Microsoft Outlook is the premier desktop email client, delivering unmatched power and flexibility for professionals. Yet its depth of features can overwhelm newcomers. As experienced Outlook users, we've curated this cheat sheet of essential keyboard shortcuts to streamline your workflow and boost efficiency.
| Keyboard Shortcut | Description |
|---|---|
| General Shortcuts | |
| F1 | Help |
| F3 | Find a contact or other item |
| F4 | Find or replace |
| F7 | Spell checker |
| F9 | Check for new messages |
| F11 | Find a contact |
| F12 | Save As (mail view only) |
| Delete | Delete the selected item (message, task or meeting) |
| Shift + Ctrl + A | Create a new appointment |
| Shift + Ctrl + B | Open address book |
| Shift + Ctrl + C | Create a new contact |
| Shift + Ctrl + E | Create a new folder |
| Shift + Ctrl + F | Open the advanced search window |
| Shift + Ctrl + H | Create a new Office document |
| Shift + Ctrl + I | Switch to inbox |
| Shift + Ctrl + J | Create a new journal entry |
| Shift + Ctrl + K | Create a new task |
| Shift + Ctrl + L | Create a new contact group |
| Shift + Ctrl + M | Create a new message |
| Shift + Ctrl + N | Create a new note |
| Shift + Ctrl + O | Switch to outbox |
| Shift + Ctrl + P | Open the New Search Folder window |
| Shift + Ctrl + Q | Create a new meeting request |
| Shift + Ctrl + U | Create a new task request |
| Ctrl + Alt + 2 | Switch to work week calendar view |
| Ctrl + Alt + 3 | Switch to calendar view for the whole week |
| Ctrl + Alt + 4 | Switch to month calendar view |
| Message Shortcuts | |
| Shift + Ctrl + R | Reply All |
| Ctrl + A | Select all |
| Ctrl + B | Bold |
| Ctrl + C | Copy selected text |
| Ctrl + F | Resend message |
| Ctrl + H | Find and replace text |
| Ctrl + K | Check names against address book |
| Ctrl + O | Open |
| Ctrl + P | |
| Ctrl + Q | Mark selected message read |
| Ctrl + R | Reply |
| Ctrl + S | Save message as draft |
| Ctrl + U | Mark selected message as unread |
| Ctrl + V | Paste copied text |
| Ctrl + X | Cut selected text |
| Ctrl + Y | Go to folder... |
| Ctrl + Z | Undo |
| Ctrl + Alt + J | Mark message as Not Junk |
| Ctrl + Alt + M | Mark message for download |
| Alt + S | Send message |
| Quick Navigation | |
| Ctrl + 1 | Switch to mail view |
| Ctrl + 2 | Switch to calendar view |
| Ctrl + 3 | Switch to Contacts view |
| Ctrl + 4 | Switch to task view |
| Ctrl + 5 | Switch to Notes |
| Ctrl + 6 | Switch to folder list |
| Ctrl + 7 | Switch to shortcuts |
| Ctrl + Period | Switch to the next open message |
| Ctrl + Comma | Switch to previous open message |
| Alt + H | Go to Home tab |
| Alt + Left | Go to the previous view in the main Outlook window |
| Alt + Right | Go to the next view in the main Outlook window |
Master these shortcuts to supercharge your productivity. Dive deeper with proven strategies in our guides: 6 Outlook Best Practices to Boost Your Workflow, 6 Free Microsoft Outlook Plugins for Better Emails, and How to Fix Common Microsoft Outlook Problems.
