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 clicking through a redundant 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 and find the Quick Step section on the Home ribbon.
- Click the Drop Down arrow on the side and choose Create New.
- 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 test the result!
Login to download- 00:05 Okay, this is about the Quick Steps.
- 00:07 Now, the Quick Steps are just a way to combine
- 00:10 redundant steps into one little click of a button.
- 00:13 So, this is based on Outlook itself, the main programs,
- 00:17 on the home ribbon in the center.
- 00:18 It's called Quick Steps.
- 00:19 We do have a gallery right here.
- 00:21 If I hit the drop down arrow to the gallery,
- 00:23 we see a list of our existing steps.
- 00:25 We can create a new step of any of these options.
- 00:28 We can manage our Quick Steps which allows me to come in here,
- 00:31 check out whatever one I want, rearrange them as needed, edit any particular one,
- 00:36 duplicate one, or delete any of them.
- 00:39 I'm going to go ahead and cancel that.
- 00:41 Another way to do this is to hit the drop down arrow on the Quick Steps gallery and
- 00:46 choose the create new.
- 00:47 You see that cute little lightning bolt.
- 00:49 Anytime you see a lightning bolt on a button, it means automation.
- 00:53 So, I'll go ahead and
- 00:54 hit the create new to get the entire Quick Steps screen on my screen.
- 00:58 So, first of all I'm going to name this my GoSkills Team.
- 01:01 I'm going to go into the actions and I'm going to choose my first action now.
- 01:05 Notice, I can scroll down, there are a lot of actions in there.
- 01:08 So read through them, make sure you find the one you want.
- 01:10 So I'm going to go with a brand new message.
- 01:14 And I'd like this to be sent to my GoSkills team.
- 01:18 So I'm going to go and put their email addresses in there.
- 01:20 I could, of course, hit my Contacts button.
- 01:23 And now when this is done, I'd like to add an action, but I think I'll first test it.
- 01:29 So we're going to test if this works at all.
- 01:31 Notice I do have a shortcut key option.
- 01:33 I can hit the drop down arrow, choose any one of the pre formatted shortcut keys
- 01:37 and, of course, this I can give it a tool tip.
- 01:40 Oops, so this will be my Goskills team.
- 01:44 Okay, I'm going to go ahead and finish that one.
- 01:46 So notice my Quick Steps just changed.
- 01:50 I have GoSkills team now on the list.
- 01:53 So here's the test.
- 01:54 I'm going to just hit this GoSkills team, click.
- 01:57 We will list up a brand new email preformat it to my entire team and
- 02:01 now I just have to throw my subject and my text into this to see if this works.
- 02:06 So this is going to be it, all right, I'm going to go ahead and send this.
- 02:11 Did it work?
- 02:11 It looks like it worked, to me.
- 02:13 Yeah, it looks like it worked.
- 02:14 Okay, so let's do this one more time but I'd like to add a step to it.
- 02:19 I'd like it to file itself into a folder.
- 02:22 So I need to create my folder.
- 02:24 How do I? is always answered with right click.
- 02:26 So I'm going to float my mouse on my inbox.
- 02:28 I'm going to right click.
- 02:30 Right there, by my mouse is new folder.
- 02:33 I'm going to call this my GoSkills Team, and hit Enter.
- 02:40 And, of course, it files itself accordingly.
- 02:43 So back to the Quick Steps.
- 02:44 Hit my drop-down arrow.
- 02:45 I would like to manage my Quick Steps.
- 02:48 Click on manage and on my GoSkills Team, I would like to edit team right now.
- 02:53 That just shows me my action, my shortcut key and my GoSkills Team tool tip.
- 02:57 Clicking Edit I would like to add an action.
- 03:00 And you can have up to 12 actions.
- 03:03 I do not recommend loading them all up at the same time.
- 03:06 I would add an action, test.
- 03:08 Come in, Edit Add a second action test, edit, add a third action,
- 03:13 you get the drift.
- 03:14 So this time, I'm going to add an action to move to a folder.
- 03:17 I would like to choose my folder,
- 03:19 that's why I had to make one before I came in here.
- 03:22 This folder, still on the control shift one, same tool tip hit save.
- 03:26 All right, here we go again, let's do this again.
- 03:29 Now, and just want to copy my script, first of all.
- 03:32 Hit OK.
- 03:33 I'm going to hit Ctrl + Shift + 1,
- 03:34 Ctrl + Shift + 1 opens up a brand new email.
- 03:38 Very good, that was good.
- 03:39 I didn't even have to hit the Quick Steps.
- 03:42 And I'm just going to address this accordingly, and here we go.
- 03:45 Hitting send.
- 03:46 Now this is supposed to send and then file itself in the folder.
- 03:49 Here's the test.
- 03:50 Send.
- 03:52 Make sure that does Send/Receive, and
- 03:54 hopefully that will have filed itself into my folder called GoSkills Team.
- 04:00 Here’s the test, click and there it is!
- 04:04 It filed itself away, now that’s a beautiful thing.
- 04:07 Give that a shot, you’ll like it, thank you.
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