What Are the Best Microsoft 365 Keyboard Shortcuts for Word, Excel, and Outlook to Save Time at Work?

Which Microsoft 365 Shortcuts Should I Learn First for Faster Email, Formatting, and Excel Data Cleanup?

Microsoft 365 can feel fast or slow. The difference often comes down to small habits that remove tiny delays. Use the shortcuts below to cut clicks, keep formatting clean, and move through email and spreadsheets with less effort.

Change text case in Word (UPPER, lower, Title Case)

Shortcut: Shift+F3 (Windows) / Shift+fn+F3 (Mac)
Works in: Word (Windows, Mac)

Use this when headings look inconsistent or when someone sent text in all caps.

1. Select the text
2. Press the shortcut once to switch case
3. Press again until the case matches what you need

Keep words together with a non‑breaking space (Word)

Shortcut: Ctrl+Shift+Space (Windows)
Works in: Word (Windows, Mac)

Use this when a term should never split across lines, such as “Microsoft 365,” names, titles, or units like “10 kg”.

1. Place the cursor between the two words
2. Press the non‑breaking space shortcut
3. Word treats the pair as one unit when wrapping lines

Repeat the last action (Word and Excel)

Shortcut: Ctrl+Y or F4 (Windows) / Cmd+Y (Mac)
Works in: Word, Excel (Windows, Mac)

Use this when you keep doing the same step: apply the same border, insert the same row type, repeat the same formatting change.

1. Do the action once
2. Select the next target
3. Hit the shortcut to repeat the last action

Practical note: it repeats only the most recent action. If you did two changes, it repeats just the last one.

Copy and paste formatting only (Word)

Shortcuts:
Copy format: Ctrl+Alt+C (Windows) / Cmd+Shift+C (Mac)
Paste format: Ctrl+Alt+V (Windows) / Cmd+Shift+V (Mac)
Works in: Word (Windows, Mac)

Use this when a document has one “perfect” heading or paragraph and you want other text to match it fast.

1. Click the well-formatted text
2. Copy formatting
3. Select the text to fix
4. Paste formatting

Reply, forward, and send faster in Outlook

Shortcuts:
Reply: Ctrl+R (Windows) / Cmd+R (Mac)
Forward: Ctrl+F (Windows) / Cmd+J (Mac)
Send: Ctrl+Enter (Windows, often works in Outlook desktop)
Works in: Outlook (Windows, Mac)

Use these when you want to stay on keyboard and clear messages quickly.

1. Select an email
2. Reply or forward via shortcut
3. Write the message
4. Send via shortcut (if your Outlook supports it and required fields are complete)

Archive mail with one key (Outlook)

Shortcuts:
Windows desktop: Backspace
Outlook on the web: E
Mac: Ctrl+E
Works in: Outlook (Windows, Web, Mac)

Use Archive to clean your inbox without deleting. It keeps mail searchable, but out of sight.

1. Select one or more emails
2. Press the archive shortcut for your platform
3. Messages move to Archive

Paste text without formatting (Word)

Shortcut: Ctrl+Shift+V (Windows) / Cmd+Shift+Option+V (Mac)
Works in: Word (commonly supported; exact behavior can vary by version)

Use this when pasted text brings in weird fonts, sizes, colors, or spacing.

1. Copy text as normal
2. Use the “paste without formatting” shortcut
3. Word inserts clean text that matches your document styling

If it doesn’t work in a specific build, use Word’s Paste Options and choose “Keep Text Only.”

Flash Fill in Excel (pattern-based fill)

Shortcut: Ctrl+E (Windows, Mac)
Works in: Excel (Windows, Mac)

Use this for quick cleanup: split names, extract usernames, merge strings, reformat IDs, or pull parts of a date.

Example: full name in column A, you want surname in column B.

1. Type the correct surname for the first row in column B
2. Click the next cell down in column B (or stay in the column)
3. Press Ctrl+E
4. Excel fills the rest based on the pattern

Accuracy tip: scan a few filled rows. If you see mistakes, correct one example and run Flash Fill again.

A simple way to build muscle memory

Pick two shortcuts for a week: one for Word and one for Outlook or Excel. Use them every day until your hands reach for them without thinking. Then add the next two.