MS Outlook 2016 Email Rules/Quick Steps – Howtoshtab – how to, lifehacks, tips and tricks

– Hi, this is L.J. Boffle. And this will be a hopefully short video about emails in Outlook 2016. And what I want to share with you today is a little bit more about how you can organize and process your email in a really efficient manner, specifically using rules and using quick steps. Let’s take a look. So right now, I’m in my Outlook, and what I’m going to do is work with the student account 15, which is my Lea bot student account. And then of course this is me, the instructor.

And what I’ve already done over here is open up. OK. So here I am in my student 15, and I have an email here for a newsletter. Sometimes I get newsletters, sometimes I’ll get other things that I would like to treat like newsletters. And what I would like to do is be able to just– instead of always having to stop and read this in the middle of all the other emails I get, I’d like to have things that are a certain type of email or something I could do with in one click. And that’s what you call a quick step. A quick step, essentially, is where you can create a little mini macro in Outlook, and then you could apply it to any one of your emails that you want. You think ahead of what you want to do with your emails. In an earlier video, I created some organization folders here including one called newsletters. I could call this newsletters, or I could go over here and rename it and say “Misc Info” that newsletters could go into, as well as other miscellaneous info. Things that I’d like to keep in, I’d like to look at– in fact, let’s not even call it that, let’s just call it “For Reading.

” For reading. That way, I know it’s something I want to keep for reading, but I don’t yet know what I’m going to do with it. I could get a number of things– oh golly. For some reason, supernatural dudes group showed up here. And here we are. Back in my inbox, I could get several things a day. Articles that a colleague sent me, a newsletter, and so on. And I would like to not have to stop and read and drag and sort them all over. So that’s what quick steps can help me with. So for instance, there’s actually some pre-created quick steps in here. Newsletters, to manager, team email, done, blah blah blah. What I want to do is show you how to create a new quick step. I’m going to create one, and let’s do a custom one. That way, you can just see from the beginning. And I’ll say “To Be Read.” This happens to be on the Home tab of your email area.

So this is the little quick steps. Custom. And what I’m going to do is to choose several actions to happen, so that when I have an email, I can click it with this particular quick step. So let’s see what we’ve got. We can choose from here. First, I would like to move it to a folder. And I’m going to go choose the folder. And I’m actually going to move it to “For Reading.” I think that would probably appear near the top, because that was the most recent one I created. But I don’t want just that to happen. I don’t want to have a bunch of reading stuff with unread material in here. You know, because when you have unread emails, you’ll see a one, or a three, or a five, however many unread emails.

I don’t like seeing that for things that aren’t that important. I just want to see unread emails in my inbox. So what I’m going to do is come over here, see what else I can do. Categories, Task, Mark Complete. Respond. Mark As Read. OK. Now, the third thing I want to do is this is for reading at my own leisure, so I’m not going to do it in any particular rush. So I’d like to make sure that it’s marked with an importance that’s not terribly important. I’m going to go ahead and say, “importance low.” Ideally here, what’s going to happen is when I get an email and I’m not sure at a glance what I want to do with it. I want to be able to just apply a quick step that will move it to the folder for reading, mark it as read– so I don’t have it sitting here like blinking at me, waiting for me, read me read me, read me– and then setting the importance to low, because it’s nothing terribly important.

And then, if I’m only going to do a few of these, I could create a shortcut key. I’m not going to do that now, because off the top of my head, I’ve got all sorts of shortcut keys on my computer for other things. But if I wanted to do this– where I would just click the email and then press a shortcut key, it would do it for me automatically. What I’m going to do, is finish this. This is a nice quick step. Now what I’m going to do is I’m going to take a look at this email. I just want to right click it. I want to go to quick steps, to be read, bye-bye. And that’s what happened. It just did it for me. So what I’m going to do is all three of these. I’m going to go ahead and drag them back over to the inbox, so we can display it. Instructional account, quick step, to be read, bye-bye. And now it’s over here. Isn’t that neat? I like it, it’s really cool.

Quick organizing. And the thing is, this doesn’t have to be just for newsletters. It could be for an article that a friend sends to you. It could be for anything else that you know you’re going to want to take– you may have sent it to yourself from home. It’s like, “Oh here’s an article I’m going to read while I’m at work, so I could talk to my colleagues about it.” But then when you get it at work, you could just do that quick step. Now the other thing I want to show you are called rules. Rules are for how you will apply some specific steps every time a specific email comes into your inbox, and does it automatically. Let’s take a look. Manage rules and alerts. And actually what we need to do, is create a new rule. Now what I would like to do, is I would like to have anything that comes from this email address automatically put into a file folder here. And I have not yet created one so for it– it’s for the instructor. So I’m going to create new folder. Instructor.

Any email that comes from the instructor, I want to immediately come in here. I would like it to be read, but I’d like it to be a high priority. So that’s what I want to see. If I can create a rule so that any time something is emailed from this email address, the instructor, I won’t even see it come into the inbox. It’ll just process once it goes through the system and end up right here into this folder. And so on. So what I need to do is first make sure that I have got this email address and I know what I want to do. Next, I’m going to come over here to rules. I’m going to manage rules and alerts. I’m going to create a new rule. You don’t have to name the rule. Basically, I’m going to move messages from someone, to a folder. So I want to click this. And then I need to click down here for “People.” And in this case, this is a contact. And what I want to do is from the student account zero zero. And I need to double click this, so the name will pop up down here. Then I can click OK. So the first thing that will happen in this rule, once I activate it. Any messages from me– the zero zero number here– is going to be moved to a folder.

Then I have to say, “What is the folder I want it to be put into?” So I want this to come down here. It’s going to be in one of the inbox sub-folders. Under references, to instructor. Now, from there what else would I like to do? Stay up to date, play a sound, No, Apply. I want to stay– Next what I want to do– let’s see if there’s anything else I want to do. Next. Which conditions do I want to check? From specific people, or public group. Now in this particular case, I could actually state anything that comes from this person, but only with specific words in the subject. You know, please keep this email. So, let’s do that. Let’s do that. Let’s do specific words in the subject. Now let’s write what the specific words should be in the subject. Keep. OK. And then, I’m going to just add that. OK. So now what we’re seeing down here is this rule being built up.

From this email account, with this in the subject, move it to the instructor folder. Next, what do I want to do with the message? Well, again, we’re still building this. We’re going to stop processing more rules, we’re going to move it to this folder. What I’d actually like to do is mark it as importance. And then I want to make it high priority. The other thing I’d like to do is– I’d like to see if I can have it so it’s already read. Mark it as read. OK. Now what’s going to happen, in order– and this is the way it’s been built– is that when this email from the instructor to this particular email box shows up, if it has “keep” colon in the subject of the message, it’ll be marked as high importance, moved to the instructor folder, and marked as read. And then no more rules will be processed. So now I’m going to click OK. Edit the rule description if there’s anything else I need to do. Are there any exceptions? I’m going to say no.

Or actually, I’m just going to assume no. I could run this rule now on messages already in the inbox. I don’t have any in there, but I’m not going to. But what I’m going to do is turn on this rule. I could create this rule on all accounts. This would add to my overall Outlook 2016 data file for all email accounts. I don’t want to do that. What I want to do that is just for this one. So once again, I can double check here from this email, with this in the subject, mark as high importance, move to the instructor folder, mark it as read, stop processing more rules. Finished. Apply. OK. Now, I’m going to come up here. And I’m going to say new email to Lea Bot. Testing, one, two, three. Delete me. Send. Next, I’m going to do another email to Lea Bot.

Newsletters, anyone? Here is another newsletter link. Probably going to wonder why– you can guess why I’m doing this one. So I can show you the comparison. Then I’m going to go ahead and send that. Ignore once. OK. Finally, we’re going to do this one to Lea. Keep. We have Friday off. Hello, just a quick note to remind you that we have Friday off. Any meeting you wanted to have that day won’t be possible. I’m just doing a real quick and dirty one here. OK so now I’m going to send that. And then I’m going to collapse this and go over here. Now in my inbox, I’ve got two of the emails. Another one is still processing– or is it? “Newsletters, anyone?” “Testing, one, two, three.” But I know I sent a third one. Oh my goodness. See what happened? It entirely– the one that I did with this rule. And I could double click it so I could see the actions down here. It in fact did exactly what it was supposed to do. It immediately bypassed my inbox, it marked it as read, it marked it as high importance. And it stuffed it into the instructor folder.

So rules are really good for you to be able to do that, especially if you know you’re going to be getting emails from a specific person while you’re on vacation. And you know it’s going to be low priority stuff, you could not only have your out of office assistant– that we talked about in another email video. But then you can also have things from very specific people move to specific boxes. Especially if you know there’s going to be about three or four people you’re going to want to hit their stuff right away when you get back, you could actually set a rule for those three or four separate people to have a folder where their e-mails will go so that you can find them right away first, instead of having to go look all over the place. And the other thing is in the inbox here.

This one here– “Newsletters, anyone?” Can you guess what I’m going to do with this? Because this one, I could set a rule if I had a very specific newsletter that was coming from a specific account. Then that would automatically go right over to my “For Reading.” But if I get something and I’m not sure, then I’ll just come over here to my quick steps, to be read, blah blah. And then my instructional account– oh, I don’t want this email so I could just let him delete it. No, I did not want to send an email, I was trying to delete it. Now, the final quick thing I want to show you is finding emails. I don’t think I showed you that earlier. So I’m going to come over here, just be in my inbox. And what I want to do is see if I can find any emails from Lea. Well the cool thing is, right in here built into your email, you can go ahead and search for something.

You can actually try searching by subject. So let’s try newsletters first. All right. So now at newsletters and in here, that indicates there’s something– and there’s newsletters. So interestingly, just by searching for newsletters in my entire email area, I was able to pull those up. Now I can close that. Now I’m going to come over here and look for Lea. No, Lisa. Sorry. Lisa. OK, there’s that. Now what I want to do is instruct– instructional account. So here we are. Then if I go looking here, this probably will show up with– probably this was sent from the instructional account, so it’s gone ahead and pulled this over here. But the cool thing is you could find emails really, really quickly. You could go over here and you could look for sub-folders, all mailboxes. So I actually could go in here and look for all mailboxes to– well, let’s see what happens if I do this. Let’s try “newsletter” again. Now look what happens. Looks like more newsletters opened up.

Why? Because this is looking in all of my mailboxes. This one, and this one, and finding all those emails. So you do want to be careful and stick with your current mailbox, for the most part. You’re usually only going to have one in a workplace. Now the other really quick thing. If you’re wondering what’s the search people over here for? This is actually looking for people that are in your contact list. So if you know you want to send an email to someone, and you don’t want to do a new email, and then go here. You could try a search here– so let’s try Lea. Now Lea’s not going to show up in offline global list here, but let’s try under Contacts. I’m actually doing Lea here, so what I want to do is look for Lisa. Let’s try L.J. Here’s L.

J., here’s L.J. Now there’s only a few names here, but imagine having this many names. Another thing you could do instead of having to do it this way, is you just simply go over and be in your home tab, and do a quick search people and do L.J. And then you’ll get this sort of thing. If I wanted to do– I think I have a Gail in here somewhere. There’s Gail Dalton. So Gail pops up, then I could click Gail, and then from here, I could send an email right away to Gail. There’s all sorts of self-integrating things you can do. OK. That’s what I have for you in this particular video. Thank you so much and have a great day..

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