Checking emails is a daily task for most of us, and finding ways to streamline this process can significantly improve our productivity. One effective method is using keyboard shortcuts, which allow you to perform actions quickly and effortlessly. In this comprehensive guide, I will share with you a variety of keyboard shortcuts that can help you check your email more efficiently. As an expert in email management, I will provide insights and practical tips to help you become a keyboard shortcut pro and optimize your email workflow.

Why Use Keyboard Shortcuts to Check Email?

Keyboard shortcuts offer several advantages when it comes to checking your email:

Speed and Efficiency: By eliminating the need to navigate menus and click through options, keyboard shortcuts allow you to perform actions with a simple key combination, saving you time and effort.

Reduced Mouse Dependency: Relying less on your mouse or trackpad can help minimize strain on your hand and wrist, promoting better ergonomics and preventing repetitive stress injuries.

Streamlined Workflow: With keyboard shortcuts, you can navigate through your email client, perform common actions, and switch between emails seamlessly, keeping your focus on the task at hand.

Popular Email Clients and Their Keyboard Shortcuts

Here are some commonly used email clients and their respective keyboard shortcuts:

1. Microsoft Outlook

Microsoft Outlook provides a range of keyboard shortcuts to enhance your email management:

Check for New Emails: Press <strong>F9</strong> to check for new messages in all your email accounts.

Send and Receive All: Use <strong>Ctrl+Shift+F9</strong> to send and receive all emails in all your accounts.

Compose New Email: Press <strong>Ctrl+Shift+M</strong> to create a new email message.

Reply to Email: Select the email and press <strong>Ctrl+R</strong> to reply to the sender.

Forward Email: Select the email and press <strong>Ctrl+F</strong> to forward it to another recipient.

2. Gmail

Gmail offers a variety of keyboard shortcuts to help you navigate and manage your emails:

Check for New Emails: Press <strong>Shift+? (Shift+Forward Slash)</strong> to open the Gmail keyboard shortcuts cheat sheet, which includes the shortcut to refresh your inbox.

Compose New Email: Use <strong>C</strong> to start composing a new email.

Reply to Email: Press <strong>R</strong> to reply to the sender of the selected email.

Forward Email: Select the email and press <strong>F</strong> to forward it to another recipient.

Commonly Asked Questions

Q: Can I customize keyboard shortcuts in my email client?

A: Some email clients, such as Gmail, allow limited customization of keyboard shortcuts. However, the available options may vary depending on the email client and its settings.

Q: How can I remember all these keyboard shortcuts?

A: It may take time to internalize all the shortcuts. Start by focusing on the most frequently used actions and gradually incorporate new shortcuts into your routine. You can also print out a cheat sheet or refer to the official documentation of your email client.


Keyboard shortcuts provide a powerful way to expedite the process of checking and managing your emails. By incorporating these time-saving shortcuts into your workflow, you can enhance your productivity and reduce reliance on your mouse or trackpad. Whether you use Microsoft Outlook, Gmail, or any other email client, familiarize yourself with the available keyboard shortcuts and practice using them regularly. With consistent use, you'll become a keyboard shortcut pro and reap the benefits of an efficient email workflow.