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How I Used Outlook 2010 QuickSteps to Eliminate Custom Macros

Updated on January 20, 2013

As part of my Getting Things Gone process I use the Flag for follow-up function in Outlook to identify messages I need to respond to at a future date. In the past my macro would simply place them unscheduled in a folder called "Follow-up" and I would need to schedule them and categorize them later. I have replaced this process with a new Quick Step that I call "Flag, categorize, and move" which does exactly the name describes. When I select a message and click on the Quick Step I am prompted to categorize the message and then it is moved to the "Follow-up Issues". I use categories to identify the follow-up context, like @Phone or @person name to trigger my follow-up when it is relevant.

Using this technique I could have just as easily prompted for a follow-up date but I choose not to add the additional step for every item I move.

You will also notice that I have two Quick Steps entitled "@Paul" and "@Julio" which are based on the "Flag, categorize, and move" except the automatically set the category to the proper context. These are two of the most common follow-up categories so I chose to make click options to speed up the process. I have purposefully chosen not limit the number of Quick Steps to minimize clutter and decision making when I am filing and managing my inbox.

Reader question: How would you use Quick Steps to make managing your in-box more efficient?


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    • McGilwriter profile image

      McGilwriter 5 years ago from Florida

      cool, very helpful. Thanks for sharing