Attention Outlook users: we have something for you: a compilation of the best Outlook tips for organizing your inbox.
These shortcut keys will change the way you email. In fact, after taking just two minutes to learn them, we’ve began saving 15 minutes a day in email.
Respond more efficiently, navigate your inbox with ease, and increase email productivity with the following Outlook keyboard shortcuts.
But wait! Make sure keyboard shortcuts are enabled in Outlook first:
More mail settings.
Customizing Outlook and then select
Outlook Shortcuts for the “Inbox View”
Inbox View is the default view in Outlook where we can see the read and unread messages in our inbox.
Open a new message
When I open Outlook and I’m ready to create a new email, I’ll use “Ctrl” + “Shift” + “M” to open a new message.
Open a received message
“Ctrl” + “O” gives me a quick way to open a receieved message that I’ve selected.
Send and receive all
To send and receive all, I simply hit “F9.”
If I want to select all of my messages in Outlook, I can use “Ctrl” + “A.” This gives me a quick way to delete batches of emails at a time.
To delete an item or a selected group of emails, just press “Ctrl” + “D.”
Mark selected message as read
If I want to mark a selected message as read, I can use “Ctrl” + “Q.”
Mark selected message as unread
If I want to mark a selected message as unread and revisit it later, I can use “Ctrl” + “U.”
Flag message for follow up
I can also use “Ctrl” + “Shift” + “G” to flag a message for follow up or to remind me to take another look.
Open a new task
Sometimes I’ll receive an email with a request from a friend or a colleague and I’ll want to create a task so I don’t forget to do it. Use “Ctrl” + “Shift” + “K” to open a new task.
Switch to the inbox / outbox
You can use “Ctrl” + “Shift” + “L” and “Ctrl” + “Shift” + “O” to jump between the inbox and outbox, respectively.
Go to the Search box
Need to search for something in your inbox? Just press “F3” to bring your cursor straight to the Search box. Can’t find what you’re searching for? Here are some specific tips for searching in Outlook.
Outlook Shortcuts for the “Conversation View”
Conversation View is where we view the content of our individual emails after opening them from the Inbox View.
“Ctrl” + “R” gives me a super simple shortcut for replying to an email.
I use “Ctrl” + “Shift” + “R” to reply all. But should you reply all? Find out here.
Another easy one! Press “Ctrl” + “F” to forward a message.
Sometimes email threads get out of hand. If a conversation is no longer relevant to you, use “Ctrl” + “Del” to bring up the Delete panel, and click Ignore to mute that thread.
Switch to next message
When I already have a message open, and want to read through the rest of my messages quickly, I can use “Ctrl” + “.” to switch to the next message.
Switch to previous message
Similarly, “Ctrl” + “,” allows me to jump to the previous message.
Outlook Shortcuts for the “Compose View”
Finally, we type and send our emails while in the Compose View.
Ready to fire off that message? Hit “Alt” + “S” to send.
Save as draft
Or, if you’re not quite ready, use “Ctrl” + “S” to save it as a draft.
Insert bulleted list
I use “Ctrl” + “Shift” + “L” to begin a bulleted list. You can also use an asterisk and hit “Tab” to change it to a bullet.
Insert a hyperlink
“Ctrl” + “K” is a quick way to insert a hyperlink on a selection of text.
Left / center / right align text
Need to change the alignment of your text? Use:
“Ctrl” + “L”
“Ctrl” + “E”
“Ctrl” + “R”
… to align left, center, and right, respectively.
For those especially important emails, I’ll use “F7” to run a quick spellcheck before sending. You don’t want to make any of these embarrassing spelling mistakes.
Move to the Subject field
Occasionally I’ll write my subject line after I write out my email, or I’ll need to make a change. I can use “Alt” + “J” to hop back to the Subject field.
Close the active window
Use “Alt” + “F4” to close an active window.