Quick Steps in new Outlook and web: create, use, manage

This guide explains how to create, use, and manage Quick Steps in the new Outlook app and web version, streamlining repetitive tasks.

What are Quick Steps?

Quick Steps in new Outlook automate frequent actions like moving emails, flagging messages, or replying with a meeting request. They significantly improve inbox management and reduce time spent on routine tasks. For instance, you can create a single-click step to move emails to a specific folder and forward them.

Creating a Quick Step:

1. In the Navigation pane, select Mail.
2. On the Home tab, click Quick steps. If steps exist, click the dropdown arrow and select Manage quick steps.
3. Click New quick step.
4. Name your quick step.
5. Choose an action: Select from the dropdown (move to folder, flag, categorize, etc.).
6. Add actions: Click Add another action for multiple tasks.
7. Add a description (optional) for tooltips.
8. Assign a shortcut (optional) using Ctrl Shift 5 to 9.
9. Click Save.

Your new Quick Step appears in the Outlook ribbon dropdown.

Using Quick Steps:

1. Select the email.
2. Choose the step from the ribbon dropdown or use its keyboard shortcut.

Editing Quick Steps:

1. On the Home tab, click the Quick steps dropdown arrow and select Manage quick steps.
2. Click the pencil icon next to the step.
3. Modify the name, actions, description, or shortcut.
4. Click Save.

Rearranging Quick Steps:

1. Open the Quick steps dropdown and select Manage quick steps.
2. Use the up/down arrows to reorder steps.
3. Click Save.

Deleting Quick Steps:

1. Open the Quick steps dropdown and select Manage quick steps.
2. Click the trash can icon next to the step.
3. Click OK to confirm.

Limitations:

• Only works with Exchange Online accounts (Microsoft 365).
• Limited to email messages; not available for meetings or appointments.
• Fewer options than in classic Outlook.

Missing Quick Steps:

If Quick Steps are missing, you're likely using a non-Microsoft 365 account (Outlook.com, Gmail, etc.).

Best Practices:

• Start with simple steps.
• Combine actions.
• Use keyboard shortcuts.
• Use descriptive names.
• Prioritize frequently used steps.
• Regularly review and update.
• Keep your list concise.

By following these steps, you can significantly improve your Outlook efficiency.

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