Locked lesson.
About this lesson
Quick Steps provide an alternative to redundant emails, distribution lists, and repetitive (yet unavoidable) office tasks.
Lesson versions
Multiple versions of this lesson are available, choose the appropriate version for you:
2016, 2019/365.
Quick reference
Quick Steps
A Quick Step is an item that you design to do a specific task, for instance a pre-addressed email, or file a conversation into a certain folder.
When to use
When you find yourself repetitively clicking through a process, like filing a conversation into a certain folder, simply design a Quick Step to handle it in the future with one simple click.
Instructions
Design your own Quick Step:
- Open Outlook 2016 and find the Quick Step section on the Home ribbon:
- Click the Drop Down arrow on the side and choose:
- Type a name for your Quick Step and choose an action or maybe two actions. (up to 12 separate actions!)
- Click Finish
and you will see your new Quick Step in the display box on the Home ribbon
Give it a CLICK and see the result!
Login to download- 00:04 There's a feature inside Outlook called quick steps and
- 00:08 this is a wonderful feature that showed up in the last version and
- 00:12 they kept it in this one and I'm so happy about it.
- 00:15 It takes a bunch of redundant steps and combines them into one and
- 00:19 you can actually create your own quick steps.
- 00:21 So when I'm in here in my quick steps section I want the main outlook screen.
- 00:27 I just have to drop down here and I can see that I have a file folder
- 00:30 already in here because I've created a file folder off to the left.
- 00:35 These are the ones that are pre made for
- 00:37 you, you can create your own brand new one.
- 00:39 Anything, anytime there's a button with a lightning bolt it means you can
- 00:42 automatically create a brand new something.
- 00:45 And then I have this new quick step and it tells me exactly what I can create, or
- 00:49 a custom one.
- 00:50 Or I can go in and manage quick steps it already made.
- 00:53 So I'll go ahead and click create new, and I have this screen.
- 00:57 It wants me to name My Quick Step.
- 00:59 So I'm going to call this my GoSkills Team.
- 01:03 It'll be my GoSkills Team email, then it wants me to choose an action.
- 01:07 When you hit the drop down arrow, here's all your actions.
- 01:10 What do you want to do, do you want file?
- 01:12 Do you want to change the status, categories, do you want to respond?
- 01:16 Yes, I want a brand new email, and you notice I do have a scroll bar here,
- 01:21 there's all kinds of things you can create in here for a quick step.
- 01:25 So I'm gonna say yes, I do want to create a brand new message.
- 01:28 And who do you want it addressed to?
- 01:29 Well, I want it addressed to Franz, and
- 01:33 I want it addressed to Cecilia, and maybe I wanna include myself in there as well.
- 01:38 And then I can add an action, and choose another action.
- 01:42 So after I send it what do you want to do?
- 01:44 Well I can mark it as read or I can flag the message.
- 01:48 I can do anything, or forward it to someone else.
- 01:50 You can add any of these items that you want.
- 01:54 And then I can even attach it to a short cut key if I want.
- 01:58 Or and if I did attach it to a shortcut key, I could type the definition of it.
- 02:03 I'll go ahead and finish that, and now right up here,
- 02:05 my Quick Steps, I have a GoSkills Team Quick Step.
- 02:10 So let's see, I wanna send an email to my team so I'm go ahead and click this.
- 02:15 And Brandywine comes up with these three names already designed in it
- 02:19 because I made my signature earlier, that's already in there.
- 02:22 Look how many steps I've saved by using the Quick Steps function.
- 02:27 Let me go ahead and close that, show you one more thing.
- 02:30 On any existing email hit your right mouse button and
- 02:34 you'll have a list right below it.
- 02:36 Let's see, and one of those items on the list says Quick Steps.
- 02:41 And look at there, my GoSkills team right there.
- 02:44 So I can hit GoSkills Team and there it is as well.
- 02:46 So it's in two places, you can find it on your right mouse menu, there it is.
- 02:51 Or right up here on the Quick Steps, hit your drop down and just choose which one.
- 02:55 A great feature, will save you a ton of time.
- 02:58 Much better than using the old distribution list in the contacts
- 03:03 that we used to have to use all the time to do the same thing.
- 03:06 And I'll tell you, it takes five clicks to get a distribution list,
- 03:10 on an email, here it's one click and there it is.
- 03:14 All right, I hope that works, I hope you use it.
- 03:16 It's a wonderful feature.
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