If you’re using categories in Outlook to track which emails have been filed to NetDocuments, or if you simply want a more efficient way to organize your inbox, Outlook Quick Steps can simplify your workflow. In this guide, you’ll learn how to create a Quick Step that:
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Assigns a category such as ND: filed
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Moves the email to a designated folder like Saved to NetDocs
This allows you to file and label emails in one click — saving time and keeping your inbox organized.
Why Use Quick Steps?
Quick Steps are a manual automation tool in Outlook. Unlike Rules, which run automatically in the background, Quick Steps must be triggered by you — with a click or shortcut key.
Why manual?
Because Quick Steps are designed for situational use cases — actions you only want to take when you’re ready, like:
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Filing an email after reading
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Categorizing something only when it’s confirmed
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Sending a templated reply only after reviewing the message
If this was automated, you might accidentally file or categorize emails too soon.
How to Create a Quick Step in Outlook to Assign a Category and Move an Email to a Folder (e.g., “ND: filed”)
Step 1. Go to the Home tab.
Step 2. Click Quick Steps → Add quick step.
Step 3. Name it something like: File to NetDocs.
Step 4. Under Actions:
Choose Categorize message → Select or create the category: ND: Filed
Choose Move to folder → Select your folder: Saved to NetDocs.
(Optional) Assign a keyboard shortcut (e.g., Ctrl + Shift + 1).
Click Saved
How to Use It
When you’re ready to file an email:
Step 1. Select the email.
Step 2. Click your Quick Step in the ribbon (or use the shortcut you set).
Step 3. Outlook will assign the category and move the message to Saved to Netdocs folder — all in one click!
Benefits:
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Keeps your inbox clear and organized
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Reduces repetitive clicking
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Ensures consistency in email handling