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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Saving a message
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Let Outlook read your emails out loud
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How do I block a sender?
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Sending automatic replies
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Creating a group
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Create a task and create a recurring task
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Translate your emails into Outlook
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Attach a message, a contact, a file, or a task
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Manage Your Working Time in MyAnalytics
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Insert elements into the mails (table, graphic, images)
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How do I share a document securely with Outlook?
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How to launch a New Teams Meeting in Outlook
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Process a received message
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Creating a draft
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Calendar delegation
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Organizing in folders
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Using conversation mode
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Schedule sending emails in Outlook
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Export contacts from Outlook
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Discover the new simplified ribbon
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Schedule a meeting
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Create an e-mail message
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Recover deleted items
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Import contacts into Outlook
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Dictate email messages in Outlook
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Manage recurring appointments
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Fill in your work schedules in Outlook
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Sharing the calendar
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Manage displays
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Display 3 time zones
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Temporarily turn off notifications
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Create a contact & add and use contacts
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Getting Started with Outlook Mobile App
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Ribbon preview
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Creating an e-mail template
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Request a read receipt or confirmation of delivery
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Publish the calendar
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Quickly sort emails
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Clutter
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The Bcc field in detail
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Junk email
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Introducing Office 365 Groups
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Using categories
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Set or remove reminders
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Presentation and discovery of contacts
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Printing messages
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Prevent recipients from forwarding emails
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Sorting & searching your mails
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Cleaning your inbox
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Conduct surveys
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Identify meeting members
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Create a contact group & Communicate through contact groups (distribution list)
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Assigning a task
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Using the Scheduling Assistant
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Custom your personal reminders and notifications
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Open a shared calendar
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Show other people's calendar
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How do I recognize a fraudulent email?
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Create and add a signature to messages
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Make your Outlook signature accessible
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Edit and customize views
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Prevent forwarding of a meeting
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Remove a member from a group
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Manage attachments
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Create an appointment
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How to protect an email by encryption?
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Go further with Outlook Mobile
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Having a conversation within a group
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Manage new message notifications
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Expand your LinkedIn network via Outlook
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Outlook Mobile for Daily Use
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Presentation and discovery of the calendar
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Create a meeting in the group calendar
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Improving email accessibility
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General security practices in Outlook
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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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Summarize Your Email Exchanges with Copilot
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Search from emails with Copilot
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Organize Your Messages with Rules
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Edit or delete an appointment, meeting or event
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Request a Read Receipt or Delivery Confirmation
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Insert Elements in Emails (Tables, Charts, Images)
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Add and manage multiple accounts on Outlook
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Task Module Overview
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Recover deleted items
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Presentation and introduction to the calendar
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Grant delegate access in Microsoft 365 administration
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Edit and customize views
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Use the Meeting Dashboard
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Save and Print a Message
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Create and add a signature to messages
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Organize into Folders
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Sort and filter emails
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Create different types of events
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Create a reminder for yourself
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Create an appointment or meeting
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Introduce the new version of Outlook
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Attach files efficiently in Outlook
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Set Your Work Hours in Outlook
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Share a task list
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Respond to a meeting
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Manage Teams online meeting options
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Explore the Interface
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Create a task or reminder
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Manage new message notifications
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The Bcc Field in Detail
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Process an incoming message
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Search options
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Change the default font of your emails
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Create a task from a message
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Manage Views
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Create your reservation page for appointment booking (Bookings)
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Block a sender
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Create an Email Template
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Create a Meeting Poll
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Use a Shared Mailbox
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Respond to a Meeting Poll
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Send Emails on Behalf of Someone Else
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Send a survey or questionnaire by email
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Add a third-party application
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Add Accessible Tables and Lists
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Prepare for Time Out of Office (Viva Insights)
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Calendar Delegation Setup
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Recall or replace an e-mail message
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Collaborate directly during an event with Microsoft Loop and Outlook
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Share Your Calendar
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Clean Up Your Inbox
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Open a Shared Calendar
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Send Automatic Out-of-Office Replies
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Prevent the forwarding of an email
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Create a collaborative email with Microsoft Loop and Outlook
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View Other Calendars
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Delay Email Delivery
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Translate Emails in Outlook
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Dictate Your Email to Outlook
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Use the Scheduling Assistant
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Improve Email Accessibility
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- Viewed 78 times
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Use the Immersive Reader Feature
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Create and Manage Appointments in Delegated Calendars
- 02:04
- Viewed 78 times
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Improve the Accessibility of Images in Emails
- 01:18
- Viewed 75 times
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Easily Sort Your Mails
- 01:38
- Viewed 74 times
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Use Conversation View
- 01:47
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Display Three Time Zones
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Share a document securely with Outlook
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Prevent transfer for a meeting
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- Viewed 70 times
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Identify a fraudulent email
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Make Your Outlook Signature Accessible
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Protect an email by encrypting
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Use Categories
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Mailbox Delegation Setup
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Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
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Respond to invitations as a delegate
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Streamline Note-Taking with OneNote and Outlook
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Provide an overview of best security practices in Outlook
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Create slide content and save the template
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Customize colors and save the theme
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Create a template from a presentation
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Create and modify a group
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Viewing and configuring notifications
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Customize the design and layouts
- 5:06
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Set up your presentation
- 1:45
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Create a profile
- 1:06
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Setting your working hours
- 0:43
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Create custom fields
- 1:21
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Manage your profile privacy settings
- 1:01
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Collections
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Set up widgets
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How to Manage Specific Settings
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Change the theme of your Office portal
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Change your profile picture
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Define your status message
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Manage language and time zone
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Make your work environment attractive
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Dark Theme
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Turning web pages into notes
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Set up a period of quiet and focus
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Move or delete items
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Change your password
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Create custom fields
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Plan a meeting based on a conversation
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Synchronize only one channel
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Customize notifications
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Schedule private or team meetings
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Manage or edit transcripts and captions
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Pin a channel to your favorites
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Add channels and tabs
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Presentation of different tools in a meeting
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Automatically record a meeting
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Edit photo in Teams
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Chancing Your Status
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Share content in meetings
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Use a background image during a video call
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Isolate a conversation window
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Disabling Conversation Notifications
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Use and co-edit files
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Enabling Mobile Notifications
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Schedule Message Delivery
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Use Commands and Keyboard Shortcuts
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Use Connectors to Receive Notifications
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Use Viva Insights in Conversations
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Add and Explore Workflows
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Set Up Monitoring in a Channel with an RSS Feed
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Manage Conversation Options
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Customize the Display of the Function Panel
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Edit, Delete a Share
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Search for Documents
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Add a third-party application
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Display Three Time Zones
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Make Your Outlook Signature Accessible
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Respect Your Colleagues' Off Hours (Viva Insights)
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Interact with a web page with Copilot
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Create an image with Copilot
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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
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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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Action Function
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Search Function
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Date and Time Function
- 02:53
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Logical Function
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Text Function
- 03:25
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Basic Function
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Categories of Functions in Power FX
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Introduction to Power Fx
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The New Calendar
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Sections
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Customizing Views
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Introduction to the New Features of Microsoft Teams
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Guide to Using the Microsoft Authenticator App
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Turn on Multi-Factor Authentication in the Admin Section
- 02:07
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Manual Activation of Multi-Factor Authentication
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Concept of Multi-Factor Authentication
- 01:51
- Viewed 58 times
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Use the narrative Builder
- 01:31
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Microsoft Copilot Academy
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Connect Copilot to a third party app
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Share a document with copilot
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Configurate a page with copilot
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Use Copilot with Right-Click
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Draft a Service Memo with Copilot
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Extract Invoice Data and Generate a Pivot Table
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Summarize Discussions and Schedule a Meeting Slot
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Formulate a Request for Pricing Conditions via Email
- 02:20
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Analyze a Supply Catalog Based on Needs and Budget
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Retrieve Data from a Web Page and Include it in Excel
- 04:35
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Create a Desktop Flow with Power Automate from a Template
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Understand the Specifics and Requirements of Desktop Flows
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Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service
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Excel: List Files from a Channel in an Excel Workbook with Power Automate
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Excel: Link Excel Scripts and Power Automate Flows
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SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow
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SharePoint: Automate File Movement to an Archive Library
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Share Power Automate Flows
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Manipulate Dynamic Content with Power FX
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Leverage Variables with Power FX in Power Automate
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Understand the Concept of Variables and Loops in Power Automate
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Add Conditional “Switch” Actions in Power Automate
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Add Conditional “IF” Actions in Power Automate
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Create an Approval Flow with Power Automate
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Create a Scheduled Flow with Power Automate
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Create an Instant Flow with Power Automate
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Create an Automated Flow with Power Automate
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Create a Simple Flow with AI Copilot
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Discover the “Build Space”
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Understand the Steps to Create a Power Automate Flow
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Discover the Power Automate Home Interface
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Access Power Automate for the Web
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Understand the Benefits of Power Automate
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Add a third-party application
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Send a survey or questionnaire by email
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Collaborate directly during an event with Microsoft Loop and Outlook
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Create a collaborative email with Microsoft Loop and Outlook
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Streamline Note-Taking with OneNote and Outlook
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Create your reservation page for appointment booking (Bookings)
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Share a document securely with Outlook
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- Viewed 74 times
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Block a sender
- 01:54
- Viewed 108 times
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Identify a fraudulent email
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- Viewed 70 times
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Prevent transfer for a meeting
- 01:19
- Viewed 70 times
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Prevent the forwarding of an email
- 01:01
- Viewed 88 times
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Protect an email by encrypting
- 01:10
- Viewed 69 times
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Provide an overview of best security practices in Outlook
- 01:08
- Viewed 61 times
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Recover deleted items
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- Viewed 170 times
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Recall or replace an e-mail message
- 01:45
- Viewed 93 times
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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.