. Before you know it, you have learned those shortcuts. Now pick another two to four that you think will help you and repeat the procedure. Do this until you’ve learned those shortcuts that you can use.

Here’s just one more tip. Some of the shortcuts you learn in Outlook for example are transferrable to other Microsoft Office products like Word for example. So, give it a try. Here are some of the most useful shortcuts typically used in Outlook.

To Do This	Press
Basic Navigation
Switch to Mail	CTRL + 1
Switch to Calendar	CTRL + 2
Switch to Contacts	CTRL + 3
In the Reading Pane, page down through text	SPACEBAR
In the Reading Pane, page up through text	SHIFT + SPACEBAR

While Searching for Items
To Use the Advanced Find feature	CTRL + SHIFT + F

To Create an Item or File
Create an appointment	CTRL-SHIFT-A
Create a Contact	CTRL-SHIFT-C
Create a Distribution List	CTRL-SHIFT-L
Create a Meeting Request	CTRL-SHIFT-Q
Create a Message	CTRL-SHIFT-M

Procedures Regardless of Which Application You’re in
Undo anything	CTRL + Z
Delete an Item	CTRL + D
Print	CTRL + P
Check names	CTRL + K
Create a new appointment while in any application	CTRL + SHIFT + A

E-Mail
Send a message	ALT + S
Reply to a message	CTRL + R
Reply to ALL in a message	CTRL + SHIFT + R
Forward a message	CTRL + F
Send and Receive	Function Key F9
Create a message while in the mail application	CTRL-N
Send a message	CTRL + ENTER
Print	CTRL + P
Forward an attachment	CTRL + ALT + F

When in the Calendar Application
Create a new appointment	CTRL + N
Create a new appointment while in any application	CTRL + SHIFT + A
Go to a specific date	CTRL + G