There are times that you don’t want the rules or filters to automatically deal with a message, but you do want something a bit more than manually performing the commands. Have you heard of Quick Steps?
However, I want these posts to be about Google and Microsoft, not just one of them. While Quick Steps are part of Outlook, I couldn’t find a direct alternative for Google, but I did find Send and Archive in Gmail, which could be useful…
Gmail Send and Archive
I’m starting with Gmail, as this option is a single command, rather than several options.
How does Gmail actually work?
Did you know that Gmail is actually a single ‘folder’ location with labels?
With that location technically being ‘Archive’.
Labels allow you to have selected message appear in one or more locations (that are standard or created by you).
By removing the label(s) you ‘hide’ the email – although you can still search for it. Display all messages will do what is says, including showing any emails that don’t have labels.
So a way to have less emails displayed in Gmail is to strip out the labels and ‘archive’ it.
Note: This can help with the email overload, but remember the email is still in your account, you just can’t see it.
That’s where the Send and Archive option comes in.
Note: It’s only for replies, not new messages.
Using Send and Archive (instead of Send) means when you reply to a message, in a single click you can send that reply, and archive (remove the Inbox label) at the same time.
Note: If you get a reply back, Google will add the Inbox label back and you’ll be able to the original message.
Enable Send and Archive
You’re now wondering how to turn on this option…
The same location, as so many other options it’s under Settings.
Click on the gear icon in the top right
The click on See All Settings.
The General tab is automatically displayed.
Depending on the size of your screen, you might already be able to see the Send and Archive setting, or scroll down until you do.
Change the option to ‘Show Send & Archive button in reply.
Scroll all the way down to the bottom of the settings screen, and click Save Changes.
Now select a message and click Reply.
The default button is now Send and Archive – Send + Icon.
Don’t worry, you can use the Send button next to it if you prefer.
If you decide that this option isn’t for you, repeat the steps and select Hide Send & Archive Button in Reply.
Outlook Quick Steps
Can Quick Steps help with email overload – yep! But it can also help speed up other ‘little’ multi-step jobs.
What does it do?
Quick Steps performs a number of commands (normally two or more) in Outlook, when you click the option.
For example:
Say when a message from a colleague arrives about your current project, you always
- Mark it as read
- Send a reply
- Move it to the project folder
You can create a ‘step’ to perform those three commands with a single command/click.
Take a look on the Home Ribbon for the Quick Steps section.
There are already a number of pre-created commands, which you can use.
Note: When they refer to specific people or options, the first time you click on them, you’ll be asked to enter in the relevant information. E.g. To Manager, you’ll be asked to select your managers name from the Global Address List (GAL).
Create a Quick Step
First thing is to create the ‘process’ that the step will perform.
In the ribbon, under the Quick Steps group, click on the arrow to fully expand the list.
At the bottom click on New Quick Step.
You can choose one of the default ‘templates’ to start from.
- Move to Folder…
- Categorize & Move…
- Flag & Move…
Are the ones that can help with when dealing with email overload.
Note: Of course you can use one of the others if you prefer.
Select one of the options.
I’m using Move to Folder as my Outlook Quick Steps example.
The ‘First Time Setup’ dialog box is displayed:
Select which folder the emails will be moved to.
Note: If you don’t change the name, it will be called the name of the selected folder.
Click Finish.
The new step will be added to the top of the list in the Ribbon.
How do you use it?
Really simple.
Select the email(s) and click on the Quick Step name in the list.
And that’s it!
Next Steps
It’s over to you.
If you’re using Gmail, switch on Send and Archive – try it out.
And if you’re using Outlook, from the default list, what can you make use of? Or, what do you want want to create?
That’s it for Email Overload series, if you’ve missed any this month, they’re all listed below.
For more tips see my YouTube Channel for Gmail/Calendar and Microsoft Outlook videos.
Need some more help dealing with your emails including Outlook’s Advanced Options for Rules? Do you need Email Overwhelm Rescue
Related ‘Email Overload’ Posts
- The Quick Tips
- How to Organise Your Messages with Folders
- You Make the Rules
- What about Quick Steps or Send and Archive? (current post)
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