Microsoft Outlook Cheat Sheet

Shortcuts for Outlook for Windows (classic and new Outlook). In Outlook on the web, choose the shortcut style under Settings → Accessibility → Keyboard shortcuts.

46 entries
8 sections
Updated 1 Oct 2026

F

46 entries

On this page

Switch Views #

Shortcut	Action
`Ctrl + 1`	Mail
`Ctrl + 2`	Calendar
`Ctrl + 3`	People
`Ctrl + 4`	Tasks / To Do
`Ctrl + Y`	Go to a folder
`Ctrl + E` or `F3`	Search

Create #

Shortcut	Action
`Ctrl + N`	New item in the current view
`Ctrl + Shift + M`	New email (from anywhere)
`Ctrl + Shift + A`	New appointment
`Ctrl + Shift + Q`	New meeting request
`Ctrl + Shift + K`	New task

Read & Respond #

Shortcut	Action
`Ctrl + R`	Reply
`Ctrl + Shift + R`	Reply all
`Ctrl + F`	Forward (not search!)
`Alt + S`	Send
`Ctrl + Enter`	Send (once enabled)
`Ctrl + K`	Check names in To/Cc
`Ctrl + Shift + B`	Address book
`Ctrl + .` / `Ctrl + ,`	Next / previous message

Organize #

Shortcut	Action
`Ctrl + Q` / `Ctrl + U`	Mark as read / unread
`Insert`	Flag for follow-up
`Delete` or `Ctrl + D`	Delete
`Backspace`	Archive
`Ctrl + Shift + V`	Move to a folder
`F9`	Send / receive all

Calendar #

Shortcut	Action
`Ctrl + Alt + 1`	Day view
`Ctrl + Alt + 2`	Work week
`Ctrl + Alt + 3`	Full week
`Ctrl + Alt + 4`	Month
`Ctrl + G`	Go to a date
`Alt + ↑/↓`	Previous / next period

Search Operators #

Type in search	Finds
`from:lisa`	Mail from someone
`to:dennis`	Mail to someone
`subject:invoice`	Word in the subject
`hasattachments:yes`	Mail with attachments
`received:yesterday` / `received:last week`	By date
`"exact phrase"`	Exact match
`invoice AND march` / `OR` / `NOT`	Combine (operators in CAPITALS)

Features Worth Knowing #

Feature	Where
Rules (auto-sort mail)	Right-click a message → Rules → Create Rule
Quick Steps (one-click multi-actions)	Home → Quick Steps
Schedule send	Arrow next to Send → Schedule send
Undo send	Settings → Mail → Compose and reply → Undo send
Focused Inbox	View → Show Focused Inbox
Signatures	Settings → Accounts → Signatures
Out of office	File → Automatic Replies / Settings → Accounts → Automatic replies
Templates / My Templates	Message → My Templates (new Outlook)

Tips #

Drag an email onto the Calendar icon to turn it into an appointment.
@name in the message body adds that person to the To line.