Quick Steps: Add shortcuts to the Outlook ribbon to file your emails
This week we continue our series on automating Outlook using it’s built in Quick-Steps feature. I will show you how to use Quick-Steps to add buttons to your Ribbon that will let you file emails to any folder at the click of a button.
For example, you may want to create Quick-Steps to folders for your currently active projects.
If you have many folders for emails, you may also want to look at QuickFile for Outlook which learns and recommends filing locations.
I have a few folders to which I often need to file emails to. For example, I have a Reading folder to which I read non-important emails that I want to keep for (leisure or research) reading later. I also have a folder called Keep for Now for emails that are important for the moment (e.g. an email about a golf tournament in the next few weeks).
I have created Quick-Steps for both so that I can move emails to both folder quickly.
Step-by Step: Creating the Quick-Step
Click Quick-Step on the Home tab of the Outlook ribbon.
Click New Quick Step – Move to Folder
Type in an easy to remember name for this Quick Step in the Name box
Tick the Move to folder checkbox
Select the folder to move to in the list
Untick Mark as read checkbox
Now that you Quick-Step Is saved, let’s use it
Step-by Step: Using the Quick-Step
Click on the email that you wish to apply the Quick Step to (in this case the email that I want to move)
Click Quick Step on the Ribbon and then click on the appropriate Quick Step from the list.
… and That’s it!
Quick-Steps are a great way to file emails if most of your emails go into a few folders only. However if you have many folders, you may want to try a more complete solution for filing your emails such as QuickFile for Outlook.