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Microsoft Outlook 2010 : Processing Messages Automatically - Creating and Using Quick Steps

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4/25/2012 4:21:29 PM
Quick Steps are a new feature in Outlook 2010 that you can use to process messages automatically in a way similar to the way rules work. In fact, Quick Steps should make a lot of sense to you. If you have worked with rules much, you'll also quickly come to appreciate how easy it is to create and use Quick Steps. Let's start with an explanation of what they are.

Quick Steps Overview

In a nutshell, Quick Steps are rules that you can apply to one or more messages whenever you need. Outlook 2010 includes several predefined Quick Steps, and you can also create your own. Unlike rules, however, Quick Steps don't have conditions. Instead, they contain one or more actions that are executed when you apply the Quick Step to one or more items.

For example, you might create a Quick Step to mark the selected message as read, send a predefined reply, set a category on the message, and then move it to a folder. Those actions are then performed on whatever message(s) you apply it to.

Note

Quick Steps are available only for email and other message types, like Really Simple Syndication (RSS) messages.

Using the Default Quick Steps

To see the list of available Quick Steps, open a message folder and, on the Home tab of the ribbon, click the More button in the Quick Steps group. The default Quick Steps are shown in the resulting menu. You can also choose Manage Quick Steps to open the Manage Quick Steps dialog box (explored in the next section), which displays all the Quick Steps, including the following:

  • Move To Folder Moves the selected message(s) to a folder that you choose, then marks the messages as read.

  • To Manager Forwards the selected message to your manager. With Exchange Server accounts, Outlook automatically identifies your manager from the Manager field in Active Directory Domain Services (AD DS). If this field is incorrect, you can modify the Quick Step to specify the correct recipient address.

  • Team E-mail Creates a new email addressed to everyone who reports to you. As with the To Manager Quick Step, this one uses the Manager field in AD DS to determine who reports to you. You can modify the recipient list if needed.

  • Done Flags the message as complete, moves it to a folder that you choose, and marks the message as read.

  • Reply and Delete This Quick Step replies to the message and then deletes the original.

These default Quick Steps are not fully defined the first time you use them. The Move Quick Step, for example, prompts you to select a folder, specify the Inbox, or choose an option to always be prompted to select a folder. From that point on, the Quick Step retains those settings and you don't have to set them again (unless you want to modify the Quick Step). The name of the Move Quick Step changes to the name of the folder that you select (if you choose one rather than select the Inbox or have Outlook prompt you for a folder). Here's an example:

  1. Open the Inbox, click a message, and, on the Home tab of the ribbon, click Move To: ?. Outlook displays the First Time Setup dialog box (see Figure 1).

    Configure the Quick Step using the First Time Setup dialog box.

    Figure 1. Configure the Quick Step using the First Time Setup dialog box.

  2. In the Name text box, enter a new name for the Quick Step.

  3. From the Move To Folder drop-down list, choose the desired destination for the message, or choose Always Ask For Folder if you want the Quick Step to prompt you to select the folder each time you use the Quick Step.

  4. Click Save.

Your Quick Step is now customized, and the selected message(s) are moved and marked as read. If you want to reset the Quick Step to its default, on the Home tab, click the Manage Quick Steps button in the lower-right corner of the group. Then, click Reset To Defaults. This will reset all changes you have made to the Quick Steps, including deleting new Quick Steps that you have created.

Caution

Click the Reset To Defaults button with care. You don't want to delete your custom Quick Steps accidentally.

Creating Your Own Quick Steps

As indicated in the previous section, you can modify the default Quick Steps, as well as create your own. Modifying the existing ones uses much the same process as creating a new one, so let's take a look at that process.

Creating Simple Quick Steps from Predefined Options

Outlook includes some partially defined Quick Steps to save a little time in creating your own. These include Quick Steps that perform the following actions on messages: move, categorize and move, flag and move, create new message, forward a message, and create a meeting request. To create one of these Quick Steps, click the Manage Quick Steps button in the Quick Steps group on the ribbon to open the Manage Quick Steps dialog box shown in Figure 2.

Use the Manage Quick Steps dialog box to create and manage Quick Steps.

Figure 2. Use the Manage Quick Steps dialog box to create and manage Quick Steps.

Click New, and then choose one of the predefined Quick Step types. Outlook displays the First Time Setup dialog box. Specify a name, make your selections, and click Finish.

Creating Custom Quick Steps

You can also create custom Quick Steps that perform multiple actions that you specify. To create a new custom Quick Step, follow these steps:

  1. On the Home tab, click the More button (if needed) in the Quick Steps group and choose Create New. Outlook displays the Edit Quick Step dialog box shown in Figure 3.

    Create or edit a Quick Step using the Edit Quick Step dialog box.

    Figure 3. Create or edit a Quick Step using the Edit Quick Step dialog box.

  2. In the Name field, type a name for the Quick Step. You can use a long name, but a short name will fit in the ribbon better.

  3. From the drop-down list in the Actions group, choose the first action that you want the Quick Step to take.

  4. If you want to add another action, click Add Action. Outlook adds another Choose An Action drop-down list to the Actions group. Choose the desired action, and then repeat the process to add any other actions as needed.

  5. If you want to assign a shortcut key to the Quick Step so that you can start it from the keyboard, choose one from the Shortcut Key drop-down list.

  6. If you want to add a tooltip that will appear when you pause the mouse over the Quick Step (to help you remember what it is for), type the text in the Tooltip Text field.

  7. Click Finish.

Your new Quick Step should appear in the Quick Steps group on the ribbon. To use it, select one or more messages and then click the Quick Step on the ribbon.

Editing Quick Steps

Editing Quick Steps uses almost the same process as creating one. Click Manage Quick Steps in the Quick Steps group on the ribbon to open the Manage Quick Steps dialog box. Select the Quick Step you want to modify, and then click Edit. Outlook displays the Edit Quick Step dialog box, shown in Figure 2, which you can use to modify its settings as needed. Click Save when you are satisfied with your changes.

Copying Quick Steps

You can save some time creating a Quick Step by duplicating an existing one. Outlook copies all the settings to a new Quick Step, which you can customize as needed and save with a new name. To copy a Quick Step, click Manage Quick Steps on the ribbon, select the Quick Step that you want to copy, and click Duplicate. Outlook opens the Edit Quick Step dialog box with a copy of the Quick Step named Copy of <original Quick Step name>. Modify as needed and click Finish.

Using Quick Steps Effectively

Quick Steps make common actions available at the click of a button. There is no wrong or right way to use them, and people will have a different set of Quick Steps that they use most often, depending on how they use Outlook, whether they use it at work or home, and other factors. To get the most out of this handy new Outlook 2010 feature, take some time to think about the actions that you perform frequently in Outlook, and then create Quick Steps for those actions.

Here's a list of some common uses for Quick Steps to help stimulate your imagination:

  • Move messages to a frequently used folder to organize your Inbox.

  • Start a new message to your manager or to the people who work for you.

  • Create a new meeting request to your team or manager.

  • Categorize a message and move it to a folder.

  • Set messages as read or unread.

  • Flag a message for follow-up for a specific period of time.

  • Create a task for yourself or assign a task based on the selected message.

  • Create an appointment or meeting based on the selected message.

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