Outlook - Automate Routine Actions Video

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!

  • 02:19
  • 236 views

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 :

  1. 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.
  2. 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'.
  3. 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.
  4. 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'.
  5. 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.
  6. 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'.
  7. 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.
  8. 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.

résultat(s)
00:00:09
In order to simplify the management of messages and save time
00:00:13
to create a common action.
00:00:14
Go to the middle of the ribbon,
00:00:15
click on the down arrow to the right of the quicksteps button.
00:00:18
Then click on manage quicksteps
00:00:22
in the new window.
00:00:24
Click on new quickstep.
00:00:25
In this example,
00:00:26
we want to create a quick action to file received invoices in
00:00:30
the accounting folder and forward the messages to the chief accountant.
00:00:34
First, we will enter a name,
00:00:38
then choose an action
00:00:39
in the list.
00:00:40
You can choose actions to move messages,
00:00:42
change the status of messages or categorize them based on
00:00:45
their importance category or any other characteristic you deem relevant
00:00:51
to move messages to an existing folder.
00:00:53
Click on move to then select the folder where you want to move the message.
00:00:57
If the folder has not been created yet, click on create new folder
00:01:02
name the folder
00:01:05
and then click save
00:01:07
to follow up by forwarding the invoices to the chief accountant.
00:01:10
Click on, add another action,
00:01:12
select the forward to option,
00:01:17
insert the email address of the chief accountant.
00:01:23
If no further actions are required. You can add a description to your quick action,
00:01:28
assign a keyboard shortcut if necessary,
00:01:32
click on save, then close the window
00:01:35
to use the quick action. Start by selecting your message,
00:01:38
then click on the name of the Quick Action you created titled Accounting.
00:01:43
Your message will then be moved and a new message will
00:01:46
automatically be generated with the chief accountant as the recipient,
00:01:50
all you have to do is write the content of the message. Then click send
00:01:55
to modify or delete a quick action. Go to settings,
00:02:00
click on email,
00:02:02
quick steps, then click on the pencil icon to edit or the trash can icon to delete.
00:02:08
Here we are ready to automate and streamline your email tasks.
00:02:12
By using quicksteps,
00:02:14
you can easily manage repetitive email tasks,
00:02:16
saving time and improving efficiency.

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résultat(s)
00:00:04
Neste tutorial, veremos como automatizar as suas tarefas repetitivas no outlook.
00:00:09
De forma a simplificar a gestão de mensagens e poupar tempo
00:00:13
criar uma acção comum.
00:00:14
Ir para o meio da fita,
00:00:15
clique na seta para baixo à direita do botão de passos rápidos.
00:00:18
Em seguida, clique em gerir passos rápidos
00:00:22
na nova janela.
00:00:24
Clique em novo quickstep.
00:00:25
Neste exemplo,
00:00:26
queremos criar uma ação rápida para arquivar faturas recebidas em
00:00:30
a pasta de contabilidade e encaminhar as mensagens para o contador chefe.
00:00:34
Primeiro, vamos introduzir um nome,
00:00:38
em seguida, escolha uma ação
00:00:39
na lista.
00:00:40
Pode escolher ações para mover mensagens,
00:00:42
alterar o estado das mensagens ou categorizá-las com base em
00:00:45
a sua categoria de importância ou qualquer outra característica que considere relevante
00:00:51
para mover mensagens para uma pasta existente.
00:00:53
Clique em mover para seleccionar a pasta onde pretende mover a mensagem.
00:00:57
Se a pasta ainda não tiver sido criada, clique em criar nova pasta
00:01:02
nomeie a pasta
00:01:05
e, em seguida, clique em Guardar
00:01:07
para dar seguimento através do encaminhamento das faturas para o contabilista chefe.
00:01:10
Clique em, adicione outra ação,
00:01:12
seleccione a opção avançar para,
00:01:17
insira o endereço de e-mail do contador chefe.
00:01:23
Se não forem necessárias outras acções. Pode adicionar uma descrição à sua ação rápida,
00:01:28
atribuir um atalho de teclado, se necessário,
00:01:32
clique em salvar e feche a janela
00:01:35
para usar a ação rápida. Comece por selecionar a sua mensagem,
00:01:38
em seguida, clique no nome da Ação Rápida que criou intitulada Contabilidade.
00:01:43
A sua mensagem será então movida e uma nova mensagem será
00:01:46
ser gerado automaticamente com o contabilista chefe como destinatário,
00:01:50
tudo o que tem de fazer é escrever o conteúdo da mensagem. Em seguida, clique em enviar
00:01:55
para modificar ou eliminar uma acção rápida. Aceda a definições,
00:02:00
clique no e-mail,
00:02:02
passos rápidos e, em seguida, clique no ícone de lápis para editar ou no ícone da lixeiras para excluir.
00:02:08
Aqui estamos prontos para automatizar e agilizar as suas tarefas de e-mail.
00:02:12
Ao utilizar passos rápidos,
00:02:14
pode gerir facilmente tarefas repetitivas de correio electrónico,
00:02:16
poupando tempo e melhorando a eficiência.

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résultat(s)
00:00:04
In questo tutorial vedremo come automatizzare le attività ripetitive in Outlook.
00:00:09
Per semplificare la gestione dei messaggi e risparmiare tempo
00:00:13
per creare un'azione comune.
00:00:14
Vai al centro del nastro,
00:00:15
fai clic sulla freccia verso il basso a destra del pulsante QuickSteps.
00:00:18
Quindi fai clic su Gestisci passaggi rapidi
00:00:22
nella nuova finestra.
00:00:24
Fai clic su New quickstep.
00:00:25
In questo esempio,
00:00:26
vogliamo creare un'azione rapida per archiviare le fatture ricevute in
00:00:30
la cartella contabile e inoltrare i messaggi al capo contabile.
00:00:34
Per prima cosa inseriremo un nome,
00:00:38
quindi scegli un'azione
00:00:39
nell'elenco.
00:00:40
Puoi scegliere le azioni per spostare i messaggi,
00:00:42
modificare lo stato dei messaggi o classificarli in base a
00:00:45
la loro categoria di importanza o qualsiasi altra caratteristica che ritieni rilevante
00:00:51
per spostare i messaggi in una cartella esistente.
00:00:53
Fai clic su Sposta per quindi seleziona la cartella in cui desideri spostare il messaggio.
00:00:57
Se la cartella non è stata ancora creata, clicca su crea nuova cartella
00:01:02
assegna un nome alla cartella
00:01:05
e quindi fai clic su Salva
00:01:07
a seguire inoltrando le fatture al capo contabile.
00:01:10
Clicca su, aggiungi un'altra azione,
00:01:12
seleziona l'opzione Inoltra a,
00:01:17
inserisci l'indirizzo email del capo contabile.
00:01:23
Se non sono necessarie ulteriori azioni. Puoi aggiungere una descrizione alla tua azione rapida,
00:01:28
assegna una scorciatoia da tastiera se necessario,
00:01:32
clicca su salva, quindi chiudi la finestra
00:01:35
per utilizzare l'azione rapida. Inizia selezionando il tuo messaggio,
00:01:38
quindi fai clic sul nome dell'azione rapida che hai creato intitolata Contabilità.
00:01:43
Il tuo messaggio verrà quindi spostato e verrà visualizzato un nuovo messaggio
00:01:46
verrà generato automaticamente con il capo contabile come destinatario,
00:01:50
tutto quello che devi fare è scrivere il contenuto del messaggio. Quindi fai clic su invia
00:01:55
per modificare o eliminare un'azione rapida. Vai alle impostazioni,
00:02:00
clicca sull'email,
00:02:02
passaggi rapidi, quindi fai clic sull'icona della matita per modificare o sull'icona del cestino per eliminare.
00:02:08
Qui siamo pronti per automatizzare e semplificare le tue attività di posta elettronica.
00:02:12
Utilizzando i passaggi rapidi,
00:02:14
puoi gestire facilmente le attività ripetitive di posta elettronica,
00:02:16
risparmiando tempo e migliorando l'efficienza.

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résultat(s)
00:00:04
В этом уроке мы увидим, как автоматизировать повторяющиеся задачи в Outlook.
00:00:09
Чтобы упростить управление сообщениями и сэкономить время
00:00:13
для создания общего действия.
00:00:14
Перейдите к середине ленты,
00:00:15
нажмите на стрелку вниз справа от кнопки quicksteps.
00:00:18
Затем нажмите «Управление быстрыми шагами»
00:00:22
в новом окне.
00:00:24
Нажмите на новый быстрый шаг.
00:00:25
В этом примере
00:00:26
мы хотим создать быстрое действие для регистрации полученных счетов-фактур в
00:00:30
папку с бухгалтерским учетом и пересылайте сообщения главному бухгалтеру.
00:00:34
Сначала мы введем имя,
00:00:38
затем выберите действие
00:00:39
в списке.
00:00:40
Вы можете выбрать действия для перемещения сообщений,
00:00:42
изменить статус сообщений или классифицировать их на основе
00:00:45
их важность, категория или любая другая характеристика, которую вы считаете актуальной
00:00:51
для перемещения сообщений в существующую папку.
00:00:53
Нажмите «Переместить», чтобы затем выбрать папку, в которую вы хотите переместить сообщение.
00:00:57
Если папка еще не создана, нажмите «Создать новую папку»
00:01:02
назовите папку
00:01:05
а затем нажмите «Сохранить»
00:01:07
а затем переслать счета главному бухгалтеру.
00:01:10
Нажмите на кнопку, добавьте еще одно действие,
00:01:12
выберите опцию «Переслать к»,
00:01:17
вставьте адрес электронной почты главного бухгалтера.
00:01:23
Если никаких дополнительных действий не требуется. К своему быстрому действию можно добавить описание,
00:01:28
при необходимости назначьте сочетание клавиш,
00:01:32
нажмите «Сохранить», затем закройте окно
00:01:35
чтобы использовать быстрое действие. Начните с выбора сообщения,
00:01:38
затем нажмите на название созданного вами быстрого действия под названием «Бухгалтерский учет».
00:01:43
Затем ваше сообщение будет перемещено и появится новое сообщение
00:01:46
будет автоматически сгенерировано с главным бухгалтером в качестве получателя,
00:01:50
все, что вам нужно сделать, это написать содержание сообщения. Затем нажмите «Отправить»
00:01:55
чтобы изменить или удалить быстрое действие. Перейдите в настройки,
00:02:00
нажмите на электронную почту,
00:02:02
быстрые шаги, затем нажмите значок карандаша для редактирования или значок корзины для удаления.
00:02:08
Здесь мы готовы автоматизировать и упростить ваши задачи по электронной почте.
00:02:12
Используя быстрые шаги,
00:02:14
вы можете легко управлять повторяющимися задачами электронной почты,
00:02:16
экономия времени и повышение эффективности.

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résultat(s)
00:00:04
En este tutorial, veremos cómo automatizar tus tareas repetitivas en Outlook.
00:00:09
Para simplificar la gestión de los mensajes y ahorrar tiempo
00:00:13
para crear una acción común.
00:00:14
Ve a la mitad de la cinta,
00:00:15
haga clic en la flecha hacia abajo situada a la derecha del botón de pasos rápidos.
00:00:18
A continuación, haga clic en administrar los pasos rápidos
00:00:22
en la nueva ventana.
00:00:24
Haga clic en el nuevo paso rápido.
00:00:25
En este ejemplo,
00:00:26
queremos crear una acción rápida para archivar las facturas recibidas en
00:00:30
la carpeta de contabilidad y reenviar los mensajes al jefe de contabilidad.
00:00:34
Primero, ingresaremos un nombre,
00:00:38
luego elige una acción
00:00:39
en la lista.
00:00:40
Puedes elegir acciones para mover los mensajes,
00:00:42
cambiar el estado de los mensajes o clasificarlos en función de
00:00:45
su categoría de importancia o cualquier otra característica que consideres relevante
00:00:51
para mover los mensajes a una carpeta existente.
00:00:53
Haga clic en mover para, a continuación, seleccionar la carpeta a la que desea mover el mensaje.
00:00:57
Si la carpeta aún no se ha creado, haga clic en crear nueva carpeta
00:01:02
asigne un nombre a la carpeta
00:01:05
y, a continuación, haga clic en guardar
00:01:07
para realizar un seguimiento reenviando las facturas al jefe de contabilidad.
00:01:10
Haga clic en, añada otra acción,
00:01:12
seleccione la opción de reenviar a,
00:01:17
inserte la dirección de correo electrónico del jefe de contabilidad.
00:01:23
Si no se requieren más acciones. Puedes añadir una descripción a tu acción rápida,
00:01:28
asignar un método abreviado de teclado si es necesario,
00:01:32
haga clic en guardar y, a continuación, cierre la ventana
00:01:35
para usar la acción rápida. Empieza por seleccionar tu mensaje,
00:01:38
luego haz clic en el nombre de la acción rápida que creaste, titulada Contabilidad.
00:01:43
A continuación, su mensaje se moverá y aparecerá un nuevo mensaje
00:01:46
se generará automáticamente con el jefe de contabilidad como destinatario,
00:01:50
lo único que tienes que hacer es escribir el contenido del mensaje. A continuación, haga clic en enviar
00:01:55
para modificar o eliminar una acción rápida. Ve a la configuración,
00:02:00
haga clic en el correo electrónico,
00:02:02
pasos rápidos y, a continuación, haga clic en el icono del lápiz para editar o en el icono de la papelera para eliminar.
00:02:08
Aquí estamos listos para automatizar y agilizar tus tareas de correo electrónico.
00:02:12
Al usar Quicksteps,
00:02:14
puedes gestionar fácilmente las tareas repetitivas de correo electrónico,
00:02:16
ahorrando tiempo y mejorando la eficiencia.

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