Choosing Between Rules and Quick Steps

In its latest iteration, Outlook carries

with it a formidable feature called Quick Steps that allows you to automate key activities. Further besides the standard Quick Steps, one can even customize them too. Some advanced users have openly wondered about the necessity of Quick steps when the option for rules was always present. In this article we would look at some of the situations where Quick Steps is viable and also look at scenarios where Rules would be a better choice.

Rules are suited for repeated tasks and complex activities

When you are looking to ease the repeated data management tasks associated with your emails you should take the help of rules. For example if you want emails from your boss landing in one folder and meeting requests from client in another, you should stick to rules. Moreover if you are looking set a series of conditions, then rules would be ideal for your cause. A rule allows you to specify trigger conditions and even gives you the flexibility to enter exceptions if needed. It is important to note that you always have to assign a name to rules.

Quick Steps are suited for common activities

Quick Steps are in a way, a single click shortcut to a rule and its execution can be predefined. It is better suited for common tasks such as forwarding messages to marking categories.

Key Difference

With rules, it is always a condition that triggers them and once you have set a rule, it will apply automatically when that condition is met. On the other hand you can retain flexibility with Quick Steps. You can make them to execute whenever you want and avoid running them as default. In cases where you are not sure of meeting a same condition every time, Quick Steps should suit your needs. For example you are looking to move all possible client suggestions that can turn into new opportunities into a new folder called Opportunities. You cannot automatically identify such emails as only you can decide the same based on your assessment of the email content. However you can create a Quick Step that moves emails to the Opportunity folder and call it in the moment you observe any relevant email, thus saving your time and effort.

Always keep your Outlook data accessible with an Outlook repair tool

In case of an Outlook crash, there is a grave possibility that your important emails and other data can become inaccessible. PST corruption can be a traumatic experience for users and in order to avoid the pain of data loss, you should keep an Outlook data recovery tool nearby. Now if you are looking to retrieve data from a new iteration of Outlook, you should consider DataNumen Outlook Repair as it can lead with files of huge size and can retrieve all Outlook elements including journal entries. Moreover it can split the extracted PST files into smaller parts or save them on a different system on the network.

Author Introduction:

Alan Chen is President & Chairman of DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit http://www.datanumen.com/