Tired of always switching from your keyboard to your mouse to use the taskbar navigation? Following our first article Top Tips to Improve Productivity in Outlook in the Tips & Tricks series, our second article focuses on keyboard shortcut keys in Outlook from the Microsoft Training Library. Incorporating these shortcut keys into your daily use of Outlook will significantly increase your speed and ease of use, not to mention provide some peace of mind when you no longer have to perform the irritating action of alternating between keyboard and mouse as frequently.
Shortcut Keys to Manage Outlook more efficiently:
Proper use of shortcuts is to press noted keys at the same time. For example “Ctrl+A” = press “Ctrl” and at the same time press “A”
General Navigation through Outlook:
- Switch to Mail – Ctrl+1
- Switch to Calendar – Ctrl+2
- Switch to Contacts – Ctrl+3
- Switch to Tasks – Ctrl+4
- Switch to Notes – Ctrl+5
Email shortcuts:
- To Send a message– CTRL+ENTER
- To Reply to a message– CTRL+R
- To Reply All to a message – CTRL+SHIFT+R
- To Forward a message – CTRL+F
- To create a new message – CTRL+N
- Mark as unread – CTRL+U
- To print a message – CTRL+P
- Delete a message – CTRL+D
- Undelete a message – CTRL+Z
- Check spelling – F7
To move messages quickly to folders.
- Open the email you would like to move
- Press Ctrl-Shift-V.
- Highlight a folder with the mouse or the up and down keys.
- Press Return.
To add new contacts from incoming email:
- Right-click the persons name or email address
- Select “Add to Contacts” in the context menu. Entry for the contact will open with the name and email already filled in. Fill in the other details if necessary and Save.
Click here for a full list of Microsoft Outlook’s shortcut keys.
Up Next! Top 10 Outlook Calendar Tips
