I was moving an email to a folder the other day and started thinking about how often I have to do exactly that same thing. I’m sure I’m not alone in this – repeating the same actions over and over again when working in Outlook, without really thinking about it.

Do you forward emails to colleagues or managers? Do you aim to keep your Inbox tidy by moving completed emails into folders within Outlook, or flag or categorise emails to help you manage them?

And here’s the crucial question – how much time does this take every day over the course of the day? To be honest, I don’t really want to work that one out!

Here’s a way to help with this. Outlook has a handy feature called QuickSteps that make repetitive tasks easy – and, as the name suggests, quick. Once you have set up your QuickSteps, you can move or forward emails or create categories and flag emails at the click of a button. Just think how much time that will save you.

Picture of a box on a carrier with moving on the label

Let’s have a look at creating a QuickStep to categorise an email and move it to a folder in one click.

Create the Quickstep

  1. Click the More button in the QuickSteps group on the Home tab and select New QuickStep
  2. Choose Custom
  3. Type a name for the QuickStep – I have called this Admin
  4. Select the action – in this case Move to folder
  5. Choose the Folder – I chose Admin
  6. If you wish to add a second action, click Add Action

Figure 1 – add actions

  1. Select the action – in this case Categorise Message
  2. Continue to add a further action if required
  3. Choose a Shortcut key if required
  4. Click Finish and click OK

The QuickStep will dispay in the QuickSteps group on the home tab.

Once you’ve set this up, all you need to do is select an email or emails and click on the QuickStep – the email(s) wil be categorised as Admin and moved to the Admin folder.

Flag and move

Let’s try another one. This QuickStep will flag an email for follow up and move it to a specified folder.

Figure 2- add the flag action to the Quickstep

  1. Click the More button in the QuickSteps group on the Home tab and select New QuickStep
  2. Choose Flag and Move
  3. Type a name for the QuickStep
  4. Choose the first action – in this case Flag Message
  5. Select the flag to use – I chose Tomorrow
  6. Add an action
  7. Choose the action – I chose Move to folder
  8. Select the folder – I chose Admin
  9. Click Finish

Now when you use the QuickStep – the message will be flagged for follow up and moved to the specified folder.

These are just two examples of QuickSteps that can be set up. Why not take a look at the options in the Edit QuickStep dialog box and see what else you can find to help you manage your emails.

To learn more about Microsoft
Outlook and see more mind-blowing shortcuts, head over to the Course Directory and check out Microsoft Outlook Email – Take Back Control of your Inbox for Windows or
Microsoft Outlook Email for Mac – take back control of your Inbox for Mac users.

Or take a look at the HUB and have access to ALL my courses including any new ones that are added. Always the best value.

The session was well structured and the explanation was very clear. It was amazing how Shelley managed to squeeze so much info in just one hour and a half! Colin’s support and contributions were also very valuable, and so were “Virtual Veronica”‘s. Thank you for a most interesting and useful training session at the Miss Jones Virtual Summit!

Laura Carizzo- Royal Norwegian Embassy in Argentina

I haven’t used PowerPoint in 20 years, this has really boosted my confidence.

Lyn Parker

Course is packed with so much valuable information in a easy-to-understand and follow language, even for a complete beginner. I can respect the fact that sometimes it’s very hard for an expert to break the information down to basics. but Shelley has done it brilliantly. I was sure that I knew quite a bit but Shelley has proven me wrong even at the very beginning of the basics of PowerPoint. Lessons are short and precise which allowed me to easily transfer the new skill into practice without being overwhelmed and to carry on adding on more with each lesson. I had so many ‘Aha!’ moments and for most of them I couldn’t believe I used to pay graphic designer to do it for me, now, thanks to Shelley, I am looking forward to creating, designing, converting my presentations all by myself!

Iva Freeman – Vertex Human Capital

Shelley was very thorough and knew a lot of tip’s for using Teams, thank you 🙂

James O’Connor – Cavannah Homes

Very informative, constantly getting everyone in the meeting involved, loved every bit of it!

Dylan Teal Hopkins – Cavannah Homes
Fantastic and informative training and great to see all of the exciting functions with Microsoft Teams.
Laura Rigby – The Apprenticeship College
Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.
Leigh Dowling – Innuous

Microsoft Teams One to One Training Session

Shelley was approachable, easy to work with, and agile with answering questions to apply the session to my specific needs

Melissa Marshall – Present Your Science

A course on Outlook had been on the top of my list when Shelley asked VA’s what they wanted to learn.

It was a real case of ‘so that’s how you do it’ or ‘I never knew that’. I have to say that I learnt so many great tips it has definitely improved the way I work in Outlook and my inbox is looking colourful and organised and I can’t wait to share this knowledge with my clients.

Jacqueline Leake – JLeake VA Services – Outlook

A great course with lots of examples and step by step instructions. I can now confidently create infographics and as a bonus, I learnt a lot of new PowerPoint functionality that will enhance all my PowerPoint work and save me so much time.

Jessica Bailey – Integral Resource

I really like Shelley’s courses. She has a clear and easy to follow teaching style. In ‘How to Create Fillable Forms’ I’ve learned about the functions of the Developer ribbon which will mean I’ll be able to create a bespoke Returns Form for a client who has an online shop

Freya Henderson – Virtual Office Orkney

Shelley was really clear in her teaching and went at a pace that was helpful to us. We covered all we needed to know to get us started, as a small team, using MS Teams. She was also very helpful in the run up to the session, with check in calls and ensuring our platform was set up correctly. I would highly recommend Shelley to anyone wanting to learn to navigate their way around MS Teams.

Sarah Clements – Inuous

Absolutely superb course, easy to follow and to refer back whilst putting it all into practice! I was unaware of the extent you can customise a presentation and it’s just made me want to know more – what’s next Shelley?

Denise Williams

I thought I had a pretty good grasp of Outlook until I did this course! In her videos, Shelley is clear and concise, and the language she uses is straightforward and jargon-free. Each module is broken down into manageable chunks, which helps keep your attention and means the course is easy to fit in around other commitments. I’ve created email templates and implemented rules that are already saving me time, and as all the other things I’ve learnt start to become second nature, the positive impact on my efficiency is fast becoming clear. This course has been incredibly beneficial and I would highly recommend it to anyone looking to strengthen their skills and boost productivity.

Pip Doleman VA

I thought I knew Powerpoint really well, but I wanted to specifically learn how to use Powerpoint to create better infographics, easily and quickly. Shelley explains everything in a very logical and clear way, so I understood everything the first time I heard it. The most useful thing I learnt was that Powerpoint can do so much more than I thought it could. By also using the short cuts that Shelley showed me I am much quicker than I have ever been and I thought I was already quick!

Susan Marot

Shelley Fishel of Tomorrow’s VA has a wealth of experience in Microsoft Office. I met her in person 2 years ago at the PA Show in London. I also saw her in action in a fab workshop and knew she was the whizz that everyone had told me she was. I have since bought a lifetime access to her HUB and all the courses in there are a MUST if you are a VA on a mission. The courses will give you confidence in all the Office 365 components and will catapult you to dizzy heights

Alex Hughes