How often have you sent the exact same email to dozens (or more) people with nothing changed except the recipient’s name and email address? Email templates make this task a snap.ġ. It does not recognize the numbers on the numeric keypad. Alternatively, you can use the shortcut key you defined, but note that the keyboard shortcuts only work on the number keys above the letters. The email is marked as read and moved to your Vendors folder, all in one simple step. To use this task-continuing with our Vendors example-click on an email sent by a vendor, and then click Vendors from the list. Once you build a Quick Step, you can click on an email, choose a Quick Step, and Outlook will do the rest for you.Ĥ. Then enter a tooltip in the Tooltip Text box.
In the Optional pane, you can click the Shortcut Key field and select a key from the list ( CTRL+SHIFT+1 thru CRTL+SHIFT+9). You can stop here and just click Finish, or click the Add Action button and Choose Action again for a second automated task, such as “Mark As Read”. (Such as “Vendors” in the visual example below.)ģ. Another field appears under your “Move to Folder” action-”Choose Folder.” Select a target folder from the list.
Next, click Choose An Action, click the down-arrow, and select one from the “Move to Folder” drop-down list. Use Outlook Quick Steps to automate email tasks, like moving emails from a specific project into a folder.Ģ. In the Edit Quick Step dialog box, enter a name for this task in the Name field. To create a new Quick Step: From the Home tab, click the bottom down-arrow in the “Quick Step” group, and select Create New from the list or select New Quick Step from the first list and Custom from the second list. (Again: Only nine shortcut keys are available, so choose wisely).ġ. You can also assign the task to an open, unused shortcut key. Once you define a Quick Step to automate a task, you can then click any email, then click the automated task from the Quick Steps menu, and Outlook performs all the steps. It’s a wonderful time saver for users who get lots of emails from a single sender, be it junk mail or a close friend. Quick Steps is a feature that allows you to automate several tasks into a single step (or click) such as Moving emails to a specific folder, deleting, copying, forwarding, etc. Image: Julie SartainĬreating categories for emails is another way to make them easier to find later. This will only clear all the categories attached to the selected email. To remove a category, right-click anywhere in the Categories column on the selected email, and click Clear All Categories from the dropdown list. Note: emails can have more than one category. To attach a category to an email, select the email, then right-click anywhere in the Categories column, and select a category from the dropdown list. So, for example, if you only perform email maintenance once a week, you can sort by category, quickly locate all the “Done” emails, and then move them to their corresponding folders.Ĥ. Create and assign categoriesĬategories help organize the emails in your active Inbox so you can quickly determine the status of each email for example: Pending, Due, Done, etc. You could let everything pile up in your Inbox, or you could create folders to make emails from specific projects or people easier to find.
You can Search, Sort, Archive, Apply Rules, Mark all Emails as Read, Clean Up, etc.-everything you need to manage your folders. Notice all the other Folder options on the Ribbon menu. You can also select any one of these buttons from the Actions group.ģ. You can also Move it, Copy it, or add it to the Favorites section via the right-click menu. If you change your mind or notice a typo, right-click the new folder and select Rename Folder or Delete Folder. In the Field box, type the folder name (e.g., Meetings) and press Enter.
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