Outlook keyboard shortcuts in Windows 11: a complete and practical guide

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Master the Outlook keyboard shortcuts in Windows 11 It's one of the quickest ways to save time every day. If you spend many hours on emails, appointments, and meetings, you'll want to have a clear guide handy with the combinations that truly make a difference, both in the Outlook Classic and the New Outlook as in the Mail/Calendar app included in Windows.

Below you will find a comprehensive and rewritten compendium with all the key combinations cited in the sourcesQuick access to compose and reply, navigate folders, move through the calendar, manage reminders, share calendars, and much more. We've also added usage notes and variations by versionbecause some shortcuts may subtly change between classic Outlook, the new Outlook for Windows, and the Mail app for Windows 10.

Essential shortcuts to get off to a strong start

These quick access options These are the ones you'll use most often on a daily basis to create, send, and navigate your inbox without touching your mouse.

• New message or event: Ctrl+N.
• Send an email: Ctrl+Enter.
• Reply: Ctrl+R.
• Answer everyone: Ctrl+Shift+R.
• Forward: Ctrl+F.
• Remove item: Delete (permanent deletion: Shift+Delete).
• Open a message in a new window: Shift+Enter.
• Go to Mail/Calendar/Contacts: Ctrl+1 / Ctrl+2 / Ctrl+3 (in some Contacts views it is Ctrl+4).
• View all shortcuts In the new Outlook: ? key.

Once you get used to it, Each press saves seconds.At the end of the day, it's time you can dedicate to more valuable tasks than clicking around the interface.

Writing and formatting: on-the-fly editing

When composing emails or notes, the new Outlook and classic Outlook share most of the universal editing shortcuts.

• Copy/Cut/Paste: Ctrl+C / Ctrl+X / Ctrl+V.
• Undo/Redo: Ctrl+Z / Ctrl+Y.
• Bold/Italic/Underline: Ctrl+B / Ctrl+I / Ctrl+U.
• Insert link: Ctrl+K.
• Increase/Decrease font size: Ctrl+Shift+> / Ctrl+Shift+<.
• Delete word on the left: Ctrl+Backspace (very useful for quick corrections).

In some compilations you will see indications such as Ctrl + N For bold text; remember that in Windows versions of Outlook, it is common practice that Ctrl+N creates a new itemIf a combination makes you feel "something weird," check the exact version you're using.

Productivity in the inbox

With these shortcuts you'll move messages, apply statuses, and navigate conversations with maximum agility.

• Go to next/previous message: Ctrl+> / Ctrl+<.
• Mark as read/unread: Ctrl+Q / Ctrl+U (in some configurations, not read may also be Ctrl+S or O).
• Mark for follow-up or complete: Insert.
• Cancel search: Esc.
• Search in the mailbox: Ctrl+E (also F3 in several views).
• Update/Sync: Ctrl+M or F9.

If you work with many rules, folders, and categories, Ctrl + Y It becomes indispensable: it's the shortcut to the "Go to folder" box to jump in a second to where you need.

Navigate through modules and panels

Outlook integrates email, calendar, and contacts into a single interface. With the following shortcuts, Changing sections is immediate.

• Go to Mail/Calendar/Contacts/Tasks: Ctrl+1 / Ctrl+2 / Ctrl+3 / Ctrl+4.
• Go to Copilot (if available): Ctrl+3 in some configurations of the new Outlook.
• Open the folder panel: Ctrl+Y.
• Expand/Collapse sectionsRight arrow / Left arrow.
• Shifting the focus between regions (panels and ribbon): F6 or Tab; when composing, F6 or Alt takes you to the ribbon tabs.

Another very useful combination when reviewing dense views is Ctrl++ and Ctrl+- to zoom in or out, perfect if you want a wide view or to read comfortably.

Calendar in detail: create, view and navigate

The Calendar module has many specific shortcuts. Knowing them will allow you to change views, navigate through days, weeks, and months, and manage meetings and recurring appointments without losing the thread.

Create and manage appointments and meetings

• Create an appointment From Calendar view: Ctrl+N.
• Create an appointment From any view: Ctrl+Shift+A.
• New meeting notice: Ctrl+Shift+Q or Alt+H, M, R.
• Open “New items” To choose what to create: Alt+O, N, N.
• Resend appointment or meeting: Alt+H, F, W or Ctrl+F.
• Respond to all those summoned with a message: Ctrl+D (in some views) and access to Answer everyone with Ctrl+Shift+R.

If you already have an open appointment or meeting, you can define its periodicity using Ctrl+G. Note: Ctrl+G is also used to go to a date in the calendar; the context will make the difference.

Calendar views

• View 1 to 10 days: Alt+1 / Alt+2 / … / Alt+0 (10 days).
• Go to “Today”: Alt+H, O, D.
• daily view: Alt+O, 1, D, D or Ctrl+Alt+1.
• The next 7 days: Alt+H, X.
• Go to a specific date: Ctrl+G or Alt+H, L.
• Month View: Alt+= or Ctrl+Alt+4.
• Full Week View: Alt+− (minus sign) or Ctrl+Alt+3.
• Work Week Overview: Ctrl+Alt+2.

To navigate the calendar using the keyboard: next/previous day with Ctrl+Right/Left Arrow; next/previous week with Alt+Down/Up Arrow; next/previous month with Alt+Page Down / Alt+Page Up; and jumps to end or beginning of the week with Alt+Home / Alt+End.

Navigation between appointments and notices

• Previous/Next Quote: Ctrl+Comma (,) or Ctrl+Shift+Comma (,) / Ctrl+Period (.) or Ctrl+Shift+Period (.).
• Open the item When the reminder appears: Alt+O.
• Open the notifications window: Alt+V, M.
• Snooze reminder: Alt+S.
• Dismiss reminder: Alt+D.

To assign a sound of a warningOpen File > Options > Advanced (Alt+F, T, A) and then press Alt+P. Use Tab to navigate to "Browse", confirm with Enter, and choose the sound file in the "Alert sound file" dialog box.

Share calendar, groups, and options

Outlook makes it easy to work with shared calendars and publish your schedule online. The following tape combinations These tasks are accelerated.

• View programming in horizontal design (compare calendars): Alt+H, S, V or Ctrl+Alt+5.
• Add shared calendars or create a new one: Alt+H, O, C.
• Create a calendar group or add department calendar: Alt+H, C, G.
• Send a calendar by email: Alt+H, E.
• Share calendar: Alt+H, S, C.
• Publish online calendar: Alt+H, P, O.
• Sharing permissions from a folder: Alt+H, F, P.
• Search contacts: Alt+O1, B, B.
• Open Address Book: Alt+H, A, B.
• Outlook Calendar Options: Alt+H, C, O.

If you notice that a selected item is not fully read by your screen reader, you can enable information about it. Microsoft Active Accessibility (MSAA) Use Alt+Ctrl+Shift+M to provide more detailed data to JAWS.

Scheduling from the meeting window

When you're creating a meeting, open the Programming Assistant It helps you coordinate schedules: use Alt+P to access the planner from the meeting window and see availability in parallel.

Mail and Calendar Shortcuts for Windows 10

Although the focus is on Windows 11, many organizations still use the Windows app. Windows 10 Mail/Calendarwhose shortcuts remain useful and, to a large extent, are retained in the new Outlook.

Email Navigation

• Switch to Calendar/Mail: Ctrl+2 / Ctrl+1.
• Go to Inbox/Sent Inbox: Ctrl+Shift+I / Ctrl+Shift+O.
• Traveling between regions: F6 or Tab.
• Tape when writing: F6 or Alt.
• Zoom: Ctrl+Plus sign (+) or Ctrl+Minus sign (−).
• SearchPress Ctrl+E or F3 to bring the focus to the search box.

Working with messages

• Mark as read/unread: Ctrl+Q / Ctrl+S.
• Reply/Reply all/Forward: Ctrl+R / Ctrl+Shift+R / Ctrl+F.
• To provisionally accept an invitation: Alt+N.
• New message: Ctrl+N or Ctrl+Shift+M.
• Attach files: Alt+I.
• Spell check: F7 (also toggles cursor scanning while reading).
• Send: Alt+S or Ctrl+Enter.
• Delete: Ctrl+D.

Other useful shortcuts

• Manually synchronize: Ctrl+M or F9.
• Mark/Unmark conversation: Ctrl+Shift+G.
• Delete conversation: Ctrl+D or Delete
• Archive conversation: Reverse.

For many users, working with a external keyboard It increases productivity and improves accessibility compared to a touchscreen, especially if there are mobility or vision needs.

More classic Outlook combinations

These combinations are very popular in office environments and competitive examinations, and they remain in force in much of the Outlook ecosystem.

• Open received message: Ctrl+A.
• Mark as read/unread: Ctrl+Q / Ctrl+O.
• Create new item: Ctrl+U (in some lists it is used to toggle read/unread; may vary).
• Reply/Reply all/Forward: Ctrl+R / Ctrl+Shift+R / Ctrl+F.
• Search: F3.
• Synchronize: F9.
• New homework: Ctrl+Shift+T.
• New contact: Ctrl+Shift+C.
• New meeting request: Ctrl+Shift+Q.
• New note: Ctrl+Shift+N.
• New appointment: Ctrl+Shift+A.
• New message: Ctrl+Shift+M.
• New group of contacts: Ctrl+Shift+L.
• New folder: Ctrl+Shift+E.
• New search folder: Ctrl+Shift+P.
• Go to Mail/Calendar/Contacts: Ctrl+1 / Ctrl+2 / Ctrl+3.
• Go to another folder: Ctrl+Y.
• Inbox/Outbox: Ctrl+Shift+I / Ctrl+Shift+O.

Please note that some allocations may differ slightly depending on version, language or customization of your company's environment.

Activate or choose the shortcut style in the new Outlook

In the new Outlook you can adjust the shortcut scheme (Outlook, Outlook.com, Gmail, Yahoo! Mail, etc.). If you've disabled shortcuts or want to change the style, go to Settings > General > Accessibility and choose your preferred option. Save the changes and you're done.

• Available styles: Outlook.com, Yahoo! Mail, Outlook, gmail.
• To see the list of supported shortcuts on screen, press ? in the new Outlook or follow the link that appears in that section.

If you're coming from Gmail or another service, select the same scheme or check the Advantages of Outlook over Gmail It smooths the learning curve without sacrificing the power of Outlook.

Quick Steps: Automate your workflow

Although Outlook doesn't allow you to customize all standard shortcuts, you have the following options at your disposal: Quick actions to chain tasks with a click or an assigned key (for example: mark as read and move to a folder).

Create your first Quick Action

1. Open Outlook and go to the view E-mail > Home.
2. In Quick Actions, choose Create new Quick Action.
3. Assign a name and icon, then press OK.
4. Select the action(s) to perform and, if you wish, assign a key.

Outlook comes with six predefined settings (Move to, To manager, Mail to team, Done, Reply and delete…). They can be edited To adapt them to your routine: change actions, shortcut or icon and save.

See the full list of shortcuts in Outlook

If you're unsure about a combination, you can view the built-in help: log inGo to Settings > General > Accessibility and open the list. In the new Outlook, press ? A panel appears with the shortcuts compatible with your version.

Quick block of frequently used shortcuts (email)

This section compiles combinations cited in various guides for very common tasks in Outlook for Windows.

• Create message: Ctrl+U or Ctrl+Shift+M.
• Open received message: Ctrl+A.
• Reply/Reply to all: Ctrl+R / Ctrl+Shift+R.
• Send: Ctrl+Enter.
• Forward as attachment: Ctrl+Alt+O.
• Forward: Ctrl+F.
• Mark read/not read: Ctrl+Q / Ctrl+O.
• Mark as safe email: Ctrl+Alt+J.
• Open Address Book: Ctrl+Shift+B.
• Check names: Ctrl+Shift+K.
• Check for new messages: Ctrl+M or F9.

Remember that there may be overlaps Some shortcuts are combinations (e.g., Ctrl+G) and some depend on the context (whether you're editing an appointment, whether you're in the calendar, whether you have focus on a specific panel, etc.).

Accessibility and specialized support

Microsoft makes the service available to users with specific needs. Accessibility Answer Deskwith staff trained in assistive technologies and support in several languages, including sign language. If you work in the public sector or in a company, you can contact the channel for organizations and receive help tailored to your needs.

Mastering these keyboard shortcuts makes using Outlook and its calendar a much smoother task: create appointments instantlySwitch between views without taking your hands off the keyboard, reply to threaded messages, or snooze reminders without missing a beat. If you switch between classic Outlook, the new Outlook, and the Mail/Calendar app, keep the subtle differences in mind and choose the one that suits you best. shortcut scheme that best suits your habits; after a few days, you'll notice how your saved minutes multiply.