(This is the third article in a series. You can find the first two posts here and here.)
Email is one of our primary communication tools.
Since it comes packaged with the rest of Microsoft Office, Outlook has become the most common email program used in businesses.
More Than Just Email
We use Outlook for much more than sending and receiving emails.
We manage our schedule with Outlook’s calendar feature.
We use tasks to manage our “to do” list.
We even use Outlook on our phones to keep up with things when we’re out of the office.
Basic Shortcut Keys
While Outlook is one of our most used programs, it can be cumbersome to constantly switch between email and calendar.
Thankfully, maneuvering in Outlook is much easier using shortcut keys.
Here is a list of shortcut keys to make working in Outlook faster:
Ctrl + Shift + M: New mail message
Ctrl + Shift + A: New appointment
Ctrl + Shift + Q: New meeting request
Ctrl + Shift + K: New task
Ctrl + Shift + N: New note (post-it)
Ctrl + 1: Go to mailbox
Ctrl + 2: Go to calendar
Ctrl + 4: Go to task
Some of Outlooks shortcuts are function specific. Here are shortcuts for some of the most-used features.
Ctrl + O: Open message
Ctrl + Q: Mark as read
Ctrl + U: Mark as unread
Ctrl + F: Forward
Ctrl + R: Reply
Ctrl + Shift + R: Reply all
Alt + S: Send
Ctrl + “.”: Next message
Ctrl + “,”: Previous message
Ctrl + Shift + I: Move to inbox
Ctrl + Shift + G: Flag for followup
Ctrl + Alt + R: Reply with meeting request
Ctrl + Alt + J: Mark message as not junk
Ctrl + G: Go to a date
Ctrl + Alt + 2: Switch to “Work Week” view
Ctrl + Alt + 3: Switch to “Full Week” view
Ctrl + Alt + 4: Switch to “Month” view
Alt + Down arrow: Go to next week
Alt + Up arrow: Go to previous week
Alt + Page Down: Go to next month
Alt + Page Up: Go to previous month
Outlook Extra: The Drag and Drop
Have you used drag and drop in Outlook?
It’s not really a keyboard shortcut, but it’s a great time saver to get information from somewhere else into a new email.
You can do this with attachments and email addresses.
When sending an attachment from an email to someone else (when you don’t want to forward the original email), you simply:
Open a new email to send.
Open the original email with the attachment.
Click the original attachment with the mouse then drag the cursor into the body of the new email and release.
You can also add an attachment to an email by dragging it directly from File Explorer.
You can also drag and drop email addresses. Drag a name from one email directly into the “To” or “CC” section of a new email. Note: you cannot drag and drop from an email you are currently editing.
This is great for those times when you need to email someone, and you only have the contact information as part of a previous chain, but you don’t need to email everyone else copied on the email.
About the Author
Samantha Cruff is the Marketing Communications Coordinator at Lawyers Mutual. Contact Samantha for information regarding our available risk management publications at 800.662.8843 or email@example.com.