Picture of a couple doing the quickstep

QuickSteps in Outlook

We are told over and over again to keep our Inbox tidy, and that generally means setting up folders and filing our emails. So … you’ve set up your folders and now you need to file the emails – but if you have a lot of folders, it can be difficult to move your emails to the right one. It can also be easy to make a mistake and file an email in the wrong place! It’s going to take ages to get it right – or is it?

Using the QuickSteps feature in Outlook will, as the name suggests, make the task so much quicker. Once you have set up your QuickStep, moving an email requires just the click of the mouse.

But QuickSteps aren’t only useful for filing emails, a QuickStep can be used for any repetitive task, such as forwarding an email, sending an email to a group of people or flagging an email for follow up. Most actions you find yourself doing on a regular basis can become a QuickStep.

Qicksteps live on the Ribbon

Figure 1- Quickstep Gallery

To Create a new QuickStep to file an email

This QuickStep will move all emails you have selected to a specified folder.

Figure 2- Create new quickstep

  • Click the More button in the QuickSteps group on the Home tab and select New QuickStep
  • Choose Move to Folder
  • Name the new QuickStep
  • Select the action to perform – in this instance Move to Folder

Figure 3

  • Select the folder from the Folder List – the QuickStep name will take on the folder name.

Figure 4

  • Add other actions if required – you can add further actions to the QuickStep, select a Keyboard Shortcut and add a Tooltip text to display when your mouse hovers over the QuickStep as a reminder of what it does.
  • Click Finish

Figure 5- finish

Your new QuickStep is now ready to use.

To use the QuickStep

  • Simply select the emails you wish to file
  • Click on the QuickStep in the Gallery

Hey presto, the emails have moved! And to the correct folder without you having to search for it.

What other actions do you perform regularly in Outlook that you could set up a QuickStep for? Why don’t you have a go at setting up a few QuickSteps to perform these actions for you, I promise it will save you time and frustration.

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.

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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!

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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!

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Dylan Teal Hopkins – Cavannah Homes
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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

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