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The following guest post by Outlook MVP Diane Poremsky is part of the MVP Award Program Blog's "10 Days for Office 2010" Series.
One of my favorite timesaving features in Outlook 2010 is Quick Steps. You can use Quick Steps to perform tasks you need to do frequently that involve multiple steps, such as filing messages in specific folders or flagging messages for follow up and sending a reply. You can assign keyboard shortcuts to your most frequently used quick steps or click the quick step buttons using your mouse.
Outlook includes a list of predefined Quick Steps to get your started and you can add new ones, modify existing Quick Steps or delete ones that are not useful. To create a new Quick Step, click on the scroll bar in the Quick Steps command and choose New Quick Step. It's easiest to start with one of the predefined steps and customize it, or you can choose Custom and start with a blank quick step.
If you pick one of the standard Quick Step types, you'll get a simple dialog (Figure 1 below) and can press Options to expand the dialog and add additional steps.
Choose Manage Quick Steps (Figure 2) from the Quick Steps menu and you'll be able to edit and delete your quick steps, create new quick steps, and rearrange the order they appear in the ribbon so the most used quick steps are listed first in the ribbon.
-- Diane Poremsky
Cross Posted on The MVP Award Program Blog
More info on Quick Steps:
Introducing Quick StepsOutlook Quick Steps: One-click shortcutsMy Favorite Feature: Quick StepsOutlook 2010 can save your hide: Use Quick Steps (Crabby's Daily Tip)Cut the email drudge work with Outlook Quick Steps: MVP #9 on Office 2010Automate common or repetitive tasks with Quick Steps Best practices for Outlook 2010
Thank you Diane good information as always. Thank you for being so pasinoate in the market.
I'm afraid to put this much effort into customizing Outlook because of the risk of losing my work if I need to reinstall Outlook, or upgrade in the future. How does Microsoft address this?
A question about Quick Steps. I notice the default QS of "Done"... what does the "Mark as complete" do? It also marks as Read. Whats the difference. I have never heard of "Complete" when talking about Outlook emails??
Uh....would have been nice to explain how to get to these dialog boxes! Waste of time!
can this be used for creating quick pastes of text used repeatedly in e-mails? I tried to make these repetative paragraphs as separate signatures, but, outlook wont let me apply more than one signature per e-mail (it replaces the one applied before it)... is there a place to adjust that setting?....as that would solve the issue. thanks for your anticipated help.
For Mike D who asked about pasting repetetive text in e-mails: Not sure this is your solution, but if it just repetitive text for multiple emails you need to do then use the feature called QUICK PARTS. Create an e-mail and then write the text that would be used repeatedly in other e-mails in it, Highlight the block of text, click on INSERT and on the list of selections at top you will see one called QUICK PARTS. Click the drop down arrow on Quick Parts and paste the block of text via the Auto Save in Quick Parts.
Quick steps are an awesome feature. One little bug though... when you use a QS to mark an Email as Read, it doesn't clear the Unread Mail icon from the Task Bar. I have my most common Email folders all setup with QS and I have to go back to Outlook afterwards and Ctrl-Q an email in my Inbox to clear the icon (fortunately I don't have to mark it as unread first).
This would be a great feature if we could put any Outlook command or drop-down selection into the action list.
This is the series of actions I do to virtually all incoming e-mails when I first open them:
1. Edit (Quick toolbar icon)
2. Select all (Ctrl-A)
3. Set font to Arial (Quick toolbar drop-down)
4. Set font size to 12 (Quick toolbar drop-down)
5. Save (Quick toolbar icon)
I'd love to have that be collected into a single Quick Step, but only a limited set of items are available in the Quick Step action list.
So now I have to put together a macro.
Please expand this feature.