May 19, 2025

Outlook Shortcuts to Boost Your Email Productivity

Work Smarter in Outlook: Time-Saving Shortcuts Every Regional Business Should Know

If you're spending hours each week in your inbox, you're not alone. For many small to medium businesses in South West Victoria, Outlook is the nerve centre of daily operations — but it doesn’t need to slow you down.

At Gunners Business Solutions, we know that saving time often starts with the tools you already use. And when it comes to email, a few simple Outlook keyboard shortcuts can help you work faster, stay organised, and reduce the admin drag that gets in the way of growing your business.

📬 Email Management

Ctrl + R – Reply to an email
Ctrl + Shift + R – Reply All
Ctrl + F – Forward an email
Ctrl + N – New email
Ctrl + Enter – Send email
Ctrl + Q – Mark as read
Ctrl + U – Mark as unread
Delete – Move email to Deleted Items
Ctrl + Shift + G – Flag for follow-up

📅 Calendar & Navigation

Ctrl + 1 – Switch to Mail view
Ctrl + 2 – Switch to Calendar
Ctrl + 3 – Switch to Contacts
Ctrl + Shift + A – New calendar appointment
Ctrl + Shift + Q – New meeting request
Alt + = – Zoom in on calendar (change time scale)

🔍 Search & Organisation

Ctrl + E or F3 – Go to Search bar
Ctrl + Shift + F – Advanced Find
Ctrl + Shift + V – Move to folder
Ctrl + Y – Go to folder

⚙️ Other Handy Shortcuts

F9 – Send/Receive all folders
Alt + S – Send email (alternative to Ctrl + Enter)
Ctrl + Shift + M – New message from anywhere in Outlook
Ctrl + Shift + I – Go to Inbox
Ctrl + Shift + O – Go to Outbox

Why It Matters

Whether you're on the tools, in a classroom, or managing a busy office, streamlining how you work in Outlook can save you valuable time. Multiply those seconds across your day or team — and suddenly, you’ve unlocked hours you can spend on what really matters: your clients, your growth, and your goals.

💡 Want more ways to get the most from Microsoft 365?
We help regional businesses get real value from their IT.

📞 Call us on 03 5562 8233
🔗 Learn more at gunners.com.au

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