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Creating Quick Steps for frequent Outlook tasks

From: Outlook 2010: Real-World Projects

Video: Creating Quick Steps for frequent Outlook tasks

Kim Romano has received some new requests for quotes. Each request needs to be processed in exactly the same way. The email is forwarded to Kirk and Petal, then saved in a Quote Request folder in Kim's inbox. Let me show you how Kim can use Outlook 2010's Quick Steps to automate these tasks. As well as the built-in Quick Steps, there is a link to create a new Quick Step. So let's simply choose Create New, and name this Request for Quote. Kim's going to choose an Action. There are a series of Actions that we need.

Creating Quick Steps for frequent Outlook tasks

Kim Romano has received some new requests for quotes. Each request needs to be processed in exactly the same way. The email is forwarded to Kirk and Petal, then saved in a Quote Request folder in Kim's inbox. Let me show you how Kim can use Outlook 2010's Quick Steps to automate these tasks. As well as the built-in Quick Steps, there is a link to create a new Quick Step. So let's simply choose Create New, and name this Request for Quote. Kim's going to choose an Action. There are a series of Actions that we need.

First, we need to forward this message, and so Kim will forward the message to Kirk and to Petal. In the next Action, when the request has been forwarded, it then needs to be moved to a folder. And the folder that it needs to be moved to is called Quote Requests. Kim could then add any other Action she wished, there's a sizable list here. She can change the Status, Marking it as read, for example, or unread.

But she could also choose to set a Category for the message, flag the message, for example, for follow-up within a week if she wished. She could create a new appointment with an attachment, or a new appointment included with text of the message. So this is a powerful new feature, but Kim is simply going to Mark this as read after it's been moved to the folder and forwarded. Notice in the Quick Steps now we have Request for Quote as one of our choices. So Kim can now work very quickly with these quote requests. For example, this message, Lisa Callahan, onehappybride@ rocketmail.com, upcoming wedding and she'd like a quote.

Kim simply selects the message, and clicks the new Request for Quote Quick Step she just created. Notice that the message is opened so that she can forward it, she can add text if she wishes but doesn't need to, and can click Send. The email is no longer in her Inbox. We know that it's marked as read in the Quote Request. Let's return to her Inbox and use the new custom Quick Step to manage this request for a corporate party. This is an event in July, she has a lot of time, but there might be some other information that she wants to provide like to flag this, or note that there are other pieces.

So that Kirk and Petal know that this one is a slightly different request for a customer that we actually have been trying to do some work for, for awhile. So she notes that there have been other inquiries from Dominic before. Notice that the Quick Step, because of the way it's written still allows Kim to enter additional information, if she needs to, for any of these. And finally, an inquiry from Gerry about his daughter's wedding, sent.

Custom Quick Step save time. They also ensure that you handle every routine email in exactly the same way, like Macros in Word or Excel, Outlook Quick Steps allow you to automate routine tasks so you can focus your energy on the non-routine work in your office.

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Outlook 2010: Real-World Projects

6 video lessons · 7331 viewers

Gini Courter
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