Outlook shortcuts (mail and calendar)
Reply, file, schedule a meeting: the Outlook shortcuts for everyday mail and calendar work.
| Shortcut | Action |
|---|---|
Ctrl + Shift + M |
New message |
Ctrl + R |
Reply |
Ctrl + Shift + R |
Reply all |
Ctrl + Enter |
Send |
Ctrl + Q |
Mark as read |
Delete |
Delete the selected message |
Ctrl + E |
Search |
Organizing
| Shortcut | Action |
|---|---|
Ctrl + Shift + V |
Move to a folder |
Ctrl + 1 / 2 / 3 / 4 |
Switch between Mail / Calendar / Contacts / Tasks |
Calendar
| Shortcut | Action |
|---|---|
Ctrl + Shift + Q |
New meeting request |
Ctrl + Shift + A |
New appointment |
Ctrl + G |
Go to a specific date |
Alt + 1 … 0 |
Switch between Day / Work Week / Week / Month views |
Rules (File → Manage Rules) automate sorting: move, flag or forward a message based on the sender, subject or keywords — the best way to keep an inbox under control without thinking about it.
Delayed send and tracking
| Feature | Where to find it |
|---|---|
| Delay delivery | Delivery options → "Do not deliver before" (before sending a message) |
| Request a read receipt | Tracking options → "Request a delivery/read receipt" |
| Recall a sent message | Sent item → Actions → Recall This Message (limited to the same Exchange server) |
Categories and flags
Color categories (right-click a message → Categorize) let you classify visually without moving messages into different folders — handy for spotting "to handle today" or "waiting on a reply" at a glance in a shared inbox.
Meetings: finding a slot
In a meeting request, the "Scheduling Assistant" tab overlays every invited participant's calendar (if shared) to visually spot a common free slot — much faster than back-and-forth emails.
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