A very interesting feature in Outlook 2010 is the introduction of quick steps, this feature allows users to perform several actions quickly and easily.
For example you can send a report you received to a manager, create a list of users that you can quickly email to, forward it to someone else, send a meeting reply, move it to another folder and so on.
This is indeed a very useful feature and it will definitely help to increase your productivity. There are several things that this feature has, which are not clearly visible, we will dive into things and help you understand how to use Quick steps, create your own quick steps and customizing quick steps.
How To Use Quick Steps
Quick Steps are available to use from the Home tab. Outlook 2010 has a number of predefined quick steps which you can start using immediately.
The first two quick steps will quickly allow you to move email to a predetermined folder or to a folder that you can choose to move the email to.
The other quick steps allow you to forward the email to someone, or send it to a manager, however you will have to customize the email address once before you can send them out.
There are also options available to send out meeting reply or schedule a team meeting.
Customizing Quick Steps, Changing Order and Adding Shortcuts To Them
By default most of the quick steps are empty, they are only setup to perform certain actions, however you will still need to customize the actions before you can actually use them.
Let’s take a example of To Managerfrom the available Quick Steps, in order to start using it you will need to enter the email address of your manager, you can also change the label and title of the quick step.
To customize the quick step click on the down arrow key in the Quick steps window and select Manage Quick Steps.
A new window will open up displaying the list of you can move the order of the quick steps by clicking on the arrow, this will rearrange them.
In addition to that you can also modify, duplicate or delete the quick step, to modify the quick step click on the modify button.
When you click on the modify button a new window will open up, you can change the name, choose the action you want to apply and also add the parameters for the action, clicking on the Show Options link will display additional set of parameters available for a particular action.
You can also add multiple actions to be performed by the same quick step, to do that, just click on the Add Action button in the customizing quick steps window and input the additional actions you want to perform.
To make things more convenient you can also assign shortcuts to the quick step, at the bottom of the window, select a shortcut key for your quick step.
Once you have made the changes click on the Save button to apply them, finally click on the Ok button in the Quick steps window.
Creating New Quick Steps
The default quick steps provided may not be the only ones you may want, and you may need to create new quick steps according to your needs.
Outlook 2010 provides users with an option to create new Quick steps. To create a new quick step click on the down arrow in the quick steps box and click on the create new item.
This should open up a new window where you can create a new quick step, add a name for it.
In the second section you will need to select the action for the quick step, Outlook 2010 has several pre-defined actions, you can add you own too, we will take a look at how to do that in the next section.
In the meantime choose from one of the action that already exists. Once you have chosen the action you can customize it like we did in the earlier section.
You can also assign a shortcut key and add a tool tip to the quick step, once you have configured everything, click on the create button to create the new quick step.
We will be taking a look at several other features in Outlook 2010 and other Office 2010 products, if you haven’t checked out all the features you can visit the Office 2010 Tips page to read them all.