Microsoft Office comes with several products and outlook is one of them. Microsoft Outlook is an Email Client software that gives us the facility to send and receive the emails of any email account. It further means that everyone in your email service provider is either Gmail, Yahoo, or someone else. With this software, you can send or receive the emails of that email. If you wish to send and receive the email from outlook you need to connect your email account with outlook. This is possible with the help of protocols. In Microsoft Outlook there are two Protocols are used. POP is (Post Office Protocol) and IMAP is (Internet Messaging Access Protocol). With the help of these protocols, we can send or receive any emails of email ID via Outlook. If we want to receive and send the emails, we can send them directly from our email id. So why use Microsoft Outlook?
Benefits of the Microsoft Outlook
- Microsoft Outlook has secured email Client Software in comparison to others due to its security features of Microsoft. It also gives the option of Junk filtering. This facility filters all junk mail. So, from time to time you come to know about junk mail and genuine emails.
- Another benefit is multiple accounts. You can connect multiple accounts to your Microsoft Outlook software. For instance, if you have four email ids, you can connect all email ids to Microsoft Outlook and you can access the emails of all accounts at the same time. You need not to logout from one account and log in to another like browsers all accounts will be visible on your screen without any hazel.
- With the various email service providers, we get a limited space to store emails. In corporate houses, a person receives thousands of emails that are important. With the limited storage, you need to delete the previous emails. Microsoft Outlook solves your problem. Microsoft Outlook gives you 50 GB of storage for your emails. Still, if your 50 GB storage is full no worries your emails are getting stored in a separate file with the extension of .pst. As your 50 GB storage is full you can store the file in another place on your PC and create a new file to store email further.
- Microsoft Outlook works offline as well. If you don’t have an internet connection and you need to write an email. In that case, you cannot send emails from your internet service provider but with outlook, it is possible you can write emails and as you will come online your email will be sent, till the time it will be stored in the outbox.
Below Shortcut Keys will help you to change the way you email. In fact, after taking just two minutes to learn them, and to enable keyboard shortcuts are enabled in outlook first Go to Your home screen, Select Settings > Then select more Mail Settings > Go to Customizing Outlook and then select Keyboard Shortcut > Select your model of choice and then click Save also you can download these shortcuts in PDF format or in Excel format below download link.
1.Navigate to the ribbon:
| Press | Action |
| Alt+H | Open the Home tab. |
| Alt+F | Open the File menu. |
| Alt+S | Open the Send/Receive tab. |
| Alt+O | Open the Folder tab. |
| Alt+V | Open the View tab. |
| Ctrl+E | Open the Search tab. |
| Alt+Q | Go to the Tell Me search field. |
2.Create an item or file:
| Press | Action |
| Ctrl+Shift+A | Create an appointment. |
| Ctrl+Shift+C | Create a contact. |
| Ctrl+Shift+L | Create a contact group. |
| Ctrl+Shift+X | Create a fax. |
| Ctrl+Shift+E | Create a folder. |
| Ctrl+Shift+Q | Create a meeting request. |
| Ctrl+Shift+M | Create a message. |
| Ctrl+Shift+N | Create a note. |
| Ctrl+Shift+H | Create an Microsoft Office document. |
| Ctrl+Shift+S | Post to the selected folder. |
| Ctrl+T | Post a reply in the selected folder. |
| Ctrl+Shift+P | Create a Search folder. |
| Ctrl+Shift+K | Create a task. |
3.Use search:
| Press | Action |
| Ctrl+E or F3 | Go to the Search field to find a message or another item. |
| Esc | Clear the search results. |
| Ctrl+Alt+A | Expand the search to include All Mail Items, All Calendar Items, or All Contact Items, depending on the module you are in. |
| Ctrl+Shift+F | Use Advanced Find. |
| Ctrl+Shift+P | Create a Search folder. |
| F4 | Search for text within an open item. |
| Ctrl+H | Find and replace text, symbols, or some formatting commands when in the Reading pane or in an open item. |
| Ctrl+Alt+K | Expand search to include items from the current folder. |
| Ctrl+Alt+Z | Expand search to include subfolders. |
4.Print items:
| Press | Action |
| Alt+F, P | Open the Print page in the File menu. |
| Alt+F, P, F, 1 | Print an item from an open window. |
| Alt+S or Alt+U | Open the Page Setup dialog on Print page. |
| Alt+F, P, I | Select a printer on the Print page. |
| Alt+F, P, R | Open the Print Options dialog. |
5.Format text:
| Press | Action |
| Alt+O | Display the Format Text tab on the ribbon. |
| Ctrl+Shift+P | Display the Font dialog. |
| Shift+F3 | Switch the case of the first letter in a selected word or line. |
| Ctrl+Shift+K | Toggle the case of the selected text between small caps and all caps. |
| Ctrl+B | Apply bold formatting. |
| Ctrl+Shift+L | Add a bulleted list. |
| Ctrl+I | Apply italic formatting. |
| Ctrl+T | Increase indent. |
| Ctrl+Shift+T | Decrease indent. |
| Ctrl+E | Center text. |
| Ctrl+U | Underline text. |
| Ctrl+Right bracket (]) or Ctrl+Shift+Greater-than sign (>) | Increase the font size. |
| Ctrl+Left bracket ([) or Ctrl+Shift+Less-than sign (<) | Decrease the font size. |
| Ctrl+X or Shift+Delete | Cut a selection. |
| Ctrl+C or Ctrl+Insert | Copy a selection. |
| Ctrl+V or Shift+Insert | Paste the copied or cut selection. |
| Ctrl+Shift+Z or Ctrl+Spacebar | Clear the formatting. |
| Ctrl+Shift+H | Delete the next word. |
| Ctrl+Shift+J | Justify text (Stretch a paragraph to fit between the margins}. |
| Ctrl+Shift+S | Apply styles. |
| Ctrl+T | Create a hanging indent. |
| Ctrl+K | Insert a hyperlink. |
| Ctrl+L | Left-align a paragraph. |
| Ctrl+R | Right-align a paragraph. |
| Ctrl+Shift+T | Reduce a hanging indent. |
| Ctrl+Q | Remove paragraph formatting. |
6.Use flags:
| Press | Action |
| Ctrl+Shift+G | Open the Flag for Follow Up dialog to assign a flag. |
| Press | To do this |
| Alt+D | Delete the selected category from the list in the Color categories dialog. |
7.Mail keyboard shortcuts:
| Press | Action |
| Ctrl+Shift+I | Switch to Inbox. |
| Ctrl+Shift+O | Switch to Outbox. |
| Ctrl+K | Check names. |
| Alt+S | Send a message. |
| Ctrl+R | Reply to a message. |
| Ctrl+Shift+R | Select the Reply to All option. |
| Ctrl+Alt+R | Reply with a meeting request. |
| Ctrl+F | Forward a message. |
| Ctrl+Alt+J | Mark a message as not junk. |
| Ctrl+Shift+I | Display blocked external content (in a message). |
| Ctrl+Shift+S | Post to a folder. |
| Ctrl+Shift+N | Apply Normal style. |
| Ctrl+M or F9 | Check for new messages. |
| Up arrow key | Go to the previous message. |
| Down arrow key | Go to the next message. |
| Ctrl+N | Create a message (when in Mail view). |
| Ctrl+Shift+M | Create a message (from any Outlook view). |
| Ctrl+O | Open a received message |
| Ctrl+Shift+D | Delete and ignore a conversation. |
| Ctrl+Shift+B | Open the Address Book. |
| Insert | Add a Quick flag to an unopened message. |
| Ctrl+Shift+G | Display the Flag for follow up dialog. |
| Ctrl+Q | Mark a message as read. |
| Ctrl+U | Mark a message as unread. |
| Ctrl+Shift+W | Open the MailTip in the selected message. |
| F4 | Find or replace text. |
| Shift+F4 | Find the next item. |
| Ctrl+Enter | Send a message. |
| Ctrl+P | Print an item. |
| Ctrl+Alt+F | Forward a message as an attachment. |
| Alt+Enter | Show the properties for the selected item. |
| Ctrl+Alt+M | Mark an item for download. |
| Ctrl+Alt+U | Check the Mark for download status. |
| Ctrl+B (when a Send/Receive is in progress) | Display the Send/Receive progress. |
| Ctrl+S | Save an item. |
| F12 | Open the Save as dialog. |
8.Use the Folder pane:
| Press | Action |
| Up and Down arrow keys | Move around within the Folder pane. |
| Spacebar or Enter | Move to the Message list from the Folder pane. |
| Shift+F10, N | Create a new folder. |
| Right arrow key | Expand a selected group or folder with subfolders. |
| Left arrow key | Collapse a selected group or folder with subfolders. |
| Spacebar or Enter | Open a selected item in the Folder pane. |
| F2 | Rename a selected folder in the list of folders. |
| Shift+F10, D | Delete a selected folder in the list. Default folders, such as Inbox, Outbox, Drafts, and Sent) cannot be deleted. |
| The first letter of a folder name | Jump to folder by typing first letter of folder name. For example, to go to the Drafts folder, type d. If multiple folders start with same letter, repeat the letter until you reach the folder you want. |
9.Use the message list:
| Press | Action |
| Down and Up arrow keys | Move down and up in the message list. |
| Page down | Go to the item at the bottom of the screen. |
| Page up | Go to the item at the top of the screen. |
| Shift+Up arrow key or Shift+Down arrow key | Extend or reduce the selected items by one item. |
| Ctrl+Up arrow key or Ctrl+Down arrow key | Go to the next or previous item without extending the selection. |
| Ctrl+Spacebar | Select or cancel selection of the active item. |
| Right arrow key | Expand groups of messages (for example, Last Week). |
| Left arrow key | Collapse groups of messages (for example, Last Week). |
| Shift+Down or Up arrow key | Select multiple adjacent messages. |
| Ctrl+Up or Down arrow key, and then, to select each message, press Spacebar | Select multiple non-adjacent messages. |
| Ctrl+Shift+V | Move message to folder. |
| Shift+F10, U, T (in Narrator, Insert) | Add Follow Up or Quick Flag to message. |
| Ctrl+Shift+G | Add Custom Flag to message. |
| Shift+F10, J, then the Up or Down arrow key, and then Enter | Mark message as junk or not junk. |
| Ctrl+Q | Mark a message as read. |
| Ctrl+U | Mark a message as unread. |
| Alt+S, M, T | Mark an item to download. |
| Alt+S, M, C | Mark an item to download a copy. |
| Alt+S, U, U | Unmark an item to download. |
| Alt+S, U, K | Unmark an item to download a copy. |
| Alt+H+D | Delete a message. |
| Alt+H, X | Ignore a message. |
| Alt+H, R, P | Reply to a message. |
| Alt+H, R, A | Select the Reply All option. |
| Alt+H, F, W | Forward a message. |
| Enter | Open a message. |
| Ctrl+Shift+W | Display a blocked content menu. |
| Ctrl+Shift+W, P | Download blocked pictures or images. |
| Alt+Enter | Show email properties. |
| Ctrl+Shift+S | Post to a folder. |
| Ctrl+Shift+Y | Copy item to a folder. |
| Ctrl+P | Print a message. |
| Ctrl+Alt+S | Set how often Outlook checks for new messages. |
| Alt+H, J, O | Set the junk mail options. |
10.Frequently used shortcuts:
| Press | Action |
| Esc | Close a window or a menu. |
| Alt+H | Go to the Home tab. |
| Ctrl+Shift+M | Create a new message. |
| Alt+S | Send a message. |
| Alt+N, A, F | Insert a file. |
| Ctrl+Shift+K | New task |
| Delete | Delete an item (when a message, task, or meeting is selected). |
| Ctrl+E or F3 | Search for an item. |
| Alt+H, R, P | Reply to a message. |
| Alt+H, F, W | Forward a message. |
| Alt+H, R, A | Select the Reply All option. |
| Ctrl+C or Ctrl+Insert | Copy an item. |
| Alt+J, S | Go to the Send/Receive tab. |
| Ctrl+2 | Go to Calendar. |
| Ctrl+Shift+A | Create an appointment. |
| Alt+H, M, V, and select a folder from the list | Move an item to a folder. |
| Alt+J, A, A, V | Open the Save As dialog on the Attachment tab. |
| Ctrl+M or F9 | Check for new messages. |
11.Shortcuts for basic navigation |
|
| Press | Action |
| Ctrl+1 | Switch to the Mail view. |
| Ctrl+2 | Switch to the Calendar view. |
| Ctrl+3 | Switch to the Contacts view. |
| Ctrl+4 | Switch to the Tasks view. |
| Ctrl+5 | Switch to the Notes. |
| Ctrl+6 | Switch to the Folder list in the Folder pane. |
| Ctrl+7 | Switch to Shortcuts. |
| Ctrl+8 | Open Journal. |
| Ctrl+Shift+B | Open the Address Book. |
| Alt+B or Alt+Left arrow key | Go back to previous view. |
| Alt+Right arrow key | Go forward to next view. |
| Ctrl+Period (.) | Switch to next open message. |
| Ctrl+Comma (,) | Switch to previous open message. |
| Ctrl+Shift+Tab key or Shift+Tab key | Move between the Folder pane, the main Outlook window, the Reading pane, and the To-Do bar. |
| Tab key or F6 | Move between the Outlook window, the smaller panes in the Folder pane, the Reading pane, and the sections in the To-Do bar. |
| F6 | Move between the ribbon and the calendar. |
| Alt or F6 | Show the access keys in the ribbon. |
| Ctrl+Tab | Move around message header lines in the Folder pane or an open message. |
| Ctrl+Tab | Move between the Navigation pane and the calendar. |
| Arrow keys | Move around within the Folder pane. |
| Ctrl+Y | Go to a different folder. |
| F3 or Ctrl+E | Go to the Search box. |
| Alt+Up arrow key or Ctrl+Comma, or Alt+Page Up | In the Reading pane, go to the previous message. |
| Spacebar | In the Reading pane, page down through the text. |
| Shift+Spacebar | In the Reading pane, page up through the text. |
| Left or Right arrow key, respectively | Collapse or expand a group in the email message list. |
| Alt+B or Alt+Left arrow key | Go back to previous view in the main Outlook window. |
| Alt+Right arrow key | Go forward to next view in the main Outlook window. |
| Ctrl+Shift+W | Select the InfoBar and, if available, show the menu of commands. |
| Alt+V, B, and then C for Calendar, P for People, T for Tasks, or O for Off | Show the To-Do bar (peek). |
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