As the digital workplace continues to evolve, tools that empower productivity and enable seamless collaboration are more vital than ever. Microsoft Teams has emerged as one of the leaders in this space, currently boasting over 145 million daily active users. That is a dramatic increase from just a few years ago, with a growth of more than 75 million users since 2020 alone. This surge is a direct reflection of its ability to serve hybrid and remote teams with a reliable, multi-functional communication platform. Whether you’re collaborating across time zones or just checking in with a teammate a few desks away, Teams provides a unified solution for chat, video conferencing, file sharing, and task management.
As the platform grows in capability, so does the need for users to maximize their efficiency within it. Navigating any powerful tool can become overwhelming, especially when you’re in the middle of back-to-back meetings or trying to meet tight deadlines. That’s where keyboard shortcuts come in. By incorporating simple keystroke combinations into your daily workflow, you can dramatically cut down the time you spend switching between functions or navigating menus.
In this guide, we explore how Teams keyboard shortcuts can save you time and effort. We’ll break down the concept into four comprehensive parts, beginning with some of the most essential commands that every user should know. Each shortcut discussed here is available for both Windows and Mac operating systems, allowing you to take full control of your digital workspace regardless of your device.
Why Keyboard Shortcuts Matter in a Collaborative Platform
Before diving into specific shortcuts, it’s important to understand the fundamental value they offer. Every second counts in a busy workday, and the cumulative effect of navigating through clicks, tabs, and drop-downs adds up over time. Even tasks that take just a few extra seconds can lead to minutes lost throughout the day, hours lost in a week, and potentially days over the course of a year.
Keyboard shortcuts are about more than just convenience. They contribute directly to productivity, focus, and even communication effectiveness. Imagine you’re on a call and need to mute yourself quickly to avoid background noise. Or perhaps you just sent a message with a typo and want to edit it immediately without fumbling through menus. These actions, while small, create a smoother and more professional experience when done efficiently.
Shortcuts also reduce reliance on your mouse, which can be especially helpful during virtual meetings where your cursor may be tied up on a presentation or another shared document. By using keyboard commands, you maintain control and agility in your communication, which enhances your presence and engagement.
With that in mind, let’s start with some key Microsoft Teams shortcuts that will upgrade your workflow from day one.
You’re on Mute: The Essential Audio Shortcut
It became an almost universal experience in 2020 and beyond. Someone begins speaking during a virtual meeting, only to have someone else quickly chime in with those familiar words: “You’re on mute.” This phrase quickly turned into a meme, a joke, and a real frustration for countless professionals. But it doesn’t have to be.
Microsoft Teams offers a quick and simple shortcut that allows users to mute and unmute themselves instantly. This feature is especially valuable during long meetings, collaborative sessions, or even while multitasking. It eliminates the awkward pause that comes from locating the mute button on screen and gives you direct control over your audio.
For users on a Windows PC, the shortcut is Ctrl + Shift + M. This combination toggles your microphone on and off while you’re in an active call or meeting window. It is important to note that you must have the Teams window in focus for this shortcut to work. Clicking anywhere within the Teams meeting or application will activate the shortcut’s functionality.
For Mac users, the shortcut is ⌘ + Shift + M. The same rules apply—make sure the window is active and in focus to ensure the command works correctly. This feature alone can save you from embarrassing interruptions or missed contributions.
Mastering this shortcut ensures that you’re always ready to speak when the moment calls for it, without scrambling for the unmute icon. It empowers you to participate with confidence and clarity.
On and Off: Quick Camera Toggle for Seamless Video Meetings
Video calls have become an integral part of modern collaboration. Whether you’re participating in a daily standup, giving a presentation, or attending a team check-in, the ability to manage your camera quickly is essential. There are countless moments when you may need to turn your camera on or off without disrupting the flow of the meeting.
Maybe you’re experiencing unexpected background noise. Perhaps you need a moment off-camera. Or maybe you’re joining a call from a less-than-camera-ready setting. Whatever the reason, having a fast way to toggle your video helps maintain a smooth and professional virtual presence.
The Microsoft Teams shortcut for turning your camera on or off is Ctrl + Shift + O for Windows users. For Mac users, it’s ⌘ + Shift + O. This command will either activate or deactivate your camera feed instantly while you’re in a call or meeting.
Using this shortcut minimizes the visual disruption that happens when people are hunting for the camera icon on the screen. It also helps reduce stress and anxiety during meetings, especially for those who may be camera-shy or working in unpredictable environments. Most importantly, it allows you to respond quickly to the context of the conversation without missing a beat.
As with the mute function, the window must be active for the shortcut to work. Once you integrate this command into your routine, you’ll find it to be one of the most useful tools in your virtual collaboration toolbox.
Editing Messages: Fixing Mistakes with Ease
In fast-paced chats, typing errors are bound to happen. Whether it’s a simple typo, an autocorrect mishap, or an incomplete thought sent too quickly, these small mistakes can impact clarity and even professionalism. Fortunately, Microsoft Teams offers a shortcut that allows you to quickly edit your most recent message without having to scroll through menu options or waste time looking for the “More options” button.
For Windows users, the shortcut to edit your last sent message is Ctrl + Up Arrow. This instantly reopens your most recent message in the chat box so you can make corrections or complete your thought. On a Mac, the same function is available using ⌘ + Up Arrow.
This is particularly useful during rapid-fire conversations or when you realize an error just after pressing Enter. Instead of navigating through the three-dot menu beside your message, you can make corrections on the fly. This not only saves time but also helps maintain a fluid and professional tone in your communication.
This feature is also ideal when you’re multitasking. Let’s say you’re in a meeting while chatting with a colleague, and you realize a word was misspelled or a detail needs clarification. With this shortcut, you can make the fix in seconds and move on without disruption.
This shortcut reinforces the idea that communication is a continuous flow. Being able to edit messages quickly helps you stay on top of that flow without breaking it.
Starting a New Chat: Launch Conversations Without Delay
As Teams usage grows and conversations multiply, it can be easy for your chat space to become cluttered or disorganized. Sometimes, it’s more efficient to start a new chat window than scroll through dozens of old messages. Whether you’re initiating a quick check-in or launching a new project conversation, starting a new chat is a frequent and essential action for many Teams users.
Microsoft Teams makes this simple with a straightforward shortcut. On Windows, pressing Ctrl + N launches a new chat window. On Mac, use ⌘ + N. This immediately opens a blank chat field where you can type the name or names of your intended recipients and begin typing your message.
What’s helpful to know is that starting a new chat this way doesn’t duplicate previous conversations. If you’ve already communicated with the person before, the chat history will automatically populate below your new message. This gives you the freedom to start fresh while retaining context from previous discussions.
This shortcut is perfect for moments when speed matters—such as when you need to quickly relay a message, ask a question, or coordinate something urgent. Instead of hunting through the chat tab or waiting for your cursor to catch up with your mouse clicks, this command brings your conversation to the forefront with minimal effort.
Moreover, the shortcut supports multitasking. You can open a new chat while on a call, while reviewing a document, or even during another ongoing conversation. The simplicity and power of Ctrl + N or ⌘ + N lies in its ability to reduce friction and make communication as immediate as speaking.
Navigating Quickly: The Power of the Search Bar Shortcut
One of the most underrated yet powerful features in Microsoft Teams is the universal command bar, also known as the search bar. Positioned at the top of the application, this bar allows you to search for messages, people, files, commands, and more—all from a single location. It serves as a central hub for accessing everything you need in Teams.
Instead of clicking around through different menus and tabs, you can instantly jump to the command bar by using a simple shortcut. For Windows users, press Ctrl + E. On a Mac, press ⌘ + E. This takes you directly to the top of the screen where the search bar is located, ready for input.
Once there, you can type a colleague’s name to go straight to a chat, enter a keyword to search messages, or even run a quick command like typing “/files” to see your recent documents. You can also use “/call” followed by a name to instantly start a call or “/unread” to filter your unread activity.
What makes this feature especially valuable is that it puts nearly the entire app’s functionality at your fingertips. You’re not just searching—you’re navigating. The shortcut doesn’t just save time; it reshapes how you interact with Teams. Instead of clicking through multiple layers of navigation, you can move with speed and precision.
Over time, this shortcut becomes second nature. You’ll find yourself relying on it to move between conversations, jump into meetings, find files, or issue commands, all without ever lifting your hand from the keyboard.
Managing Notifications and Activity with Ease
Staying on top of notifications is essential in any collaboration platform, but it can also become overwhelming if not managed efficiently. Microsoft Teams includes an Activity tab where all your mentions, replies, and other alerts are organized in one place. If you’re juggling multiple chats, channels, and meetings, being able to check your activity feed quickly is vital.
Instead of clicking on the Activity icon in the sidebar, you can jump directly to your activity feed with a shortcut. On Windows, press Ctrl + 1. On a Mac, the shortcut is ⌘ + 1.
This shortcut opens the Activity tab instantly, allowing you to see all your recent alerts. From there, you can click into messages, review mentions, or mark items as read. It’s particularly useful during periods of high collaboration when messages are coming in rapidly and you don’t want to lose track of important updates.
The number associated with this shortcut corresponds to the position of the tab in the Teams sidebar. Ctrl + 1 (or ⌘ + 1) is for Activity, Ctrl + 2 is for Chat, and Ctrl + 3 takes you to Teams. This numbered system means you can navigate across the main sections of Teams with just a couple of keystrokes.
When used consistently, these shortcuts keep your workflow fluid and reduce the amount of clicking and waiting you’d otherwise experience. They’re especially valuable for power users and anyone managing multiple team spaces or conversations simultaneously.
Navigating Chat and Teams Tabs Without the Mouse
Beyond the Activity tab, Microsoft Teams organizes its main interface into several core areas: Chat, Teams, Calendar, Calls, and Files. Each of these tabs plays a central role in your daily workflow. While it’s easy to click between them with your mouse, using keyboard shortcuts can make your transitions faster and more consistent.
As mentioned earlier, Teams uses a numbered system for its left-hand navigation bar. Here’s a closer look:
- Ctrl + 2 (Windows) or ⌘ + 2 (Mac) takes you to the Chat tab.
- Ctrl + 3 (Windows) or ⌘ + 3 (Mac) opens the Teams tab.
- Ctrl + 4 (Windows) or ⌘ + 4 (Mac) takes you to the Calendar.
- Ctrl + 5 (Windows) or ⌘ + 5 (Mac) opens the Calls tab.
- Ctrl + 6 (Windows) or ⌘ + 6 (Mac) brings up the Files section.
These shortcuts allow you to jump between essential functions instantly. For example, you might be discussing a document in a chat, then need to jump to your Files tab to reference it. Or you might want to check your calendar mid-conversation to suggest a meeting time.
By pressing just two keys, you switch context without breaking focus. It eliminates the small delays that happen when you move your mouse, search for the right icon, and wait for the interface to load. Over time, these tiny time-savers accumulate into a smoother and more productive work experience.
For users who frequently switch between multiple tasks or collaborate across departments, mastering these shortcuts is like unlocking a new level of control in Teams.
Navigating Within Conversations
Once you’re inside a chat or a channel conversation, there are still more opportunities to optimize your workflow. One of the most useful shortcuts for managing active conversations is Ctrl + Shift + L on Windows or ⌘ + Shift + L on Mac. This shortcut cycles through your recent conversations, allowing you to quickly jump from one chat to another without clicking through the chat list manually.
This is perfect for fast-paced collaboration, such as when you’re messaging with multiple team members about related tasks or coordinating a group project. Instead of stopping to search for each contact, you can move through your recent history like flipping through tabs.
Another helpful shortcut is Ctrl + Up Arrow (or ⌘ + Up Arrow), which, as mentioned earlier, lets you edit your most recent message. But if you want to simply move up and read previous messages without editing, you can use the standard Up and Down arrow keys to navigate within the message pane.
The key to mastering Microsoft Teams isn’t memorizing every shortcut—it’s identifying which ones align with your habits and workflow. If you regularly jump between conversations or multitask across tabs, these navigation tools can significantly reduce your time spent on routine actions.
Advanced Control: Background Blur and Settings Access
Microsoft Teams continues to introduce features that enhance the user experience, including the ability to blur your background during video calls. While this feature is most often accessed through the device settings during a call, it can also be toggled using the keyboard.
There isn’t a universal default shortcut for toggling background blur across all systems yet, but some organizations using custom deployments of Teams may enable it. If it’s not available, you can still access the background settings manually with minimal interruption. However, there is a consistent shortcut for accessing the main Settings panel in Teams.
To open your settings, press Ctrl + , (comma) on Windows or ⌘ + , on Mac. This command instantly opens the Settings menu, where you can adjust notifications, audio devices, permissions, background effects, and more.
Using this shortcut gives you quick access to personalize your Teams experience without losing your place. Whether you need to switch devices, change your notification tone, or check permissions, you can do so with minimal disruption.
Taking Control During Meetings: Managing the Flow Like a Pro
Meetings are a core feature of Microsoft Teams, and they often involve fast-moving discussions, shared content, and active participation. When you’re presenting or moderating, being able to control what’s happening without fumbling for your mouse is invaluable.
One of the most powerful shortcuts available during meetings is the ability to quickly open the share tray. When you’re ready to present a document, a window, or your entire screen, you can open the sharing panel by pressing Ctrl + Shift + E on Windows or ⌘ + Shift + E on Mac. This instantly brings up the options to share content without needing to locate the share button on the screen.
If you’re someone who regularly shares slides, demos, or project updates, this shortcut can make the transition from talking to presenting feel seamless. You’ll appear more confident and prepared when you’re able to begin presenting without a pause or visual distraction.
Another key shortcut during meetings is raising your hand. This is especially useful in large meetings where multiple people are present and interruptions can be disruptive. You can quickly raise or lower your hand by pressing Ctrl + Shift + K on Windows or ⌘ + Shift + K on Mac. This shortcut adds structure to the conversation and ensures that everyone has a chance to speak in turn.
These meeting-specific shortcuts are designed not just for speed but for clarity. They help you focus on the conversation and engagement without wasting time searching for controls. The smoother your control of the interface, the more attention you can give to the discussion itself.
Formatting Messages Without Leaving the Keyboard
Not every message in Microsoft Teams is a quick one-liner. Sometimes you need to send a well-formatted paragraph, emphasize key points, or even create a mini bulleted list. While Teams provides formatting tools in the message window, reaching for the mouse slows down the rhythm of writing. Fortunately, you can access full message formatting with a quick shortcut.
To expand the message formatting toolbar, press Ctrl + Shift + X on Windows or ⌘ + Shift + X on Mac. This opens a rich text editor inside the message box, allowing you to add headings, change font size, insert lists, and more—all without taking your hands off the keyboard.
This shortcut is incredibly useful when you’re making announcements in a channel, providing instructions, or composing an update that needs structure. Instead of typing a plain text block, you can quickly highlight key information, use bullet points for clarity, or bold certain phrases for emphasis.
Additionally, Teams supports Markdown-like formatting even without the expanded editor. For example, typing **bold** or _italic_ automatically styles your text accordingly when you send the message. But when you need full formatting control, this shortcut opens the door to more professional and polished communication.
Mastering this shortcut improves how you deliver information—especially in team channels, where clear formatting helps others read and respond more effectively.
Switching Between Open Conversations and Threads
As your activity grows in Microsoft Teams, it’s common to have multiple chats and threads open throughout the day. Switching between them can involve a lot of clicking and scrolling, especially if you’re juggling several active conversations. But Teams provides shortcuts that make this task easier.
You can cycle forward through open conversations using Ctrl + Tab on Windows or Mac. To cycle backward, use Ctrl + Shift + Tab. These shortcuts allow you to move through your active windows much like tabbing through browser tabs. You no longer need to scroll through your recent chats or reopen items from the sidebar.
This is a major time-saver if you’re working across multiple projects or teams. For example, you might be coordinating logistics in one chat while discussing strategy in another. Instead of reopening each window manually, you can flip between them instantly with just two keys.
These tab-switching shortcuts help reduce context switching friction. Rather than breaking your flow to relocate a conversation, you can stay fully engaged with each discussion in the moment, making your transitions seamless and your responses quicker.
Quicker Mentions with the “@” Shortcut
Mentions are a key feature in Microsoft Teams communication. Whether you’re notifying a teammate, tagging a group, or calling attention to a particular message, using the “@” symbol ensures visibility. While this is technically not a traditional shortcut, using it strategically is a form of keyboard-based optimization worth mastering.
In any message window, typing “@” immediately activates the mention field. You can begin typing the name of a person, team, or channel, and Teams will autofill your options. Once selected, the person or group will be directly notified.
Using mentions helps you reduce back-and-forth follow-ups. Instead of relying on someone to stumble across a message, you can call their attention to it instantly. When working in busy channels or long message threads, this ensures that key people don’t miss what you’ve said.
While not a formal key combo, the “@” mention is still a high-leverage communication tool. When used with intent, it enhances the effectiveness of every message you send.
Keyboard-Only Navigation: The Command Palette
While the Ctrl + E (or ⌘ + E) shortcut brings you to the search bar, there’s another layer of functionality available within that same space—the command palette. Typing a forward slash “/” in the command bar opens a list of quick commands that can execute a range of tasks without clicking.
Some examples include:
- /goto to jump to a specific team or channel
- /call to initiate a call with a contact
- /saved to view saved messages
- /files to list recently accessed documents
This command palette acts like a power user’s control center. You don’t need to memorize each command; simply typing “/” will bring up a full list of available options, and you can use the arrow keys to scroll through them.
These commands work beautifully in tandem with the Ctrl + E shortcut. Together, they allow for deep navigation and task execution all from the keyboard, saving you precious time and reducing mental fatigue from constant UI scanning.
Staying Organized with Saved Messages
Teams allows you to save messages for quick reference later, which is incredibly helpful when juggling multiple projects or deadlines. When you come across a key detail, an action item, or a helpful link, you can save it and return to it with just a few keystrokes.
While saving a message requires a click on the ellipsis (…) and then “Save this message,” accessing your saved messages can be done via the search bar shortcut. Press Ctrl + E (or ⌘ + E) to jump to the command bar, then type /saved and hit Enter. This pulls up all your saved items in a dedicated window.
This combination of shortcuts makes saving and retrieving information more practical and less tedious. It reinforces the idea that Teams is more than just a communication tool—it’s a personal productivity hub. By organizing your workspace efficiently, you reduce the risk of missing follow-ups or forgetting key instructions.
Customizing and Learning More with the Shortcut Guide
Microsoft Teams includes a built-in reference guide for all available shortcuts. While this guide itself doesn’t provide a performance benefit, knowing how to access it quickly can be helpful as you continue to build your keyboard proficiency.
To view the full list of Teams shortcuts, press Ctrl + . (period) on Windows or ⌘ + . on Mac. This opens a floating help window that shows every available command across different contexts, including meetings, chats, and navigation.
If you’re ever unsure of a shortcut or want to explore new ones, this built-in guide keeps everything at your fingertips. It’s especially useful when teaching others or onboarding new team members who want to work more efficiently in Teams.
This shortcut is your gateway to self-guided learning. As Teams evolves and more features are added, this guide will also reflect those changes, making it a valuable reference point as you grow with the platform.
Shortcut Strategies: Building Habits That Stick
Knowing the shortcuts is one thing—making them a natural part of your workflow is another. Many users learn a few commands but quickly fall back into mouse-based navigation out of habit. The key to transforming shortcuts from knowledge into productivity is deliberate practice and gradual integration.
Start by focusing on three to five shortcuts that align with your daily activities. For instance, if you frequently switch between chat and calendar, practice using Ctrl + 2 and Ctrl + 4 (or ⌘ + 2 / ⌘ + 4 on Mac). Use them consistently until they feel automatic. From there, add one or two more shortcuts each week.
You can also post a mini cheat sheet near your workstation or use sticky notes to remind yourself of the most useful combos. Microsoft Teams’ built-in shortcut guide (accessed with Ctrl + .) can serve as a reference point if you forget one.
Repetition is what turns shortcuts into habits. Once you’ve internalized them, you’ll find yourself moving faster, thinking less about the interface, and focusing more on the content and conversations that matter.
Layering Shortcuts for Compound Productivity
What really sets power users apart is not just knowing shortcuts—but layering them together. For example:
- Press Ctrl + E to open the command bar, then type /files to jump directly to your recent documents.
- Follow up with Ctrl + 6 to go to the Files tab if you need deeper browsing.
- Open a chat using Ctrl + 2, then use Ctrl + Shift + X to format your response properly.
This layered approach creates seamless task-switching. You don’t just move fast—you stay focused, reduce UI friction, and reduce your reliance on visual scanning and mouse movement. It’s multitasking without multitasking fatigue.
If you use Teams all day, this strategy saves dozens of clicks and seconds that quickly add up over the course of a week. And more importantly, it gives you more mental space to concentrate on the work, not the tools.
Bonus Tips: Beyond Shortcuts
In addition to keyboard shortcuts, here are a few expert-level tips to elevate your Teams usage:
- Pin frequent chats or channels to the top of your sidebar. This reduces the need for navigation entirely.
- Use the slash commands (/call, /saved, /goto) in the search bar to reduce time spent hunting through menus.
- Set quiet hours or notification settings using Ctrl + , to maintain focus during deep work.
- Use bookmarks or Saved Messages to create a mini task list. Tag action items during the day and review them later with /saved.
By combining keyboard mastery with smart UI strategies, you become not just a faster Teams user—but a more focused communicator and collaborator.
Final thoughts
Microsoft Teams is more than a messaging app—it’s a workplace hub, communication tool, and project manager all in one. And like any robust platform, the more fluent you are with its tools, the more you get out of it.
Keyboard shortcuts are a small but powerful way to unlock that fluency. They reduce friction, speed up workflows, and make your day feel smoother and more in control. Whether you’re joining meetings, formatting a message, or navigating across tabs, every shortcut you master takes one more obstacle out of your way.
In a digital world where time and attention are precious, mastering Teams shortcuts isn’t just about saving clicks—it’s about reclaiming focus. It’s about moving with confidence and intention through your daily work.
So start small. Pick a few shortcuts that match your rhythm. Practice them. Then add more. In a few weeks, you’ll wonder how you ever used Teams without them.