Microsoft Outlook Cheat Sheet

Here’s a Microsoft Outlook cheat sheet for using it efficiently:

Navigation Shortcuts

  • Switch to Mail:
    • Press Ctrl + 1
  • Switch to Calendar:
    • Press Ctrl + 2
  • Switch to Contacts:
    • Press Ctrl + 3
  • Switch to Tasks:
    • Press Ctrl + 4

Composing and Sending Emails

  • Compose New Email:
    • Press Ctrl + N
  • Send Email:
    • Press Alt + S
  • Reply to Email:
    • Press Ctrl + R
  • Reply All:
    • Press Ctrl + Shift + R
  • Forward Email:
    • Press Ctrl + F

Email Organization

  • Mark as Read/Unread:
    • Press Ctrl + Q to mark as read
    • Press Ctrl + U to mark as unread
  • Archive Email:
    • Press Ctrl + Del
  • Move to Folder:
    • Press Ctrl + Shift + V
  • Flag/Unflag Email:
    • Press Insert to flag
    • Press Ctrl + Shift + G to clear flag

Calendar Shortcuts

  • Create New Appointment:
    • Press Ctrl + N
  • Switch Calendar Views:
    • Press Alt + 1 (Day), Alt + 2 (Work Week), Alt + 3 (Week), Alt + 4 (Month)
  • Go to Today:
    • Press Ctrl + T

Contacts Shortcuts

  • Create New Contact:
    • Press Ctrl + Shift + C
  • Open Address Book:
    • Press Ctrl + Shift + B

Tasks Shortcuts

  • Create New Task:
    • Press Ctrl + Shift + K
  • Flag/Unflag Task:
    • Press Insert to flag
    • Press Ctrl + Shift + G to clear flag

Advanced Email Features

  • Search Emails:
    • Press Ctrl + E to focus on the search bar
  • Filter Emails:
    • Use the filter options in the ribbon
  • Ignore Conversation:
    • Select an email, go to “Home” tab, and click “Ignore”

General Shortcuts

  • Switch to Next/Previous Tab:
    • Press Ctrl + Tab / Ctrl + Shift + Tab
  • Undo/Redo:
    • Press Ctrl + Z / Ctrl + Y
  • Open Quick Actions:
    • Press Ctrl + /

Outlook Settings

  • Open Options:
    • Click on “File” -> “Options”
  • Quick Steps:
    • Set up Quick Steps for common actions in the “Home” tab

Keyboard Navigation in Emails

  • Move to Next/Previous Section:
    • Press Tab / Shift + Tab
  • Expand/Collapse Conversation:
    • Press Alt + Right Arrow / Alt + Left Arrow

These shortcuts are based on the default configuration in Microsoft Outlook. If you’ve customized your keyboard shortcuts, they might differ. Always check the latest features and updates in Outlook for additional functionalities.