Keyboard shortcuts

Like Microsoft Word, Excel, and other Office apps, Outlook has unique keyboard shortcuts. Some you may find useful:

  • Ctrl + R: reply to email
  • Alt + R: reply to all in email or switch to the work week calendar view
  • Alt + W: forward email or switch to the weekly calendar view
  • Ctrl + M: F9 to Send/Receive all
  • Alt + S: Send email
  • Ctrl + G: open the “Go to date” dialog to jump to any date in the calendar

You can also switch between Mail, Calendar, Contacts, and other items in the navigation pane by hitting Ctrl + [the place number of the item].


Two Time Zones

When you are working across multiple time zones, before you schedule any meeting it’s important to know the time on the other side to avoid setting up a meeting that might be too early or too late. Outlook can help you by showing two time zones at the same time.


To enable it, simply go to: Options > Calendar > Time zones > Show a second time zone.



Email templates

For those emails you send often, such as requests for information or reminders of due invoices, save the email as a template via File > Save As… > Outlook template. Then, to use the template, go to New Items > Choose Form… and look in your “User Templates in File System” to browse for the template you saved.


Avoid repeated typing

If you need to use the same text over and over again, you can save that as part of Quick Steps for insertion in emails. To do so, you need to highlight the text in the composer window, move to the Insert tab, click the Quick Steps drop down then select Save selection to the Quick Steps gallery.

At a later time, when you start typing the phrase, you will see it as a pop up suggestion. Select it to insert it. You can select the text through the Quick Steps drop down and right-click on the text for placing options or for editing and managing Quick Steps.


Public Holidays

If you want to know when all the public holidays are without having to Google them, then insert each and every one individually into your calendar, Outlook can automatically add them to your calendar for you.

There is even almost 100 different locations to choose from! So if you want the public holidays of Australia or Nicaragua, simply tick that box and they will show up in your calendar.

To enable this functionality, simply go to: Options (File > Options) > Calendar > Add Holidays, and choose the countries that you are working with.


These are added as All Day Events, so you can set reminders or apply colours if you wish.


Automatic Colours

Your email and calendar can automatically apply colours to your emails and meetings based on pre-defined rules. For example, emails sent to you, when you are the only person on the “To” line, can be coloured red. To do that, simply choose: View > View Settings > Conditional Formatting (or Automatic Formatting), and you can add a simple rule as shown below.


Your calendar and email have separate set of rules, but they are accessed the same way.


Desktop Alert

To disable Desktop Alert in Outlook, simply go to: Options > Mail > disable “Display a Desktop Alert” option.



Get emails that aren’t sent directly to you out of your inbox.

One of the best tips is to use a special “Inbox – CC” folder to gather all the emails that aren’t sent directly to you; that way, the inbox is focused on only the most important emails.

To set this up, go to Rules > New Rules…. Then click the “Advanced Options” button. In the Rules Wizard, select “where my name is not in the To box” and then in the next screen, “move it to the specified folder.” (Alternatively, set up a VIP email folder and move “emails sent only to me” into that special folder.)


Sharing Calendars


After your calendar is shared, everyone will be able to access all the meetings details you have in it. If you want to prevent it for showing certain meetings and events, simply use “Private” flag and only you will be able to access it.



Keeping a Declined Meeting

Sometimes you want to “decline” a meeting, but still have it in your calendar. To quickly solve this problem, you may copy & paste this meeting (Ctrl + C, Ctrl + V), decline the original meeting and keep the copy.


Any questions just ask!


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