Outlook Keyboard Shortcuts: The Complete List for New & Classic Outlook (Windows, Mac & Web)

Outlook keyboard shortcuts are key combinations that trigger an action instantly like pressing Ctrl + R to reply to an email or Ctrl + 2 to jump straight to your calendar. Instead of reaching for the mouse and hunting through the ribbon, you keep your hands on the keyboard and move through your inbox in a fraction of the time.

There’s one catch that trips up most guides on the internet: Outlook shortcuts are not all the same. Microsoft now ships two desktop versions New Outlook for Windows and Classic Outlook for Windows plus Outlook on the web and Outlook for Mac, and several shortcuts behave differently across them. This guide separates them clearly so the keys you press actually work in the version you’re running.

⬇ Download the free Outlook Shortcuts PDF cheat sheet

What Are Outlook Keyboard Shortcuts?

Outlook keyboard shortcuts are predefined key combinations that perform an action without using the mouse. A plus sign (for example, Ctrl + R) means you press the keys at the same time. A comma (for example, Alt, H) means you press the keys one after another in sequence.

Microsoft notes that the action a shortcut performs can change depending on which view or area you’re in Mail, Calendar, People, or an open message even when the keys look identical. That’s why the same combination can do two different things, and why context matters more than memorizing a flat list.

All shortcuts in this guide refer to the US keyboard layout. On other layouts, a few keys may not line up exactly.

New Outlook vs Classic Outlook: Why Shortcuts Differ

Microsoft is in the middle of a multi-year transition from Classic Outlook (the long-standing desktop app) to New Outlook for Windows (a rebuilt app that shares much of its engine with Outlook on the web). The two look similar but handle several shortcuts differently.

How to tell which version you have: Look for a Settings gear on the ribbon. If you see it, you’re on New Outlook. If there’s no Settings option on the ribbon, you’re on Classic Outlook.

The takeaway: if a shortcut you found online “doesn’t work,” you’re almost certainly reading instructions for the other version. Use the matching table below.

How to Enable, Change, or Turn Off Outlook Shortcuts

In the desktop apps, keyboard shortcuts are on by default. In Outlook on the web and Outlook.com, you can pick which shortcut style to use handy if you’re switching over from Gmail and want to keep the muscle memory you already have.

To change your shortcut style (Outlook on the web / Outlook.com):

1. Select Settings (the gear icon).
2. Go to General → Accessibility.
3. Under Keyboard shortcuts, choose Outlook.com, Gmail, Yahoo Mail, or Outlook or select the option to turn shortcuts off.
4. Select Save.

To see every shortcut for your current version live: press ? (question mark) anywhere in Outlook. This opens the complete, version-specific list straight from the app the most reliable reference there is.

New Outlook for Windows Shortcuts

These are verified against Microsoft’s current New Outlook documentation.

Frequently used

Switch between views

Edit text

Format text

Mail: message & reading list

Mail: navigate the message list

Calendar (New Outlook)

People / Contacts (New Outlook)

Classic Outlook for Windows Shortcuts

If your ribbon has no Settings gear, you’re on Classic Outlook. These long-standing shortcuts apply.

Most used

Switch between views

Email

Create a new item

Outlook on the Web Shortcuts

Because Outlook on the web runs inside your browser, a few keys behave differently most notably you use Ctrl + F6 (instead of F6) to move in and out of the command areas, since the browser claims some standard keys.

The biggest advantage of the web version is shortcut flexibility: under Settings → General → Accessibility, you can set shortcuts to mimic Gmail, Yahoo Mail, Outlook.com, or Outlook. Once set, the relevant shortcuts above (Reply, Forward, view switching, mark read/unread) work the same way. Press ? to view the active set for your chosen style.

Outlook for Mac Shortcuts

On a Mac, the ⌘ (Command) key generally replaces Ctrl, and Option replaces Alt. The most common shortcuts map across cleanly:

Outlook for Mac offers fewer built-in shortcuts than the Windows versions, but you can create your own custom shortcuts in macOS System Settings → Keyboard → Keyboard Shortcuts → App Shortcuts. For the complete, current Mac list, Microsoft maintains a dedicated Keyboard shortcuts in Outlook for Mac page.

Most-Used Shortcuts at a Glance

The shortcuts most people actually use every day, side by side:

Download the Outlook Shortcuts PDF

Want a printable cheat sheet to keep by your desk? Download the full Outlook keyboard shortcuts list as a free PDF, organized by version so you only learn the keys that work for you.

⬇ Download the Outlook Shortcuts PDF

Frequently Asked Questions

How do I see all keyboard shortcuts inside Outlook?

Press the ? (question mark) key while Outlook is open. It displays the complete, live shortcut list for your exact version the most accurate reference available.

Why don’t my Outlook shortcuts work?

The most common reason is that you’re using a guide written for the other version. New Outlook and Classic Outlook differ on several keys (view switching, Send, Create item). Check which version you have by looking for the Settings gear on the ribbon, then use the matching table. In Outlook on the web, also confirm your shortcut style under Settings → General → Accessibility.

What’s the shortcut to send an email in Outlook?

Ctrl + Enter in New Outlook and Outlook on the web. In Classic Outlook it’s Alt + S. On Mac, ⌘ + Enter.

How do I switch to the Calendar with a shortcut?

Ctrl + 2 in every Windows version. Note that Ctrl + 3 opens Copilot in New Outlook but Contacts in Classic Outlook.

Can I use Gmail shortcuts in Outlook?

Yes, in Outlook on the web and Outlook.com. Go to Settings → General → Accessibility → Keyboard shortcuts and select Gmail. This is ideal if you’re switching from Gmail and don’t want to relearn the keys.

How do I create a custom shortcut in Outlook?

Classic Outlook lets you assign shortcuts (Ctrl + Shift + 5 through 9) to Quick Steps via the Home tab. On Mac, set custom app shortcuts in macOS System Settings → Keyboard → Keyboard Shortcuts → App Shortcuts. New Outlook’s shortcut set is largely fixed, but you can still build Quick Steps for one-click multi-action workflows.

Do these shortcuts work in Outlook for iOS or Android?

Mobile apps rely mostly on touch, but Outlook for iOS supports a limited set of shortcuts when paired with an external keyboard. The desktop and web shortcuts in this guide are for computers.

Final Thoughts

Outlook keyboard shortcuts pay off fastest when you stop trying to memorize all of them and instead lock in the handful you use daily reply, forward, send, search, and switching between Mail and Calendar. Start with those, keep this page bookmarked for the rest, and remember the one shortcut that makes every other shortcut unnecessary to memorize: press ? inside Outlook to pull up the live, version-accurate list any time.

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