Top 10 Outlook Shortcuts to Boost Productivity

Samir Sampat

Several organizations today utilize Outlook as their primary email platform. It integrates with third-party email servers easily and it is part of the Microsoft family of products, so it’s popular and well-known. Like all email tools (and several other software platforms), some great shortcuts can make using Outlook even easier. Before we dive into those, let’s talk about a few basic things you should know. 

For starters, Outlook has shortcuts for Windows, Mac, iOS, and the web version of Outlook. You can find a full list of keyboard shortcuts for Outlook in the support section on the Microsoft website. From frequently used options to the various shortcuts for navigation, composing mail, and even formatting text, there’s plenty to love. As a bonus, Microsoft even makes it easy to search their support doc. Simply press “Ctrl + F” on the website and then type in the shortcut you’re looking for. 

Benefits of Outlook shortcuts 

Too often, people assume that shortcuts aren’t much faster than just doing it the regular way. While that might be the case with some tasks, it’s usually not with keyboard shortcuts in platforms like Outlook. After all, these seconds that are saved can add up to minutes, hours, days, and even weeks, in time saved, and all because you decided to take advantage of the tools available. 

Outlook shortcuts offer increased accessibility. Plus, they can be customized to a certain extent, allowing users to create their perfect shortcut collection. There are tons of options to improve everyone’s use of this platform. Plus, they’re simple to learn and you don’t even have to memorize them because you can make a cheat sheet or simply keep the link above bookmarked for quick reference. 

There’s a lot to love about Outlook shortcuts, but these are just some of the highlights. Now, let’s take a look at some of the best Outlook shortcuts to increase your productivity and save you a lot of scrolling and clicking around. 

1. Alt + S 

This is a quick and easy way to send a message. Once you’ve finished composing, you’ll be able to just press this shortcut and send your message off to the recipient. 

2. Alt + H 

If you’re in Outlook and you need to get to the Home tab, you can simply press this shortcut and you will go there immediately. You won’t have to navigate around or try to get the touchpad to the right place. Just use the keys and it’s done. 

3. Ctrl + Shift + M

This shortcut will allow Outlook users to create a new message. Instead of finding the “compose” option, you can just press these buttons and a blank email message will pop up, allowing you to communicate quicker and more efficiently. 

4. Ctrl + 2

If you use Outlook for its calendar, too, this shortcut will come in handy. It takes you right to the calendar in the app so that you can add appointments or check your schedule before you send a message requesting a meeting. 

5. Ctrl + Shift + A

This allows you to create a new appointment within the Outlook calendar feature. You just need to be in the calendar tab and then you press the shortcut and a new appointment window will populate for you to fill out. 

6. Ctrl + E

Like most programs, Outlook offers a search shortcut. If you want to search for something on the email platform, just press these two keys and the search option will appear. Then, you can find exactly what you’re looking for. 

7. Ctrl + C

This is one of our favorite regular shortcuts. You can use it to copy any text that is selected so that you can paste it to another doc or even just check it for word count or spelling errors. 

8. Ctrl + 1 

If you use this shortcut when you’re elsewhere in Outlook, you will switch back to the mail view. For example, if you’re in the Calendar or Tasks and need to get back quickly, just press the shortcut and your inbox will pop back up. 

9. Ctrl + Shift + B

Do you use your address book in Outlook? If so, this shortcut will open it up so that you can track down the person that you’re trying to contact. Then, you can get their information, create a new message, or do whatever else you were planning to do with the information. 

10. Spacebar

When you’re reading messages, this is a great way to scroll through the content without having to use the mouse. Simply press the spacebar to page down through the content of the message. As a bonus, you can also press “Shift + Spacebar” to scroll back up to the previous page, too. 

These shortcuts offer a lot of potential, so be sure to take note of the ones that you like best. If you prefer, you can check out the other options and select those as your leading shortcuts, or you can stick with the basics. 

While you’re shortcutting your emails, don’t shortcut your lead generation

Your email productivity can help boost leads and increase sales. Of course, if you’re busy tweaking your email shortcut hotlist, you might not have the time to focus on lead generation like you used to. Fortunately, that’s where you can rely on the virtual receptionists at Smith.ai. Our team of dedicated agents can offer a 24/7 answering service for your organization, along with lead intake and screening, appointment scheduling, and live website chat

We’ll even help with outreach campaigns for those who are still working on the strategy and execution and can wrap it all up with a customized strategy to manage all the details. That way, we’ll never miss a beat, and you can keep your focus on your business. 

To learn more, schedule a consultation to discuss what the virtual receptionists at Smith.ai can do for your business. You can also reach us at hello@smith.ai with questions or to chat further.  

Samir Sampat

Samir Sampat is a Marketing and Events Associate with Smith.ai. He has experience working with businesses of all sizes focusing on marketing, communications, and business development.

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