Outlook Quick Steps

Learn how to utilize Outlook Quick Steps to become more efficient in Outlook. You’ll learn how to customize the default Outlook Quick Steps as well as create your own Outlook Quick Steps.

Outlook Quick Steps allows you to create One Click Quick Steps for actions you repeat frequently.  For example, if you move messages to a certain folder, you can create a Quick Step to accomplish it in one click.  Below are the step by step instructions for working with Outlook Quick Steps.

Customizing Default Outlook Quick Steps

  1. Navigate to the Mail app within Outlook.
  2. Click Home tab.
  3. Click the Quick Steps drop down arrow in the Quick Steps group.Outlook Quick Steps Image 1
  4. The Quick Steps detail box will open. Click the Manage Quick Steps option.Outlook Quick Steps Image 2
  5. The Manage Quick Steps dialog box will open. Select the Quick Step you wish to modify and click EditFor this example, we’ll edit the Team Email Quick Step. Outlook Quick Steps Image 3
  6. The Edit Quick Step dialog box will open. Make the necessary change to the Quick Step. Outlook Quick Steps Image 4
  7. Name – The Quick Step can be renamed if you prefer.
  8. Icon – Click on the icon to the left of the Quick Step name to select another icon. Click OK once you have selected the appropriate icon. Outlook Quick Steps Image 10
  9. Actions – You can change and add actions as needed.
  10. Click the drop down to edit the action.Outlook Quick Steps Image 5
  11. Add Action — Click the Add Action Button to add another action.
  12. Click the drop-down button for Choose an Action to select the action you wish to add. Outlook Quick Steps Image 6
  13. Continue adding Actions until you have all that are needed.Outlook Quick Steps Image 7
  14. Shortcut key – If you prefer, you can assign a keyboard shortcut to the Quick Step. Click the drop-down arrow to select a shortcut.    Outlook Quick Steps Image 8
  15. Tooltip text – Enter a description for the Quick Step.Outlook Quick Steps Image 9
  16. Once you have completed your edits to the Quick Step, click the Save button.Outlook Quick Steps Image 11
  17. The selected Quick Step is now updated within the Manage Quick Steps dialog box. Click OK to complete the modification process.
  18. The modified Quick Step is now listed within the Quick Steps gallery.

Creating Outlook Quick Steps

  1. Navigate to the Mail app within Outlook.
  2. Click Home tab.
  3. Click Create New in the Quick Steps gallery on the Quick Steps group.Outlook Quick Steps Image 1
  4. The Edit Quick Step detail box will open so you can create the new quick Step. For this example, I’ll create a Quick Step to File emails to the Acme Folder as well as forward to the Training team.Outlook Quick Steps Image 16
  5. Name – Enter a new for your new Quick Step.
  6. Icon – Click on the icon to the left of the Quick Step name to select another icon. Click OK once you have selected the appropriate icon. Outlook Quick Steps Image 10
  7. Actions – Choose the Actions you wish to add to your Quick Step. Click the drop down to select an action. Outlook Quick Steps Image 17
  8. Add Action — Click the Add Action Button to add another action.
  9. Continue adding Actions until you have all that are needed.
  10. Shortcut key – If you prefer, you can assign a keyboard shortcut to the Quick Step. Click the drop-down arrow to select a shortcut.    Outlook Quick Steps Image 8
  11. Tooltip text – Enter a description for the Quick Step. Outlook Quick Steps Image 9
  12. Once you have completed your edits to the Quick Step, click the Finish button. Outlook Quick Steps Image 18
  13. The newly created Quick Step is now listed within the Quick Steps gallery. Outlook Quick Steps Image 19

To learn more about Office applications, please check out my courses at vlbteched.teachable.com.

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