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Outlook 2010 - Automate tasks with Quick Steps

If you perform certain tasks on a regular basis, Quick Steps can help you to quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager, a one-click Quick Step can simplify the task. 

Default Quick Steps

Outlook already has six default Quick Steps. They are:

Quick Steps toolbar
Quick Step
Move To
Moves the selected message to a mail folder you specify and marks the message as read.
To Manager
Forwards the message to your manager. Your manager's name is detected in the Global Address List and inserted in the "To" box, or you can specify the recipient.
Team E-Mail
Forwards the message to others in your team. Your team members names are detected in the Global Address List and inserted in the "To" box.
Moves the message to a specified mail folder, marks the message complete, and then marks it as read.
Reply & Delete
Opens a reply to the selected message, and then deletes the original message.
Create New
Create your own Quick Step to execute any sequence of commands, name it, and then apply an icon to help you identify it.
Tip! You can customise any of the default Quick Steps. When you use some Quick Steps for the first time, you are prompted to configure them. 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.
To configure or change existing Quick Steps:
  • In Mail, select the Home tab.
  • In the Quick Steps group, click the More arrow.
More Quick Steps
  • Then select Manage Quick Steps.
Manage Quick Steps option
  • In the Quick Step box, click the Quick Step that you want to change, and then click Edit.
Quicks Steps Editor
  • Under Actions, change or add the actions that you want this Quick Step to do.
  • Click on the To box and locate your manager and add his/her email address.
Edit Quick Steps

Tip! For more options, click on the Show Options link (For example, automatically add a subject to the Subject line).

Show Actions link in Edit Quick Steps

You can also build up additional actions by clicking on the Add Actions button.

Add Quick Steps action
  • If you want, in the Shortcut key box, click a keyboard shortcut you would like to assign to that Quick Step.

Create a Quick Step

  • In Mail, click on the Home tab.
  • In the Quick Steps group, click the More arrow.
More Quick Steps
  • From the drop down list, select New Quick Step.
Create new Quick Step
  • Choose an action type from the list or click Custom.
  • In the Name box, type a name for the new Quick Step.
  • Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions.
  • To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign.

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Page last modified on 27 oct 10 16:03