115 Outlook Keyboard Shortcuts for Windows, Mac, and Web (Plus Pro Workflows)
Key Takeaways
- You’ll get a complete, organized shortcut list for Outlook on Windows (classic), Outlook for Mac, and Outlook on the web/new Outlook, with notes on version differences.
- The original Windows shortcut list is fully edited for clarity and expanded with additional high-impact keys like mark read/unread, move, and Quick Steps.
- Time-saving workflows show how to triage email, schedule meetings from messages, and automate repetitive actions with Quick Steps and rules.
- Power search operators (from:, subject:, hasattachments:, received:) are included so you can find anything in seconds without touching the mouse.
- Practical setup tips show how to enable single-key shortcuts on the web, customize the Quick Access Toolbar, and print a compact cheat sheet.
Why Outlook keyboard shortcuts matter (and how to use this guide)
Microsoft Outlook is a powerhouse for communication and time management—but only if you can move quickly. Keyboard shortcuts eliminate friction at every step: jumping between Mail and Calendar, composing and sending messages, finding attachments, and turning emails into tasks or meetings. Below you'll find an expanded, accurate, and version-aware set of Outlook keyboard shortcuts, grouped by real tasks. Start with the essentials you'll use every hour, then layer in pro moves and workflows that fit your day.
- Edited and expanded shortcuts for Outlook on Windows (classic) Mastering these commonly used shortcuts elevates your Outlook proficiency, enabling you to navigate, compose, respond, and organize with speed and precision. Use these time-saving commands to streamline tasks from email to calendar, contacts, and more. Incorporate them into your daily routine to breeze through messages, schedule appointments, and keep your inbox under control.
- Navigation
- 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
- Switch to Folder List in Navigation Pane — CTRL+6
- Switch to the next message (with the message open) — CTRL+PERIOD
- Switch to the previous message (with the message open) — CTRL+COMMA
- Go to a different folder — CTRL+Y
- Also useful: Cycle panes — F6; Open selected item — ENTER; Close item — ESC; Open Options — ALT+F, T
Create an item or file
- Create an appointment — CTRL+SHIFT+A
- Create a contact — CTRL+SHIFT+C
- Create a distribution list — CTRL+SHIFT+L
- Create a folder — CTRL+SHIFT+E
- Create a Journal entry — CTRL+SHIFT+J
- Create a meeting request — CTRL+SHIFT+Q
- Create a message — CTRL+SHIFT+M
- Create a note — CTRL+SHIFT+N
- Create a task — CTRL+SHIFT+K
- Also useful: New item in current module — CTRL+N; From any module, press CTRL+SHIFT+M to compose a mail fast.
Contacts
- Search for a contact or any other item — F3
- Select all contacts — CTRL+A
- Also useful: Open Address Book — CTRL+SHIFT+B; Create a new contact from a message — CTRL+SHIFT+C (with sender selected, then save).
Tasks
- Show or hide the To-Do Bar — ALT+F2
- Accept a task request — ALT+C
- Decline a task request — ALT+D
- Also useful: Mark complete — CTRL+SHIFT+K then CTRL+D inside the task; Quick Flag dialog — CTRL+SHIFT+G.
Search
- Find a message or other item — CTRL+E
- Use Advanced Find — CTRL+SHIFT+F
- Also useful: Narrow results with search operators like from:, subject:, hasattachments:yes, received:>=yesterday (see Search Operators below).
Format text
- Display the Font dialog box — CTRL+SHIFT+P
- Switch case (with text selected) — SHIFT+F3
- Make letters bold — CTRL+B
- Add bullets — CTRL+SHIFT+L
- Make letters italic — CTRL+I
- Underline — CTRL+U
- Increase font size — CTRL+]
- Decrease font size — CTRL+[
- Cut — CTRL+X
- Copy — CTRL+C
- Paste — CTRL+V
- Insert a hyperlink — CTRL+K
- Also useful: Increase/decrease font size (Word editor) — CTRL+SHIFT+> / CTRL+SHIFT+
All item functions
- Save — CTRL+S
- Save and close — ALT+S
- Save As — F12
- Undo — CTRL+Z
- Delete an item — CTRL+D
- Print — CTRL+P
- Check spelling — F7
- Forward — CTRL+F
- Left align text — CTRL+L
- Center text — CTRL+E
- Right align text — CTRL+R
- Also useful: Mark as read — CTRL+Q; Mark as unread — CTRL+U; Move to folder — CTRL+SHIFT+V; Open message in a new window — CTRL+O; Send/Receive — F9 or CTRL+M.
Email actions
- Switch to Inbox — CTRL+SHIFT+I
- Switch to Outbox — CTRL+SHIFT+O
- Send — ALT+S
- Reply to a message — CTRL+R
- Reply all to a message — CTRL+SHIFT+R
- Forward a message — CTRL+F
- Mark a message as not junk — CTRL+ALT+J
- Check for new messages — F9
- Open the Address Book — CTRL+SHIFT+B
- Add a Quick Flag to an unopened message — INSERT
- Mark as unread — CTRL+U
- Also useful: Send (alternative) — CTRL+ENTER; Archive (if enabled) — BACKSPACE; Categorize — CTRL+SHIFT+L then choose; Quick Steps 1–9 — CTRL+SHIFT+1 … CTRL+SHIFT+9.
Outlook for Mac: key equivalents you'll actually use
Mac users get many of the same moves with Command-based shortcuts. Here are high-confidence, everyday keys that mirror Windows behavior in Outlook for Mac (New UI and Current Channel builds):
- Switch to Mail / Calendar / People / Tasks / Notes — COMMAND+1 / COMMAND+2 / COMMAND+3 / COMMAND+4 / COMMAND+5
- New message — COMMAND+N
- Send — COMMAND+RETURN
- Reply / Reply All — COMMAND+R / SHIFT+COMMAND+R
- Search — COMMAND+E
- Open Address Book — SHIFT+COMMAND+B
- Bold / Italic / Underline — COMMAND+B / COMMAND+I / COMMAND+U
- Insert hyperlink — COMMAND+K
- Cut / Copy / Paste — COMMAND+X / COMMAND+C / COMMAND+V
- Increase/decrease font size — SHIFT+COMMAND+> / SHIFT+COMMAND+
- Check spelling — COMMAND+;
Tip: Outlook for Mac evolves quickly. For the full, current list, choose Help › Keyboard Shortcuts or press FN+COMMAND+/ (on many Macs) to open the in-app reference.
Outlook on the web and the new Outlook for Windows
The new Outlook for Windows uses the same keyboard model as Outlook on the web. Single-key shortcuts make triage fast. Ensure they're enabled under Settings › General › Keyboard shortcuts (choose Outlook).
- Show all keyboard shortcuts — ?
- Focus the Search box — /
- Compose new message — C
- Reply / Reply all / Forward — R / A / F
- Open selected conversation — O
- Archive — E
- Delete — DELETE or BACKSPACE
- Mark as read / unread — Q / U
- Move to — V (then type the folder name)
- Next/previous conversation — J / K
- Go to Inbox / Calendar / People / To Do — G then I / G then C / G then P / G then T
- New calendar event — N (in Calendar)
Tip: If you prefer Gmail-style keys on the web, switch the preset to Gmail in Settings › General › Keyboard shortcuts.
Power workflows to save hours every week
Zero-touch triage (Windows classic)
- Open the first unread message — ENTER.
- Decide in seconds:
- Reply quickly — CTRL+R, type, CTRL+ENTER to send.
- Defer with a reminder — CTRL+SHIFT+G for a Follow Up flag.
- Archive (if enabled) — BACKSPACE; Delete — CTRL+D.
- Move to a project folder — CTRL+SHIFT+V, type folder, ENTER.
- Mark read without opening — CTRL+Q (from the list).
- Go to the next message — CTRL+PERIOD.
Turn email into time on your calendar
- From any message: Create a meeting request — CTRL+SHIFT+Q, the message auto-attaches. Add attendees, set time, ALT+S to send.
- Quick appointment — CTRL+SHIFT+A, then invite attendees later if needed.
Automate with Quick Steps and rules
- Map your first nine Quick Steps to keys: CTRL+SHIFT+1 … CTRL+SHIFT+9 to file, forward to a teammate, categorize, and mark complete in one shot.
- Combine with rules to pre-sort newsletters and notifications, keeping your Inbox for real work.
Search like a pro (works on Windows classic, Mac, and web)
- from:Name or from:email@domain.com — filter by sender
- to:me or to:Teammate — filter by recipient
- subject:keyword — search only subject lines
- hasattachments:yes — show messages with attachments
- received:>=yesterday, received:this week, received:2026-05-01..2026-05-05 — date ranges
- category:Blue or category:”Finance” — by category
- AND/OR and quotes for precision: subject:”Q2 forecast” AND hasattachments:yes
Customize the Ribbon and Quick Access Toolbar (Windows classic)
- Add your favorite commands (Archive, Clean Up, Message Options) to the Quick Access Toolbar (QAT). Then press ALT+1, ALT+2, etc., to trigger them instantly.
- Ribbon key hints: Press ALT to reveal letters, then follow the sequence (for example ALT+H, R, P for Reply).
Setup and version tips
- Outlook on the web/new Outlook: Turn on single-key shortcuts in Settings › General › Keyboard shortcuts. Choose Outlook (or Gmail/Yahoo if you prefer their schemes).
- Windows classic Outlook: Some shortcuts require the message to be open vs. selected in the list; try both if a key seems unresponsive.
- Conflicts: Third-party tools (screen recorders, hotkey apps) can override keys. Temporarily disable them to confirm.
- Safer sending: If CTRL+ENTER sends messages too quickly, add a 1–2 minute delay rule for all outgoing mail so you can Undo if needed.
Printable cheat sheet: the 25 keys most people use daily
- Windows classic: CTRL+1/2/3/4/5/6 switch modules; CTRL+SHIFT+M new mail; CTRL+R / CTRL+SHIFT+R / CTRL+F reply/reply all/forward; ALT+S or CTRL+ENTER send; CTRL+Q/CTRL+U mark read/unread; CTRL+SHIFT+V move; F9 send/receive; CTRL+E search; CTRL+SHIFT+Q new meeting; CTRL+SHIFT+A appointment; CTRL+S save; F7 spelling.
- Mac: COMMAND+1..5 switch modules; COMMAND+N new mail; COMMAND+RETURN send; COMMAND+R / SHIFT+COMMAND+R reply/reply all; COMMAND+E search; SHIFT+COMMAND+B Address Book; COMMAND+B/I/U formatting; COMMAND+K link.
- Web/new Outlook: ? show keys; / search; C compose; R/A/F reply/reply all/forward; J/K navigate; E archive; DELETE delete; Q/U read/unread; G then I/C/P/T to jump modules.
