Outlook Quick Steps, which was introduced in Microsoft Outlook 2010, is a handy feature that allows you to automate repetitive tasks in Outlook. However, it hasn’t caught on like Microsoft had hoped and I think that’s because some of the pre-canned Quick Steps – such as ‘New E-mail To’ and ‘Forward To’ – are too simple and don’t offer any value over existing Outlook features. Under the Home tab click Create New from the Quick Steps box. In this tutorial, we’ll just go ahead and extend the already existing Contacts form stored in your standard forms library. It enables you to perform multiple actions to an email with just a click of a button. Then you can use those contacts to build the basis for a mailing list, for example. In this video you'll learn how to work with Quick Steps. When Quick Steps was introduced with Outlook 2010, Microsoft created a lot of fanfare. There’s no link between these two ‘Quick’ Outlook features. 4. Outlook comes pre-packaged with several default Quick Steps. Learn Outlook's keyboard shortcuts. Use Quick Steps to enable one-click filing. Use Quick Steps to Take Instant Action on New Email. And even more is available, you can also: 1. Start the process like the pre-configured emails shown above, except your first action will be to forward the email either as is or as an attachment (useful for sending several at a time). Quick Steps are stored with your Exchange Server account or .PST data file for non-Exchange accounts. Microsoft Outlook ships a nice collection of forms related to the main Outlook objects that you can select and jump-start your form development process. ‘Flag and Move’ does three things with one button click; Flags the message, moves it to another folder and marks the message as read. So part of the Quick Step actions in Outlook is “Team Email”. To add a further action, click the Add Action button. Drag-and-drop an appointment, mail message, contact or a note over "Tasks" in the navigation pane to automatically create a new task from the item's content. Here are five ways to deploy Quick Steps today to manage your email better. Change Insight's Focus Time Appointments. Again, you can click Add Action near the bottom of the dialog box and choose either Delete or Move to Folder to get one email closer to Inbox Zero with a single mouse click. These tips are geared towards Outlook 2013, 2016, 2019, and Microsoft 365, but many apply to older versions of Outlook as well. Most information workers spend a considerable amount of time in email. Quick Steps can be assigned to a Ctrl+Shift+number key. 1. Dig into the BLOG - We have helpful information, tips and articles on Email and Information. Just click Create New in the Quick Steps area of the Home tab, name your new Quick-Step (step 1 in the screenshot below) then choose New Email (step 2). Note: For Quick Steps that have a move/copy to folder action, you may need to reassign the folder in your Quick Step configuration in Outlook for it to work again. Unlike rules which trigger automatically, you can manually trigger a Quick Step on any particular email that fits your needs at the time. Remember that Send and Archive is just one example, you can create any Quick Step of your choice. Step 2: In the pop up dialog box, select New > Custom > OK. 3. However, you need to configure several of these to make them work, such as by selecting folder names or your manager name. Quick Steps are like macros — they string together several actions and make them all accessible with one click. This helps you quickly manage your mailbox. Deborah Savadra spends a lot of her time explaining technology to lawyers, mostly as editor and chief blogger at Legal Office Guru, which features Microsoft Office video tutorials and other content especially for legal professionals. Click the field to Choose an Action and select the action to Move To Folder. If the message displays in the Reading pane, select the Home tab. Now the hidden options are expanded. By now, you’ve no doubt noticed that some Outlook actions take multiple clicks of the mouse to complete, such as the process of replying to a message and then deleting it. 2. Next time you get an ECF filing, click that Quick-Step and consider it handled. Some document management systems allow you to drag-and-drop emails out of your inbox into another folder, which in turn will automatically upload and index the email according to parameters you configure. The pre-installed Quick Steps only hint at the feature’s time-saving potential. Related Content. Manage Your Law Practice All in One Place. Quick Steps are like macros — they string together several actions and make them all accessible with one click. Please note that Quick Step can involve more than two actions. Outlook comes pre-packaged with several default Quick Steps. Team E-mail - Forwards a message to all members of your team. For example, if you want a Quick Step to move messages to a certain folder, you must specify the folder before you can use the Quick Step. Default Quick Steps in Outlook 2013 include the following: Quick Step: Action: Move to: Moves the selected message to a mail folder that you specify and marks the message as read. Watch this quick screencast tutorial to learn the basics of how to use folders in Outlook quickly: ... Rather it's a Personal folder that I added for this example. To Manager - Forwards a message the message to your manager. Microsoft Outlook 2010: Quick Steps ... For example I wanted my Reply/Delete Quick Step to appear first and to the left but during the fall semester I want another one there because I will use it every day for a couple of weeks. 4. Communicating with some recipients isn’t as easy as opening up a new email, popping in an email address (careful with that AutoComplete!) Note that the Quick Step functionality is not available in MIcrosoft Outook 2007 or earlier. Share on Facebook Share on Twitter Share by e-mail. Start Your Free Trial. For example I wanted my Reply/Delete Quick Step to appear first and to the left but during the fall semester I want another one there because I will use it every day for a Use Outlook Quick Steps to automate email tasks, like moving emails from a specific project into a folder. Nowadays there are multiple ways to access email including Outlook, mobile apps and online. Quick Steps are on the Home ribbon tab. Some of them (e.g., insurance companies) require certain information in the subject line or body of every email (like a claim number), or require you to copy additional recipients. The steps for creating a Quick Part building block are the same for Email, Calendar, Contacts, and Tasks. In Outlook, click the Home tab, in the Quick Steps Group, click the button in the right bottom to open Manage Quick Steps window. This allows you to setup a Quick Step to send a mail to a group of people: Click on Team Email (1), give the Quick Step a name (2), click on Options (3), here you can add the “members” (4), and even add actions (5). I even have a HOW TO article on making automatic rules in Outlook. (I used to use custom user forms for the same task but it's a number of clicks through to start a new email from there and I would love to use the convenience of the new quicksteps. This thread is locked. Microsoft Outlook 2010's Quick Steps allow you to save time on repetitive tasks in the application. Newest Code Samples. It is similar in concept to Outlook Rules for automatic folder filing. At least with Quick Steps you can choose a specific destination folder. 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