Clever Clogs tip # 750
4 January 2025


Use Quick Steps to automatically clear categories when moving emails (Microsoft Outlook) *

Happy new year to you and a happy 24th birthday to us! On 1st January I celebrated 24 years since I took the leap, leaving a secure, well-paid role at the University of Cambridge to start working for myself. A heartfelt thank-you to all of you for your support in my quest to help you unlock the full potential of Word, Excel, PowerPoint and Outlook for your daily tasks.

Speaking of helping you unlock the full potential of Word, Excel, PowerPoint, and Outlook ... this month's tip is inspired by Liz, who emailed to ask whether it was possible to set up a rule to automatically clear categories when you move an email from a shared inbox into your own inbox.

Well, you can... combining two Quick Steps!

Here's how (using Classic Outlook):

  1. Click the dialog box launcher (the tiny arrow, as highlighted below) in the Quick Steps group on the Home tab and choose New > Custom.
  2. Give your Quick Step a suitable name (which - in future - you will see in the Quick Steps group, as shown at the start of this tip).
  3. In the Actions drop-down, select Move to folder and select your personal inbox (or any other target folder).
  4. Click Add Action as highlighted above and select Clear Categories from its drop-down list.
  5. Click Finish.

Next time you spot a categorised email in the shared inbox that you want to move to your personal inbox, simply click the relevant Quick Step in the Quick Steps group on the Home tab.

I know Liz has created two separate Quick Steps ... one for the emails that go into the same folder every time and a general one where she has to select the folder. I hope you can all think of new ways you can use Quick Steps. Thanks for the inspiration, Liz! The bragging will last a lifetime.

Related tips

  1. Is your Outlook inbox an overstuffed, out-of-control beast? tip_718.php
  2. Organise and find email messages in your shared mailbox: tip_580.php
  3. One-click Quick Steps: tip_346.php

Last month's CleverClogsTipTime on LinkedIn (newest posts first)

  1. Happy almost-birthday to us!
  2. Windows 11's File Explorer just got a little more user-friendly
  3. Help! Bold has taken over New!
  4. 2024 LinkedIn Rewind, by Coauthor.studio
  5. New Outlook Users: File > Save As didn't vanish ... it just moved
  6. Occupational hazard
  7. On a mission to share the best of what I know

Hope this was helpful!

K.

Sharing for free since 2003
Copyright © 2025 Roem Ltd

PS FREE power hour on 22 January 2025 18:00 - 19:00 (UK time)

Two years ago, I had the opportunity to lead a training session for EA How To, designed specifically for Executive Assistants. With an incredible 804 attendees, the event was such a success that I have been invited back! Let's make this year even bigger and better! Free registration here.


* Unless stated otherwise this tip is written for Microsoft 365 desktop apps and Windows 11 users, but might also be useful in Office 2010, 2013, 2016 and 2019.