Category Archives: Office

Convert Bullets to SmartArt in PowerPoint

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Even dogs can't take "Death by PowerPoint"
When your presentation has gone to the dogs…

In spite of the warnings, (can you spell “Death by PowerPoint?”), who can resist the multiple bulleted list on at least a couple of slides? Your audience has read the points before you can talk about them so their eyes glaze over or they are tweeting while you speak. Wow them instead by using SmartArt to display great graphics that make your point without a bullet in sight!

Here’s the usual (yawn) bulleted list slide:

You know it is exciting information that they need to have but  they won’t get it if you can’t keep their attention. Less text and more graphics is the way to go.

Transform That List to a Graphic

You can convert each point to an object and leave the original text or, better yet, reduce the amount of text and explain the rest. Here’s the steps:

  • Select the bulleted list on the slide
  • Click Home tab; Paragraph group; Convert to SmartArt icon
  • Roll mouse over graphics to see live preview and choose a shape
  • Apply color changes, special effects, etc., from the Design and Format ribbon tabs

Now, in a few mouse clicks, your bulleted list can become a graphic…

Edit the text to one or two words in large font on each object, and there you go!

More Convert to SmartArt Options

Here’s another example of quickly changing normal bullet points to a Smart Art graphic style and then changing the special effects and color scheme:

After selecting the bulleted list, explore the SmartArt Graphic choices under Convert to SmartArt in the Paragraph group on the Home tab. It is Live Preview so you get to see the effect as you mouse over the options:

Format SmartArt Graphics with Color and Style

Quickly apply some special effects in the SmartArt Styles group on the SmartArt Tools Design tab for something like this:

Now, change the color scheme with the Change Colors drop down arrow:

Your slides will never be boring again!

You can also change the properties of parts of the main object by clicking them separately. Use Design and Format in SmartArt Tools on the Ribbon to apply different colors and special effects for objects and text.

TIP:  Use keyboard shortcuts to gain even more control by breaking up each box/graphic with CTRL SHFT G. You can then treat each object separately. Each one can have its own personality! When formatting is complete, if desired, group them as one object with CTRL G. (This allows applying same formatting all at once and/or moving the parts as one object).

No more excuses for bland presentations. Are you using this great feature? Tell me what you changed to make your PowerPoints shine!

Balancing Column Lengths in Word Document

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Do your column lengths look a little out of balance in that otherwise perfect document?

Have you struggled with creating columns in Word to get that nice, professional look only to have them display off balance, with one column much longer than the other(s)? Here’s some ways to whip that into shape!

Word allows you to give your work a more magazine or newspaper look by breaking up the document or specific paragraphs into columns. You can have Word do this automatically, or specify where you want the column breaks.

Deciding the number of columns will be based on your margins, font sizes, line and paragraph spacing, graphics and any additional settings. The fast, easy way is to let Word do the lifting.

Have Word Create Column Breaks Based on Selection

If you want specific content to be displayed in columns:

  • Select the contents that you want to display in two or more columns
  • Click the Layout tab on the Ribbon
  • In the Page Setup group, choose the drop down on Columns
  • Choose the number of desired columns

Word will automatically add section breaks at the top and bottom of the column content and make the columns as even as possible. If you add content at the end of the column(s), Word will rebalance them.

Inserting Columns with No Content Selected

If you want the entire document displayed in columns, click anywhere in the document, and follow the steps above.

The difference here is that Word does not insert section breaks so will not automatically adjust column lengths as you add content.

If the columns are not equal length, you can have Word do it by inserting a continuous section break at the end of the last column:

  1.  Click at the end of the text in the last column
  2.  Display the Page Layout tab of the ribbon
  3.  Click on the drop-down on Breaks in the Page Setup group
  4. Choose Continuous under Section Breaks section


Note: If you like the results, you are good to go but if you want to change the column widths or adjust space between columns, you can select the More
Columns… command at the bottom of the Columns drop down.

Although Word is not a full-blown desktop publisher such as InDesign or even Publisher, it can produce some pretty fine looking work just by using some built-in templates or tools. There are more adjustments you can make such as having your heading (and other content) be in one column and the rest of the document in multiple columns. We’ll look at that in a future post.

Have you used this feature in Word before? Did you get the expected results? If you haven’t experimented with columns, give it a try and let me know how it went!

Create and Add a Signature to Outlook Email Messages

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These Signature features are available in Outlook 2007+

How to Create One or More Signatures in Outlook Email

Multiple personalized signatures can be created for your Outlook email messages. They can include images, logos, text or even an image of your handwritten signature or your electronic business card.

Signatures can be selected for each email or a default one created to be automatically added to all outgoing messages. For example, you could create one for personal use, business(es), and organizations you represent.

Steps to create Signatures

Note: If you already have a signature block set up somewhere, you can copy and paste it into the Signatures feature rather than creating from scratch at Step 5 below.

Signatures can be set up in File | Options | Mail | Signatures but a much quicker way is to just create them directly from the Inbox:

  • Create New Email icon (or CTRL N)
  • On the Message tab | Include group, click Signature drop down and then the Signatures… button


  • In the Select signature to edit box, choose New, and in the New Signature dialog box, type a name to identify the signature.
  • Under Choose default signature, set these options:
    • In the E-mail account list, choose an email account to associate with the signature. You can have different signatures for each email account.
    • In the New messages list, choose the signature that you want to be added automatically to all new email messages. If you don’t want to auto sign your new email messages, accept the default option of (none).
    • In the Replies/forwards list, choose the signature that you want to be added automatically (auto sign) when you reply to or forward messages. Otherwise, accept the default option of (none).
  • Under Edit signature, type the signature (or paste, if already created), and then click OK.


Use the formatting toolbar above the text box to change font, size, color, and note the icons on the right for inserting pictures (logos) and also social media icons and links.

Note: This signature was created in Word to take advantage of the robust formatting features and then copied and pasted into the signature block.

Each new message you create from now on will auto insert your default signature (if you selected that option).

Insert a Created Signature Manually

If you don’t want to insert a signature automatically for all new messages or replies and forwards, insert a signature manually:

  • Inside the email message, click the drop down arrow on Signature icon in the Include group on the ribbon,
  • Choose desired signature from the list

Signatures in Office 365 Outlook on the Web

Note: If using Outlook on the Web (also business edition) in Office 365, you need to create a signature in each one. (The desktop Outlook signature will not automatically transfer to Outlook on the Web or Outlook.com).

Automatically Add Your Signature to Every Message in Web Outlook

If the signature has already been created, you can have it auto added to all outgoing messages (including replies and forwards):

Sign in to Outlook Web App

Click App launcher  grid and choose Outlook:

  • Click the gear icon at upper right and choose Settings | Options
  • Under Options, choose Settings | Mail (or Mail | Layout | Email
    signature)
  • Under Email signature, click or clear the Automatically include my signature on messages I send check box to either include or exclude your signature at the bottom of all outgoing messages

Manually adding signatures in Web Outlook is the same as Outlook.com below except that there is an Insert command on the Menu bar where you can select Signature for individual emails.

Insert Signature in Outlook.com Email

Automatic for Every Message

  • In Outlook Mail, click the gear icon at upper right on button bar
  • Click Options
  • Click Email signature under Layout
  • Under Email signature, click or clear the Automatically include my signature on messages I send and the forward or reply check boxes to either include or exclude your signature at the bottom of all outgoing messages.
  • Click Save

Manually Insert a Signature for Individual Emails

In your Outlook Mail screen:

  • Create New Email
  • Click the ellipsis (three dots) at end of Menu bar above email form
  • Click Insert signature
  • Type or paste desired signature in the Add a message… box
  • Use the Insert Picture icon at the bottom of the form to add a logo or graphic

  • Create or paste your signature with or without graphic…


Now you have all the parts of your life covered!

Have you created multiple signatures or do you use the same one for all emails? Let me know in the Comments below.

More ways to make Outlook work for you… Taming tips for Email! 

Remove Formatting from a Word Document

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Formatting Frenzy!

Yikes! Did you create or inherit a document that has more font formats and colors than a box of crayons and you want it gone? There’s an app for that, so to speak!

Remove Regular Font Formatting

Microsoft Word, awesome as it is, packs a gaggle of formatting behind the scenes. Often that is not an issue unless you run into a situation where it gets in the way of inserting, exporting or pasting into another document or program.

What you need to do depends on how much you want to get rid of. If you received a file that contains different font styles, sizes and colors, etc., and you want it instantly reset to the default, just press CTRL + SPACEBAR. Presto! You are all set to start from scratch.

Remove Styles Formatting

Word has built-in styles that make formatting a sophisticated document quick and easy. However, they contain a lot of underlying formatting and CTRL SPACEBAR will not remove Style formatting. Styles live on the Home tab | Styles group and have their own formatting.

To remove Applied Styles within Word:

  • Click the More button at the end of the Styles group (Home tab)

  • Click Clear Formatting command at the bottom of the Style icons

  • Styles are now removed from all selected text.

If your document has a lot of varied formatting including Styles, the best way to ensure it is all stripped is to use a text editor, and get it done all at once.

Use Notepad to Remove ALL Formatting from a Document

The above fixes work great for superficial formatting but If you need to strip all formatting, you need to send the text to a text editor such as Notepad. This is an accessory program built into the Windows operating system (along with some other handy mini-programs such as WordPad, Paint, Calculator, and the popular Snipping Tool). Notepad is available in all versions of Windows, as are most of the other tools.

Steps to strip all formatting:

  1. Select desired text or CTRL A to select entire document
  2. Cut or Copy the selection to the Clipboard
  3. Open the Notepad accessory (just click on Start button and type “notepad” to display it at top of Search. Click it to open the program)
  4. Paste your Clipboard contents into the Notepad window

All formatting for your text is instantly removed. Copy and paste it back into Word and/or you could also save it as a text file.

Your document is now clean and lean and ready to be beautified!

Tip: If you will use this method on a regular basis, pin Notepad to the taskbar. Right click on the Notepad icon and choose Pin to taskbar, and it will stay there until you “unpin” it.

Did you get to try it? Let me know!

Want more information on Word Styles? See my post on streamlining your document with the amazing Styles!  https://gaylelarson.com/word-styles-make-formatting-easy-peasy/

The Excel Camera Tool, Part 2

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Create a Dashboard Using Camera Tool

We saw in Part 1 how to add the Camera tool to the Quick Access toolbar and how to use it for capturing linked pictures that automatically update when the source data is changed.

Another great use for the Camera tool is to create dashboards. The pasted objects can be sized proportionately and positioned anywhere on a worksheet. Here’s an example of sales figures and a chart:

Dashboard Example

This can contain as many objects as you choose. Note that the location of the original data is displayed in the Formula Bar.

Arranging as images on a worksheet in a dashboard-like mode is also a great fix for printing all your related information on one page. If you had selected all your original data separately, even from the same worksheet, the Add to Print command would have to be used which would automatically print each addition on a separate page. This way, you can add images, move, size and print at will.

The Camera tool captures everything as an image, including values, color formatting, shapes, even the gridlines. Because it is an image, the Picture Tools | Format tab is displayed on the ribbon so anything you can do to a picture, you can do here, including sizing and rotating. Use the right click menu to quickly perform commands such as Crop:

Moving Original Data

The Formula bar displays the path of the original data and the cell references are absolute by default. This is terrific because if the original data gets moved to another area, your pasted pictures reflect that, and continue to display any updates. Should be automatic but be sure that the workbook name (if different) and worksheet name display as well as cell references. If your workbook and worksheet are named, could look like this:

The Paste Special Option

The Paste Special Linked Picture option is available in Excel versions 2007 and above. If you prefer Paste Special, you can access it from the drop down arrow on the Paste icon in the Clipboard group or by right-clicking over desired destination cell and mousing over the Paste icons:

Paste Special Linked Picture

Tip: If you like keyboard shortcuts, press: ALT-H-V-I to paste a linked image.

Paste Special Linked Picture and Camera Tool Restrictions

Not too many downsides to using the Camera tool but here’s some cautions:

  • Some users say that it does not work with Tables; that the data must be converted to a range, but I have not experienced that with newer versions. The table copies, pastes and updates.
  • If using formulas such as IF function with Camera tool, you must use Named Ranges, rather than cell references to maintain the update connection.

Note: The Copy command in the Clipboard group on the Home tab, contains a Copy as Picture… option. This is handy but know that it pastes an image but not a link. Use when you just want a snapshot of your data.

Grab the post for Part 1 here: Camera Tool Part 1

See – don’t even have to be a photographer! Take some pictures and play with dashboards. What did you create?

Use the Excel Camera Tool to Combine Objects from Several Workbooks

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Uses for the Camera Tool

There is a little known spiffy tool that has been available for a long time in Excel which allows you to take screenshots of data from multiple worksheets or workbooks and paste them in a separate workbook as objects with links to their original locations. This can include ranges, tables or charts. Even better, if the original object updates, so does the linked object on your “collector” worksheet.

Here’s a short video to give you a quick overview of what the Excel Camera tool can do for capturing data and objects from different areas:

Collect desired data on one worksheet

For instance, you want to know the sales or prices from workbooks saved in different locations. You have figures for sales reps and a corresponding chart in Workbook A, and expenses that you want to track in Workbook B. Someone else may be updating the data but because anything you copy and paste with the Camera tool is pasted as a linked picture, any changes made to original data will auto update your screenshots.

Print collected objects on one page

This is also a great way to collect different areas of the same or separate worksheets or workbooks for printing a variety of data on one page as you can resize and move the different objects anywhere on the worksheet.

Add Camera Tool to Quick Access Toolbar (QAT)

First things first…The Camera is not available on the Ribbon by default so needs to be added to the QAT with the Customize Quick Access toolbar command:

  • Click the drop down arrow at end of Quick Access Toolbar. Choose More Commands… (or right click on the Ribbon)
  • Choose All Commands from drop down arrow next to Choose Commands from:
  • Scroll down the alphabetical list and click Camera.
  • Click Add button to add to Quick Access toolbar.
  • Click OK button at bottom of dialog box to place the Camera icon at the end of the QAT.

How to Capture a Screenshot

Select a range, table or chart to activate the Camera tool. Note, if selecting a chart, select the cell above the top, left border of the chart and draw around it. When you release the mouse, the “marching ants” will be around the object as if you had used the Copy command:

  • Go to your destination; usually in another worksheet or workbook.
  • Click in the desired cell location and the linked picture will auto insert.
  • Move and size the object(s) as desired.

Similar Feature with Paste Special Linked Picture

The newer versions of Excel (2007+) have another feature which behaves the same as the Camera tool – the Paste Special Linked Picture. I still prefer the Camera tool as just clicking on the desired destination cell pastes the linked image, all ready for sizing and relocating but both work.

The Camera tool can also be used to create Dashboards. We’ll cover that and some of the other options in an upcoming blog.

Take a picture and let me know what you think!

Want more ways to use the Camera? See Part 2: Camera Tool Part 2

Convert Text to and from Tables in Microsoft Word

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Convert Text to Table

If you have to create lists in Word and line up the text in separate columns, you have probably had a few frustrating moments! This is actually an easy fix if you have used the TAB key and only pressed it once between each piece of information. Where we usually run into trouble is when the space bar is used to create the needed space and/or the TAB key pressed more than once.

Let’s say I’m doing a simple list with names and department. I am hitting the TAB key once between each column which will look odd and not seem like the way to go but it is what works. ENTER is pressed at the end of each line. (Show/Hide is turned on to show the formatting marks for TAB and ENTER):

This looks like a dog’s breakfast but not for long. Make sure the text that is to be converted into the table contains only a single tab character between each column. (It could also be a comma for the separator).

Here’s how to have a neat, organized list in no time.

  1. Select the text you want converted into a table. (Avoid paragraph markers above and
    below the text).
  2. Display the Insert tab of the ribbon.
  3. Click the Table tool and then click Convert Text to Table. Word displays the Convert
    Text to Table dialog box.
  4. Make sure all the table settings in the dialog box are correct. (In this case, the Number of columns should be 3 and the Separate text at should be Tabs. (Word will automatically do this but always wise to check).
  5. Click OK to display a table.

Not only is this neat, you now have all the advantages of table formatting. When you click in the table, two new tabs will display at the end of the Ribbon under Table
Tools. The Design and Layout tabs give quick, professional looking formatting options. Most of them display a live preview when you mouse-over each selection. Can’t get much faster than that!

Remove Borders

Prefer to just have the text displayed as columns?  Remove the cell borders:

  1. Click in the table. Design and Layout tabs will display at the end of the Ribbon.
  2. From the Layout tab | Table group; click drop down arrow on Select and choose Select All (can also click the + symbol at upper left of table if it displays when you click in the table).
  3. Click the Design tab | Borders group and the drop down on the Borders icon. Choose No Border.

There you go, nice neat columns! (This is still a table, just without borders displayed).

Convert a Table to Text

No sooner do you get this accomplished when you find you have tables that need to be converted to text. You can convert the entire table or just specific rows:

  • Select the rows or table you want to convert to text.
  • On the Layout tab | Data group (at end of Ribbon), click Convert to Text.

  • The Convert to Text box displays. Under Separate text with, click the separator character you want to replace table cells (in this case, TAB) .

  • Click OK.

Here’s the results:

Note that the column spacing is based on your original table but can be adjusted by changing the tab stops. (These display on the ruler when the text is selected and can be just dragged to desired width).

This feature is a great trick also for a paste from Excel (and other programs), as the paste can sometimes produce strange results!

How would you use these features in your Word formatting?

Conditional Formatting for Clarity and Visual Impact in Excel

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Light Up the Cells with Conditional Formatting!

Conditional Formatting is a great tool for instant, visual results based on values, text or formulas in one or more cells. This is accomplished by creating rules for each desired result. It can be as simple as formatting all cells based on their values (the default), which could be applying a color in cell(s) that are above or below a certain value, contain specific text or fall within certain dates as well answer more complex questions.

Conditional Formatting is located on the Home tab | Styles group:

You can also choose to have the results displayed as Data Bars, Color Scales or Icon Sets (arrows or star ratings) instead of one solid color.

More than one condition can be applied to the same range of cells. This example below is returning two different results with two different cell colors based on two different questions (AND requires both conditions to be true but OR allows for either condition to be true to apply the rule).

The formulas in the last two columns have returned Yes or No based on True or False results. Range Names have been created from the header row text to make for easy identification of the cell references in the formulas. Then Conditional Formatting rules have been applied to designate the color(s) based on that answer.

=IF(AND(Years_Under_Contract<2,Number_of_Books_in_Print>4)=TRUE,”Yes”,”No”)

=IF(OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10)=TRUE,”Yes”,”No”)

It is now very clear to see how many authors met none, one or both of the conditions.

Formatting Rules

There are four formatting rules applied here:

Rule Types

This is the Rule Type applied to the first rule for formatting only cells that contain “No” in the last two columns with Pink fill:


Each of the other three rules have their own Rule Description but all are based on Format only cells that contain (the second rule).

Note: You can include a formula directly in the condition by choosing the Rule Type: Use a formula to determine which cells to format and typing the formula in the Edit the Rule Description area.

Have you been using Conditional Formatting and, if so, which rule do you use the most? If not, I hope this post will encourage you to use this powerful feature. Thanks for reading!

Flash Fill in Excel 2013 and Above

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Why You Need Flash Fill…

Flash Fill is a time-saving feature that reads patterns in adjacent columns and Lightening Flash
automatically fills the remaining cells in a column based on those patterns. It is useful when you need to join cells (Excel calls this Concatenate), or separate information in cells without wanting to write a cumbersome formula. You might already know the Text to Columns feature but this is faster and easier – Kind of like AutoFill on steroids!

Flash Fill should automatically be on by default but you can check here: File tab > Options> Advanced:


This amazing tool will make short work of many repetitive tasks, all without formulas (or the Text to Columns feature)! Just make sure you are working next to the column(s) you want to Flash Fill. Here’s just a few of the things it can do:

Splitting Input Data

You received a huge spreadsheet where someone has put first and last names in one column, and you need them separated for sorting and filtering. (This could be any data, i.e., department name and phone extension, or salesperson and monthly sales figure. Doesn’t matter as long as the data has a separator, such as a space). Flash Fill to the rescue…

Example: Full names are in Column A. Here’s the steps:

Insert:  two columns to right of Column A, and enter appropriate column header labels.

Type:  “Fred”, in appropriate cell ( B2 in example).

Press:  ENTER to go to cell below.

Type:  “Mary” (note that Excel has figured out what you are doing; displays the remainder of first names, and is awaiting your approval).

Press:  ENTER, and presto, all the rest of the first names are added!

Repeat the above steps in the cells for Last name (In example, C2)

List is now complete:

Just Want Last Names?

You can have flash fill complete only the last name, i.e., just insert one column, and instead of typing “Fred”, you would type “Frump”, ENTER, then “Lamb”, ENTER, and you would be done.

Combining Data

You can do the reverse of splitting data when you have or receive a workbook with data that is in two columns and you would like combined into one.

Example: Fred is in Column A and Frump in Column B:

  1. Insert a blank column to right of Column B.
  2. Type the first instance the way you would like it displayed, i.e., Fred Frump or Frump, Fred.
  3. Press ENTER and start to type the second example. Excel should display the preview for the balance of the column. Just press ENTER to complete.

You Mean Flash Fill Does More?

Give Excel one or two examples of what you are trying to accomplish so Flash Fill can see a pattern. It will work with text, email addresses, dates, numbers and time:

If Flash Fill does not appear to work when entering the second example, you can activate it from the Ribbon: Data  tab > Flash Fill or keyboard with CTRL E. Just click in the second cell (ensure blank) and use the Ribbon command to fill down the column.

ALERT: Be aware that if you change source data, cells containing flash fill data will not update as there are no formulas involved.

There are many other ways to use Flash Fill. Now that you can save all that time entering data, what ways will you use it?

Repeat Actions in the Outlook Mail Folder with Quick Steps

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Are you frustrated with performing the same actions over and over again in your Inbox? There’s an app for that, so to speak! Speed up organization and save time with Outlook’s amazing Quick Steps feature.

Default Quick Steps Built into Outlook

In your Inbox, access the Quick Steps group from the Home tab on the Ribbon. There are six default actions already built into Outlook 2010 and above:

Move To ?: If you have created a folder such as Save or Later, or frequently move emails to a specific folder, use this command. Outlook will move messages to the last folder you moved a message to (replaces the ? with the name of that folder).

Team Email:* Sends a message to everyone in a group or project that is pre-populated.

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:* Forward a message automatically to person(s) you have set up. The original remains in your Inbox.

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: This opens the Edit Quick Step Wizard, which allows you to create your own custom Quick Steps.

*If you are on Exchange Server, these will be automatically set up for you. If not, you can set up your own list(s).

There are additional templates and you can categorize, flag, mark as read, set up a meeting with specific people or click Custom to create your own Quick Step with the Edit Quick Step dialog box. You give your Quick Step an appropriate name to make available for repeated use:

How to Set up a Quick Step

Except for the Reply & Delete Quick Step, each of these Quick Steps requires you to make some decisions but you only have to do this once. Then, Outlook automatically repeats the actions whenever you select that Quick Step.

To use one of the six listed steps in the group, just click on desired step, such as Move to: ? to display the First Time Setup dialog box. Each of the Quick Steps is a bit different, but, here are the steps using the Move To:? Quick Step:

  • Click the Inbox icon in the Folder pane to display a list of incoming mail messages.
  • Select a message in the Inbox. (It can be any message. Don’t worry about it actually being moved. As long as this is the first time you’re using the Move To Quick Step, the message you select won’t be moved. Outlook just needs to know which type of Outlook Quick Step element you are creating).
  • Click the Home tab and click Move To: in the upper-left corner of the Quick Steps box. The First Time Setup dialog box opens. (If the dialog box already has a folder name in it, Outlook is just suggesting the last folder to which you moved a message).

  • Type in a name for the Quick Step in the First Time Setup dialog box.
  • Select a folder to where the Quick Step will move messages in the Move to Folder box by clicking the arrow at the end of the box. (If you don’t see the folder you want, choose the Other Folder selection, which opens the Select Folder window so you can see a detailed list of all available folders. You can also create a new folder using the Select Folder window).
  • Make sure the Move to Folder check box is selected.
  • Ensure the Mark as Read check box is also selected if you want each message marked as read when the Quick Step moves it.
  • To make changes to the Quick Step’s icon, add actions to it, or create a keyboard shortcut for the Quick Step, click the Options button to access those settings.
  • Click the Save button to close the First Time Setup dialog box.

Now, whenever you want to move message(s) to the specific folder, just select the message(s) and click the Quick Step you created. Message(s) will automatically move to the folder and be marked as read.

Manage Quick Steps

There are several additional options available for this feature, such as edit, delete, change the order displayed and duplicate Quick Steps:

In Mail, on the Home tab, in the Quick Steps group, click the More arrow at the side of the Quick Steps box, and then click Manage Quick Steps. You can also manipulate choices by opening the Quick Steps dialog box (the Launcher icon on the bottom right of the Quick Steps group)

Create a Custom Quick Step

Create your own Quick Step or perform multiple actions, by customizing – sort of a…If this, then do that, scenario.

You can customize Quick Steps one of several ways:

  • Click Create New in the Quick Steps group, or
  • Click the More arrow icon, pointing at New Quick Step and choosing Custom, or
  • Click the Launcher icon in the lower right corner of the group to open the Manage Quick Steps dialog box; click the drop down arrow on the New button and select Custom.

Any one of these methods will display the Edit Quick Step box where you can start creating the actions:

  • Type a name for the Quick Step.
  • Choose the first action from the drop down list, i.e., Copy to folder.
  • Click the Add Action button and choose the next action, i.e., Categorize, Create a Meeting, Forward Message, etc.
  • If you want further actions, click Add Action again and choose from the list. (All of the actions give options to add details and steps will display separately when applied for any desired editing of information, such as entering meeting times and recipient copies).
  • Create a shortcut key, if desired.
  • Create a tooltip that describes the actions, if desired. This will display when the mouse is pointed at the Quick Step.
  • Click the Finish button when completed, and that Quick Step name will appear in the Quick Step group.

Now you can just click on any message you want to apply those steps to and done. How cool is that!

NOTE: You can edit any existing Quick Step you have created by selecting the name and clicking the Edit button in the Manage Quick Steps dialog box.

Outlook is so powerful and can be confusing with all its features but you can take charge by doing one Quick Step at a time! Speaking of confusion, there is some around the difference between Quick Step, Quick Part and Rules. I’ll be covering the latter two down the road but this might help…

Quick Steps vs. Rules

Rules typically are always on and run automatically. An example would be, when a message is received from a specified person, it is moved automatically to the folder you designated. Outlook includes rule templates for common scenarios. You can use these rule templates, or design your own custom rules. Quick Steps are applied manually by choosing the appropriate Step(s) when desired.

Are you going to use Quick Steps now? Let me know in the Comments if you are have created your own or just gone with those that are built-in and how they have streamlined your Inbox.

Happy computing!