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If the Move to: ? option isn’t in view, scroll through the gallery to locate it. Next, make sure the Home tab is displayed and click the Move to: ? Quick Step from the Quick Step gallery, as shown in Figure 5.6. While viewing your Inbox messages in the Mail module, select the message you want to dispatch (click it or tap it to select it). To practice using one of the default Quick Steps, you can try out the one that moves messages. Reply and Delete-This one opens a reply form to send back a reply and also moves the original message to the Deleted Items folder.Done-This marks the selected message as read, completed (with a Mark Complete flag), and moves it to a designated folder-three things at once.All the member’s email addresses are saved and preloaded in the form window, ready to go. Team Email-Use this Quick Step to send a new message to everyone on a team.To Manager-This opens a message form that’s automatically preset with a designated recipient, such as your manager (hence the name), along with the forwarded message.Move To-If you find yourself moving messages to the same folder over and over, designate it as the Move To folder and use this Quick Step to immediately relocate messages.Outlook even includes a few preset Quick Steps you can take advantage of: You can scroll through the gallery to view them or expand the gallery to view all of them at once. Outlook stores Quick Steps in the Quick Steps gallery on the Home tab when you’re using the Mail module.
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Rather than do the two actions separately, why not do them at the same time? That’s where Quick Steps come into play. For example, you might want to flag a message for follow up later and move it to a special folder. You can use Outlook’s Quick Steps feature to perform multiple actions on your email messages with just one click. Combined with PSTs, rules, tagged searching, and the other Outlook features I’ve written about here, Quick Steps helps Outlook be a great hub for your email communications.Learn More Buy Routing Messages with Quick Steps They’re not as powerful as a rule or as completely flexible as a macro, but Quick Steps are yet another handy tool in Outlook to help you keep your mass of messages organized. You can create a Quick Step to perform any of these actions:Īfter creating the Quick Step, use the drop-down at the bottom of the Custom screen to assign an optional keyboard shortcut and write the tooltip so on a mouse-hover you can be reminded what the Quick Step does. This will list all your quick steps, allowing you to edit them, change their order in the list, or create new ones.Ĭlick the “New” button, then choose “Custom”. To create a Quick Step, click on the “Expand” button in the lower-left corner of the Quick Steps panel (shown circled in red below) I click one of my Quick Steps (see the image below), and that will move the selected messages to that folder.
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My chief use of Quick Steps is to sort emails into folders. Think of it as a home for button-activated macros that you activate with a click (or a keyboard shortcut) - great for keeping your emails organized or to tame an unruly inbox. These allow you to assign an activity to an icon or keyboard shortcut, much like macros in Word or Excel. Quick Steps were introduced in Outlook 2010. I’ve written about automating your workflow with Outlook files, rules, and tagged searches (here’s a link to all my Outlook articles) - but I have one more Outlook productivity tip to write about: “Quick Steps.” The Quick Steps Two-Step With Office 2010, Microsoft seems to have shaken some of the major bugs out, and when you take advantage of some of the built-in tools to keep things organized, it has become a worthwhile personal information manager for my work life. It used to be something I did with a lot of grumbling, but I have to admit that I’ve come to like it.
OUTLOOK QUICK STEPS REORDER LIST PROFESSIONAL
I seem to live most of my professional life in Outlook.
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Outlook automation is possible using the “Quick Steps” feature.