Outlook Quick Steps: how to create and use

This article explains how to use Outlook Quick Steps (available in Outlook 365, 2021, 2019, 2016, and 2013) to streamline your email workflow and automate repetitive tasks. Learn how to create, customize, and manage Quick Steps to save time and clicks. (Note: This guide is for the classic desktop application. For the new Outlook and Outlook online, see the linked tutorial.)

What are Outlook Quick Steps?

Outlook Quick Steps are customizable shortcuts that let you perform multiple actions with a single click. Imagine moving emails to a specific folder, marking them as read, and forwarding them to colleagues—all in one step! You can create custom Quick Steps to automate almost any routine email operation.

Default Quick Steps

Outlook comes with five pre-set Quick Steps (found on the Home tab, Quick Steps group):

• Move to: Moves the selected email to a folder and marks it as read.
• To Manager: Forwards the email to your manager (automatically pulls the address if configured).
• Team Email: Forwards the email to your team (automatically pulls addresses if configured).
• Done: Marks the message as read and complete, moving it to a specified folder.
• Reply & Delete: Replies to the email and moves the original to the Deleted Items folder.

These defaults require initial setup (choosing a folder or email address) upon first use.

Creating Custom Quick Steps

To create a new Quick Step:

1. In the Quick Steps group, click Create New.
2. Name your Quick Step (e.g., "Reply & Follow Up").
3. Choose an action (e.g., "Reply All").
4. Configure the action (add text, recipients, flags, etc.).
5. Add more actions using the Add Action button.
6. Assign a keyboard shortcut (optional).
7. Add a tooltip (optional).
8. Click Finish.

Duplicating Quick Steps

To quickly create a similar Quick Step, duplicate an existing one:

1. Click the arrow at the bottom right of the Quick Steps group.
2. Select the Quick Step and click Duplicate.
3. Modify the name and actions as needed.

Using Quick Steps

Select an email and click the Quick Step or use its keyboard shortcut. Note that actions like Reply or Forward will open a new message window.

Managing Quick Steps

Use the dialog launcher arrow ( ) to edit, duplicate, delete, rearrange, create, or reset Quick Steps. You can also right-click a Quick Step for quick actions.

Quick Step Storage

Quick Steps are stored in a hidden folder within your Outlook data file (.pst or Exchange). They typically migrate automatically with your account settings.

Master Outlook Quick Steps to significantly improve your email efficiency!

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