Microsoft Outlook Keyboard Shortcuts – 200+ Shortcuts for Windows
1. Most Useful Outlook Shortcuts
If you only want to learn the most important shortcuts,
start here.
|
Shortcut |
Action |
|
Ctrl + Shift + M |
Create new email |
|
Ctrl + R |
Reply |
|
Ctrl + Shift + R |
Reply All |
|
Ctrl + F |
Forward |
|
Ctrl + Enter |
Send email |
|
Ctrl + S |
Save draft |
|
Ctrl + K |
Insert hyperlink |
|
Ctrl + F |
Search |
|
Ctrl + Shift + V |
Move to folder |
|
Delete |
Delete message |
|
Ctrl + D |
Delete message in supported Outlook versions |
|
Ctrl + Q |
Mark as read |
|
Ctrl + U |
Mark as unread |
|
Ctrl + Shift + I |
Go to Inbox |
|
Ctrl + Shift + O |
Go to Outbox |
|
F9 |
Send/Receive |
|
Ctrl + 1 |
Mail |
|
Ctrl + 2 |
Calendar |
|
Ctrl + 3 |
Contacts/People |
|
Ctrl + 4 |
Tasks/To Do |
|
Ctrl + 5 |
Notes in supported classic Outlook versions |
2. Outlook Navigation Shortcuts
|
Shortcut |
Action |
|
Ctrl + 1 |
Mail |
|
Ctrl + 2 |
Calendar |
|
Ctrl + 3 |
People/Contacts |
|
Ctrl + 4 |
Tasks/To Do |
|
Ctrl + 5 |
Notes in classic Outlook |
|
Ctrl + 6 |
Folder List |
|
Ctrl + 7 |
Shortcuts |
|
Ctrl + 8 |
Journal in classic Outlook |
|
Ctrl + Shift + I |
Inbox |
|
Ctrl + Shift + O |
Outbox |
|
Ctrl + Y |
Go to folder |
|
F6 |
Move between Outlook areas |
|
Tab |
Move to next control |
|
Shift + Tab |
Move to previous control |
|
Alt + Left Arrow |
Back |
|
Alt + Right Arrow |
Forward |
3. New Email Shortcuts
|
Shortcut |
Action |
|
Ctrl + Shift + M |
New email |
|
Ctrl + Enter |
Send |
|
Ctrl + S |
Save draft |
|
Alt + S |
Send message |
|
Ctrl + K |
Check/insert hyperlink |
|
Ctrl + Shift + V |
Paste without/with options depending on Outlook version |
|
Ctrl + A |
Select all text |
|
Ctrl + C |
Copy |
|
Ctrl + X |
Cut |
|
Ctrl + V |
Paste |
|
Ctrl + Z |
Undo |
|
Ctrl + Y |
Redo |
4. Reply and Forward Shortcuts
|
Shortcut |
Action |
|
Ctrl + R |
Reply |
|
Ctrl + Shift + R |
Reply All |
|
Ctrl + F |
Forward |
|
Ctrl + Enter |
Send reply/forward |
|
Ctrl + S |
Save reply as draft |
|
Alt + S |
Send |
Remember these three
Ctrl + R → Reply
Ctrl + Shift + R → Reply All
Ctrl + F → Forward
These are among the most useful Outlook shortcuts.
5. Email Management Shortcuts
|
Shortcut |
Action |
|
Delete |
Delete selected email |
|
Shift + Delete |
Permanently delete selected item in supported Outlook
versions |
|
Ctrl + Q |
Mark as read |
|
Ctrl + U |
Mark as unread |
|
Ctrl + Shift + V |
Move message to folder |
|
Ctrl + Shift + J |
Mark as junk |
|
Ctrl + Shift + I |
Go to Inbox |
|
Ctrl + Shift + O |
Go to Outbox |
|
F9 |
Send/Receive |
|
Insert |
Mark read/unread in some Outlook versions |
|
Ctrl + A |
Select all messages |
6. Search Outlook
Searching is one of the most important Outlook functions.
|
Shortcut |
Action |
|
Ctrl + E |
Search |
|
F3 |
Search |
|
Ctrl + F |
Forward email when message is selected |
|
Ctrl + Shift + F |
Advanced Find in classic Outlook |
Example
Press:
Ctrl + E
Then search for:
invoice
Outlook will search your mailbox for relevant messages.
You can then refine your search using Outlook search
filters.
7. Email Selection Shortcuts
|
Shortcut |
Action |
|
Ctrl + A |
Select all |
|
Shift + Up Arrow |
Select previous message |
|
Shift + Down Arrow |
Select next message |
|
Ctrl + Click |
Select multiple individual items |
|
Shift + Click |
Select a range |
|
Home |
First item |
|
End |
Last item |
|
Page Up |
Scroll up |
|
Page Down |
Scroll down |
8. Reading Email
|
Shortcut |
Action |
|
Spacebar |
Scroll through message/page |
|
Shift + Spacebar |
Scroll backward |
|
Ctrl + Home |
Beginning |
|
Ctrl + End |
End |
|
Esc |
Close message window in supported contexts |
|
Delete |
Delete message |
|
Ctrl + Q |
Mark as read |
|
Ctrl + U |
Mark as unread |
|
Ctrl + R |
Reply |
|
Ctrl + Shift + R |
Reply All |
|
Ctrl + F |
Forward |
9. Attachments
Outlook provides keyboard access to attachments, although
the exact shortcut can depend on the Outlook version and message window.
Useful keys include:
|
Key |
Action |
|
Tab |
Move through controls |
|
Shift + Tab |
Move backward |
|
Enter |
Open selected attachment |
|
Spacebar |
Activate selected control where supported |
|
Alt + N, A |
Attachment-related Ribbon commands in supported versions |
When composing an email, you can also use Ribbon KeyTips by
pressing:
Alt
Then follow the letters displayed by Outlook.
10. Formatting Email Text
|
Shortcut |
Action |
|
Ctrl + B |
Bold |
|
Ctrl + I |
Italic |
|
Ctrl + U |
Underline |
|
Ctrl + Shift + > |
Increase font size |
|
Ctrl + Shift + < |
Decrease font size |
|
Ctrl + L |
Align left in supported editors |
|
Ctrl + E |
Center |
|
Ctrl + R |
Align right |
|
Ctrl + Shift + L |
Bullets |
|
Ctrl + Z |
Undo |
|
Ctrl + Y |
Redo |
11. Calendar Shortcuts
Press:
Ctrl + 2
to open Calendar.
|
Shortcut |
Action |
|
Ctrl + 2 |
Open Calendar |
|
Ctrl + N |
New appointment |
|
Ctrl + Shift + A |
New appointment in classic Outlook |
|
Ctrl + Shift + Q |
New meeting request |
|
Ctrl + G |
Go to date |
|
Ctrl + F |
Search |
|
Alt + = |
Month view in some Outlook versions |
|
Page Up |
Previous period |
|
Page Down |
Next period |
|
Ctrl + Left Arrow |
Previous period where supported |
|
Ctrl + Right Arrow |
Next period where supported |
12. Create a New Appointment
In classic Outlook, you can use:
Ctrl + Shift + A
to create a new appointment.
You can then enter:
- Subject
- Location
- Start
time
- End
time
- Reminder
- Notes
and save the appointment.
13. Create a Meeting
In classic Outlook:
Ctrl + Shift + Q
opens a new meeting request.
You can add:
- Required
attendees
- Optional
attendees
- Location
- Date
- Time
- Meeting
details
14. Calendar Navigation
|
Shortcut |
Action |
|
Ctrl + 2 |
Calendar |
|
Ctrl + G |
Go to date |
|
Page Up |
Previous period |
|
Page Down |
Next period |
|
Home |
Beginning of current view |
|
End |
End of current view |
|
Ctrl + Left Arrow |
Previous period where supported |
|
Ctrl + Right Arrow |
Next period where supported |
15. People / Contacts Shortcuts
Press:
Ctrl + 3
to open People/Contacts in classic Outlook.
|
Shortcut |
Action |
|
Ctrl + 3 |
People/Contacts |
|
Ctrl + N |
New contact |
|
Ctrl + F |
Search |
|
Ctrl + S |
Save |
|
Ctrl + A |
Select all |
|
Delete |
Delete selected contact |
|
Ctrl + C |
Copy |
|
Ctrl + V |
Paste |
16. Tasks / To Do
Press:
Ctrl + 4
to open Tasks in classic Outlook.
|
Shortcut |
Action |
|
Ctrl + 4 |
Tasks/To Do |
|
Ctrl + N |
New task |
|
Ctrl + S |
Save |
|
Delete |
Delete |
|
Ctrl + F |
Search |
|
Ctrl + A |
Select all |
17. Folders
|
Shortcut |
Action |
|
Ctrl + Shift + V |
Move selected message |
|
Ctrl + Y |
Go to folder |
|
Ctrl + Shift + E |
Create new folder in supported classic Outlook versions |
|
F6 |
Navigate Outlook areas |
|
Ctrl + 6 |
Folder List in classic Outlook |
18. Create a New Folder
In classic Outlook, use:
Ctrl + Shift + E
to create a new folder.
You can create folders such as:
- Projects
- Customers
- Suppliers
- Accounts
- Personal
- Follow-up
- Important
A well-organized folder structure can make email management
much easier.
19. Mark Email as Read or Unread
|
Shortcut |
Action |
|
Ctrl + Q |
Mark as read |
|
Ctrl + U |
Mark as unread |
|
Insert |
Toggle read/unread in some classic Outlook views |
20. Delete Emails
|
Shortcut |
Action |
|
Delete |
Move selected message to Deleted Items |
|
Shift + Delete |
Permanently delete in supported versions |
|
Ctrl + A |
Select all |
|
Ctrl + Z |
Undo where supported |
Warning
Use Shift + Delete carefully because it may bypass
the Deleted Items folder.
21. Outlook Ribbon Keyboard Shortcuts
Press:
Alt
Outlook will display KeyTips for Ribbon commands.
You can then press the corresponding letters to access:
- Home
- Send/Receive
- Folder
- View
- Help
- Other
available commands
This is particularly useful if you want to operate Outlook
without a mouse.
22. Outlook Window Shortcuts
|
Shortcut |
Action |
|
Alt + F4 |
Close Outlook |
|
Ctrl + F6 |
Switch between Outlook areas/windows where supported |
|
F6 |
Move through interface areas |
|
Alt + Space |
Window menu |
|
Windows + D |
Show desktop |
|
Alt + Tab |
Switch applications |
23. Outlook Send/Receive
|
Shortcut |
Action |
|
F9 |
Send/Receive |
|
Ctrl + M |
Send/Receive in some classic Outlook configurations |
|
Alt + S |
Send current email |
The exact Send/Receive behavior can differ between classic
and new Outlook.
24. Outlook Message Flags and Follow-Up
Follow-up and flagging commands can be accessed from the
message toolbar/Ribbon.
In classic Outlook, Ribbon KeyTips can be accessed by
pressing:
Alt
Then use the displayed letters.
Flags can be used to mark messages for follow-up.
Examples:
- Today
- Tomorrow
- This
Week
- Next
Week
- Custom
25. Outlook Quick Steps
Quick Steps are useful for repetitive email actions.
For example, you can create a Quick Step that:
Moves email → Marks as read → Categorizes it
Keyboard access can be available through Ribbon KeyTips
depending on your Outlook version.
26. Outlook Categories
Categories help organize emails, appointments and contacts.
You can access category commands using Ribbon KeyTips:
Alt
then follow the letters displayed by Outlook.
Common categories include:
- Important
- Customer
- Project
- Follow-up
- Personal
27. Outlook Calendar Views
You can change calendar views using the Calendar interface
and Ribbon KeyTips.
Common views include:
- Day
- Work
Week
- Week
- Month
- Schedule
View
Keyboard availability varies between Outlook versions.
28. Outlook Notes
In classic Outlook, Notes can be accessed using:
Ctrl + 5
This shortcut may not be available in newer Outlook
versions.
29. Outlook Contacts and Address Book
|
Shortcut |
Action |
|
Ctrl + Shift + B |
Address Book |
|
Ctrl + 3 |
People |
|
Ctrl + N |
New item |
|
Ctrl + F |
Find |
|
Delete |
Delete selected contact |
30. Outlook Email Writing Shortcuts
When writing an email, these shortcuts are especially
useful:
|
Shortcut |
Function |
|
Ctrl + B |
Bold |
|
Ctrl + I |
Italic |
|
Ctrl + U |
Underline |
|
Ctrl + K |
Hyperlink |
|
Ctrl + A |
Select all |
|
Ctrl + C |
Copy |
|
Ctrl + X |
Cut |
|
Ctrl + V |
Paste |
|
Ctrl + Z |
Undo |
|
Ctrl + Y |
Redo |
|
Ctrl + S |
Save draft |
|
Ctrl + Enter |
Send |
|
Alt + S |
Send |
31. Outlook Search Tips
Keyboard shortcuts become even more powerful when combined
with Outlook search.
Press:
Ctrl + E
and search for terms such as:
invoice
meeting
from:john
subject:report
hasattachments:yes
received:yesterday
Search operators available can vary between Outlook versions
and Microsoft Search.
32. Outlook Shortcut Cheat Sheet
|
Shortcut |
Function |
|
Ctrl + Shift + M |
New email |
|
Ctrl + R |
Reply |
|
Ctrl + Shift + R |
Reply All |
|
Ctrl + F |
Forward |
|
Ctrl + Enter |
Send |
|
Ctrl + S |
Save |
|
Ctrl + E |
Search |
|
Ctrl + Q |
Mark read |
|
Ctrl + U |
Mark unread |
|
Ctrl + Shift + V |
Move to folder |
|
Delete |
Delete |
|
F9 |
Send/Receive |
|
Ctrl + 1 |
Mail |
|
Ctrl + 2 |
Calendar |
|
Ctrl + 3 |
People |
|
Ctrl + 4 |
Tasks |
|
Ctrl + G |
Go To |
|
Ctrl + Y |
Go to folder |
|
Ctrl + Shift + A |
New appointment in classic Outlook |
|
Ctrl + Shift + Q |
New meeting in classic Outlook |
|
Ctrl + Shift + B |
Address Book |
|
Ctrl + K |
Hyperlink |
|
Ctrl + B |
Bold |
|
Ctrl + I |
Italic |
|
Ctrl + U |
Underline |
|
Alt + F4 |
Close Outlook |
33. 30 Outlook Shortcuts You Should Memorize
If you use Outlook every day at work, learn these first:
- Ctrl
+ Shift + M – New email
- Ctrl
+ R – Reply
- Ctrl
+ Shift + R – Reply All
- Ctrl
+ F – Forward
- Ctrl
+ Enter – Send
- Ctrl
+ S – Save draft
- Ctrl
+ E – Search
- Ctrl
+ Q – Mark as read
- Ctrl
+ U – Mark as unread
- Delete
– Delete
- Ctrl
+ Shift + V – Move to folder
- F9
– Send/Receive
- Ctrl
+ 1 – Mail
- Ctrl
+ 2 – Calendar
- Ctrl
+ 3 – People
- Ctrl
+ 4 – Tasks
- Ctrl
+ G – Go To
- Ctrl
+ Y – Go to folder
- Ctrl
+ K – Insert hyperlink
- Ctrl
+ B – Bold
- Ctrl
+ I – Italic
- Ctrl
+ U – Underline
- Ctrl
+ A – Select all
- Ctrl
+ C – Copy
- Ctrl
+ X – Cut
- Ctrl
+ V – Paste
- Ctrl
+ Z – Undo
- Ctrl
+ Shift + B – Address Book
- Ctrl
+ Shift + A – New appointment in classic Outlook
- Ctrl
+ Shift + Q – New meeting in classic Outlook
Frequently Asked Questions
What is the shortcut to create a new email in Outlook?
Press Ctrl + Shift + M.
What is the shortcut to reply to an email?
Press Ctrl + R.
What is the shortcut to reply to everyone?
Press Ctrl + Shift + R.
What is the shortcut to forward an email?
Press Ctrl + F.
What is the shortcut to send an email?
In supported Outlook configurations, press Ctrl + Enter.
You may be prompted to confirm sending if Outlook's setting for that shortcut
is enabled.
What is the shortcut to search Outlook?
Press Ctrl + E.
What is the shortcut to open Calendar?
Press Ctrl + 2 in classic Outlook.
What is the shortcut to open Contacts/People?
Press Ctrl + 3 in classic Outlook.
What is the shortcut to create an appointment?
In classic Outlook, press Ctrl + Shift + A.
What is the shortcut to create a meeting?
In classic Outlook, press Ctrl + Shift + Q.
What is the shortcut to mark an email as read?
Press Ctrl + Q.
What is the shortcut to mark an email as unread?
Press Ctrl + U.
What is the shortcut to move an email to another folder?
Press Ctrl + Shift + V in supported Outlook versions.
What is the shortcut to send and receive email?
Press F9 in classic Outlook.
What is the shortcut to open the Address Book?
Press Ctrl + Shift + B.
What is the shortcut to insert a hyperlink?
Press Ctrl + K.
What is the shortcut to close Outlook?
Press Alt + F4.
Outlook Keyboard Shortcuts – Quick Reference
Email
Ctrl + Shift + M → New Email
Ctrl + R → Reply
Ctrl + Shift + R → Reply All
Ctrl + F → Forward
Ctrl + Enter → Send
Ctrl + S → Save
Search
Ctrl + E → Search
Ctrl + Shift + F → Advanced Find in classic Outlook
Calendar
Ctrl + 2 → Calendar
Ctrl + Shift + A → Appointment
Ctrl + Shift + Q → Meeting
Contacts
Ctrl + 3 → People
Ctrl + Shift + B → Address Book
Email Management
Ctrl + Q → Mark Read
Ctrl + U → Mark Unread
Ctrl + Shift + V → Move
Delete → Delete
Formatting
Ctrl + B → Bold
Ctrl + I → Italic
Ctrl + U → Underline
Ctrl + K → Hyperlink
