Microsoft Office Tutorials and References
In Depth Information
Simplifying Tasks Using Quick Steps
✓ Team E-Mail: Use this Quick Step to open the New Message form and
populate the To field with a particular set of recipients. If you use
Outlook in a corporate setting, this is usually set up to open a message
that’s already addressed to all members of your team, by your
administrators to include your manager and everyone who reports
directly to your manager. 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. You create Groups in the Contacts module.
✓ Reply & Delete: The name pretty much says it all — 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.
✓ To Manager: This Quick Step automatically opens a Message form for
forwarding the selected message to a 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’re currently reading to
✓ Done: This marks the selected message with the Mark Complete flag, marks
the message as read, and moves the message to a designated folder.
✓ Create New: Strictly speaking, this isn’t really a Quick Step — it opens
the Edit Quick Step Wizard, which allows you to create your own custom
Except for the Reply & Delete Quick Step, each of these Quick Steps requires
you to make some decisions the first time you use them. This is because
Outlook doesn’t know yet where you want your messages moved to or who
your manager is. If it did, that might be a little scary. So, you’re going to have
to tell Outlook what it needs to do when you select a particular Quick Step.
After you do this, you never have to do it again — Outlook will remember
what you want it to do whenever you select the Quick Step.
Each of the Quick Steps is a bit different — but I use the Move To Quick Step
as an example here:
1. Click the Inbox icon in the Folder pane (or press Ctrl+Shift+I).
Your list of incoming mail messages appears.
2. Select a message in the Inbox.
It can be any message. Don’t worry about it actually being moved. As
long as this is the first time you’re using the Move To Quick Step, the
message you select will not be moved — Outlook just needs to know
which type of Outlook element you are creating the Quick Step for.
3. Click the Home tab and click the icon in the upper-left corner of the
Quick Steps box.
The icon may or may not say Move To: ?.