Keyboard Shortcuts Outlook Email and Calendar

Microsoft Outlook handles email, calendar, contacts, and tasks. Its keyboard shortcuts cover the entire workflow — reading, composing, and organizing email, as well as creating and navigating calendar appointments — all without reaching for the mouse.

Creating and Sending Email

  Ctrl + N        → New email (from Mail view)
  Ctrl + Shift + M→ New email from anywhere in Outlook
  Ctrl + Enter    → Send the current email
  Alt + S         → Also sends the email
  Esc             → Close compose window (asks to save as draft)
  Ctrl + Shift + S→ Save to Drafts folder

Replying and Forwarding

  Ctrl + R        → Reply (to sender only)
  Ctrl + Shift + R→ Reply All (to all recipients)
  Ctrl + F        → Forward email

  QUICK MENTAL MAP:
  R = Reply
  Shift + R = Reply ALL (shift adds everyone)
  F = Forward

Reading and Navigating Email

  Space / Page Down  → Scroll down in current email
  Shift + Space      → Scroll up in current email
  Right Arrow        → Open / expand email thread
  Left Arrow         → Collapse email thread
  Up / Down Arrow    → Move between emails in the list
  Enter              → Open the selected email
  Esc                → Close open email (return to list)

  Ctrl + . (period)   → Open NEXT email
  Ctrl + , (comma)    → Open PREVIOUS email
  (These work while an email is open — faster than closing and reopening)

Organizing Emails

  Ctrl + M  or  F9    → Send / Receive (check for new mail)
  Insert              → Toggle read / unread flag on selected email
  Delete              → Move email to Deleted Items
  Shift + Delete      → Permanently delete (skip Deleted Items)
  Ctrl + Z            → Undo last action (move, delete, etc.)

  MOVING TO A FOLDER:
  Ctrl + Shift + V    → "Move to Folder" dialog
                        → Type folder name → Enter → email moved

  CATEGORIES / FLAGS:
  Insert              → Toggle follow-up flag
  Ctrl + Shift + G    → Add custom reminder or flag

Searching Email

  Ctrl + E  or  F3    → Focus the Search box at the top
  Type search term → Enter → shows matching emails

  ADVANCED SEARCH:
  In search results → Ctrl + Shift + F → Advanced Find dialog
  → Search by sender, subject, date range, or keywords in body

Switching Views in Outlook

  Ctrl + 1   → Mail view
  Ctrl + 2   → Calendar view
  Ctrl + 3   → Contacts / People view
  Ctrl + 4   → Tasks view
  Ctrl + 5   → Notes view
  Ctrl + 6   → Folder list

Calendar Shortcuts

  Ctrl + N          → New appointment (in Calendar view)
  Ctrl + Shift + A  → New appointment (from anywhere)
  Ctrl + Shift + Q  → New meeting request
  Alt + =           → Go to Today
  Ctrl + G          → Go to a specific date (enter date → Enter)

  CALENDAR VIEWS:
  Alt + 1  → Day view
  Alt + 2  → Work Week view (Mon–Fri)
  Alt + 3  → Week view (full 7 days)
  Alt + 4  → Month view
  Alt + 5  → Schedule view

Inside a Calendar Appointment

  Alt + S         → Save and close the appointment
  Ctrl + Shift + Q→ Change to meeting request (invite attendees)

  SET REMINDER:
  In the appointment window → Tab to Reminder dropdown
  → Choose time before the event

Quick Reference

  ACTION                        SHORTCUT
  ──────────────────────────────────────────────────────
  New email                     Ctrl + N
  New email (from anywhere)     Ctrl + Shift + M
  Send email                    Ctrl + Enter
  Reply                         Ctrl + R
  Reply All                     Ctrl + Shift + R
  Forward                       Ctrl + F
  Open next email               Ctrl + .
  Move to folder                Ctrl + Shift + V
  Search email                  Ctrl + E
  Switch to Mail                Ctrl + 1
  Switch to Calendar            Ctrl + 2
  New appointment               Ctrl + Shift + A
  New meeting request           Ctrl + Shift + Q
  Go to today (calendar)        Alt + =
  Go to date                    Ctrl + G

Ctrl + R and Ctrl + Shift + R are the two email shortcuts that experienced Outlook users rely on most. The ability to instantly reply to a sender or reply-all without the mouse makes processing a full inbox fast and deliberate. Combine these with Ctrl + Enter to send and Delete to archive, and you can power through an inbox of 50 emails in minutes without touching the mouse.