All keyboard shortcuts for email
100 keyboard shortcuts for email: Outlook, Gmail, Apple Mail, and Thunderbird
With email keyboard shortcuts, you can write, reply to, find, and organize messages faster. This reference guide contains 100 practical keyboard shortcuts and key combinations: 25 for Microsoft Outlook, 25 for Gmail, 25 for Apple Mail, and 25 for Mozilla Thunderbird.
What keyboard shortcuts do you use in your email program?
The most important email shortcuts are those for composing a brand new message, replying, forwarding, searching, and archiving. The correct combination varies by program. For example, Ctrl+F forwards a message in classic Outlook, while that combination searches for text within a message in Thunderbird.
Please refer to the table for your specific application. The 100 entries are spread across four programs; the same key combination may appear in different programs. Each entry describes how the key works within the respective application.
| Email program | Version or environment | Numbers |
|---|---|---|
| Microsoft Outlook | Classic Outlook for Windows | 1–25 |
| Gmail | Gmail in the browser, with Windows keys | 26–50 |
| Apple Mail | The Mail app on macos | 51–75 |
| Mozilla Thunderbird | Thunderbird for Windows | 76–100 |
A plus sign (+) means you press the keys simultaneously. For Ctrl+R, hold down Ctrl and briefly press R. If it says G, followed by I, press the keys one after the other. A single letter is used without Ctrl or Shift, unless otherwise indicated.
Note the active selection. You typically use keyboard shortcuts for messages from the message list or an open message. While writing an email, the same keys can be used to edit text or simply enter characters.
1. Microsoft Outlook: 25 keyboard shortcuts for email
These combinations apply to the classic Outlook for Windows, as used in various Office editions and Microsoft 365. The brand new Outlook and Outlook in the browser have slightly different keyboard shortcuts. So use the table below when working with the classic desktop application.
Writing, replying to, and finding messages
The first ten commands help with daily correspondence. Select a message in advance when you want to reply, forward, or print it. The compose window must be active to send a message.
| No. | Shortcut | What does this keyboard shortcut do in Outlook? |
|---|---|---|
| 1 | Ctrl+Shift+M | Opens a brand new email message, even from another Outlook view. You can immediately enter the recipient, subject, and message text without first going to your inbox. |
| 2 | Alt+S | Send the message you are writing. Check the recipients and attachments beforehand; this combination will actually trigger the send command. |
| 3 | Ctrl+R | Opens a reply to the selected or opened message. You’ll reply to the reply-to address of the genuine email without automatically adding all other recipients. |
| 4 | Ctrl+Shift+R | "Reply All" opens. Outlook automatically includes the relevant recipients from the genuine message; check to make sure everyone actually needs your reply before you send it. |
| 5 | Ctrl+F | Forward the selected or opened message. You’ll have the option to add brand new recipients and a note; genuine attachments are usually included. |
| 6 | Ctrl+O | Opens the selected message in a separate window. This is handy when you want to read an email in detail while keeping the message list visible. |
| 7 | Ctrl+P | Opens the print options for the selected or open message. Choose a printer or an available PDF printer if you want to save the correspondence separately. |
| 8 | Ctrl+E | Shift the focus from the email interface to the search field. For example, search by sender, subject, or a recognizable word, and check the selected search scope. |
| 9 | Ctrl+Shift+I | Goes from the main window to the Inbox. Within an open message, this combination may have a different function, such as displaying blocked external content. |
| 10 | Ctrl+Shift+O | Goes to the Outbox. This is where messages that are still waiting to be sent are located—for example, because Outlook is offline or a sending operation hasn’t been completed yet. |
Manage folders, read status, and tracking
These commands help keep your inbox organized. For offers such as moving or marking, the focus must be on the message list or the specific message in question.
| No. | Shortcut | What does this keyboard shortcut do in Outlook? |
|---|---|---|
| 11 | Ctrl+Shift+V | Opens the command to move selected messages to another folder. Choose the destination, such as a project folder where you want to collect the correspondence. |
| 12 | Ctrl+Shift+Y | Copies selected messages to another folder via a dialog box. The genuine message remains in place, while a copy appears at the destination. |
| 13 | Ctrl+Shift+E | Opens the window to create a brand new folder. You choose a name and location, for example, for emails about a customer, an order, or an ongoing project. |
| 14 | Ctrl+Y | Opens "Go to Folder." This allows you to navigate to a different email folder without having to click through the entire folder structure, for example, when you use many subfolders. |
| 15 | Ctrl+Shift+B | Opens the address book. Search for a contact or verify a saved email address before adding that person to a brand new message or reply. |
| 16 | Ctrl+K | Checks the names you’ve entered in the address fields. Outlook attempts to recognize and autocomplete them using available address books and known contact information. |
| 17 | Ctrl+M | Start a send-and-receive operation based on the configured groups. This allows you to check for brand new messages and process any outgoing email that’s ready to be sent. |
| 18 | Shift+F9 | Start sending and receiving for the current folder. The results depend on the account type, the connection, and the content available on the mail server. |
| 19 | Ctrl+Q | Marks selected messages as read. This changes the read status; the message is not moved, deleted, or automatically processed. |
| 20 | Ctrl+U | Marks selected messages as unread. Use this as a visual reminder to return later to an email that still requires your attention. |
| 21 | Ctrl+Shift+G | Opens the follow-up window. You can flag a message and add relevant follow-up details so that an open question is easier to find. |
| 22 | Ctrl+S | Saves the message as a draft while you’re writing. You can continue editing the email later without sending it right away. |
| 23 | Ctrl+Alt+J | Mark the selected message as not spam. This helps when a legitimate message has been mistakenly classified as spam or junk mail. |
| 24 | Ctrl+Alt+F | Forwards the selected message as an attachment. This means the genuine email remains available to the recipient as a separate message, for example, in case of a support request. |
| 25 | Ctrl+Shift+F | Opens Advanced Search. This allows you to search for emails more specifically based on various criteria, for example, when a standard search term returns too many results. |
2. Gmail: 25 keyboard shortcuts for the browser
To ensure full functionality, first enable keyboard shortcuts by going to Settings → View all settings → General → Enable keyboard shortcuts. Save the change at the bottom. The individual letters and navigation sequences listed below, in particular, require this setting.
The Ctrl shortcuts listed here apply to Windows. Gmail on a Mac uses Command for many of these commands. Use individual letters from within the message interface while you’re not typing any text.
Writing, replying, and processing messages
| No. | Shortcut | What does this keyboard shortcut do in Gmail? |
|---|---|---|
| 26 | C | Opens a brand new message window within Gmail. You can compose an email right away while your inbox remains open in the background so you can look up information. |
| 27 | R | Opens a reply to the active message. You are replying to the sender or the designated reply address; other recipients are not automatically included. |
| 28 | A | Opens "Reply All" on the active message. Check the recipient list, especially if the genuine email was sent to a large group of people. |
| 29 | F | Opens the option to forward the current message. Add the desired recipient and review which previous correspondence and attachments will be included. |
| 30 | Ctrl+Enter | Send the message from the compose window. Gmail may display a confirmation, depending on your settings; treat the combination as a direct send command. |
| 31 | Ctrl+Shift+C | Displays the CC field while composing an email. Add recipients here who should receive a visible copy, without changing the primary recipient of the message. |
| 32 | Ctrl+Shift+B | Displays the Bcc field while composing an email. Recipients you add here are not visible to the other recipients of the same email. |
| 33 | Ctrl+K | Adds a hyperlink while typing. First, select the text you want to make clickable, then enter the corresponding web address. |
| 34 | E | Archives the active or selected conversation. It disappears from the inbox but can still be found via search, relevant labels, and "All Mail." |
| 35 | # | Moves the active or selected call to the trash. The physical keys required for the pound key depend on your keyboard layout. |
| 36 | Shift+I | Marks the active or selected conversation as read. Handy for processing messages you’ve already reviewed without having to reopen each conversation individually. |
| 37 | Shift+U | Marks the active or selected conversation as unread. This provides a visual cue that the correspondence still needs to be viewed or replied to. |
| 38 | S | Add a star or change the existing star rating for the message. Use stars to find important emails later via “Starred.” |
| 39 | V | Opens "Move To" for the active or selected conversation. Select the desired destination to move the conversation from the current inbox organization to another location. |
| 40 | L | Opens the label menu. Add a label to categorize conversations; a single conversation can have multiple labels and doesn’t have to be moved out of the inbox to do so. |
Search and navigate your inbox
| No. | Shortcut | What does this keyboard shortcut do in Gmail? |
|---|---|---|
| 41 | / | Move the focus to the Gmail search bar. Type a name, subject, or search term to find relevant messages without first clicking at the top. |
| 42 | G, then I | Goes to the inbox. Type the letters in sequence to quickly return to your inbox from another Gmail view. |
| 43 | G, then T | Go to "Sent." There, you can find, for example, an email you previously sent to a customer or check the attachment of a specific email. |
| 44 | G, then D | Goes to Drafts. You’ll see messages that haven’t been sent yet, and you can finish a reply you started earlier or compose a brand new email. |
| 45 | G, then A | Goes to All Email. This view also includes archived correspondence; messages in Spam and the Trash are excluded from this standard collection. |
| 46 | J | Navigates to an older conversation. In the conversation list, this moves the active position; for open conversations, this helps you review the correspondence sequentially. |
| 47 | K | Navigates to a more recent conversation. Use this along with the navigation to older conversations to scroll through your message list without having to click back each time. |
| 48 | X | Selects or deselects the active call. You can then process selected calls collectively, for example, by archiving them or assigning a label. |
| 49 | Z | Undoes a supported previous action. For example, this allows you to undo an accidental archive, as long as Gmail can still reverse that action. |
| 50 | ? | Opens the overview of Gmail keyboard shortcuts. Here you can see which commands are available and check whether keyboard shortcuts are enabled for your Gmail account. |
3. Apple Mail: 25 Keyboard Shortcuts for macos
These keyboard shortcuts apply to the Mail app on the Mac. They are intended for the app itself, not for iCloud Mail in a browser. Command is denoted on the keyboard by ⌘, Option by ⌥, and Control by ⌃.
Active selection is especially important when moving messages. If you notice unusual behavior, check the shortcut key next to the relevant command in the menu bar; custom settings may alter the default behavior.
Post and reply to messages
| No. | Shortcut | What does this keyboard shortcut do in Apple Mail? |
|---|---|---|
| 51 | Command+N | Opens a brand new email message. You can immediately enter the recipients, subject, and text, while your existing email window remains open in the background. |
| 52 | Command+R | Reply to the selected email. The email platform will generate a reply to the sender or the specified reply-to address, depending on the details of the genuine message. |
| 53 | Command+Shift+R | Opens a reply to all relevant recipients. Check the address fields before sending, especially during long email threads with changing participants. |
| 54 | Command+Shift+F | Forward the selected email. Enter the brand new recipient and, if desired, add a brief note above the genuine message content. |
| 55 | Command+Shift+D | Sends the composed message. First, verify that the correct sender account is active, that all recipients are correct, and that any required files have actually been attached. |
| 56 | Command+Shift+A | Open the file selector to add an attachment to your message. For example, select a document or image that you want the recipient to receive. |
| 57 | Command+Option+B | Displays the Bcc address field in the message window. This allows you to add recipients whose email addresses will not be visible to the other recipients. |
| 58 | Command+Option+R | Displays the "Reply-To" address field. Use this to specify the address where replies should be sent if it differs from the sender’s address. |
| 59 | Command+Shift+N | Checks for brand new email for the relevant accounts. Whether messages appear immediately depends on the connection and the email account settings. |
Organize posts and manage the display
| No. | Shortcut | What does this keyboard shortcut do in Apple Mail? |
|---|---|---|
| 60 | Command+Control+A | Archives selected messages. The emails are stored in the archive associated with the account and disappear from their genuine inbox view. |
| 61 | Command+Shift+U | Change the read status of selected messages to read or unread. Use this to mark which messages you’d like to review later. |
| 62 | Command+Shift+J | Moves selected messages to the junk folder. Use this for unwanted messages; this way, you can keep legitimate correspondence separate from suspected spam. |
| 63 | Command+L | Turns the message filter for the current mailbox on or off. Which messages remain visible is determined by the filter settings selected for that mailbox. |
| 64 | Command+Control+L | Applies active Mail rules to the selected messages. This allows you to have existing correspondence processed according to previously set rules. |
| 65 | Command+Control+M | Moves selected messages to the inbox predicted by Mail. Check the suggested destination; this is not a fixed combination for a single predetermined folder. |
| 66 | Command+Shift+T | The displayed message alternates between plain text and formatted text. When converted to plain text, formatting options such as bold text and other rich formatting are removed. |
| 67 | Command+Shift+V | Paste copied text as a quote into the message. This makes it clear which part of the text you’re quoting before you add an explanation or reply, for example. |
| 68 | Command+Shift+E | Forward the selected message to another recipient. This is a separate Mail feature distinct from forwarding; please check the address fields and the result before sending. |
| 69 | Command+Option+N | Opens a brand new Mail view window. This allows you to view different mailboxes side by side, such as your inbox and the correspondence for an ongoing project. |
| 70 | Command+Option+Shift+N | Opens a brand new tab in the Mail view window. This allows you to keep different mailbox views open without having to use a separate window for each view. |
| 71 | Command+Control+S | Shows or hides the navigation column with mailboxes. Hiding it gives more space to messages; showing it makes it easier to switch to another mailbox. |
| 72 | Command+0 | Displays the Mail view pane. This helps you return to the environment with your mailboxes and message list from an open message or compose window. |
| 73 | Command+Control+0 | Displays the Mail activity pane. There, you can see which mail activities are in progress, for example, when retrieving or processing messages seems to be taking longer than usual. |
| 74 | Command+Option+W | Close all Mail windows. This does not necessarily quit the application; if you have unfinished messages, Mail may ask how you want to handle the changes. |
| 75 | Command+Z | You can cancel a shipment immediately after it has been sent, as long as the specified cancellation period is still in effect. This does not apply to messages that have already been successfully delivered. |
4. Mozilla Thunderbird: 25 keyboard shortcuts for email
The combinations listed below apply to Thunderbird for Windows. Many commands also work on other systems, but the keys used may differ. You can use individual letters for archiving or highlighting directly from the message interface.
Thunderbird distinguishes between searching all messages, filtering within the current folder, and searching for text within a single email. This distinction explains why different search combinations coexist.
Create, reply to, and send messages
| No. | Shortcut | What does this keyboard shortcut do in Thunderbird? |
|---|---|---|
| 76 | Ctrl+N | Opens a brand new message in your email client. You’ll start with a blank composition window and can immediately add the recipient, subject, and content. |
| 77 | Ctrl+R | Replies to the selected or open message. While typing, this combination may trigger a text function; use it to reply directly from the messaging interface. |
| 78 | Ctrl+Shift+R | Opens a reply to the sender and other relevant recipients. Check the recipients to ensure your reply reaches only the people who need it. |
| 79 | Ctrl+Shift+L | Reply to a message on the mailing list only if the message contains recognizable list information. This prevents you from unintentionally replying only to the individual sender. |
| 80 | Ctrl+L | Forward the selected message. You can add brand new recipients and write a note; the forwarding process follows Thunderbird’s settings. |
| 81 | Ctrl+E | Opens the selected message so you can edit it as a brand new message. Handy for recurring emails where you want to reuse the text, recipients, or attachments. |
| 82 | Ctrl+Enter | Send the composed message now. Thunderbird may first ask for confirmation; please check the recipients and attachments before using this send command. |
| 83 | Ctrl+Shift+Enter | Place the message in the outbox queue to send it later. Without an additional scheduling feature, this does not allow you to select a specific future date or time. |
| 84 | Ctrl+S | Saves the message you’re writing as a draft. You can open it later from the drafts folder and continue editing it before sending it. |
| 85 | Ctrl+Shift+A | Open the file selector to attach a file. Select the desired file and then verify that it appears in the message’s attachment list. |
Search, bookmark, and manage your inbox
| No. | Shortcut | What does this keyboard shortcut do in Thunderbird? |
|---|---|---|
| 86 | Ctrl+K | Activates the general search function for messages across accounts from within the message interface. While composing a message, Thunderbird uses this combination to insert a hyperlink. |
| 87 | Ctrl+Shift+K | Activates the quick filter for the current folder or view. This allows you to narrow down the visible messages without having to perform a general search across all accounts. |
| 88 | Ctrl+Shift+F | Opens an advanced search for posts. You can combine criteria to narrow your search, for example, within a specific folder or based on specific post characteristics. |
| 89 | Ctrl+F | Searches for text within the current message. Use this to find an amount, name, or appointment in a long email or extensive quoted correspondence. |
| 90 | A | Archives the selected messages according to the account’s archive settings. The messages are retained but are moved from their current location to the archive structure. |
| 91 | M | Toggles the read status of selected messages between read and unread. This allows you to mark which emails you want to review later. |
| 92 | Shift+C | Marks all messages in the current folder as read. Use this feature with caution, as even messages you haven’t opened yet will lose their unread status. |
| 93 | J | Marks selected messages as junk. This helps identify spam; any further action depends on your junk message settings. |
| 94 | Shift+J | Marks selected messages as not spam. Use this when a normal email has been incorrectly flagged as spam, so you can correct that flag. |
| 95 | S | Adds a star to selected messages or removes that star. This lets you highlight important correspondence without immediately moving the messages. |
| 96 | N | Moves to the next unread message. This allows you to work through your inbox without having to reselect each email you’ve already read. |
| 97 | P | Goes to a previous unread message. This is useful when you want to quickly return to a previous unread email while going through brand new messages. |
| 98 | Ctrl+Shift+V | When pasting text while typing, paste it without source formatting. This prevents copied content from carrying over unwanted fonts, colors, or sizes from another application. |
| 99 | Ctrl+Shift+P | Run a spell check on the message you’ve written. Verify the selected language and review suggested changes, especially for names, technical terms, and product names. |
| 100 | Ctrl+Shift+B | Opens the address book. Search for a saved contact or verify an email address before adding the recipient to a brand new message or reply. |
Which email shortcuts should you learn first?
Start with five offers: creating, replying to, forwarding, searching for, and archiving or moving a message. These offers come up repeatedly during a typical workday. Then, add bookmarks and navigation when you notice that you frequently use the same buttons.
Learn the keyboard shortcuts for each program. Especially when switching between Outlook, Gmail, and Thunderbird, familiar keys may perform slightly different functions. A quick check of the active application and selection prevents you from moving a message when you actually intended to edit text.
Key points to remember
- Select the correct table: the process varies by email program and sometimes by version.
- Enable Gmail keyboard shortcuts: many individual letters and navigation sequences won’t work until you’ve enabled this setting.
- Check the active context: a message list and a composition window don’t always respond the same way.
- Don’t confuse archiving with deleting: archived messages remain available for retrieval.
- Check before sending: Shortcut keys make sending faster, but they do not replace checking recipients and attachments.