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Microsoft Outlook – Create a Quick Step

Outlook Quick Steps is a new feature introduced in Microsoft Outlook 2010; useful to apply multiple actions (quick steps) on mail messages. With this, we can easily and quickly manage our mail messages. Outlook allows creating our own Quick Steps, which are suitable for our requirements.

Through this article, we are going to discuss the steps to create Quick Steps.

This article applies to:

  • Microsoft Outlook 2010
  • Microsoft Outlook 2013

Step (1). Open Microsoft Outlook application.

Step (2). Click on the Home tab. Outlook will display ribbon control.

Step (3). Look for the “Quick Steps” group on ribbon control and click on the “Create New” quick step.

Microsoft Outlook - "Quick Steps" group
Microsoft Outlook – “Quick Steps” group

Step (4). Outlook will display the “Edit Quick Step” dialog.

Microsoft Outlook - "Edit Quick Step" dialog
Microsoft Outlook – “Edit Quick Step” dialog

Step (5). Enter the name of the Quick Step in the Name: field. This name will be appeared in the “Quick Steps” group in the Home tab, once the Quick Step is created.

Step (6). We need to select, what actions should take place when we click on the Quick Step.

  • Select an action from the “Choose an Action” combo box.
  • Depending on the action we selected, Outlook will display extra fields to get extra information for the selected action. Provide the required information.

For eg: For the “Delete Message” action, no other information is required to provide. So, Outlook will not display any extra fields. But for the “Move to folder” action, the folder name is required to move the mail messages. So, Outlook will display an extra field to collect folder names.

Step (7). Outlook allows multiple actions for a Quick Step.

  • If we want to add another action, click on the “Add Action” button.
  • Outlook will display another combo box to select an Action. Select an action by selecting a value from the “Choose an Action” combo box.
  • Depending on the action selected, provide extra information.

Step (8). Outlook allows selecting shortcut keys for Quick Steps. With the shortcut keys, we can quickly execute the Quick Step. Provide shortcut key in Shortcut key: field by selecting the value from the “Choose a shortcut” combo box.

Step (9). Provide the meaningful tool-tip text in the “Tooltip text:” field. This text will be displayed when we put the mouse cursor on the Quick Step name in the “Quick Steps” group in the Home tab. If we have selected the shortcut key, Outlook will display shortcut key information also along with the tool-tip text.

For eg: Below is the screenshot for the “Categorize and Move” Quick Step which marks selected mail messages as “Important” and moves them into the “Personal” folder.

Microsoft Outlook - Create a Quick Step
Microsoft Outlook – Create a Quick Step

Step (10). Once necessary details are provided, Outlook will enable the Finish button on the “Edit Quick Step” dialog. Click on the Finish button to create the Quick Step. Outlook will create the Quick Step and display it on top of the items in the “Quick Steps” group.

Microsoft Outlook - "Quick Steps" group with new item
Microsoft Outlook – “Quick Steps” group with the new item

Now the Quick Step is created and we can apply this to our selected mail messages.

Microsoft Outlook – Create a Quick Step

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