Select the “Move to folder” action and choose the folder to which you want messages moved. We’re going to add two actions: one to move the message to a folder and one to mark it as read. When you click the “Choose an Action” drop-down menu, you get a list of possible actions, each of which may give you additional options to select. This opens up a new window where you can name your quick step and choose the actions you want it to perform.
To add a new Quick Step, click the “Create New” option in the Quick Steps box. If you haven’t got a message selected, for example, then only the “Team Email” Quick Step is shown because the other defaults work on an existing message. Outlook only displays Quick Steps that are available. Replay & Delete: Opens up a reply to the currently selected message and then deletes the currently selected message after you send the reply.The first time you use this one, you’ll have specify the folder, but from then on Outlook will remember your choice and send it to that folder every time you use the Quick Step. Done: Marks the message as read and complete, and then sends it to a specified folder.If not, you’ll have to fill these in the first time you use these quick steps.) (If your email is managed by your employer then depending on how your Exchange administrators have configured your mailbox, Outlook may already know who your manager and team members are. Team Email: Creates a blank message addressed to the members of your team.To Manager: Creates a forwarded copy of the currently selected message with your manager’s address in it.
Make your own one-click solutions to email processing with one of these two methods.
Name it something meaningful like, “Project Team,” or “Steering Committee.” When you click on it, it will simply open an email with those addressees already in the To: line. Type in email addresses, or add from contacts. To Manager and Team E-mail are variations of a “New E-mail To…” Quick Step. Move to Folder will allow you to avoid the wrist/hand/arm mangling action of holding the mouse button down and dragging by easily clicking on the target folder from a list. By default, it already includes the email you originally received (and probably all the emails that came before it in the thread). Reply and Delete will help you tame unwieldy email threads by choosing to reply and then delete the e-mail to which you are responding.