1 00:00:00,05 --> 00:00:03,04 - [Narrator] Microsoft Word and Excel give you the ability 2 00:00:03,04 --> 00:00:06,09 to create macros, either by recording them or entering them 3 00:00:06,09 --> 00:00:10,06 in the Visual Basic Editor, they're small programs 4 00:00:10,06 --> 00:00:13,02 that you can use to automate a series of steps. 5 00:00:13,02 --> 00:00:15,07 The Outlook equivalent of that is called a Quick Step. 6 00:00:15,07 --> 00:00:17,08 And Quick Steps are only available 7 00:00:17,08 --> 00:00:20,00 in the Mail app, not in the calendar, 8 00:00:20,00 --> 00:00:24,00 not in to do, not in contacts, but just in mail. 9 00:00:24,00 --> 00:00:25,03 The benefit of a quick step 10 00:00:25,03 --> 00:00:28,04 is you can do multiple steps with one click. 11 00:00:28,04 --> 00:00:30,07 So I want to create a new quick step 12 00:00:30,07 --> 00:00:32,08 and I'll walk you through it. 13 00:00:32,08 --> 00:00:35,00 Here are the quick steps I have that already exist. 14 00:00:35,00 --> 00:00:36,09 I'm going to choose Manage Quick Steps 15 00:00:36,09 --> 00:00:39,06 or I could just click on the Quick Steps link 16 00:00:39,06 --> 00:00:41,06 and it will take me to this dialogue. 17 00:00:41,06 --> 00:00:44,03 So notice that this is the same place I would go 18 00:00:44,03 --> 00:00:47,09 if I click the Settings and I chose Mail 19 00:00:47,09 --> 00:00:51,00 and Quick Steps, I'm in exactly the same spot. 20 00:00:51,00 --> 00:00:52,06 I'm going to choose New Quick Step 21 00:00:52,06 --> 00:00:57,05 and I'm going to name this new Quick Step licenses. 22 00:00:57,05 --> 00:00:58,06 (person typing) 23 00:00:58,06 --> 00:01:00,02 The first action I'm going to choose 24 00:01:00,02 --> 00:01:01,07 is I have this email open. 25 00:01:01,07 --> 00:01:04,05 I'm looking at it, or I have it selected. 26 00:01:04,05 --> 00:01:06,02 It doesn't matter. 27 00:01:06,02 --> 00:01:07,08 In either event, I'm convinced it's about licenses 28 00:01:07,08 --> 00:01:09,08 so I want to mark it as red. 29 00:01:09,08 --> 00:01:11,03 I want to add another action. 30 00:01:11,03 --> 00:01:17,02 And that action is to move to out of all of these options 31 00:01:17,02 --> 00:01:19,08 and the folder I'm going to select is licenses. 32 00:01:19,08 --> 00:01:21,04 If this folder didn't already exist, 33 00:01:21,04 --> 00:01:23,06 I could create it right here. 34 00:01:23,06 --> 00:01:26,00 So market is read, move it to licenses. 35 00:01:26,00 --> 00:01:27,06 I'm all done. 36 00:01:27,06 --> 00:01:29,08 Now I could enter a description 37 00:01:29,08 --> 00:01:32,07 for it if I wish, if can choose a shortcut 38 00:01:32,07 --> 00:01:36,06 but all of the shortcuts are control shift combinations 39 00:01:36,06 --> 00:01:38,07 which if I have five or six of them, 40 00:01:38,07 --> 00:01:40,00 I probably won't remember 41 00:01:40,00 --> 00:01:42,04 which number was assigned to which. 42 00:01:42,04 --> 00:01:44,04 And therefore, if you find yourself 43 00:01:44,04 --> 00:01:46,00 in a position where you need a sticky note 44 00:01:46,00 --> 00:01:48,09 on your monitor to remember which shortcuts are which 45 00:01:48,09 --> 00:01:50,03 don't do that. 46 00:01:50,03 --> 00:01:52,00 So I'm not going to use a shortcut here 47 00:01:52,00 --> 00:01:54,01 'cause this is going to be easy enough to get to. 48 00:01:54,01 --> 00:01:56,03 I'm going to save this. 49 00:01:56,03 --> 00:01:58,05 Here's my new shortcut. 50 00:01:58,05 --> 00:02:02,05 I'm going to close the settings dialogue 51 00:02:02,05 --> 00:02:04,03 and now I'm going to slide down 52 00:02:04,03 --> 00:02:06,07 to one of my emails about licensing. 53 00:02:06,07 --> 00:02:09,01 Here's one right here. 54 00:02:09,01 --> 00:02:11,01 And I'm simply going to choose licenses. 55 00:02:11,01 --> 00:02:14,03 I can click the dropdown and choose it right here. 56 00:02:14,03 --> 00:02:15,09 Notice the email disappeared. 57 00:02:15,09 --> 00:02:17,01 Where did it go? 58 00:02:17,01 --> 00:02:21,04 It went over here to licenses marked as read. 59 00:02:21,04 --> 00:02:24,02 You can create as many quick steps as you wish 60 00:02:24,02 --> 00:02:30,02 and you can use quick steps to do so many things. 61 00:02:30,02 --> 00:02:33,04 If I choose New Quick Step, call this Test 62 00:02:33,04 --> 00:02:37,01 and selection action, you'll notice that I can move, copy 63 00:02:37,01 --> 00:02:39,08 or delete or permanently delete the message. 64 00:02:39,08 --> 00:02:42,01 I can change the status to read or unread 65 00:02:42,01 --> 00:02:44,00 I can set a retention policy, 66 00:02:44,00 --> 00:02:46,00 categorize the message, flag the message. 67 00:02:46,00 --> 00:02:47,08 If I choose flag 68 00:02:47,08 --> 00:02:51,00 I can choose all the different options about when I flag. 69 00:02:51,00 --> 00:02:56,06 I can pin, unpin, snooze, I can send a response, 70 00:02:56,06 --> 00:02:59,00 I can forward it to someone else as an attachment. 71 00:02:59,00 --> 00:03:00,09 I can even choose to ignore all messages 72 00:03:00,09 --> 00:03:03,05 in the conversation from that point forward. 73 00:03:03,05 --> 00:03:06,02 So all of these are possible actions, and again, 74 00:03:06,02 --> 00:03:08,08 the power is when you have something 75 00:03:08,08 --> 00:03:11,03 that requires more than one action. 76 00:03:11,03 --> 00:03:12,05 If it only requires one 77 00:03:12,05 --> 00:03:15,02 you can probably just go find that action. 78 00:03:15,02 --> 00:03:17,02 But as soon as I'm taking two 79 00:03:17,02 --> 00:03:21,07 or more actions on something on a routine basis, 80 00:03:21,07 --> 00:03:24,08 creating a quick step is going to make it faster 81 00:03:24,08 --> 00:03:28,05 and easier to simply select the message 82 00:03:28,05 --> 00:03:34,00 and then choose the appropriate quick step from the list.