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Outlook 2010 Power Shortcuts
Illustration by Neil Webb

Applying Quick Steps


From:

Outlook 2010 Power Shortcuts

with David Diskin

Video: Applying Quick Steps

Earlier in the chapter, I explained the use of rules, and how they can be applied automatically to e-mails as they come in. Outlook 2010 introduces a related feature called Quick Steps. A Quick Step is a badge of commands that can be executed in a single click, like a macro. For example, a Quick Step might take the selected e-mail and forward it to someone else, mark it as read, and delete it. Another one might create a new e-mail, automatically address it to everyone in your department, and set up a pre-written subject and body.
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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Outlook 2010 Power Shortcuts
2h 28m Intermediate Jan 18, 2011

Viewers: in countries Watching now:

In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.

Topics include:
  • Navigating Outlook with keyboard shortcuts
  • Conducting a poll through email
  • Sending automated replies using rules
  • Managing junk mail
  • Utilizing search folders for repeating searches
  • Sharing a calendar via email
  • Creating multiple signatures
  • Mail merging contacts into Microsoft Word
  • Customizing Outlook's panes and the Quick Access Toolbar
Subjects:
Business Productivity
Software:
Office Outlook
Author:
David Diskin

Applying Quick Steps

Earlier in the chapter, I explained the use of rules, and how they can be applied automatically to e-mails as they come in. Outlook 2010 introduces a related feature called Quick Steps. A Quick Step is a badge of commands that can be executed in a single click, like a macro. For example, a Quick Step might take the selected e-mail and forward it to someone else, mark it as read, and delete it. Another one might create a new e-mail, automatically address it to everyone in your department, and set up a pre-written subject and body.

Outlook comes with five pre-written Quick Steps, shown here, that you can customize or remove, and you can add as many more as you see fit. I'll start by showing you how to customize the five initial Quick Steps. We'll create a Quick Step that starts a new e-mail pre-addressed to your department with a prewritten subject line. From my Inbox, I'll click the Team E-mail Quick Step to launch it. Notice how the First Time Setup Wizard runs and prompts me for who the recipients should be.

I can enter their e-mail addresses here or click To and add them for my address book. I can also click Options if I want to specify more information. Let's try this out. Under Options, I'll first type by adding the recipients. I'd like my message to begin with a prewritten subject and body, so I'll click Show Options.

I can even change the Quick Step's name and icon up above. And if I want to, I can create a shortcut key that immediately launches this particular Quick Step. I'll assign it to Ctrl+Shift+1. After hitting Save, my new Quick Step is ready to go. I can click Weekly Update or hit Ctrl+Shift+1. Notice that my e-mail is already created with my subject, body, and recipients.

I just need to customize it and hit send, and I can do this very quickly, anytime I want to. The second Quick Step will take the selected e-mail and forward it to my assistant, automatically flagging it, marking it as read, and moving it away from my Inbox. The built-in Quick Steps don't have one like this, so I'm going to create New and make it from scratch. I'll call it To Assistant, choose an icon, and then begin adding actions. We'll forward the message to my assistant, leave the existing subject, flag it, then click Add Action, and create my second action to mark the message as read and another action to move the e-mail to a specific folder-- in this case my Deleted Items.

So now the Quick Step I'm about to create has three steps: to forward it to Greg--marking it as do Today--mark the message as read, and move it to my deleted items. When done, I'll click Finish, and my brand-new Quick Step appears at the top of the Quick Step gallery. Now I can select an e-mail like this one from Judith, click To Assistant, and the message is ready to go. After hitting Send, the original message is removed from my Inbox, to my deleted items, and now Greg has a new e-mail.

Note that you can also edit a Quick Step by aiming your mouse at it, right-clicking, and choosing Edit. If I want my message to Greg to automatically send without giving me a chance to modify it, I'll click Show Options and choose Automatically send after a one-minute delay. Now when I choose a new message and forward it off to Greg using the new Quick Step, the message is automatically created and placed in my Outbox for about a minute. Sooner it will leave. But if I need a modify it or delete it, I can.

So there you go, Quick Steps, new to Outlook 2010. And remember the difference between Quick Steps and rules: rules happen immediately as e-mails are received based on a set of criteria; Quick Steps are triggered only when you click a Quick Step icon or hit a shortcut key. And now to wrap up chapter 2 with a little social networking and the new Activity Feed feature.

There are currently no FAQs about Outlook 2010 Power Shortcuts.

 
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