- [Narrator] Microsoft Word and Excel give you the ability
to create macros, either by recording them or entering them
in the Visual Basic Editor, they're small programs
that you can use to automate a series of steps.
The Outlook equivalent of that is called a Quick Step.
And Quick Steps are only available
in the Mail app, not in the calendar,
not in to do, not in contacts, but just in mail.
The benefit of a quick step
is you can do multiple steps with one click.
So I want to create a new quick step
and I'll walk you through it.
Here are the quick steps I have that already exist.
I'm going to choose Manage Quick Steps
or I could just click on the Quick Steps link
and it will take me to this dialogue.
So notice that this is the same place I would go
if I click the Settings and I chose Mail
and Quick Steps, I'm in exactly the same spot.
I'm going to choose New Quick Step
and I'm going to name this new Quick Step licenses.
(person typing)
The first action I'm going to choose
is I have this email open.
I'm looking at it, or I have it selected.
It doesn't matter.
In either event, I'm convinced it's about licenses
so I want to mark it as red.
I want to add another action.
And that action is to move to out of all of these options
and the folder I'm going to select is licenses.
If this folder didn't already exist,
I could create it right here.
So market is read, move it to licenses.
I'm all done.
Now I could enter a description
for it if I wish, if can choose a shortcut
but all of the shortcuts are control shift combinations
which if I have five or six of them,
I probably won't remember
which number was assigned to which.
And therefore, if you find yourself
in a position where you need a sticky note
on your monitor to remember which shortcuts are which
don't do that.
So I'm not going to use a shortcut here
'cause this is going to be easy enough to get to.
I'm going to save this.
Here's my new shortcut.
I'm going to close the settings dialogue
and now I'm going to slide down
to one of my emails about licensing.
Here's one right here.
And I'm simply going to choose licenses.
I can click the dropdown and choose it right here.
Notice the email disappeared.
Where did it go?
It went over here to licenses marked as read.
You can create as many quick steps as you wish
and you can use quick steps to do so many things.
If I choose New Quick Step, call this Test
and selection action, you'll notice that I can move, copy
or delete or permanently delete the message.
I can change the status to read or unread
I can set a retention policy,
categorize the message, flag the message.
If I choose flag
I can choose all the different options about when I flag.
I can pin, unpin, snooze, I can send a response,
I can forward it to someone else as an attachment.
I can even choose to ignore all messages
in the conversation from that point forward.
So all of these are possible actions, and again,
the power is when you have something
that requires more than one action.
If it only requires one
you can probably just go find that action.
But as soon as I'm taking two
or more actions on something on a routine basis,
creating a quick step is going to make it faster
and easier to simply select the message
and then choose the appropriate quick step from the list.