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.
|Check for new mail||F9|
|Switch to the Inbox||CTRL+SHIFT+I|
|Select a different folder||CTRL+Y|
|Go back to previously selected folder||ALT+LEFT|
Note: You can also select a folder by typing its name without the folder picker dialog.
Process your mail
|Mark as Read||CTRL+ENTER|
|Mark as Unread||CTRL+U|
|Flag for Follow Up||CTRL+SHIFT+G|
|Show blocked Internet pictures||CTRL+SHIFT+W|
|Scroll down in the Reading Pane||SPACEBAR|
|Scroll up in the Reading Pane||SHIFT+SPACEBAR|
|Move to folder||CTRL+SHIFT+V|
|Mark a junked message as Not Junk||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 you’re done, close the message via ALT+F4.
Categorize your mail
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, Outlook 2013 and Outlook 2016
tab Home-> option group: Tags-> Categories-> All Categories…-> select a category-> Shortcut Key
Multiple processing actions via Quick Steps
If you are using Outlook 2010, Outlook 2013 or Outlook 2016, 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.
- On the Home tab, press the icon in the bottom right corner of the Quick Steps group to open the Manage Quick Steps dialog.
- Select a Quick Step and press the Edit button.
- At the bottom, use the dropdown list to set a keyboard shortcut for the Quick Step.
Respond to your mail
|Reply with Meeting||CTRL+ALT+R|
|Create a new message||CTRL+N|
|Send your message||CTRL+ENTER|
Note: For more keyboard shortcuts in Outlook see the guide; Keyboard shortcuts