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Some of my favorite Outlook Calendar keyboard shortcuts

If you work in Outlook's Calendar view a lot, you'll appreciate these keyboard shortcuts and their ability to increase your efficiency.

If you're like me, you spend a lot of time in Outlook's Calendar view, or needing to do something in Calendar view while working in another view. Fortunately, there are a number of keyboard shortcuts that can help (especially if you still feel a bit lost with the 2010 ribbon). There are others, but the following shortcuts are the ones I seem to use frequently:

  • [Ctrl]+2: Go to Calendar view from any other view.
  • [Alt]+1-9: View specific number of days, beginning with the selected day. For instance, if April 14 is selected and you press [Alt]+4, Calendar will display April 14 through 17. I use this one often.
  • [Ctrl]+G: Go to a specific date. When you press [Ctrl]+G in Calendar view, Outlook displays a dialog box. Enter a date or choose a date from the dropdown, and click OK. Calendar view will maintain the current view.
  • [Alt]+-: Switch to Weeks view. (That's the hyphen or minus character to the right of 0.)
  • [Alt]+=: Switch to Month view. (That's the equal sign to the left of [Backspace]).
  • [Ctrl]+[Shift]+A: Create a new appointment in any view.
There are others of course, but these are the shortcuts I actually use. Since upgrading to Office 2010, I use fewer shortcuts; the Outlook ribbon seems to be more efficient than the menus from the older versions.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

9 comments
sparent
sparent

While Ctrl + Shift + A will open up a new Appointment window, Ctrl + Shift + Q will open a new Meeting Request. If in the Calendar view, you should select the desired time slot before launching either action.

winlak
winlak

I tried the first one ctrl+2 and it worked fine. However when I went back it had collapsed all my subfolders (can handle that) and caused Callendar, Tasks, Contacts and Notes to disappear from my mailbox folder list. I cannot get them back so far. Can someone point me in the right direction please? (I can still access them from some icons at the bottom of the navigation pane but i have grown accustomed to accessing them from the folders) UPDATE: I restarted Outlook and all is again well!

melissatutors
melissatutors

For those wanting to learn those great shortcuts, no need to write it all down. The shortcuts are indicated on the menu (for example, the GO menu in Outlook 2007). Committ to learning one or two shortcuts a day - and before you know it you'll have several memorized. Go!

george.albrecht
george.albrecht

I don't beleive ctrl + enter is a standard shortcut for anything, but I could be wrong. It certainly is not that way for me and I have not created any custom shortcuts. alt + s works for me to send messages when I am ready to do so.

jbenton
jbenton

Deletes the selection completely without any chance of recovery, so be warned! Great for freeing up valuable space - we're only allowed 50MB (delete just moves a selection to the wastebasket, whence another deletion can still allow recovery) Works in explorer too also ctrl-Y marks selected items as read, ctrl-sh-I goes to inbox and I'd be lost without all the shortcuts on my navigation pane (please let this still be in 2007/10!)

hrsgurl
hrsgurl

ctrl + enter - my favorite time saving shortcut allows me to send whatever email I am working on. Coupled with ctrl + r to reply or ctrl + f to forward, I can get through my inbox pretty quickly.

Neon Samurai
Neon Samurai

I generally sit at the summary screen when not working in a specific area or return to it once done something that required a dedicated view. There may be a direct key but alt+B works just like a browser back button so I can easily skip back to my starting view.

Mark W. Kaelin
Mark W. Kaelin

What keyboard shortcuts do you use the most in Calendar view? If you're using Outlook 2010, do you find you use shortcuts less?

fredgardner
fredgardner

Winlak, you might have been looking at the Folder List instead of the Inbox. The views are very similar, except the Folder List shows the calendar, tasks, etc., in addition to the mail folders.