This story was originally published in November 2018 and updated in May 2021.Switch to next message (with message open) Reply All to a meeting request with a messageĬreate a new contact (from any Outlook view)Ĭreate a new task (from any Outlook view)Ĭreate a new note (from any Outlook view)ĭon’t forget to download our Outlook 20 Ribbon quick reference! Reply to a meeting request with a message Save and close appointment save and send meeting request In the Folder pane, go to a different folderĬollapse / expand a conversation group in the email message listĬreate a new appointment (when in Calendar)Ĭreate a new appointment (from any Outlook view) In the Reading Pane, move a page up through text In the Reading Pane, move a page down through text Go to the next message (when you have a message open) Go to the previous message (when you have a message open) Go to the previous / next message (in the email list) Useful Outlook 20 keyboard shortcuts Source: Microsoft KEY COMBINATIONĬlose an open item (message, appointment, contact, task, etc.)Ĭreate a new message (from any Outlook view) The table below highlights the most useful ones, and more are listed on Microsoft's Office site.Īnd if you really want to go whole-hog with keyboard shortcuts, download our Outlook 20 Ribbon quick reference guide, which explores the most useful commands on each Ribbon tab and provides keyboard shortcuts for each. If you're a fan of keyboard shortcuts, you’ll be pleased to find out that Outlook 20 have plenty of them. To move a message out of the Archive folder to a different folder, simply drag it to its destination. Now when you need to find a message, you can browse the Archive folder or else go to the Archive folder and launch a search. IDGĬhoose the last item in the pop-up menu to move the selected messages to the Archive folder. You can also move an individual email to the Archive folder by pressing the Backspace key when the message is highlighted or when you’re reading it. (Select multiple messages by holding down the Ctrl key and clicking each one you want to select.) With the message or messages selected, go to the Ribbon’s Home tab and click Archive in the Delete group, right-click the message or group of messages, and select Archive, or simply drag the selected message(s) to the Archive folder. To move messages to the Archive folder, first select one or more that you want to archive. And even if you do have a folder system, you might find that not all of your email fits neatly into your folders and subfolders you can move these messages to the Archive folder to keep your inbox clean. If you already have a system of folders and subfolders in Outlook, you might not need the Archive folder, but it can be a boon for those of us who tend to leave everything in the inbox. Microsoft recommends that you use the Archive folder to store messages that you’ve already responded to or acted on. Using the Archive folder doesn’t reduce the size of your mailbox it simply helps tidy up your inbox while keeping older messages instantly accessible. That way, when looking for a message, you can browse or search the Archive folder and find the message more quickly. There’s another option in Outlook 2019: You can move specific pieces of mail out of your Inbox or other folders and into the Archive folder. You can still get them back, but it takes some doing. These methods remove the messages from the user’s Outlook mailbox. Corporate versions of Office offer their own archiving features that automatically archive users’ older messages, again to save space. Outlook has long offered email message archiving - that is, the option to move messages out of your Outlook mailbox and into a separate PST file as a space-saving measure. Of 2 Stash messages in the Archive folder in Outlook 2019
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