Outlook has been my primary email client for years, and along the way, I’ve picked up a handful of shortcuts that truly make a difference.
Learning the right shortcuts changed everything—now I fly through my inbox without touching my mouse.
6Essential Daily Shortcuts
While some shortcuts are useful for occasional tasks, these are the ones I rely on throughout the day. Whether I’m jumping to my Inbox, switching to the Calendar, or sending an email without the mouse, these shortcuts make navigating Outlook much smoother and faster.
Some of these shortcuts may not work in the new Outlook version, as Microsoft removed certain features when they redesigned the interface.
What It Does
Switch to Mail
Instantly jump to your inbox
Switch to Calendar
The famousLightning Switchto the calendar
Switch to Contacts
Quick access to your address book
Switch to Tasks
Jump to task management
Create a new email
Ctrl + Shift + M
⌘ + Shift + M
Start composing from anywhere
Send email
Ctrl + Enter
Send without touching the mouse
Check for new mail
F9 or Ctrl + M
Force refresh your inbox
Quick search
Ctrl + E or F3
Jump to search box instantly
If you haven’t noticed, the number shortcuts(Ctrl or ⌘ + 1 to 4)match the order of your Outlook sidebar and can save a few seconds every time you switch tabs. They’re especially handy when scheduling a meeting—pressCtrl + 2to check your calendar, thenCtrl + 1to jump back to your inbox. It’s a small change, but keeping your hands on the keyboard adds up fast.
5Search and Filter Shortcuts
Outlook’s search features go well beyond the basic search bar, and a few lesser-known shortcuts can make a big difference. The Advanced Find function, for example, is a must-know for digging up old emails and attachments that I’d otherwise struggle to locate.
Advanced Find
Ctrl + Shift + F
⌘ + Shift + F
Opens the advanced search window
Search all emails
Ctrl + Alt + A
⌘ + Option + A
Expands search across all folders
Search the current folder
Ctrl + Alt + K
⌘ + Option + K
Limits the search to the current location
Search subfolders
Ctrl + Alt + Z
⌘ + Option + Z
Include nested folders
Create Search Folder
Ctrl + Shift + P
⌘ + Shift + P
Save frequently used searches
Find in the message
Search within open email
Go to the folder
Quick folder navigation
When you are struggling to find that one email,pressCtrl/⌘ + Shift + Fto open Advanced Find. It lets you search by sender, date range, keywords, or attachments. It’s a huge time-saver when the basic search just isn’t enough. This is just one of manyunderrated Microsoft Office featuresthat flies under the radar.
4Calendar and Scheduling Shortcuts
Calendar management is a core part of how Outlook is used—whether you’re setting up meetings, checking availability, or planning your week. These shortcuts have made my scheduling much easier, so I can quickly set up appointments and move between different dates.
New appointment
Ctrl + Shift + A
⌘ + Shift + A
Create appointments from anywhere
New meeting request
Ctrl + Shift + Q
⌘ + Shift + Q
Schedule meetings instantly
Go to today
Jump to current date
Go to date
Opens date picker dialog
Switch to daily schedule
See your weekly overview
Month view
Monthly planning perspective
Next/Previous item
Ctrl + . / Ctrl + ,
⌘ + . / ⌘ + ,
Navigate between appointments
You can type natural language in date fields—tomorrow,next Friday, ortwo weeks from todaywork perfectly. I frequently useCtrl/⌘ + Gto jump to specific dates when scheduling meetings weeks in advance, thenCtrl/⌘ + Tto return to today’s schedule.
3Composition Shortcuts
When you’re writing emails and find yourself constantly reaching for the mouse to bold text, attach files, or add links, these composition shortcuts eliminate that hassle by letting you do everything directly from your keyboard.
Composition Power
Quick response to sender
Ctrl + Shift + R
⌘ + Shift + R
Include all recipients
Share with others
Forward as attachment
Ctrl + Alt + F
⌘ + Option + F
Send original as attachment
Insert hyperlink
Add links quickly
Insert attachment
Alt + N, A, F
Attach files seamlessly
Spell check
Check before sending
Bold/Italic/Underline
Ctrl + B/I/U
Format text instantly
Here’s a helpful Outlook tip: you can copy existing appointments usingCtrl+Cand paste them to new dates withCtrl+Vto quickly duplicate meetings. You can also drag appointments while holdingCtrlto copy them to different time slots. This way, you can save a few seconds when scheduling similar recurring meetings.
6 Tricks I Use to Schedule Meetings in Outlook Like a Pro
Eliminate those “are you free?” pings.
2Message Management Shortcuts
When your inbox is constantly overflowing with messages, these shortcuts help tame the inbox by letting you quickly sort, archive, and organize emails without all the tedious dragging and dropping.
Organization Impact
Mark read/unread
Ctrl + Q / Ctrl + U
⌘ + Q / ⌘ + U
Toggle read status
Flag message
⌘ + Shift + G
Add follow-up flags
Delete message
Move to deleted items
Permanently delete
Shift + Delete
Bypass deleted folder
Move to folder
Ctrl + Shift + V
⌘ + Shift + V
Quick move dialog
Copy to folder
Ctrl + Shift + Y
⌘ + Shift + Y
Duplicate to folder
Create folder
Ctrl + Shift + E
⌘ + Shift + N
Better organization
Mark as junk
Ctrl + Alt + J
⌘ + Option + J
Fight spam efficiently
The move to folder shortcut(Ctrl/⌘ + Shift + V)opens a searchable folder list—start typing the folder name and hitEnter. These shortcuts work even better when paired withOutlook rules for inbox zero, which can automatically file routine emails and leave you to focus on more important ones.
1Email Navigation Shortcuts
Navigation shortcuts help you move through emails and folders faster, keeping your workflow smooth and distraction-free. Instead of clicking around, you can jump between messages, scan your inbox, and manage threads with just a few key presses.
Navigation Efficiency
Next message
Move forward through emails
Previous message
Move backward through emails
Open in new window
Shift + Enter
Pop out for focus
Go to Inbox
Ctrl + Shift + I
⌘ + Shift + I
Jump to the inbox folder
Go to Outbox
Ctrl + Shift + O
⌘ + Shift + O
Check unsent messages
Collapse/Expand
Left/Right Arrow
Manage conversation threads
Select all
Select folder contents
Page through
Space/Shift + Space
Scroll reading pane
UsingCtrl/⌘+>andto move between messages can really speed things up. you may keep your hands on the keyboard and quickly go through your emails. When you combine this with other shortcuts, you can read, reply, and file messages without ever touching your mouse. It makes handling email faster and a lot less tiring.
8 Microsoft Office Features That Feel Like Cheating
These tools save so much time, it feels unfair.
These shortcuts have genuinely changed my Outlook experience for the better. Start with the essential daily shortcuts first. Then, gradually add one shortcut at a time based on your biggest pain points. Within weeks, you’ll find yourself flying through tasks that once took minutes with just a few key combos.
