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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Answering a scheduling poll
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Change the default font for your emails
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Create a scheduling poll
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Saving a message
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Create and modify a group
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Use the scheduling poll dashboard
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Tell me what you want to do
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How do I block a sender?
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Discovering the Outlook 2016 interface
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Delay or schedule e-mail sending
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Join a group
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Accessing applications from a group
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Organizing your messages using rules
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Presentation of the task module
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Automatically mark deleted emails as read
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Attach a message, a contact, a file, or a task
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Introducing Outlook
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Sending automatic replies
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Recall or replace an e-mail you sent
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How do I share a document securely with Outlook?
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Create a task and create a recurring task
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Creating a group
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Create a task from a message
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Let Outlook read your emails out loud
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Process a received message
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Translate your emails into Outlook
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Insert elements into the mails (table, graphic, images)
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Manage Your Working Time in MyAnalytics
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Recover deleted items
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Request a read receipt or confirmation of delivery
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How to launch a New Teams Meeting in Outlook
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Presentation and discovery of contacts
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Create an e-mail message
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Respond to a meeting
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Creating a draft
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Calendar delegation
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Schedule sending emails in Outlook
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Using conversation mode
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Organizing in folders
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Discover the new simplified ribbon
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Export contacts from Outlook
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Import contacts into Outlook
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Create a contact & add and use contacts
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Schedule a meeting
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Manage recurring appointments
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Dictate email messages in Outlook
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Sharing the calendar
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Temporarily turn off notifications
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Getting Started with Outlook Mobile App
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Manage displays
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Publish the calendar
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Quickly sort emails
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Fill in your work schedules in Outlook
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Display 3 time zones
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Creating an e-mail template
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Using categories
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The Bcc field in detail
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Ribbon preview
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Sorting & searching your mails
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Clutter
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Introducing Office 365 Groups
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Set or remove reminders
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Prevent recipients from forwarding emails
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Create a contact group & Communicate through contact groups (distribution list)
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Cleaning your inbox
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Junk email
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Assigning a task
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Printing messages
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Identify meeting members
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Conduct surveys
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Prevent forwarding of a meeting
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Using the Scheduling Assistant
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How do I recognize a fraudulent email?
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Custom your personal reminders and notifications
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Make your Outlook signature accessible
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Open a shared calendar
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Show other people's calendar
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Create and add a signature to messages
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Edit and customize views
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Remove a member from a group
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Create an appointment
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Having a conversation within a group
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Manage attachments
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How to protect an email by encryption?
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Go further with Outlook Mobile
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Manage new message notifications
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Expand your LinkedIn network via Outlook
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Presentation and discovery of the calendar
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Outlook Mobile for Daily Use
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Create a meeting in the group calendar
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General security practices in Outlook
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Improving email accessibility
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Improve the accessibility of your images in emails
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Add accessible tables and lists
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Edit or delete an appointment, meeting or event
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Reply to and react to a Teams conversation in an e-mail
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Summarize Your Email Exchanges with Copilot
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Optimize Email Writing with Copilot Coaching
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Search from emails with Copilot
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Organize Your Messages with Rules
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Task Module Overview
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Edit or delete an appointment, meeting or event
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Recover deleted items
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Request a Read Receipt or Delivery Confirmation
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Grant delegate access in Microsoft 365 administration
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Insert Elements in Emails (Tables, Charts, Images)
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Send an Email and Create a Draft in Outlook
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The Bcc Field in Detail
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Add and manage multiple accounts on Outlook
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Set Your Work Hours in Outlook
- 02:02
- Viewed 335 times
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Use the Meeting Dashboard
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Create your reservation page for appointment booking (Bookings)
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- Viewed 325 times
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Create different types of events
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- Viewed 314 times
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Create a reminder for yourself
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Send a survey or questionnaire by email
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- Viewed 312 times
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Create an appointment or meeting
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- Viewed 309 times
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Presentation and introduction to the calendar
- 01:35
- Viewed 306 times
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Manage new message notifications
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- Viewed 305 times
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Block a sender
- 01:54
- Viewed 304 times
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Explore the Interface
- 03:22
- Viewed 302 times
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Create and add a signature to messages
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Share a task list
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- Viewed 301 times
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Create a Meeting Poll
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Process an incoming message
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- Viewed 297 times
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Save and Print a Message
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Sort and filter emails
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Send Emails on Behalf of Someone Else
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Create a task or reminder
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Attach files efficiently in Outlook
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- Viewed 285 times
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Create a task from a message
- 02:00
- Viewed 285 times
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Add Accessible Tables and Lists
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- Viewed 285 times
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Organize into Folders
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Respond to a meeting
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- Viewed 281 times
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Change the default font of your emails
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Manage Teams online meeting options
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Respond to a Meeting Poll
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Introduce the new version of Outlook
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Manage Views
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Edit and customize views
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Create an Email Template
- 01:40
- Viewed 272 times
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Open a Shared Calendar
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- Viewed 266 times
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Recall or replace an e-mail message
- 01:45
- Viewed 265 times
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Send Automatic Out-of-Office Replies
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- Viewed 262 times
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Add a third-party application
- 02:40
- Viewed 261 times
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Improve Email Accessibility
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- Viewed 259 times
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Search options
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Use the Scheduling Assistant
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Use a Shared Mailbox
- 01:18
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Collaborate directly during an event with Microsoft Loop and Outlook
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Make Your Outlook Signature Accessible
- 01:12
- Viewed 245 times
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Create and Manage Appointments in Delegated Calendars
- 02:04
- Viewed 244 times
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Improve the Accessibility of Images in Emails
- 01:18
- Viewed 240 times
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View Other Calendars
- 00:50
- Viewed 238 times
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Use Categories
- 02:51
- Viewed 236 times
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Calendar Delegation Setup
- 01:21
- Viewed 236 times
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Create a collaborative email with Microsoft Loop and Outlook
- 02:30
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Prepare for Time Out of Office (Viva Insights)
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Clean Up Your Inbox
- 01:18
- Viewed 231 times
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Translate Emails in Outlook
- 01:32
- Viewed 230 times
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Share a document securely with Outlook
- 02:21
- Viewed 228 times
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Share Your Calendar
- 01:54
- Viewed 226 times
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Mailbox Delegation Setup
- 01:59
- Viewed 226 times
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Prevent transfer for a meeting
- 01:19
- Viewed 226 times
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Prevent the forwarding of an email
- 01:01
- Viewed 225 times
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Delay Email Delivery
- 01:10
- Viewed 224 times
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Identify a fraudulent email
- 02:06
- Viewed 224 times
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Protect an email by encrypting
- 01:10
- Viewed 223 times
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Use Conversation View
- 01:47
- Viewed 222 times
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Streamline Note-Taking with OneNote and Outlook
- 01:03
- Viewed 215 times
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Respond to invitations as a delegate
- 02:55
- Viewed 214 times
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Provide an overview of best security practices in Outlook
- 01:08
- Viewed 207 times
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Use the Immersive Reader Feature
- 01:33
- Viewed 206 times
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Display Three Time Zones
- 01:52
- Viewed 205 times
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Easily Sort Your Mails
- 01:38
- Viewed 204 times
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Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
- Viewed 201 times
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Dictate Your Email to Outlook
- 01:35
- Viewed 200 times
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Introduction to Microsoft Outlook
- 01:09
- Viewed 185 times
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Create and modify a group
- 2:19
- Viewed 4514 times
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Viewing and configuring notifications
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Create slide content and save the template
- 4:50
- Viewed 3930 times
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Customize colors and save the theme
- 4:45
- Viewed 3760 times
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Create a template from a presentation
- 3:09
- Viewed 3755 times
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Customize the design and layouts
- 5:06
- Viewed 3669 times
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Create a profile
- 1:06
- Viewed 3522 times
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Set up your presentation
- 1:45
- Viewed 3190 times
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Setting your working hours
- 0:43
- Viewed 3036 times
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Create custom fields
- 1:21
- Viewed 2826 times
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Manage your profile privacy settings
- 1:01
- Viewed 2817 times
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Collections
- 3:53
- Viewed 2677 times
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Set up widgets
- 1:28
- Viewed 2640 times
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Define your status message
- 2:13
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Change your profile picture
- 1:09
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How to Manage Specific Settings
- 2:03
- Viewed 2556 times
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Change the theme of your Office portal
- 0:33
- Viewed 2487 times
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Manage language and time zone
- 0:52
- Viewed 2237 times
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Make your work environment attractive
- 1:44
- Viewed 2207 times
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Set up a period of quiet and focus
- 2:11
- Viewed 2111 times
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Dark Theme
- 1:02
- Viewed 2109 times
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Turning web pages into notes
- 2:49
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Move or delete items
- 2:11
- Viewed 2023 times
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Create custom fields
- 1:12
- Viewed 2010 times
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Change your password
- 0:36
- Viewed 1961 times
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Pin a channel to your favorites
- 1:04
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Plan a meeting based on a conversation
- 1:28
- Viewed 1745 times
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Synchronize only one channel
- 0:56
- Viewed 1696 times
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Customize notifications
- 2:05
- Viewed 1641 times
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Schedule private or team meetings
- 2:17
- Viewed 1609 times
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Manage or edit transcripts and captions
- 0:54
- Viewed 1581 times
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Presentation of different tools in a meeting
- 1:47
- Viewed 1544 times
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Add channels and tabs
- 1:40
- Viewed 1540 times
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Automatically record a meeting
- 1:12
- Viewed 1509 times
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Edit photo in Teams
- 0:42
- Viewed 1419 times
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Chancing Your Status
- 0:40
- Viewed 1211 times
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Share content in meetings
- 2:44
- Viewed 1202 times
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Schedule Message Delivery
- 0:58
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Use a background image during a video call
- 1:19
- Viewed 1157 times
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Edit, Delete a Share
- 02:16
- Viewed 1138 times
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Isolate a conversation window
- 0:50
- Viewed 1127 times
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Disabling Conversation Notifications
- 0:27
- Viewed 1098 times
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Use and co-edit files
- 2:06
- Viewed 1090 times
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Enabling Mobile Notifications
- 1:28
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Use Connectors to Receive Notifications
- 0:48
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Use Commands and Keyboard Shortcuts
- 1:29
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Use Viva Insights in Conversations
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Manage Conversation Options
- 1:35
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Add and Explore Workflows
- 1:35
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Set Up Monitoring in a Channel with an RSS Feed
- 0:48
- Viewed 817 times
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Customize the Display of the Function Panel
- 0:45
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Search for Documents
- 01:31
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Add a third-party application
- 02:40
- Viewed 261 times
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Make Your Outlook Signature Accessible
- 01:12
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Display Three Time Zones
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Respect Your Colleagues' Off Hours (Viva Insights)
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Initiate a project budget tracking table with Copilot
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Develop and share a clear project follow-up with Copilot
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Organize an action plan with Copilot and Microsoft Planner
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Structure and optimize team collaboration with Copilot
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Copilot at the service of project reports
- 02:36
- Viewed 80 times
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Initiate a tracking table with ChatGPT
- 01:35
- Viewed 74 times
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Distribute tasks within a team with ChatGPT
- 01:26
- Viewed 127 times
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Generate a meeting summary with ChatGPT
- 01:24
- Viewed 80 times
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Project mode
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Create an agent for a team
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Install and access Copilot Studio in Teams
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Analyze the Copilot Studio agent
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Publish the agent and make it accessible
- 01:39
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Copilot Studio agent settings
- 01:33
- Viewed 72 times
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Add new actions
- 01:54
- Viewed 136 times
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Create a first action
- 01:59
- Viewed 135 times
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Manage topics
- 01:51
- Viewed 102 times
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Manage knowledge sources
- 01:11
- Viewed 74 times
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Create an agent with Copilot Studio
- 01:52
- Viewed 133 times
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Access Copilot Studio
- 01:09
- Viewed 131 times
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Get started with Copilot Studio
- 01:25
- Viewed 71 times
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Introduction to PowerBI
- 00:60
- Viewed 193 times
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Introduction to Microsoft Outlook
- 01:09
- Viewed 185 times
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Introduction to Microsoft Insights
- 02:04
- Viewed 192 times
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Introduction to Microsoft Viva
- 01:22
- Viewed 193 times
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Introduction to Planner
- 00:56
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Introduction to Microsoft Visio
- 02:07
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Introduction to Microsoft Forms
- 00:52
- Viewed 193 times
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Introducing to Microsoft Designer
- 00:28
- Viewed 270 times
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Introduction to Sway
- 01:53
- Viewed 169 times
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Introducing to Word
- 01:00
- Viewed 191 times
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Introducing to SharePoint Premium
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Create a call group
- 01:15
- Viewed 244 times
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Use call delegation
- 01:07
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Assign a delegate for your calls
- 01:08
- Viewed 240 times
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Ring multiple devices simultaneously
- 01:36
- Viewed 157 times
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Use the "Do Not Disturb" function for calls
- 01:28
- Viewed 146 times
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Manage advanced call notifications
- 01:29
- Viewed 162 times
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Configure audio settings for better sound quality
- 02:08
- Viewed 196 times
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Block unwanted calls
- 01:24
- Viewed 164 times
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Disable all call forwarding
- 01:09
- Viewed 164 times
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Manage a call group in Teams
- 02:01
- Viewed 155 times
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Update voicemail forwarding settings
- 01:21
- Viewed 151 times
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Configure call forwarding to internal numbers
- 01:02
- Viewed 148 times
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Set call forwarding to external numbers
- 01:03
- Viewed 171 times
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Manage voicemail messages
- 01:55
- Viewed 226 times
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Access voicemail via mobile and PC
- 02:03
- Viewed 246 times
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Customize your voicemail greeting
- 02:17
- Viewed 147 times
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Transfer calls with or without an announcement
- 01:38
- Viewed 144 times
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Manage simultaneous calls
- 01:52
- Viewed 153 times
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Support third-party apps during calls
- 01:53
- Viewed 192 times
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Add participants quickly and securely
- 01:37
- Viewed 155 times
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Configure call privacy and security settings
- 02:51
- Viewed 150 times
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Manage calls on hold
- 01:20
- Viewed 158 times
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Live transcription and generate summaries via AI
- 03:43
- Viewed 148 times
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Use the interface to make and receive calls
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Draft a Service Memo
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Extract Invoice Data and Generate a Pivot Table
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Formulate a Request for Pricing Conditions via Email
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Analyze a Supply Catalog Based on Needs and Budget
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SharePoint Page Co-Editing: Collaborate in Real Time
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Other Coaches
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Agents in SharePoint
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Prompt coach
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Modify, Share, and Install an Agent
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Configure a Copilot Agent
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Describe a copilot agent
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Rewrite with Copilot
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Analyze a video
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Use the Copilot pane
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Process text
- 01:03
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Create an insights grid
- 01:19
- Viewed 303 times
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Generate and manipulate an image in PowerPoint
- 01:47
- Viewed 188 times
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Interact with a web page with Copilot
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- Viewed 210 times
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Create an image with Copilot
- 00:42
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Summarize a PDF with Copilot
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Analyze your documents with Copilot
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Chat with Copilot
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Particularities of Personal and Professional Copilot Accounts
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Data Privacy in Copilot
- 00:43
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Access Copilot
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Use a Copilot Agent
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Modify with Pages
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Generate and manipulate an image in Word
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Create Outlook rules with Copilot
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Generate the email for the recipient
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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.