Quick Steps apply multiple actions to an email message at the same time, so a task you repeat often becomes a single click. For example, if you frequently move messages to a specific folder, a Quick Step can move the message in one click. If you often forward messages to your manager or your team, a Quick Step can do that in one click as well. Outlook includes several default Quick Steps you can customize, and you can build your own gallery of the actions you use most.
Before You Begin
Quick Steps cannot be undone with a menu command or a keyboard shortcut such as Ctrl+Z. This is because a Quick Step can include actions like Permanently Delete that cannot be reversed. Review your actions before you save.
Steps differ by Outlook version. Use the section that matches your client. See What version of Outlook do I have? if you are not sure.
New Outlook for Windows
Create a New Quick Step
- In new Outlook, select Mail from the navigation pane.
- On the Home tab, select the dropdown menu next to Quick steps, then select Manage quick steps.
- In the Settings window, under Quick steps, select + New quick step.
- Type a name for the new Quick Step.
- Under Choose an action, select the action you want the Quick Step to perform. Select Add another action for each additional action.
- Optional: in the Optional section, add a description under Customize your quick step. The description appears when you hover over the Quick Step in the ribbon.
- Optional: in the Choose a shortcut box, select a keyboard shortcut. Available options are Ctrl+Shift+5 through Ctrl+Shift+9.
- Select Save.
Modify an Existing Quick Step
- In Mail, select the Home tab. Select the dropdown menu next to Quick steps, then select Manage quick steps.
- Find the Quick Step you want to change and select the Edit quick step icon.
- Under Choose an action, change or add the actions you want this Quick Step to perform.
- You can also update the Quick Step name, the description, and the keyboard shortcut.
- To change the order Quick Steps appear in on the Home tab, select the up or down arrows next to the Quick Step you want to move.
- Select Save. The new order appears in the Quick steps section of the ribbon.
Classic Outlook
In classic Outlook, Quick Steps are located on the Home tab in the Quick steps group.
Default Quick Steps
You can customize any of the default Quick Steps. Some prompt you to configure them the first time you use them. For example, a Quick Step that moves messages to a folder requires you to specify the folder before you can use it.
| Quick Step |
Action |
| Move to: |
Moves the selected message to a mail folder you specify and marks the message as read. |
| To Manager |
Forwards the message to your manager. If your organization uses Microsoft Exchange Server or Microsoft 365, your manager's name is detected in the Global Address List and inserted in the To box. You can also specify the recipient. |
| Team E-mail |
Forwards the message to others on your team. If your organization uses Microsoft Exchange Server or Microsoft 365, your team members' names are detected in the Global Address List and inserted in the To box. |
| Done |
Moves the message to a specified mail folder, marks the message complete, then marks it as read. |
| Reply & Delete |
Opens a reply to the selected message, then deletes the original message. |
| Create New |
Creates your own Quick Step to run any sequence of commands. You name it and apply an icon to help identify it. |
Create a Quick Step
- In Mail, select Home.
- In the Quick step group, select Create New from the Quick Step gallery.
- In the Name box, type a name for the new Quick Step.
- Select the icon button next to the Name box, choose an icon, then select OK.
- Under Actions, choose the action you want the Quick Step to perform. Select Add Action for each additional action.
- Optional: in the Shortcut key box, select a keyboard shortcut to assign.
Note: New Quick Steps appear at the top of the gallery on the Home tab in the Quick steps group. Modified Quick Steps keep their existing position in the gallery, but you can rearrange them in Manage Quick steps.
Configure or Change an Existing Quick Step
- In Mail, select Home.
- In the Quick step group, select the dialog box launcher arrow at the side of the Quick steps box to open Manage Quick steps.
- In the Quick step box, select the Quick Step you want to change, then select Edit.
- Under Actions, change or add the actions you want this Quick Step to perform.
- Optional: in the Shortcut key box, select a keyboard shortcut to assign.
- Optional: to change the icon, select the icon next to the Name box, choose an icon, then select OK.
Outlook on the Web and Outlook.com
Note: This feature is available for Outlook on the web and Microsoft 365 subscribers.
Create a Quick Step
- In Outlook on the web, select Mail from the navigation pane.
- On the Home tab, select Quick steps, then select Manage quick steps.
- In the Settings window, under Quick steps, select + New quick step.
- In the Name box, type a name for the new Quick Step.
- Under Choose an action, select the action you want the Quick Step to perform. Select Add another action for each additional action.
- Select Save, or continue with the optional settings below to customize further.
Modify an Existing Quick Step
- Select Mail from the navigation pane.
- From the ribbon, select the dropdown menu next to Quick steps, then select Manage quick steps.
- Find the Quick Step you want to change and select the Edit quick step icon.
- Under Choose an action, change or add the actions you want this Quick Step to perform.
- Optional: in the Optional section, add a description under Customize your quick step. The description appears when you hover over the Quick Step in the ribbon.
- Optional: in the Choose a shortcut box, select a keyboard shortcut. Available options are Ctrl+Shift+5 through Ctrl+Shift+9.
- Select Save.
External Resources
See Related Articles to the right for more information.