K2 Tech Update | Tech Tip
A Sneak Preview Of Quick Steps In Outlook 2010
One of the more attractive features in Outlook 2010 is Quick Steps - an easy-to-use, yet powerful feature allowing you to manage your e-mail more efficiently. Highlighted in Figure 1, Quick Steps are programmable functions that allow users to perform multiple functions with one click of the mouse.
Figure 1 - Quick Steps in Outlook 2010
A great example of using a Quick Step lies in the following scenario. You have received an e-mail message to which you feel compelled to create a reply. After sending the reply, you would like to move the original message to your Deleted Items folder in Outlook. Previously, that required multiple actions - clicking Reply, creating the Reply, sending the Reply, and then clicking Delete. With the pre-programmed Reply & Delete Quick Step, only one click of the mouse is necessary to initiate the process. Clicking Reply & Delete causes Outlook to open the Reply window and once you have created your Reply and clicked Send, Outlook automatically moves the original message to the Deleted Items folder.
Another usage scenario for Quick Steps is to establish a Quick Step that creates an e-mail message addressed to all of your team members. In the past, you likely accomplished this by creating a new e-mail and then selecting a distribution list or entering individual e-mail addresses. With Quick Steps, one click of the mouse is all that is necessary to create the message with the recipients automatically selected and entered.
To create a Quick Step, click Create New from the Quick Steps group of the Home tab of the Ribbon in Outlook 2010 to open the Edit Quick Steps dialog box. There enter a Name for the Quick Step you are creating and select an Action from the drop-down list, as shown in Figure 2. In this example, the name "K2 Partner Email" describes a Quick Step that automatically addresses a new e-mail message to three recipients. Upon clicking Finish, Outlook saves the Quick Step and it is ready for use.
Another usage scenario for Quick Steps is to establish a Quick Step that creates an e-mail message addressed to all of your team members. In the past, you likely accomplished this by creating a new e-mail and then selecting a distribution list or entering individual e-mail addresses. With Quick Steps, one click of the mouse is all that is necessary to create the message with the recipients automatically selected and entered.
To create a Quick Step, click Create New from the Quick Steps group of the Home tab of the Ribbon in Outlook 2010 to open the Edit Quick Steps dialog box. There enter a Name for the Quick Step you are creating and select an Action from the drop-down list, as shown in Figure 2. In this example, the name "K2 Partner Email" describes a Quick Step that automatically addresses a new e-mail message to three recipients. Upon clicking Finish, Outlook saves the Quick Step and it is ready for use.
Figure 2 - Creating a Quick Step in Outlook 2010
To use the Quick Step created above, simply click it in the Quick Steps group of the Home tab of the Ribbon; doing so causes Outlook to create a new e-mail message to the intended recipients.
You can create Quick Steps for any number of purposes in Outlook 2010. Upon making the upgrade, this is one timesaving feature you will want to look into right away.
For a video presentation of this tip, visit www.tinyurl.com/k2tips42.
You can create Quick Steps for any number of purposes in Outlook 2010. Upon making the upgrade, this is one timesaving feature you will want to look into right away.
For a video presentation of this tip, visit www.tinyurl.com/k2tips42.