Using Keystrokes to Move Between Outlook Tools
Many users like to use keystrokes instead of using the mouse to perform different tasks with the computer. In this Computing Tip a very helpful set of keystrokes will be discussed. They enable the user to move between the Inbox and Calendar for example. We'll also take a look at how to have multiple tools open at the same time, as a bonus!
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Keystrokes
Holding down the Ctrl or Alt keys and hitting other keys on the keyboard in Outlook can be very useful. I use Ctrl + C to copy items and Alt + S to send messages once they are ready to go. The keystrokes used in this tip include Ctrl + 1, Ctrl + 2, Ctrl + 3, Ctrl + 4, and Ctrl +5. Ctrl + 1 means "hold down the Ctrl key and then press the 1 key". When using these keystrokes in Outlook, the user can easily move from one tool to another.
Here is what each sequence of keystrokes will do in Outlook:
- Ctrl + 1 - Show the Inbox Folder
- Ctrl + 2 - Show the Calendar Folder
- Ctrl + 3 - Show the Contacts Folder
- Ctrl + 4 - Show the Task Folder
- Ctrl + 5 - Show the Notes Folder
How does one remember the which Folder each keystroke will access. It is quite simple, and most likely right on the screen for some users. When the Navigation Buttons are minimized to icons, the icons for these five folders, by default are in numerical order from left to right. See the image below.
Opening Multiple Folders
To have multiple folders open at one time, users can select the folders to open by right-clicking on either the Navigation Icons or Navigation Buttons and selecting Open in New Window.
To have the Inbox and Calendar open simultaneously, while in the Inbox, right-click on the Calendar button, and select Open in New Window.
Users who have one monitor can move between the Folders by clicking on the selected Folder on the task bar at the bottom of the screen.