Knowledgebase

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Outlook Top Tips. It's likely that you'll know some of these, given the amount of time spent per day trawling through and composing Emails. However, to improve your productivity even more, we have compiled a list of useful keyboard shortcuts you should take advantage of, as well some other features we think you should utilise.

 

This Shortcut

 Creates One of These 

Ctrl+Shift+A

 Appointment

Ctrl+Shift+C

 Contact

Ctrl+Shift+L

 Distribution list

Ctrl+Shift+E

 Folder

Ctrl+Shift+M

 Email message

Ctrl+Shift+N

 Note

Ctrl+Shift+K

 Task

Ctrl+Shift+Q

 Meeting request

This Shortcut

 Switches To

Ctrl+1

 Mail

Ctrl+2

 Calendar

Ctrl+3

 Contacts

Ctrl+4

 Tasks

Ctrl+5

 Notes

Ctrl+6

 Folder List

Ctrl+7

 Shortcuts

Ctrl+8

 Journal

This Shortcut

 Helps You Do This

Ctrl+S or Shift+F12

 Save

Alt+S

 Save and close; Send

F12

 Save As

Ctrl+Z

 Undo

Ctrl+D

 Delete

Ctrl+P

 Print

F7

 Check spelling

Ctrl+Shift+V

 Move to folder

Ins

 Mark complete

Ctrl+F

 Forward

 

Other Tips

Quick parts

If you regularly need to type out a standard passage of text, you can save it as a Quick Part for easy insertion into your emails. Simply highlight the text in the new email window, then switch to the Insert tab, click the Quick Parts dropdown and select “Save selection to Quick Parts gallery”. In future, when you start typing the phrase, you’ll see it pop up as a suggestion – hit return to insert it in full. You can also select your text with the mouse from the Quick Parts dropdown. Right-click on it for placement options, or to edit and manage Quick Parts and other “building blocks”.

Delayed send

If you have a message that you don’t want to send immediately, Outlook lets you defer delivery until a specified time. Write your email, then switch to the Options tab and click Delay Delivery. This opens a requester with a “Do not deliver before:” field; enter a date and time, then click Close. After you hit Send, the message will be held until the specified time for sending.

Search Folders

Sorting your inbox can be a task as long-winded and laborious as replying to that daily deluge of mail. But one particular feature of Outlook means you don't necessarily need to sort anything. A search folder will automatically categorise your mails based on terms found within; perhaps 'purchase order' or 'invoice'. It's not infallible, but it's certainly useful.

To create a Search Folder, click the Search Folders heading beneath the inbox you'd like to manage and choose New Search Folder. There are various templates – mail marked for follow-up, unread mail, that sort of thing – but the bottom option allows you to create a search folder based on your exact specifications.

Further Reading

For more tips and tricks related to Outlook, please see the following: https://support.office.com/en-gb/article/Keyboard-shortcuts-for-Outlook-3cdeb221-7ae5-4c1d-8c1d-9e63216c1efd