Organizing and efficiently managing a large volume of emails can be a difficult task.
Many professionals find themselves overwhelmed by the sheer number of emails they receive on a daily basis.
Fortunately, Outlook Quick Steps allows users to create a custom set of rules to automate frequent email tasks.
This can make managing emails much easier and faster. The quick Steps feature is a time-saving tool for Outlook users and provides a great way to organize emails.
In this blog post, we will provide examples that will Process Email Faster with Outlook Quick Steps.
Example 1: Quickly Move an Email to a Specific Folder
Using the assigned Outlook Quick Steps Keyboard Shortcut Move the email to the specified Folder.
Follow the steps below:
- Open Microsoft Outlook Application from your System
- Go to the Home Tab, from the Quickstep section
- Click on more, which will give you the ability to take multiple actions in one click.
- Click New Quick Step, which will expand and give you more options, select Move to Folder.
- You will be forwarded to the first-time setup dialog box. You need to set up the information for the first time, you do not have to enter the information again.
- First Name your setup
- In the “action” section, the first option is “Move to Folder“, you need to select the folder from the dropdown list, which consists of recent folders.
- Or you can click the other folders option, which will take you to the select folder dialog box. In case you want to create a new folder, you can use the select folder dialog box and click New.
- The second option is Mark it as read, you can keep this checked in case you want to move the message as read into that folder.
- Click Options, which will take you to the ‘Edit Quick Steps’ Dialog Box.
- Option 1 and 2 marked above are already selected in the above point. You can delete or edit the functionality here.
- To incorporate more actions in the same step, click the Add Action button.
- Finally, click save, the quick steps are added in the Quick Step feature.
- You can also assign a Keyboard shortcut that will activate the action immediately,
- Click on the Shortcut Key dropdown list and you will get a few options like CTRL + SHIFT 1 – CTRL + SHIFT + 9. Select any one of them and click save.
All set, now you have two options to Move an Email to a Specific Folder.
- Click “Your Keyword” from the Quick Steps, for instance in my case I click Haro, refer image:
- Or simply use your assigned Keyboard Shortcut to Move an Email to your defined Folder.
Note: This feature is a great replacement for Rule.
Example 2: Forward Email Quickly (Message Templates)
Forwarding certain emails to a specific person or email address using Quick Steps is one of the smart methods.
This method is helpful if you regularly forward certain emails to a specific email or person.
Follow the below steps:
- Open Outlook, Click the Home Tab.
- Click Quick Steps expender, select New Quick Steps >> Click on Forward to
- The first-time setup dialog box appears, which consists of only two things, Name it and enter the email address you like to forward the email to using Quick Steps.
- After clicking options, you will see a link to Show options. Click it to expand, and you will see a few additional options that might be very useful when forwarding an email to a pre-defined address.
- Add Carbon Copy (CC)
- Add Blind Carbon Copy (BCC)
- Subject
- Flag
- Importance
- Text
- Automatic Send after 1-minute delay
If you need to forward the same email to an additional person, add the email address into blind carbon copy or carbon copy.
Modify the Subject by adding specific text after [FW: <subject> “URGENT BASIS“]
Select the flag and make it message flagged.
Select the importance (High, Normal, Low)
Most importantly you can add your own Text in the message body and select the check box “Automatically send after 1-minute delay” to set delay delivery.
- Finally, click save, the quick steps are added in the Quick Step feature.
- You can also assign a Keyboard shortcut that will activate the action immediately,
- Click on the Shortcut Key dropdown list and you will get a few options like CTRL + SHIFT + 1 to CTRL + SHIFT + 9. Select any one of them and click save.
All set, now you have two options to Forward Email Quickly using Quick Steps.
- Click “Forward To” from the Quick Steps or use the assigned keyboard shortcut.
That will automatically process your selected email and open into the forward window, all the inputs are added along with the original email message as an attachment.
You can add additional information and simply hitting Send Button.
Note: You can select multiple email addresses or groups to forward the email using quick steps.
Example 3: Create a Task
Flagging an email turns your email into a task, there are tons of methods to add the flag to your email.
Follow the below steps:
- Open Microsoft Outlook Application from your System
- Go to the Home Tab, from the Quickstep section
- Click on more, which will give you the ability to take multiple actions in one click.
- Click New Quick Step, which will expand and give you more options, select Flag and Move.
- Once again First-time setup dialog box appears.
- First Name your setup
- In the “action” section, the first option is “Flag message“, the second is “Move to folder” and the final is “Mark as read”.
- You can choose a flag, select the folder from the recent list, and finally click the check box if you want to mark the message as read.
- Click Options, which will take you to the ‘Edit Quick Steps’ Dialog Box.
- All three predefined selection is already available.
- To incorporate more actions in the same step, click the Add Action button.
- Shortcut keys allow you to execute a quick step without taking your hands off the keyboard – see the Shortcut key box near the bottom of the window for details.
Example 4: Create a New Email with Just a Click
Creating a new email is one of the regular activities in the Microsoft Outlook application, it consists of a process that will take a few moments of your time what if a single click do all the work for you all you have to do is give a final glance and simply send the email.
Outlook Quick Steps template helps you make this happen.
Follow the below steps:
- Open Microsoft Outlook Application.
- Go to the Home Tab, from the quick steps section.
- Click New message from the Respond section and refer image below.
- Click To which will take you to the address book, select the email address you like to create a new email message.
- Click Show options underneath the To… box:
- The priority, flag, and recipient email addresses of the message can all be specified.
- Click Add Action button, to incorporate more actions with the same step.
- You can also assign a certain shortcut key combination to it.
Wrap Up
In conclusion, Quick Steps are a great way to quickly take action on emails in Outlook. They can save you time and help you stay organized.
Whether you need to move emails to a folder, flag them, or send a reply, Quick Steps make it easier to quickly take action.
With these Outlook Quick Steps examples, you can get started creating your own Quick Steps and be more efficient when working with emails in Outlook.
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