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!

02:19
115 views

Available in Microsoft365

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.

Mandarine AI: CE QUI POURRAIT VOUS INTÉRESSER

RELATED COURSES This tutorial is part of the following courses

719 Views

Microsoft Outlook Intermediate Training - Enhance Your Productivity with Outlook

Elevate your Microsoft Outlook skills with our intermediate training, designed to leverage advanced features essential for effective email a...

ALL COURSES