In this video, staff author Jess Stratton shows users how to use Quick Steps, a feature of Outlook that allows you to process messages into complex scenarios with a single mouse click.
- [Instructor] A Quick Step is a feature of Outlook in which you manually trigger a sequence of events to process a message. Unlike rules which trigger automatically, you can manually trigger a Quick Step on any particular email that fits your needs at the time. Quick Steps are on the Home ribbon tab. With the message selected, you can select the Quick Step rule. For example, clicking To Manager will forward the selected email to your manager. The first time you use the tool, you'll be prompted to tell Outlook who your manager is.
We can create a new Quick Step. For example, let's move this into a folder I've already created called To Read. So I'll click the drop down to the right of the Quick Steps, hover my mouse over New Quick Step, and choose Move To Folder. These are some built-in Quick Steps you can add. I'll call it To Read. Under Actions, select Move To Folder and click the dropdown to choose your folder.
I'll select the one I already created called To Read. You can have it ask you which folder you wanna move it into. I'm going to uncheck Mark As Read. I don't want it to be marked as read so I can be reminded that there's something in there to read. I'll click Finish, and now when I'm going through my emails, any time I wanna put something in that folder to read later, it can be done in one click. I'll select the email and choose To Read.
It gets put right inside that email for me later. Quick Steps can be much more complex than that. Let's create a multi-step Quick Step. I wanna create a generic approval process in which if something comes to me that I need to approve, I can move it into a folder called Approvals, send a message back that I approve it, and also initiate a meeting about it with Jenny if need be. Let's go back into the down arrow besides Quick Steps, hover my house over New Quick Step, and this time at the bottom, I'll choose Custom.
I'll call this one Approval. Let's choose an action. I'll click the dropdown. The first thing I want to do is move it into a folder so I'll choose Move To Folder and then click the dropdown next to Choose Folder. I need to have already created the folder ahead of time and I've done that, so I'll select my Approvals folder. Quick Steps allows you to stack actions, so I'll click Add Action to do the next sequence. I want the Quick Step to also send an email back saying that I approve.
So in the down arrow, I'm going to choose Reply. I'll click Show Options and here's where I can add the details. I can add a CC or Bcc if I need to. I can also alter the subject line if I want. In addition, I can add my own custom text. I can either have the message pop up so I can further refine it before I send it or I can choose to have this message automatically send after a one-minute delay.
I'll keep it up so we can see it when it happens but I'm going to click Add Action one more time. Our final action will be to create a meeting so in the pull down under Choose An Action, I'm going to scroll all the way to the bottom, and I'll click New Meeting. I'll click Show Options again, and in the To field, I'm going to have my meeting with Jenny. I'll create a subject line.
I can choose a location if I want and add some body text. Again, I can also have this meeting automatically send after a one-minute delay, but I'll keep it open. I put in my three actions so finally, I'll click Finish. This is an email that I can run my approval process on. I'll select the email and click Approval. Here's my meeting invitation with Jenny.
I didn't have to automatically send so I can change any details. Right here is my email to Leslie. Again, I didn't have this one automatically send either but all I need to do now is click the Send button. Finally, the meeting itself got moved into my Approvals folder. With one click of a button, three actions occurred. If you were a little overwhelmed at that, I know it was a lot, but I did wanna show you the real power of these Quick Steps so that you can make your own workflows.
- Connecting your email account to Outlook
- Reading mail
- Searching for mail
- Organizing mail with flags, folders, and rules
- Creating and sending new email
- Creating new contacts
- Adding delegates
- Creating meetings and appointments in the Outlook calendar
- Creating tasks
- Backing up Outlook data
Skill Level Beginner
Q: This course was updated on 11/09/2018. What changed?
A: A new video was added that covers the simplified ribbon in Office 365.