Outlook contains a quick-step function that allows you to apply multiple actions to a single-click message. Outlook contains several default settings, but you can also create your own (and delete the usual if you do not need them). If you regularly perform the same set of actions, you can save a lot of time by creating a quick step and giving it a hotkey. How they work.
You can find Quick Steps on the "Home" tab in Outlook. Once you start, you'll see standard Quick Steps there. You can click on any of them to apply the included actions to a selected message.
The usual quick steps include:
- Move to ?: Opens a window where you can select a folder you want to move the message.
- To manager: Creates a forwarded copy of the selected message with your administrator's address in it.
- Team Email: Creates an empty message addressed to the members of your team. (If your email is managed by your employer, depending on how your Exchange administrators have configured your mailbox, Outlook can already know who your boss and employee are. If not, you must fill in them the first time you use them fast. )
- Done: Marks the message as read and complete and then sends it to a specified folder. The first time you use this you will specify the folder, but then Outlook will remember your selection and send it to that folder every time you use Quick Step.
- Replay & Delete: Opens a response to the selected message and deletes the currently selected message after you send the reply.
Outlook only shows quick steps available. If you have not selected a message, only "Quick Email" Quick Step will appear because the other default values will work on an existing message.
Create a Quick Step
To add a new Quick Step, click "Create New" in the Quick Steps box.
This opens a new window where you can name your quick step and choose which actions you want it to perform.
When you click on the "Choose an Action" menu, you get a list of possible actions, each of which can give you additional options to choose.
We add two actions: one to move the message to a folder and one Select it as read.
Select the "Move to Folder" action and select the folder you want messages moved to.
Then click "Add Action" to add a second action.
Select "Mark as Read" from the drop-down menu.
Optionally, you can select one of the built-in shortcuts and add some text to display when swiping the fast-paced pointer (a short description that reminds you of the steps that Quick Step takes is helpful) .
Click "Finish" and your new Quick Step will appear in the Quick Steps box in Outlook. If you hover over the Quick Step, you will see the shortcut you selected and any tool tips you specified.
Now, just select your messages and click on the new QuickStep (or click the shortcut key) to apply their actions.
To edit or delete a QuickStep
To edit or delete a quick step, click the small arrow at the bottom right of the Ribbon Quick Step Group.
This opens the "Manage Fast Steps" window.
Here you have the option to edit, duplicate (which creates an exact copy of the selected Quick Step if you want a similar but with a slight variation) or delete a quick step.
You can also change the order where your quick steps appear on the band or create a new quick step.
Finally, there is the option of "Restore to default".
Select Reset Default "option deletes any quick Steps you have created and recreates any standard Quick Steps you may have removed. It also deletes any changes you made to standard Quick Steps. Because you can not undo this action, a warning appears. Click "Yes" to make the reset happen.
You can also bypass the "Manage Fast Steps" window for individual Quick Step actions by right-clicking on a quick step in the band. This provides a context menu where you can edit, duplicate or delete Quick Step.
And it's Quick Steps. We have not reviewed all possible actions that you can add in a quick step because there are a lot of them and it's a pretty intuitive interface when you know how it works. If you want to make your Outlook experience more efficient and less time-consuming, Quick Steps is a great place to start.