7/28/13

Process your mail quicker with keyboard shortcuts | MSOutlook.info

Process your mail quicker with keyboard shortcuts

While message rules can help to automatically file the bulk of your messages directly into the correct folder, processing your mail is of course more than just moving it. Instead of using your mouse, you can move, flag, categorize, etc your mail via a keyboard shortcut which is often quicker (and more accurate when for instance in a train). Which ones are you using?

Below is an overview of my most commonly used keyboard shortcuts in Outlook to process my incoming emails. There are of course many more keyboard shortcuts.

Getting prepared
Check for new mail Switch to the Inbox Select a different folder Go back to previously selected folder F9 CTRL+SHIFT+I CTRL+Y ALT+LEFT

Note: You can also select a folder by typing its name without the folder pick er dialog.

Process your mail

Mark as Read Mark as Unread Flag for Follow Up Quick Flag Show blocked Internet pictures Scroll down in the Reading Pane Scroll up in the Reading Pane Move to folder Print Delete Ignore conversation Mark a junked message as Not Junk CTRL+ENTER CTRL+U CTRL+SHIFT+G Insert CTRL+SHIFT+W SPACEBAR SHIFT+SPACEBAR CTRL+SHIFT+V CTRL+P DEL CTRL+DEL CTRL+ALT+J

Note: If you prefer full screen reading, open a selected message via ENTER and then move to the next message via CTRL+> or to the previous via CTRL+<. When youre done, close the message via ALT+F4.

Categorize your mail

If you are using Outlook 2007, Outlook 2010 or Outlook 2013, you can assign CTRL+F2 F12 keyboard shortcuts to categorize your mail. Outlook 2007 Edit-> Categories-> All Categories-> select a category-> Shortcut Key Outlook 2010 and Outlook 2013 tab Home-> option group: Tags-> Categories-> All Categories-> select a category-> Shortcut Key

Multiple processing actions via Quick Steps

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7/28/13

Process your mail quicker with keyboard shortcuts | MSOutlook.info

If you are using Outlook 2010 or Outlook 2013, you can create Quick Steps to string together several mail processing actions. To your favorite Quick Steps you can then assign CTRL+SHIFT+1 9 keyboard shortcuts to execute them. 1. On the Home tab, press the icon in the bottom right corner of the Quick Steps group to open the Manage Quick Steps dialog. 2. Select a Quick Step and press the Edit button. 3. At the bottom, use the dropdown list to set a keyboard shortcut for the Quick Step.

Respond to your mail

Reply Reply All Forward Reply with Meeting Create a new message Send your message CTRL+R CTRL+SHIFT+R CTRL+F CTRL+ALT+R CTRL+N CTRL+ENTER

Note: For more k eyboard shortcuts in Outlook see the guide; Keyboard shortcuts

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