Keyboard shortcuts, which let you execute a particular command by typing a series of keystrokes, can make short work of performing routine tasks. If you use a computer regularly, you know the basic shortcuts common to all Windows programs, such as CTRL-C for copy and CTRL-V for paste. Did you know there are numerous shortcuts that can automate a variety of tasks in Outlook 2003?
Few of us can realistically learn dozens of shortcuts, especially if they are task specific. For this reason exhaustive laundry lists of shortcuts aren’t very helpful. After all, if you have to pull out a piece of paper and look for a shortcut, you’re spending as much time as if you performed the task in the first place.
Open it Up
Outlook and other Windows programs come with a wealth of navigational shortcuts indicated on their corresponding menu entries by an underlined letter. For menus, such as File menu, the shortcut is always ALT plus the letter. For example, on the main menu bar, the F in File is underlined. Press ALT-F, and the File menu opens. Within each menu you can select any menu item (and open its sub-menu, if one exists) by pressing the key that coincides with the underlined letter. For example, with the File menu open, press the P key to select the Print option.
In addition, if a command has an associated shortcut, Outlook will display it, along with the item, on the menu. For example, next to the Print option you see CTRL-P, which is the shortcut for the Print command.
Get Help
You can instruct Outlook 2003 to show shortcut keys as screen tips. When you enable this option, you can roll your pointer slowly over an item and a pop-up window will display any associated shortcut.
To enable the screen tips open the Tools Menu and select Customize. Click the Options tab and select the Show ScreenTips on Toolbars and Show Shortcut Keys in ScreenTips checkboxes.
A lengthy list of shortcuts is also available from Outlook’s Help utility. Press F1 to open Help and then search the keyword “Keyboard Shortcuts.” The topic Keyboard Shortcuts for Outlook offers an extensive list of shortcuts organized by category.