Tag Archives: Outlook Shortcuts

Work Faster in Outlook using Keyboard Shortcuts

By standss - Comments ( 0 ) Friday, October 14th, 2011

Several readers recently asked about keyboard shortcuts in Outlook. Truth is I don’t use very many keyboard shortcuts myself… you save a second or two each time but they really don’t add up to much in the grand scheme of things. Here’s a big list of Outlook shortcuts… with the ones I think are useful highlighted in red.

E-mail Shortcuts
Ctrl-Shift-I Go to Inbox
Ctrl-Shift-O Go to Outbox
Alt-S or Ctrl-Enter Send
Ctrl-P Print
Ctrl-R Reply to a message
Ctrl-Shift-R Reply all to a message
Ctrl-F Forward a message
Ctrl-Alt-F Forward as attachment
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
Ctrl-N Create a new message (when in Mail)
Ctrl-Shift-M Create a new message (from any Outlook view)
Ctrl-O Open a message
Ctrl-Shift-G Display the Flag for Follow-up dialog box
Ctrl-Q Mark a message as read
Ctrl-U Mark a message as unread
F4 Find or replace in a open message
Shift-F4 Find next in an open message
Alt-Enter Show the properties for the selected item
Ctrl-B Display Send/Receive progress
Creating Items
Ctrl-Shift-A Create a Appointment
Ctrl-Shift-C Create a Contact
Ctrl-Shift-L Create a distribution list
Ctrl-Shift-X Create a fax
Ctrl-Shift-F Create a folder
Ctrl-Shift-J Create a Journal entry
Ctrl-Shift-Q Create a meeting request
Ctrl-Shift-M Create an e-mail message
Ctrl-Shift-N Create a note
Ctrl-Shift-H Create a new Microsoft office document
Ctrl-Shift-S Post to this folder
Ctrl-T Post a reply in this folder
Ctrl-Shift-P Create a search folder
Ctrl-Shift-K Create a Task
General shortcuts
Ctrl-1 Go to mail
Ctrl-2 Go to Calendar
Ctrl-3 Go to Contacts
Ctrl-4 Go to Task
Ctrl-5 Go to notes
Ctrl-6 Go to the folder list in the Navigation Pane
Ctrl-7 Go to shortcuts
Ctrl-.(period) Go to the next message (when you have a message open
Ctrl-,(comma) Go to the previous message (when you have a message open
F6 or Ctrl-Shift-Tab Move between the Navigation Pane, the main Outlook window, the Reading Pane and the To-Do Bar
Tab Move between the main Outlook window, the smaller panes in the Navigation Pane, the Reading Pane and the sections in the To-Do Bar
Arrow Keys Move around within the Navigation Pane
Ctrl-Y Go to a different folder
F3 or Ctrl-E Go to the Search box
Alt-Up arrow or Ctrl-,(comma) or Alt-Page Up In the Reading Pane, Go to the previous message
Alt-Down arrow or Ctrl-.(period) or Alt-Page Down In the Reading Pane, Go to the next message
Left arrow or Right arrow Collapse or expand a folder in the Navigation Pane
Alt-B, Alt-Left arrow Go back to the previous view in main Outlook window
Alt-Right arrow Go forward to the next view in main Outlook window
Ctrl-Shift-W Select the infobar and, if available, show the menu of commands.

Don’t forget to let me know your favourite shortcut by leaving a comment.

Categories : Outlook Email Tips Comments ( 0 )

Show or Hide ScreenTips in Outlook

By standss - Comments ( 0 ) Tuesday, April 5th, 2011

Outlook normally shows a ScreenTips when you hover the mouse pointer over a toolbar button. Here is how you can show or hide the ScreenTips:

In Outlook 2003 and 2007:


1. In the main Outlook window, click Tools > Customize…
2. Click the Options tab. look at the “Other” section at the bottom of the dialog box.
3. Tick the checkbox for “Show ScreenTips on Toolbar“. To hide the ScreenTips, simply untick the checkbox.

Show Screen Tips Option

4.You can also tick the checkbox for “Show shortcut keys in ScreenTips” if you want to see the shortcuts as well.
5.Click Close to return to the main Outlook window.

In Outlook 2010:

1. In the main Outlook Window, click the File tab > Options…
2. In the General section, look under “User Interface Options“. For ScreenTip style, select “Show feature description in ScreenTips” from the drop-down as shown below.

ScreenTip

3. Click Ok to return to the main Outlook window

If you now hover your mouse over one of the button, you will notice a ScreenTip appearing.

Categories : Outlook Installation/Setup, Outlook Shortcuts Comments ( 0 )

Productivity with Outlook’s Favourite Folders List

By standss - Comments ( 4 ) Monday, December 13th, 2010

Outlook 2003, 2007 and 2010 have a handy Favorite Folders list that can be a major productivity booster when used properly. It can even be used as a project management tool to remind you of what YOU WANT to work on.

When should you use Favorite Folders and how?

I haven’t really used Favorite Folders until recently. I use QuickFile 4Outlook to manage my emails. Dragging and dropping can be a nuisance when you have many nested folders and QuickFile lets me file both incoming and outgoing emails (Send&File in one step) at the click of a button. It also has a “Find&Goto Folders” button that lets me open any Outlook folder simply by typing a few characters from the name of the folder.

So there was little use for Favorite Folders … or so I thought. I recently updated my productivity tool set to include it. Here’s why …

What is the Favorite Folders List?

Favourites Folder list Picture

Favorite Folders provide users with quick access to mail folders that are used often. They are located at the top of the Navigation Pane on the left side of the Outlook window.

You can add any email folders that you want to this list. The folders physically still stay wherever they were but the Favorite Folders list puts them one click away, and not buried at the end of the folder list.

What Should You Use it For?

Any folders that you use often … but this is what I use it for …

I add my CURRENT PROJECT folders to the Favourite Folders list. This serves two purposes:

  1. It provides me with quick access to a folder when I need it.
  2. Looking at the list reminds me of what MY current projects are. This way I don’t get as distracted working on other people’s priorities because they are making the most noise (via email).

In order to keep the list effective, I maintain it by adding new folders when I start new projects and removing folders once projects are completed.

How to Add Folders to the List?

To add a folder to the Favorite Folders:

If you are using Outlook 2003/2007, right-click over the folder and click Add to Favorite Folders. You can also drag folders from the Folder list to the Favorite Folders list.

If you are using Outlook 2010, right-click over the folder and click Show in Favorites

How to Remove Folders to the List?

To remove folders from the Favorite Folders list, right-click the folder and click Remove from Favorite Folders.

Should you use Favorite Folders?

Definitely YES if you have many folders to organize your email.

For me, Favorite Folders is NOT a replacement for a tool such as QuickFile. You wouldn’t want to add too many folders to the Favorite Folders list and it isn’t going to Send&File for you.

However it is a handy (free) tool which is built right into Outlook that can greatly boost your productivity.

Shortcuts for Task and Appointment Creation in Outlook

By standss - Comments ( 4 ) Thursday, November 11th, 2010

If like me, you use Outlook Tasks and Appointments to manage your time, here are a few easy-to-implement tips that will save you a lot of time.

These tips came about as a result of my laziness(as most shortcuts do)… I don’t like having to switch to Outlook and then making the appropriate clicks to open the new Task or Appointment screen… there had to be a better way.

I wanted to either click a button on the Windows Quick Launch bar and/or use keyboard shortcuts that would work even when I wasn’t in Outlook.

(For those who are not familiar with the Quick Launch bar… it is the set of icons that you have just beside the Windows Start button. If it is not displayed, right-click on the horizontal bar at the bottom of the screen, click Toolbars and tick Quick Launch.)

Shortcut to create a new Task/Appointment

1. Right-click on any empty space on your desktop and click New-Shortcut.
2. In the location box, click Browse and locate your Outlook.exe file. You will then need to add some switches to the end of it telling Windows that you want Outlook to open the new Task screen instead of just opening Outlook. The path to the Outlook.exe would vary depending on your version of Outlook. (If you installed in the default location then the paths will be as follows)

If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.task

If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.task /a

If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.task /a

3. Click Next and type in a name for the shortcut. By default OUTLOOK.EXE is displayed. I changed mine to New Task.
4. Click Finish.
5. Now right-click over the newly created icon and click Properties.
6. If you want to use keyboard shortcuts to open the application, click on the Shortcut Key field and press the combination of keys that you want to use (I use Ctrl-Shift-T)
7. Click Change Icon and select the Task icon so that the icon is a bit more meaningful.
8. Click OK (and OK again) to return to your desktop.
9. Now right-click and drag and drop the new shortcut to your Quick-Launch bar. On my Vista computer I found that I had to leave of a copy of the shortcut on the desktop if I wanted the keyboard shortcuts to work i.e. I had to Copy the shortcut and not Move it off the desktop.

Now whenever I need to create a new Task, I either click on the New Task button on my Quick-Launch bar or I press Ctrl-Shift-T.

You can use the same steps as above to create a new Appointment … but change the location field to read:

If you are using Outlook 2010:
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /c ipm.appointment

If you are using Outlook 2007:
“C:\Program Files\Microsoft Office\Office12\OUTLOOK.EXE” /c ipm.appointment /a

If you are using Outlook 2003:
“C:\Program Files\Microsoft Office\Office11\OUTLOOK.EXE” /c ipm.appointment /a

But … I prefer the following shortcut for appointments

Shortcut to open the Calendar folder

I need to see my existing appointments before I create a new appointment… here’s a shortcut that opens Outlook with the Calendar displayed.

The steps to do this are identical to what is described above. The only difference is that the location field changes to: (Depending on the version of Outlook you are using the name “Office14” in the path below will change. If you are using Outlook 2007, it will be Office12. If you are using Outlook 2003, it will be Office11)

“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:calendar

You can have similar shortcuts to open your Tasks and Contacts folders but I find them less useful.

“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:tasks
“C:\Program Files\Microsoft Office\Office14\OUTLOOK.EXE” /select outlook:contacts

I hope that you find these tips useful. They may not seem like much but you will find that the time it saves you quickly adds up.

Please leave a comment on the blog if you have other ideas to make these tips even more effective.

Keyboard Shortcuts in all Versions of Outlook

By standss - Comments ( 7 ) Wednesday, June 16th, 2010

Many productivity gurus say that keyboard shortcuts can save you a lot of time. I don’t use keyboard shortcut too much myself but there are a few that I do find useful. Here’s a list of the main keyboard shortcuts in Outlook.

Let me know what you think is the most useful shortcut by leaving a comment on the blog. My favourite is CTRL-SHIFT-G to add reminders to emails (aside from CTRL-C for copy and CTRL-V for paste).

This list is pretty big… I’ve highlight the ones that I find useful in Red.

E-mail Shortcuts
Ctrl-Shift-I Go to Inbox
Ctrl-Shift-O Go to Outbox
Alt-S or Ctrl-Enter Send
Ctrl-P Print
Ctrl-R Reply to a message
Ctrl-Shift-R Reply all to a message
Ctrl-F Forward a message
Ctrl-Alt-F Forward as attachment
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
Ctrl-N Create a new message (when in Mail)
Ctrl-Shift-M Create a new message (from any Outlook view)
Ctrl-O Open a message
Ctrl-Shift-G Display the Flag for Follow-up dialog box
Ctrl-Q Mark a message as read
Ctrl-U Mark a message as unread
F4 Find or replace in a open message
Shift-F4 Find next in an open message
Alt-Enter Show the properties for the selected item
Ctrl-B Display Send/Receive progress
Creating Items
Ctrl-Shift-A Create a Appointment
Ctrl-Shift-C Create a Contact
Ctrl-Shift-L Create a distribution list
Ctrl-Shift-X Create a fax
Ctrl-Shift-F Create a folder
Ctrl-Shift-J Create a Journal entry
Ctrl-Shift-Q Create a meeting request
Ctrl-Shift-M Create an e-mail message
Ctrl-Shift-N Create a note
Ctrl-Shift-H Create a new Microsoft office document
Ctrl-Shift-S Post to this folder
Ctrl-T Post a reply in this folder
Ctrl-Shift-P Create a search folder
Ctrl-Shift-K Create a Task
General shortcuts
Ctrl-1 Go to mail
Ctrl-2 Go to Calendar
Ctrl-3 Go to Contacts
Ctrl-4 Go to Task
Ctrl-5 Go to notes
Ctrl-6 Go to the folder list in the Navigation Pane
Ctrl-7 Go to shortcuts
Ctrl-.(period) Go to the next message (when you have a message open
Ctrl-,(comma) Go to the previous message (when you have a message open
F6 or Ctrl-Shift-Tab Move between the Navigation Pane, the main Outlook window, the Reading Pane and the To-Do Bar
Tab Move between the main Outlook window, the smaller panes in the Navigation Pane, the Reading Pane and the sections in the To-Do Bar
Arrow Keys Move around within the Navigation Pane
Ctrl-Y Go to a different folder
F3 or Ctrl-E Go to the Search box
Alt-Up arrow or Ctrl-,(comma) or Alt-Page Up In the Reading Pane, Go to the previous message
Alt-Down arrow or Ctrl-.(period) or Alt-Page Down In the Reading Pane, Go to the next message
Left arrow or Right arrow Collapse or expand a folder in the Navigation Pane
Alt-B, Alt-Left arrow Go back to the previous view in main Outlook window
Alt-Right arrow Go forward to the next view in main Outlook window
Ctrl-Shift-W Select the infobar and, if available, show the menu of commands.


Don’t forget to let me know your favourite shortcut by leaving a comment.

Categories : Outlook Email Tips, Outlook Shortcuts Comments ( 7 )