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77-423: Outlook 2013
Topics : Manage the Outlook environment (25–30%): Automate Outlook •Change quoted text colors, create and assign signatures, use Quick Steps, create and manage rules, create auto-replies
Change quoted text colors
Outlook can do all sorts of tricks with the mail you send out, as well as with the messages you receive. You can flag messages with reminders, customize your messages with a signature, or add special formatting to the messages you send as replies.
Changing the default flag date For unusually busy people and compulsive procrastinators, you can change the default due dates of your flags by following these steps:
- Click the Follow-up button in the Tags group of the Ribbon. The flag shortcut menu appears.
- Choose Set Quick Click. Another shortcut menu appears, offering several choices of due date
- Pick the date that suits you. The date you choose becomes the default flag due date.
Simplifying Tasks Using Quick Steps By now, you’ve no doubt noticed that some Outlook actions take multiple clicks of the mouse to complete, such as the process of replying to a message and then deleting it. That’s not a big deal if you only perform a particular action every once in awhile — but if it’s something you do regularly in Outlook, it can quickly become a pain. If you do certain tasks on a regular basis, Outlook’s Quick Steps feature can come to your rescue.
Quick Steps lets you reduce multistep tasks to a single click of the mouse. You’ll find Quick Steps in the Mail module, sitting in the middle of the Home tab’s Ribbon. Even though the Quick Steps box is visible only when using the Mail module, you can use Quick Steps to speed up actions with most of Outlook’s modules, such as Calendar or Tasks.
When you first install Outlook, the Quick Steps box already has six Quick Steps in it
Move To: Use this Quick Step if you frequently move messages to a specific folder. If you’ve yet to move a message to a folder in Outlook, the Quick Step shows Move To: ?. If you’ve already moved messages to folders, this Quick Step replaces the ? with the name of the last folder you moved a message to, such as Move To: Personal.
Team E-Mail: Use this Quick Step to open the New Message form and populate the To field with a particular set of recipients. If you use Outlook in a corporate setting, this is usually set up to open a message that’s already addressed to all members of your team, by your administrators to include your manager and everyone who reports directly to your manager. You can create Groups that include the people you choose, not just your boss and your colleagues, and send e-mails to all of them. You create Groups in the Contacts module.
Reply & Delete: The name pretty much says it all — when you select this Quick Step, Outlook automatically opens a Message form for replying to the sender of the selected message, and moves the selected message to the Deleted Items folder.
To Manager: This Quick Step automatically opens a Message form for forwarding the selected message to a particular recipient, but it doesn’t delete the selected message. If you use Outlook in a corporate setting, this is usually set up to forward the message you’re currently reading to your manager.
Done: This marks the selected message with the Mark Complete flag, marks the message as read, and moves the message to a designated folder.
Create New: Strictly speaking, this isn’t really a Quick Step — it opens the Edit Quick Step Wizard, which allows you to create your own custom Quick Steps.
Managing messages by using Quick Steps Outlook 2013 includes many features designed to increase the efficiency with which you perform tasks. With the Quick Steps feature available in the Mail module, you can perform multiple processes on one or more email messages with only one click. For example, you can reply to an email message and delete the original message, or you can flag a message for follow-up and move it to a specific folder. Quick Steps are available from the Quick Steps group on the Home tab of the Mail module, and from the shortcut menu that appears when you right-click a message or group of messages. Outlook