Tips & Tricks: Top Five Outlook Shortcuts
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Welcome to our first Tips & Tricks installment of the new year and our second ‘Top Five Shortcuts’ blog!
Our obsession with keyboard shortcuts continues, and who can blame us? At the end of the day, our aim is always to make the everyday PC user more productive. Shortcuts are unbelievably under-rated in regards to time-saving. The time it takes to move your hand to the mouse and repeat the same task is greater than the time it takes when using shortcuts. So, although it wouldn’t seem like you’re saving a lot of time, overall, you’ll find that you have a fair bit of extra time on your hands in the end. So, in continuing the series of top five shortcuts, we bring our top five Outlook shortcuts.
And to make things even easier for you we’ve created a short video to show you exactly how to use these shortcuts:
Top Five Outlook Shortcuts
1) Ctrl + 1,2,3 etc. – Go to Mails, Contacts, Calendar etc.
The Navigation on Outlook has tabs for your Mail, Calender, Contacts, Folder Lists, Tasks, Notes and so on. Now, it depends on the order the placement on the navigation bar, but to quickly change between them you can simply use Ctrl + the appropriate number.
Ctrl+1 – Switch to Mail
Ctrl+2 – Switch to Calendar
Ctrl+3 – Switch to Contacts
Ctrl+4 – Switch to Tasks
Ctrl+5 – Switch to Notes
Ctrl+6 – Switch to Folder List
Ctrl+7 – Switch to Shortcuts
2) Ctrl + R, Ctrl + Shift + R, Ctrl + F, Ctrl + Alt + F – Responding to Mail
Different scenarios require different actions, reply, reply to all, forward and forwarding as an attachment. These keyboard shortcuts are useful and once they’re habit you’ll never use ‘reply’ instead of ‘reply all’ ever again.
Ctrl + R: Reply
Ctrl + Shift + R: Reply All
Ctrl + F: Forward Email
Ctrl + Alt + F: Forward as Attachment
3) Spacebar – Read Mail Quickly
Yes, this really is one of my top five Outlook Shortcuts. Using this, you can skim through emails quickly and when you’re as busy as we are, sometimes is this is really, really, useful. This will only work when reading my via the preview pane, and also allows you to switch through mail previews. After you have scrolled through your mail all the way to the bottom, hitting the spacebar again will cause you to move onto the next e-mail. This one would be particularly useful for those who simply don’t have enough time in the day to manually scroll through lengthy e-mails.
4) (Shift + )Tab – Navigate Current Window Panes
With this, you can move between your current window panes with ease. Go from your search box, to your mail, to your Folder list, to an email instantly. To go backwards, you can use Shift+Tab.
5) Ctrl + Y – Change Folder
This brings up a list of your folders to choose from. If you’re in Calendar view for example, it is quicker for you to navigate from folder to folder like this as opposed to changing your view to show your folder lists.
Top Five Outlook Shortcuts? Is that it?
I don’t see the point of bombarding you with so many shortcuts you won’t know which to use and which are actually useful. These are the top five outlook shortcuts, in my opinion, and I use it every day. Outlook and Excel are my two most used programmes actually, along with Mozilla Firefox for internet browsing, and using just a few shortcuts as a habit saves you heaps of time.
Of course, as I said in the other blogs in this series, using the most up-to-date version will also increase productivity. Outlook 2013 is the latest edition, and I have not one problem with using it.
Please be aware that if you have an older version of Outlook then some of these shortcuts may not work for you.
If you stumbled upon this, and haven’t been reading the other parts to this series, have a look here: