Keyboard Shortcuts for Outlook on Mac OS

I’m just going to come straight out and say it: Outlook on the Mac is a pretty decent mail client, particularly if your employer has invested in well-run Exchange and Active Directory services.

Here’s the problem, though.

You’re dealing with new messages in your inbox, and most tasks can be accomplished without taking your hands off the keyboard.

↑ and ↓ take care of navigating through messages.

⌘-R starts a reply, or ⇧-⌘-R (Shift-CMD-R) to reply all… used with extreme caution, please. (“Bedlam DL3?” “Me Too!”)

⌘-N starts a new message. ⇥ (Tab) through the address and subject fields to the message body. ⌘-↵ (CMD-Enter) sends the message.

⌫ and ⌦ are handy, too. I use these most of all.

Now, what if you want to move a message? The keyboard shortcut is ⇧-⌘-M (Shift-CMD-M), which brings up a dialog box to select the folder. (Note that the folder has to exist already. Type a folder name, select it from the list if more than one matches the search string, then press ↵ to move the message.

Moving messages

Unfortunately, that’s a lot of work if you move messages to specific folders frequently. Here’s where we use some built-in Mac OS functionality to create a keyboard shortcut.

When you move a message to a folder by using the ⇧-⌘-M (Shift-CMD-M) or by clicking the Move button on the ribbon, Outlook adds that action to its Move menu items. You can see these by clicking Message > Move and noting the items at the top of the menu.

Move commands

So, first, use either the Move button or the the ⇧-⌘-M action to register the destination in this menu. Note the name exactly as it appears here.

Now go to System Preference > Keyboard > Shortcuts.

Select App Shortcuts, then click the + button to add a new shortcut.

New App Shortcut

For Application choose Microsoft Outlook.app (it may be in the system Applications folder rather than your user Applications).

For Menu Title type in the exact name that appears in Outlook’s Move menu. In my example here it’s “Status (Mailbox - Dorsey, Terrence)”. Your Mac will find this. It’s magic.

For Keyboard Shortcut, type the shortcut key combination.

Shortcut details

Click Add and you’re good to go (assuming no conflicts with other system or app shortcuts).

Now, when you want to move a selected message, just use your keyboard shortcut. As an added bonus, if you ever reorganize folders in Outlook, the app is smart enough to continue routing messages to the right place.

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