I Finally Mastered Outlook Shortcuts—Here Are the Ones I Use Every Day

Outlook has been my primary email client for years, and along the way, I’ve picked up a handful of shortcuts that truly make a difference.

Learning the right shortcuts changed everything—now I fly through my inbox without touching my mouse.

6

Essential Daily Shortcuts

While some shortcuts are useful for occasional tasks, these are the ones I rely on throughout the day. Whether I’m jumping to my Inbox, switching to the Calendar, or sending an email without the mouse, these shortcuts make navigating Outlook much smoother and faster.

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

5

Search and Filter Shortcuts

Outlook’s search features go well beyond the basic search bar, and a few lesser-known shortcuts can make a big difference. The Advanced Find function, for example, is a must-know for digging up old emails and attachments that I’d otherwise struggle to locate.

When you are struggling to find that one email, press Ctrl/⌘ + Shift + F to open Advanced Find. It lets you search by sender, date range, keywords, or attachments. It’s a huge time-saver when the basic search just isn’t enough. This is just one of many underrated Microsoft Office features that flies under the radar.

4

Calendar and Scheduling Shortcuts

Calendar management is a core part of how Outlook is used—whether you’re setting up meetings, checking availability, or planning your week. These shortcuts have made my scheduling much easier, so I can quickly set up appointments and move between different dates.

You can type natural language in date fields—tomorrow, next Friday, or two weeks from today work perfectly. I frequently use Ctrl/⌘ + G to jump to specific dates when scheduling meetings weeks in advance, then Ctrl/⌘ + T to return to today’s schedule.

3

Composition Shortcuts

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

Here’s a helpful Outlook tip: you can copy existing appointments using Ctrl+C and paste them to new dates with Ctrl+V to quickly duplicate meetings. You can also drag appointments while holding Ctrl to copy them to different time slots. This way, you can save a few seconds when scheduling similar recurring meetings.

2

Message Management Shortcuts

When your inbox is constantly overflowing with messages, these shortcuts help tame the inbox by letting you quickly sort, archive, and organize emails without all the tedious dragging and dropping.

The move to folder shortcut (Ctrl/⌘ + Shift + V) opens a searchable folder list—start typing the folder name and hit Enter. These shortcuts work even better when paired with Outlook rules for inbox zero, which can automatically file routine emails and leave you to focus on more important ones.

1

Email Navigation Shortcuts

Navigation shortcuts help you move through emails and folders faster, keeping your workflow smooth and distraction-free. Instead of clicking around, you can jump between messages, scan your inbox, and manage threads with just a few key presses.

Using Ctrl/⌘ + > and to move between messages can really speed things up. You can keep your hands on the keyboard and quickly go through your emails. When you combine this with other shortcuts, you can read, reply, and file messages without ever touching your mouse. It makes handling email faster and a lot less tiring.

These shortcuts have genuinely changed my Outlook experience for the better. Start with the essential daily shortcuts first. Then, gradually add one shortcut at a time based on your biggest pain points. Within weeks, you’ll find yourself flying through tasks that once took minutes with just a few key combos.