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Rediscover the robust task management features in Microsoft Outlook 2010. Author Gini Courter explains the difference between Outlook tasks and To-Do Lists, and shows how to use Outlook 2010 to handle both business and personal schedules, from making appointments, to creating and completing tasks, to color-coding calendars and tasks for at-a-glance review.
Quick Steps are a new feature in Microsoft Outlook 2010. They are small programs, a series of steps that you would like Outlook to execute when you fire up the Quick Step. You can think of them as Macros if you're familiar with those, little programs that run within Word or Excel, but here we're running Quick Steps or Macro like applications within Microsoft Outlook. You'll find the quick steps in Mail any Mail folder, you'll see them here you don't find Quick Steps in the Calendar Contacts or Tasks.
So if I'm in my Inbox I have access to Quick Steps here on the Home tab in the Quick Steps group. There are five built-in Quick Steps, Move to, Team E-mail, Reply and Delete, To Manager and Done. And then there's Create New which is used to create custom Quick Steps which we'll look at in the next movie. The first time you use most of these quick steps, you'll be prompted to provide more information. For example, if I need to be able to quickly forward something to my manager, I can select the e-mail; click the To Manager Quick Step and the very first time I'll be asked to set this Quick Step up.
So it says To Manager but if my manager is actually Judith, I could change Manager to, To Judith. Or, if I wanted to remind myself that it's forwarded, I could say Fwd to Judith, same thing. The action its selected is Forward, I need to select to it's To, choose Judith and say OK and then I am going to save this Quick Step. The options allow you to add additional steps are additional actions into the quickstep, you'll see that in the next movie when we create custom quick steps.
So we're just going to click Save, notice that the quick step now has been renamed Fwd to Judith. So, if I have an item like the Personal Budget Figures, Fwd to Judith, notice, easy click Send, I'm done. Move to is used to move something to a specific folder, either in my Mailbox or it could even be in a set of personal folders that's always open here in Microsoft Outlook. So I click Move to and the very first time you'll notice that I'm asked to Move to question mark (?) and so let's say I wanted to move this to a new folder that existed or doesn't exist, I am going to get a chance to create one in a second.
So let's choose a folder. The only folders I really have are Deleted Items, Drafts and so on, so I am going to s ay Other Folder and I'm going to create a new folder in my inbox and let's name that folder North California (Calif) Expansion, a project that we have going on right now. I am going to say OK. So, notice that it's changed my Name here and I want to just actually put Move. And I'm going to abbreviate this a little bit so that it actually fits better up here.
So, when I choose a message and have it moved, I'm going to both move it to a folder and mark it as read. Now, if I don't want mark it as Read I can turn this off and that will have the effect of moving it to a folder but maintaining its status as Unread. So it's up to you how you're going to use this rule. Typically, you don't want to move a lot of items to a folder with a quick stop unless those items have been read. There is sort of an assumption here that you're processing the mail before you're using the Quick Steps to route it somewhere else.
So I am going to choose Save, notice it's now moved Northern California and I can choose a message and move it. I am going to take one of these and mark it as unread just so that you can see how this is going to look if it's unread. So here's this unread message here and I'm going to move it, so it will move it and it also marked it as read, so I better have read it here in the reading pane. The third possibility is that I can decide that I'd like to send a brand-new Team E-mail and again the first time I use this, I'll be prompted to say who my team members are.
So I can simply choose that the other folks on my team are Olivia and Greg, I can say OK, save this as Team E-mail and then when I want to create a Team E-mail, I just click and I get a form opened already to go to Olivia and Greg. Clearly the more people you have on your team, the more useful that is. I have the ability to reply to a message and delete it. So this is the kind of thing where I say, here this is, Check this out. It's fantastic. So I want to reply to this and delete it. So the Reply opens up and I am going to say Thanks.
and I'm now going to click Send and it will send it but it also deleted the original message, both are done that quickly. If I wanted to find that item, I would need to go look in my Deleted Items folder in order to find it. The fifth item I have is one that's called Done. The possibilities are we'll mark it as complete, if it had anything to be done on it. Move the e-mail to a folder and Mark the e-mail as read. So let's say I had something coming that was flagged for me to work on. For example this item, because when I open it up flagging it as complete is actually something that happens right up here, Mark Complete.
Now I can use Done for items that don't necessarily need to be marked complete, let's see how this works. So I'm going to click Done and again I'll be asked do you want mark it as complete, yeah I do. Do want to move it to a folder, if so where, do you want mark it as read. So I can say you know I want to mark it complete and read, but I'm not all that interested in moving it to a folder. Or I want to move it to a folder and mark it as read but if it's flagged, I don't want you to mark it as complete, so you make some choices here and we are going to open a new folder here in the inbox, we're going to create a folder that we're going to call Done, items that are completed. And let's say OK.
Here's my new folder, so I'm saying that when I choose something and mark it, choose something and run the Done Quick Step that I'd like to have it marked completed, move to folder called Done, mark it as read, all three are true. So let's go ahead and take this item and let's mark it as done and notice that it now is going to appear over here in the Done folder and it's marked as complete even though it wasn't flagged. If we take a look at this item I am going to mark this as unread, so it's unread and flagged.
We're going to click Done, it's gone, it's over here in the Done folder, it was flagged, it is now marked as complete and it is marked as read. And if I were to go to my Calendar and if I were to show my tasks, notice that those items actually make it all the way here. So they were item that was a Task, the Employee Self-service Forms is checked off and therefore it shows up here in my task list. It actually creates this and complete this entire cycle for me, where it mark something as complete and moves it.
So those five items are available as your built-in Quick Steps in Outlook 2010. Each and every one of these can help you save time when you're processing the items that are in your e-mail folders.
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