Have you ever had an experience where you had to follow several steps repeatedly every time you needed to forward an important email? Microsoft Outlook has a helpful feature, Quick Steps, that allows users to perform several actions quickly and easily.
What are the types of Quick Steps?
You can create and save custom actions in a new way with Quick Steps in Outlook & can save time by creating and defining multistep tasks that you can execute with a single click, including reply and delete, moving to a specific folder, creating a new email to assigned groups, and more. With this feature in Outlook, you can create a sequence of commands (Send & Archive is just one example) and apply them to any Outlook item with a click.
How to create Quick Steps in Outlook
1] Open Outlook, and then select the Home tab. Then click on the Dropdown, which shows Create a Task. Then click on New Quick-Step. Here we are selecting Move to Folder.
2] Name the Quick-Step and then select the action. Here we can choose the folder and if the item is marked as read.
3] Click on the Options button on the same window, and you can add a few more options. Instead of Mark as read, you can choose some other action or add more actions. You can also assign a shortcut and tooltip text.
4] Finally, save the changes. To save, select one or multiple emails, click on Move to Folder, which we just created. If you cannot find it, click on the Dropdown and then select it from there.
Make sure to apply the correct set of shortcuts to each of the Quicksteps. Outlook supports a maximum of nine shortcuts.
How to Manage Quick Steps in Outlook?
In the Outlook Home tab, click on the Quick Steps section. Select Manage Quick Steps from the Dropdown. It will then open the quick steps management window. Select any of them, and you can edit, duplicate or delete them. You can also create a new one from here.
Where are Outlook quick steps saved?
All the quick steps are saved into the PST File, aka Mailbox. If you are using POP3, you can also bring the Quick Steps, but if you are using IMAP, the migration is difficult to carry to a new computer. You will manually create the new Quick Steps again. So if you have always wanted to export, that is still not possible with Outlook.