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

Quick Steps in new Outlook and web

Quick Steps in the new Outlook allow you to automate a sequence of actions that you frequently perform, such as moving emails to a specific folder, flagging messages, replying with a meeting, etc. They are very useful for managing your inbox efficiently, reducing the time spent on repetitive tasks, and helping you stay organized.

For example, if you often move certain emails to a specific folder and forward them to a particular person, you can create a quick step to automate these actions in a click. Similarly, if you frequently categorize and flag emails for follow-up, quick steps can handle these tasks.

How to create a quick step in new Outlook and web

To create a quick step in the new Outlook app and Outlook online, this is what you need to do:

1. On the Navigation pane, select Mail.
2. On the Home tab, click Quick steps.

   If you already have one or more steps in your Outlook, then click the dropdown menu arrow and choose Manage quick steps.

3. In the Settings window, click +New quick step.
4. Name your quick step. In the first field, enter a descriptive name for your new quick step:
5. Choose an action. Under Choose an action, select the desired action from the dropdown menu. This could be moving an email to a specific folder, pinning, marking complete, categorizing, etc.
6. Set additional actions. If needed, click Add another action to include more tasks in your sequence.
7. Add description. In the Optional section, you can add a tooltip description that will appear when you hover over the quick step in the ribbon. This helps you remember what each step does.
8. Assign shortcut. To create a keyboard shortcut, in the Choose a shortcut box, select the key combination you prefer. Available options include Ctrl + Shift + 5 through Ctrl + Shift + 9.
9. Save your quick step. When done, click Save to finalize your new quick step.

This way, you can easily create Quick Steps in the new Outlook app and web, saving time on frequent tasks. All the quick steps you've created will appear in the dropdown menu on the Outlook ribbon:

How to use quick steps in new Outlook and web

To apply a quick step to a given email, just do this:

1. Select the message of interest.
2. In the Outlook ribbon, choose the desired step from the dropdown menu. Alternatively, press the keyboard shortcut assigned to the quick step to apply it.

This will execute all the associated actions in one go.

How to change a quick step in new Outlook

Editing an existing quick step in the new Outlook and web app is simple. Follow these steps to make changes:

1. On the Home tab, click the drop-down menu arrow next to Quick steps and then click Manage quick steps.
2. Locate the step you wish to edit and click the pencil icon next to it.
3. In the Settings window, you can make any of the following changes:
   • Change, add, or delete actions.
   • Update the quick step name.
   • Modify the description.
   • Add, change, or remove a keyboard shortcut.
4. After making the necessary edits, click Save to apply them. If you decide not to keep the changes, click Discard to revert to the previous settings.

How to rearrange quick steps in new Outlook and web

To change the order in which quick steps are displayed in the dropdown menu on the new Outlook ribbon, follow these steps:

1. On the Home tab, open the Quick steps dropdown menu and choose Manage quick steps.
2. In the Settings window, use the up or down arrows to change a quick step position in the list.
3. Click Save to confirm the new order.

This allows you to prioritize the most-used quick steps by placing them at the top.

How to delete a quick step in new Outlook

If you no longer need to perform a certain sequence of actions, you can delete the corresponding quick step. Here's how:

1. On the Home tab, open the Quick steps dropdown menu and select Manage quick steps.
2. In the Settings window, find the step you want to delete and click the trash can icon next to it.
3. In the confirmation dialog that pops up, click OK to confirm the deletion or Cancel if you've changed your mind or selected a wrong item.

This will remove the unwanted quick step from your list, keeping your Outlook ribbon organized and clutter-free.

Limitations of Quick Steps in new Outlook

Compared to the classic Outlook, Quick Steps in the new app are indeed more user-friendly and straightforward. However, there are some limitations to be aware of:

• Account compatibility. In the new Outlook, quick steps are only supported for Exchange Online accounts, such as Microsoft 365 work and school accounts. They are unavailable for Outlook.com, Hotmail, and third-party accounts such as Gmail and Yahoo.
• Limited to email messages. The functionality of quick steps is limited to email messages. Currently, there are no options for meetings and appointments.
• Missing options. Some options that were available in the classic Outlook are missing in the new version. For example, there is no option to send a new email to certain contacts using a quick step.

These limitations may affect users who rely on the broader functionality of quick steps in classic Outlook, particularly those using non-Exchange accounts or needing quick steps for calendar items and more complex tasks.

Quick Steps are missing in new Outlook

If you can't find Quick Steps in your new Outlook, it's likely because you're using a personal email account such as Outlook.com, Gmail, Yahoo, or iCloud. Currently, Quick Steps are only available for Microsoft 365 (Exchange Online) email accounts. Unfortunately, they are not supported for other account types.

Best practices for using quick steps

Here are some useful tips to maximize the efficiency and effectiveness of Quick Steps in the new Outlook:

• Start simple: Begin with basic steps that automate simple tasks. As you become more comfortable, you can create more complex sequences.
• Combine actions: Set up multiple actions for a quick step to perform complex tasks with a single click.
• Keyboard shortcuts: Assign keyboard shortcuts to your most frequently used quick steps for even faster access.
• Be descriptive: Use clear and descriptive names for your quick steps to easily identify their function and locate the appropriate item at a glance.
• Prioritize frequently used ones: Arrange your quick steps so that the most frequently used ones are easily accessible at the top. This can save time and reduce the need to search through a long list of quick steps.
• Regular review: Your email habits may change over time, so it's a good idea to periodically review and update your quick steps to ensure they continue to serve your needs effectively.
• Limit your list: While it's tempting to create a quick step for every possible action, too many can become overwhelming. Keep your list concise by only including the steps that truly enhance your productivity.