6 Useful Outlook Shortcuts You Can Use Every Day

Outlook has been some people's primary email client for years, and along the way they've picked up some shortcuts that really make a difference.

Learning the right keyboard shortcuts changes everything - now you can breeze through your inbox without touching the mouse.

6. Essential daily shortcuts

While some keyboard shortcuts are useful for common tasks, these are the ones that people use most often throughout the day. Whether you're accessing your inbox, switching to Calendar, or sending an email without a mouse, these shortcuts make navigating Outlook much smoother and faster.

Note : Some of these shortcuts may not work in the new version of Outlook, as Microsoft removed certain features when it redesigned the interface.

If you haven't noticed, the number shortcuts (Ctrl or ⌘ + 1 through 4 ) match the Outlook sidebar order and can save you a few seconds every time you switch tabs. They're especially useful when scheduling meetings—press Ctrl + 2 to check your calendar, then Ctrl + 1 to return to your inbox. It's a small change, but keeping your hands on the keyboard adds up quickly.

5. Search and filter shortcuts

Outlook's search features go far beyond the basic search bar, and a few little-known shortcuts can make a big difference. For example, the Advanced Find feature is a must-know feature for finding old emails and attachments that you might otherwise struggle to find.

When you're having trouble finding an email, press Ctrl/⌘ + Shift + F to open Advanced Find. This feature allows you to search by sender, date range, keywords, or attachments. It's a huge time saver when basic search isn't enough. This is just one of many underrated and overlooked features of Microsoft Office.

4. Calendar and scheduling shortcuts

Managing your calendar is a core part of using Outlook – whether you're setting up meetings, checking your availability, or planning your week. These shortcuts have made scheduling a lot easier, so you can quickly set up appointments and move between different days.

You can type natural language into date fields - tomorrow, next Friday, or two weeks from today are all perfect. People often use Ctrl/⌘ + G to jump to specific dates when scheduling meetings weeks in advance, then Ctrl/⌘ + T to jump back to today's schedule.

3. Editing shortcuts

When you're writing an email and find yourself constantly reaching for your mouse to bold text, attach files, or add links, these editing shortcuts eliminate that hassle by letting you do everything directly from the keyboard.

Here's a handy Outlook tip: You can copy existing appointments with Ctrl + C and paste them into a new date with Ctrl + V to quickly copy the meetings. You can also drag appointments while holding down Ctrl to copy them to different times. This can save you seconds when scheduling similar recurring meetings.

2. Message management shortcuts

When your inbox is constantly overflowing with messages, these shortcuts will help you organize your inbox quickly by allowing you to quickly archive and organize emails without the hassle of dragging and dropping.

The folder shortcut ( Ctrl/⌘ + Shift + V ) opens a searchable folder list - start typing the folder name and press Enter. These shortcuts work even better when combined with Outlook rules for Inbox Zero, which automatically archive routine emails and help you focus on more important emails.

1. Email navigation shortcuts

Navigation shortcuts help you move through emails and folders faster, making your workflow smoother and distraction-free. Instead of clicking, you can switch between messages, scan your inbox, and manage threads with just a few keystrokes.

Using Ctrl/⌘ + > to move between messages can really speed up your workflow. You can keep your hands on the keyboard and quickly go through your emails. When combined with other shortcuts, you can read, reply to, and archive emails without ever touching your mouse. This makes email processing much faster and less tiring.

These shortcuts have really changed the Outlook experience for the better. Start with the essential everyday shortcuts first. Then gradually add shortcuts based on your biggest pain points. After just a few weeks, you'll find yourself quickly completing tasks that used to take minutes with just a few keystrokes.

David Pac

Update 06 August 2025