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Home / Tips and Tricks / A Guide to Quick Steps in Microsoft Outlook

A Guide to Quick Steps in Microsoft Outlook

Outlook includes a Quick Steps feature that lets you apply multiple actions to a message with one click. Outlook includes several default Quick Steps, but you can create your own (and delete the default ones if you do not need them). If you regularly perform the same set of actions, creating a quick and easy way to save a lot of time. Here's how they work.

The Default Quick Steps

You can find Quick Steps on the "Home" tab of Outlook. When you first start, you'll see the default Quick Steps there.

The default quick steps include:

  1. Move to?: Open a window for you to select a folder to which you'd like to move the message.
  2. To Manager: Creates a forwarded copy of the currently selected message with your manager's address in it.
  3. Team Email: Creates a blank message addressed to the members of your team , (If your email is being managed, then you may have read it in your mailbox, you may already know who your manager and team members are quick steps.)
  4. Done: Mark's the message as read and complete, and then sends it to a specified folder. Outlook wants to remember your choice and send it to that folder every time you use the Quick Step.
  5. Replay & Delete: Opens

Outlook only displays Quick Steps that are available. How to Create a Quick Step

To add a new Quick Step, click the "Create New" option in the Quick Steps box.

When you click the "

Choose an Action "drop-down menu," you can "go to the top of the page."

We're going to add two actions: one to move the message to a folder and one to mark it as read.

Next, click "Add Action" to add a second action.

Select "Mark as read" from the drop-down menu.

Optionally, you can choose one The Quick Step with Your Pointer (19659016)

Click "Finish," and your new Quick Step will appear in the Quick Steps box in Outlook.

Now you have to go to the QuickStep (or hit the shortcut key combo) to apply its actions.

How to Edit or Delete a QuickStep


This opens the "Manage Quick Steps" window.

Here you have the option to edit, duplicate (which creates an exact copy of the selected Quick Delete.

You can also change the order in which your Quick Steps appear on the Ribbon or create a new Quick Step.

Finally, there's the option to "Reset to Defaults."

Selecting the Reset to Defaults "option deletes any Quicksteps you've created and recreates any default Quick Steps you might have deleted. It also removes any changes you've made to the default Quick Steps. Because you can not undo this action, you'll be shown a warning. Click "Yes" to make the reset happen.

You can bypass the "Manage Quick Steps" window for individual Quick Step actions by right-clicking in the ribbon.

And that's Quick Steps. You are not gone through all the possible actions you can add to a quick step because there are tons of them and it's a pretty intuitive interface. Quick steps are a great place to start.

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