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Using Quick Steps to process messages

From: Outlook 2013 Essential Training

Video: Using Quick Steps to process messages

A Quick Step is a neat feature in Outlook in which you can manually trigger a sequence of events to process the message. It's like a Message Rule in which actionable items occur and there can definitely be more than one actionable item, however, unlike Rules, which trigger automatically, you can easily trigger a Quick Step on whatever emails you want manually, and whichever ones fit your need at the time. You can find Quick Steps in the Home Ribbon Tab under the Quick Steps Category. You can hover your mouse over them and it'll tell you what they do. For example, this one will forward a selected email that you specify to your Manager.

Using Quick Steps to process messages

A Quick Step is a neat feature in Outlook in which you can manually trigger a sequence of events to process the message. It's like a Message Rule in which actionable items occur and there can definitely be more than one actionable item, however, unlike Rules, which trigger automatically, you can easily trigger a Quick Step on whatever emails you want manually, and whichever ones fit your need at the time. You can find Quick Steps in the Home Ribbon Tab under the Quick Steps Category. You can hover your mouse over them and it'll tell you what they do. For example, this one will forward a selected email that you specify to your Manager.

The first time you click on a Quick Step, it's going to ask you who your Manager is and you can put in their email address and it will remember that and next time you'll never have to put it again, it'll just automatically forward it to that person. We can actually create our own Quick Steps if these aren't enough for you. For example, here's a newsletter; I have already created a Folder called Reading List so I'm going to create a Quick Step that will automatically take things and put them in my Reading List manually. So let's expand the Quick Steps dialog box and this time, I'm going to select New.

There are a couple of built in ones, so I'm going to choose Move to Folder. I can give it a name, I'm going to call this one Reading List. For Actions, I'm going to move it to Folder and I can choose a Folder. Now I'd already created this Folder called Reading List, so I'm going to select it. I can mark it as Read or not, in this case, I'm going to uncheck Mark as Read, because if I did have one that was unread and I moved it to my Folder, it'll remind me that I have things to read in my Reading List. I can click Finish and OK and now you'll see my Reading List is in my Quick Steps.

So here's something that I want to add to my Reading List, so I'm going to highlight it and click Reading List. As you can see, it removes it from my Inbox and now if I come to my Reading List Folder, there it is. Now you can actually get a little bit more complex. I'm going to go back to my Inbox and you'll see that I have a lot of New Product Releases, in this case, let's say that there's a bunch of different actionable items that needs to happen whenever I get a New Product Release. For example, I have to send out an email saying that I approve it and then I need a meeting to talk about a product catalog design.

So I'm going to go down to my Quick Steps Dialog again, click on New, and this time instead of all this canned ones, I'm going to go down to Custom. I'm going to give it a name, and here's where I get to choose all the actions that's going to occur whenever I click on this Quick Step, in this case, I'm going to do more than one action. The first one is, I'm going to move it to a Folder. Just like last time the Folder has to be made already and I've already done that, so I'm going to select my Product Releases Folder.

I'm going to add another action by clicking Add Action. This time, I'm going to fire off an email, so I'm going to down the Respond Category and choose Forward. I'm going to forward it to somebody in my office and I can click to on the two down arrows and add more things. For example, I can append the word Forward, I can keep the original Subject or I can change it and I can actually add my own text. And then I'm going to come down and add one more Action.

I'm going to create a meeting with somebody to talk about the Product Catalog Design. So I'm going to create a New Meeting, I can specify who I want to create the meeting with, and I can click on the two down arrows again and put in things like a Subject and Location. Once I'm all done, I can click Finish, click OK and our New Product Release Quick Step is done.

Now whenever I get one in my Inbox, I can click the button and all my actions take effect. I can choose the time and the date for my meeting, choose Send. Here's my email saying that I approve the release, I can click Send on that one and if I come to my Product Releases Folder, there it is. So I can now apply this Quick Step whenever I get a New Product Release, so I'll never worry about missing a key step in a Product Release process.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 27308 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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