Outlook Classic: Essential Keyboard Shortcuts
Most Frequently Used
Navigation
- Ctrl + 1 - Go to Mail
- Ctrl + 2 - Go to Calendar
- Ctrl + 3 - Go to Contacts
- Ctrl + 4 - Go to Tasks
- Ctrl + Shift + I - Go to Inbox
Email - Create & Send
- Ctrl + N - New email (context-sensitive: creates item based on current view)
- Ctrl + R - Reply
- Ctrl + Shift + R - Reply All
- Ctrl + F - Forward
- Alt + S or Ctrl + Enter - Send message
Email - Manage
- Delete - Delete item (moves to Deleted Items)
- Backspace - Archive/Delete (depending on settings)
- Shift + Delete - Permanently delete (bypass Deleted Items)
- Ctrl + Q - Mark as read
- Ctrl + U - Mark as unread
- Ctrl + Shift + V - Move to folder
- Ctrl + Shift + G - Flag for follow-up
Email - Navigation
- ↑/↓ - Move between messages
- Enter - Open message
- Escape - Close message
- Space - Page down in Reading Pane
- Shift + Space - Page up in Reading Pane
Send/Receive
- F9 or Ctrl + M - Send/Receive all
Search
- F3 or Ctrl + E - Search current view
- Ctrl + Shift + F - Advanced Find
Formatting (Compose Mode)
- Ctrl + B - Bold
- Ctrl + I - Italic
- Ctrl + U - Underline
- Ctrl + K - Insert hyperlink (in body) / Check names (in To/Cc/Bcc fields)
- F7 - Spell check
Calendar Essentials
- Ctrl + 2 - Switch to Calendar
- Ctrl + N - New appointment (when in Calendar view)
- Ctrl + Shift + Q - New meeting request
- Ctrl + G - Go to date
- Ctrl + Alt + 1 - Day view
- Ctrl + Alt + 2 - Work Week view
- Ctrl + Alt + 3 - Week view
- Ctrl + Alt + 4 - Month view
Contacts & Tasks
- Ctrl + 3 - Switch to Contacts
- Ctrl + 4 - Switch to Tasks
- Ctrl + Shift + C - New contact
- Ctrl + Shift + K - New task
Universal Actions
- Ctrl + P - Print
- Ctrl + S - Save draft
- Ctrl + Z - Undo
- Ctrl + A - Select all
- Ctrl + C/V/X - Copy/Paste/Cut
- F1 - Help
- Alt + F4 - Close Outlook
Pro Tips
- Ctrl + Shift + V is your best friend for quick email organization
- F9 for instant send/receive when waiting for messages
- Backspace provides quick archive/delete in inbox
- Ctrl + K checks names AND inserts hyperlinks (context-sensitive)
- Ctrl + N creates contextually: email in Mail, appointment in Calendar, contact in Contacts
- Master Ctrl + 1-4 to fly between Mail/Calendar/Contacts/Tasks
Quick Reference Card:
- Navigate: Ctrl + 1-4 (Mail/Calendar/Contacts/Tasks)
- Reply: Ctrl + R | Reply All: Ctrl + Shift + R | Forward: Ctrl + F
- Send: Alt + S or Ctrl + Enter
- Delete: Delete | Archive: Backspace | Permanent: Shift + Delete
- Search: F3 | Move: Ctrl + Shift + V | Flag: Ctrl + Shift + G