Outlook - Automate Routine Actions Tutorial

Discover how to automate repetitive tasks in Outlook by creating custom quick actions. Learn how to file received invoices, forward messages, and streamline email tasks. With the use of quicksteps, you can easily save time and improve efficiency. Take control of your email management with this intermediate tutorial!

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Available in Microsoft365

Objectifs :

This tutorial aims to teach users how to automate repetitive tasks in Outlook using Quick Steps, thereby simplifying message management and saving time.

Chapitres :

Introduction to Quick Steps
In this tutorial, we will explore how to automate your repetitive tasks in Outlook. The goal is to simplify the management of messages and save time by creating common actions using Quick Steps.
Creating a Quick Step
To create a Quick Step, follow these steps: 1. Go to the middle of the ribbon in Outlook. 2. Click on the down arrow to the right of the Quick Steps button. 3. Select 'Manage Quick Steps' from the dropdown menu. 4. In the new window, click on 'New Quick Step'.
Example: Filing Invoices
In this example, we will create a Quick Step to file received invoices in the accounting folder and forward the messages to the chief accountant. - First, enter a name for your Quick Step. - Next, choose an action from the list provided. You can select actions to move messages, change their status, or categorize them based on importance or other characteristics.
Moving Messages to a Folder
To move messages to an existing folder: - Click on 'Move To' and select the folder where you want to move the message. - If the folder does not exist, click on 'Create New Folder', name the folder, and then click 'Save'.
Forwarding Messages
To forward the invoices to the chief accountant: - Click on 'Add Another Action'. - Select the 'Forward To' option and insert the email address of the chief accountant. - If no further actions are required, you can add a description to your Quick Step and assign a keyboard shortcut if necessary.
Saving and Using the Quick Step
Once you have configured your Quick Step: - Click on 'Save' and then close the window. - To use the Quick Step, start by selecting your message, then click on the name of the Quick Step you created titled 'Accounting'. - Your message will be moved, and a new message will automatically be generated with the chief accountant as the recipient. All you need to do is write the content of the message and click 'Send'.
Modifying or Deleting a Quick Step
To modify or delete a Quick Step: 1. Go to 'Settings'. 2. Click on 'Email'. 3. Select 'Quick Steps'. 4. Click on the pencil icon to edit or the trash can icon to delete the Quick Step.
Conclusion
By using Quick Steps, you can easily manage repetitive email tasks, saving time and improving efficiency. This tutorial has equipped you with the knowledge to automate and streamline your email tasks effectively.

FAQ :

What are Quick Steps in Outlook?

Quick Steps are a feature in Outlook that allows users to automate repetitive tasks by combining multiple actions into a single click. This helps streamline email management.

How do I create a Quick Step in Outlook?

To create a Quick Step, go to the ribbon, click on the Quick Steps button, select 'Manage Quick Steps', then click 'New Quick Step'. Follow the prompts to name your action and choose the desired actions.

Can I assign a keyboard shortcut to a Quick Step?

Yes, when creating or editing a Quick Step, you can assign a keyboard shortcut to it for quicker access.

What actions can I include in a Quick Step?

You can include actions such as moving messages to a folder, changing their status, categorizing them, or forwarding them to another recipient.

How do I modify or delete a Quick Step?

To modify or delete a Quick Step, go to Settings, click on Email, then Quick Steps. You can edit by clicking the pencil icon or delete by clicking the trash can icon.

Quelques cas d'usages :

Automating Invoice Management

In a finance department, employees can create a Quick Step to automatically move received invoices to an 'Accounting' folder and forward them to the chief accountant. This reduces manual sorting and ensures timely processing.

Streamlining Team Communication

In a project management setting, team members can set up Quick Steps to categorize emails based on project status, allowing for quick access to important communications and improving team collaboration.

Enhancing Customer Support

Customer support representatives can use Quick Steps to quickly forward customer inquiries to the appropriate department while categorizing them for follow-up, thus improving response times and customer satisfaction.

Organizing Marketing Campaigns

Marketing teams can create Quick Steps to move emails related to specific campaigns into designated folders and forward them to team members, ensuring that all relevant information is easily accessible.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Quick Steps

A feature in Outlook that allows users to automate repetitive tasks by creating a single action that can perform multiple steps.

Action

A specific task that can be performed within Outlook, such as moving messages, changing their status, or categorizing them.

Folder

A storage space in Outlook where emails can be organized. Users can create new folders to categorize their messages.

Forwarding

The process of sending an email received from one person to another person.

Keyboard Shortcut

A combination of keys that performs a specific action in software applications, allowing for quicker access to functions.

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In order to simplify the management of messages and save time

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to create a common action.

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Go to the middle of the ribbon,

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click on the down arrow to the right of the quicksteps button.

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Then click on manage quicksteps

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in the new window.

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Click on new quickstep.

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In this example,

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we want to create a quick action to file received invoices in

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the accounting folder and forward the messages to the chief accountant.

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First, we will enter a name,

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then choose an action

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in the list.

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You can choose actions to move messages,

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change the status of messages or categorize them based on

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their importance category or any other characteristic you deem relevant

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to move messages to an existing folder.

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Click on move to then select the folder where you want to move the message.

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If the folder has not been created yet, click on create new folder

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name the folder

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and then click save

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to follow up by forwarding the invoices to the chief accountant.

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Click on, add another action,

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select the forward to option,

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insert the email address of the chief accountant.

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If no further actions are required. You can add a description to your quick action,

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assign a keyboard shortcut if necessary,

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click on save, then close the window

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to use the quick action. Start by selecting your message,

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then click on the name of the Quick Action you created titled Accounting.

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Your message will then be moved and a new message will

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automatically be generated with the chief accountant as the recipient,

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all you have to do is write the content of the message. Then click send

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to modify or delete a quick action. Go to settings,

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click on email,

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quick steps, then click on the pencil icon to edit or the trash can icon to delete.

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Here we are ready to automate and streamline your email tasks.

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By using quicksteps,

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you can easily manage repetitive email tasks,

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saving time and improving efficiency.

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