Outlook groups allow you to organize your email contacts into different categories to make finding and emailing specific people easier. For example, you may have a group for your work colleagues, your family members, your close friends, etc. Grouping contacts together allows you to send an email to the entire group with just a click instead of selecting each contact individually. This saves time and effort when you need to email the same set of people frequently.
In addition to using the mouse to manage your contact groups in Outlook, there are several handy keyboard shortcuts that can help streamline your workflow. Keyboard shortcuts allow you to perform actions quickly without moving your hands from the keyboard, improving efficiency. For power users who send many emails daily, mastering these group shortcuts can optimize the Outlook experience. This article will highlight the most useful keyboard shortcuts for working with contact groups in Outlook for Windows.
Why Use Keyboard Shortcuts?
Here are some of the major benefits of using keyboard shortcuts for groups in Outlook:
– Speed – Keyboard shortcuts are faster to use than mousing to the ribbon and menus to find commands. You can keep your hands on the keys instead of moving back and forth from keyboard to mouse.
– Efficiency – Shortcuts allow you to get more done in less time. Frequent email users can save many hours a year by using shortcuts instead of slower mouse clicks.
– Convenience – You don’t have to move your hands from typing position to use shortcuts. This is more ergonomic and comfortable over long email sessions.
– Multi-tasking – Keyboard shortcuts allow you to queue up actions easily while doing other tasks. You can keep typing while organizing groups.
– Recall – Shortcuts are quicker to remember than hunting through menus and tabs for commands. Once you learn them, you’ll never forget!
The bottom line is that keyboard shortcuts can make managing your Outlook groups much more efficient. The time invested to learn these shortcuts will pay off every day you use Outlook. Even learning a few shortcuts can boost your productivity.
Essential Keyboard Shortcuts
Here are some of the most useful keyboard shortcuts for working with groups in Outlook for Windows:
Create New Group
CTRL+SHIFT+L – This shortcut allows you to instantly create a new contact group without opening the Contacts pane. Just use the key command and start typing the name of your new group.
Add Contacts to Group
CTRL+Shift+A – With a contact highlighted, use this shortcut to add them to an existing group. Again, you can skip opening the Contacts pane and just start typing the group name you want to add the person to.
Remove Contact from Group
CTRL+Shift+R – If you want to remove a contact from a group, highlight them and use this keyboard shortcut. Begin typing the name of the group to remove them from.
Show All Groups
CTRL+Shift+L – This same shortcut will open a list of all your current groups when you’re not highlighting a contact. You’ll see the group name, members, and group owner.
Rename Group
F2 – To rename an existing group, select the group you want to modify and hit F2 to change the name. Then enter the new group name you want and hit Enter.
Delete Group
CTRL+D – With the group you want to delete highlighted, use this shortcut to delete it instantly. You’ll get a prompt to confirm the deletion.
Expand Group in Messages
Ctrl+Shift+Plus Sign – If you send an email to a group, you can expand the group individual members with this shortcut to see all recipients.
Collapse Group in Messages
Ctrl+Shift+Minus Sign – This shortcut collapses a group back down to hide individual members in a message.
| Shortcut | Action |
|---|---|
| CTRL+SHIFT+L | Create New Group |
| CTRL+Shift+A | Add Contacts to Group |
| CTRL+Shift+R | Remove Contact from Group |
| CTRL+Shift+L | Show All Groups |
| F2 | Rename Group |
| CTRL+D | Delete Group |
| Ctrl+Shift+Plus Sign | Expand Group in Messages |
| Ctrl+Shift+Minus Sign | Collapse Group in Messages |
Tips for Mastering Shortcuts
Here are some helpful tips to get the most benefit from using Outlook group keyboard shortcuts:
Print a Reference Sheet
It helps to have a reminder of the most common shortcuts for quick glances as you work. Print out a reference sheet to keep by your computer.
Practice Using Them
When first learning shortcuts, consciously practice using them instead of menu clicks every day. Repetition will build up your muscle memory.
Learn One at a Time
Rather than tackling many new shortcuts simultaneously, focus on just one shortcut each day or week. Gradually build up your knowledge.
Note Differences From Other Programs
If you use other programs, note where Outlook’s shortcuts differ from muscle memory you already have. This avoids accidentally doing the wrong action.
Customize if Needed
If you struggle with a particular built-in shortcut, customize it to something more memorable for you in Outlook’s keyboard settings.
Use Shortcuts Naturally
As shortcuts become habitual, consciously think about them less. Let your fingers automatically use them to boost speed.
Conclusion
Keyboard shortcuts are a valuable but underused way to streamline managing Outlook contact groups. Learning just a few of the most useful group shortcuts highlighted in this guide can save you significant time and effort in your daily email workflow. The initial investment to build shortcut habits pays continuous dividends in productivity.
With practice, these Outlook shortcuts will become second nature. Your hands will automatically reach for shortcuts instead of the mouse. Mastering Outlook keyboard shortcuts takes your email efficiency to the next level, allowing you to accomplish more in less time. Email with groups will become faster, easier and more productive.
Additional Questions
Here are answers to some additional common questions about Outlook’s keyboard shortcuts for groups:
What are keyboard shortcuts on phones?
On mobile phones, shortcuts are typically activated by pressing and holding certain onscreen buttons or options. For example, pressing and holding the compose button may instantly open a new email draft. Popular shortcuts include activating the camera, opening search, or composing a new text message. Shortcuts vary across different smartphone models and operating systems.
Can you customize keyboard shortcuts?
Yes, Outlook allows you to customize keyboard shortcuts by going to File > Options > Customize Ribbon and Keyboard. Here you can assign new shortcut key combinations to any commands or change existing shortcuts. This allows you to optimize shortcuts for your preferences.
How do you use ALT shortcuts?
Many Outlook shortcuts start with pressing the ALT key plus another letter or number that corresponds with a certain menu or command. For example, ALT+S opens the Send/Receive tab. After pressing ALT, simply press the appropriate key.
Can you use keyboard shortcuts on Macs?
While the specific Outlook for Mac shortcuts differ from Windows, you can use many handy keyboard shortcuts on a Mac as well. For example, Command+L makes a new group, and Command+D deletes a group. Refer to Outlook’s Mac keyboard shortcut guides.
Where can you find a full list of Outlook shortcuts?
You can find a complete list of Outlook keyboard shortcuts by going to File > Help in the desktop app and searching for “keyboard shortcuts.” Microsoft’s support website also provides a detailed shortcut reference list by Outlook version.