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