Default Options Within Microsoft Outlook's Quick Steps Feature

Introduction

In any work environment, collaboration is vital. Email communication is now the backbone of any workplace. We move emails to shared folders and forward critical emails to our team or managers multiple times on any given day. The Quick Steps feature is Outlook’s way of making your life easier by reducing the repetitive steps you perform to get your email-related work done. You can perform multiple actions to your email in a single click using quick steps!

Procedure

Quick Steps has some default options you can setup and use. Follow the instructions below to know how to put these to use.

1. Launch the Outlook (Desktop) application. You will be able to see the Quick Steps group within the "Home" tab, as indicated in the image below
   • You will be able to see Manage quick steps within Quick Steps by clicking the drop-down option represented by the icon highlighted below.

2. A list of all the default quick step options available will be visible to you. You will get a "Quick steps" dialogue box with a New quick step button as a first time option.
   • You can also edit the name of the Quick Step in this section.
   • You will then be able to apply the quick step by clicking on it once the set-up stage is completed.

Details

While the details required by all the individual quick steps would be different, we will list an introduction and the setup for the default ones available:

1. The To Manager quick step can be used to forward a particular email to your manager.
   • In the "Choose an action" section, enter your Managers Name. Your managers name will be auto populated if your organization uses the Microsoft Exchange server or Microsoft 365. Once done, click on Save.

2. The Team Email quick step can be used to avoid adding the names of all your team members repeatedly.
   • In the "Actions" section, enter the Email addresses of all your team mates. Your team mate's name will be auto populated if your organization uses the Microsoft Exchange server or Microsoft 365. Once done, click on Save.

3. The Done quick step can be used to mark an email as complete, move it to a certain folder and the email as read. You can choose which of the three you want your quick step to perform by un ticking the check boxes while setting it up.
   • Decide on the actions you want your quick step to perform and tick/un-tick the relevant check boxes.
   • If you want to move your email to a folder, click on the drop-down and enter the Name of the folder you want the email moved to. Once done, click on Save.

4. The Reply & Delete quick step is the only quick step that you do not have to set up to use.
   • When you come across any email which you do not want to keep in your inbox, all you need to do is Open the email and click on this Quick step. You would be required to frame your response and hit send. Along with the email being sent to the recipient, it would be deleted from your inbox.
5. The Move to quick step moves the selected email to the folder specified by you and marks the email as read.
   • Decide on the actions you want your quick step to perform and tick/un tick the relevant check boxes. If you want to move your email to a folder, click on the drop-down and enter the Name of the folder you want the email moved to. Click on Save once done.

6. You can also edit any of the above setups by clicking on Manage Quick Steps. You will then get a dialogue box where you can select which quick step you want to edit.
7. Once you are done making the edits, click on Save > Okay for your edits to be saved.