Join Gini von Courter for an in-depth discussion in this video Use Quick Steps, part of Outlook 2016: Advanced Tips and Tricks.
- [Narrator] Just as Microsoft Excel and Microsoft Word support macros that allow you and I to create and save a series of steps and then later fire off those steps on command, Outlook has something similar specific to managing email. And that's quick steps. Quick steps appear here on the home tab whenever you have an email folder selected. But if I click on calendar, for example, you'll notice no quick steps apply to calendar. The quick steps are specifically built for email.
There are five of them built in: move to, to manager, team email, done, reply and delete, and then finally, the ability to create new, although you can click a dropdown, and here's the list of all the different kinds of new quick steps you can create. Let me show you how one of these works. Let's fire up team email. This is for my CRM team. I don't want to create a long name, I don't have a ton of space up here.
So, that looks good, and now what I want to do is say that when I have a team email, these are the folks that I want to send it to. So let's click the address book, and the folks on my team right now are Victor, Tammy. And then, remember that I have a group. And that group is CRM project. When I send a new email, I would like it to go to all three of those folks.
Here are my options then, I can add additional actions. I can add a short cut key. Now all of these are control shift and a number, and it's not easy to access these shortcuts. I'd still need to be able to point to the item. So if you like short cut keys, and you want to memorize some, then you can choose one of these short cut keys and assign it. I'm not going to do that because I'm simply going to go to the quick step and click the quick step. Notice that when I expanded that dialogue, I lost my two folks, so I'm back to adding them again.
That's okay, good practice. And I want Tammy and Victor and, from my groups, CRM project. Yes, now they're there. And I don't want a shortcut. And I'm going to click save. Now, how does this work? The way this works then, is I click CRM team, and I get a new message that's automatically addressed. Let's look at one more that's a quick step that I create fairly frequently which is a forward to.
So I'm going to forward, fwd CRM team. Choose an action, and the action is that I want to forward a message, and I'm simply going to forward it to the team CRM project. Notice as I start typing it, that works. And I could add another action, just so you know you can do more than one thing here, I could mark this as read when I do that.
And I forwarded it, and now I want to add another action, and I'm going to move it to a folder. And the folder that I'm going to move it to is the CRM project folder. I'm going to forward the email, mark it as read, and then move it to the project folder. Let's see how that works, let's finish it. This is the message that I would like to forward. Here's my fwd CRM team. Click. Send.
It's gone, because it's been marked as read and moved here. If you haven't done this before, creating and using quick steps is a real discipline. Start with a couple of the easy ones: done, reply and delete helps you automatically get rid of an email once you've replied to it, the send to manager or the move to a folder, any of these. But I find that my use of reply and delete saves me lots of time because it saves me that second step. Any time you have two or more tasks that you do with a particular message, it's a great candidate for a quick step.
Give quick steps a try. You might find that they're a great time saver for you.
- Finding a contact in seconds flat
- Flagging and color-coding emails
- Making use of favorites
- Speed reading email
- Dealing with junk mail
- Sharing your calendar via email
- Including screenshots
- Setting task reminders
- Cloning appointments
- Linking contacts
- Setting up automatic replies
- Reusing text with Quick Parts