Simplifying tasks using Quick Steps

  • Outlook
  • 2016
Some Outlook actions take multiple steps to complete, such as the process of replying to a message and then deleting it, or to forward some e-mails to a boss. This tip is how to simplify some routines using Quick Steps.

When you first install Outlook, the Quick Steps box already has the following items:

Quick Steps gallery in Outlook 2016
  • Move To: Use this Quick Step to move messages to a specific folder.

    When you move a message to any folder in Outlook, the Quick Step shows the name of the last folder you moved a message to, such as Move To: Documents.

  • To Manager: This Quick Step automatically opens a Message form for forwarding the selected message to the particular recipient, but it doesn’t delete the selected message. If you use Outlook in a corporate setting, this is usually set up to forward the message you are currently reading to your manager.
  • Team E-Mail: Use this Quick Step to open the New Message form and populate the To: field with the particular set of recipients.

    You can create Groups that include the people you choose, not just your boss and your colleagues, and send e-mails to all of them.

  • Reply & Delete: When you select this Quick Step, Outlook automatically opens a Message form for replying to the sender of the selected message and moves the selected message to the Deleted Items folder.
  • Create New: This isn’t really a Quick Step - it opens the Edit Quick Step dialog box, which allows you to create your own custom Quick Steps.

See How to automate repetitive actions in Outlook using Quick Steps.

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