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Question
What is Quick Steps?
Answer
Quick Steps is a feature that applies multiple actions at the same time to email messages. This helps you quickly manage your mailbox. For example, if you frequently move messages to a specific folder, you can use a Quick Step to move the message in one click. Or, if you forward messages to your manager or peers, a one-click Quick Step can simplify the task.
Default Quick Steps
You can customize any of the default Quick Steps. When you use some Quick Steps for the first time, you are prompted to configure them. For example, if you want a Quick Step to move messages to a certain folder, you must specify the folder before you can use the Quick Step.
Default Quick Steps in Outlook 2010 include the following:
| Quick Step |
Action |
| Move to: |
Moves the selected message to a mail folder that you specify. |
| Copy to: |
Copies the selected message to a mail folder that you specify. |
| Delete |
Deletes the selected message. |
| Permanently delete message |
Permanently deletes the selected message. |
| Mark as read |
Marks the selected message as read. |
| Mark as unread |
Marks the unselected message as unread. |
| Set retention policy |
Sets the selected message to a retention policy that you specify. |
| Categorize message |
Categorizes the selected message to a category that you specify. |
| Clear categories |
Clears the category of a selected message. |
| Mark complete |
Marks the selected message as complete, adding a check mark next to it. |
| Pin |
Pins the selected message to the top of the mail folder. |
| Unpin |
Unpins the selected message. |
| Snooze |
Moves the selected message to the snooze folder until a certain time that you specify. |
| Create Task |
Creates a task for the selected message. |
| Forward To |
Forwards the selected message to a email address that you specify. |
| Forward as attachment |
Forwards the selected message as an attachment to a email address that you specify. |
| Reply with meeting |
Replies with a meeting to the selected message. |
| Ignore messages in this conversation |
Ignores the messages in the selected message. |
Additional Info
Create a new Quick step in new Outlook
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In new Outlook, select Mail from the navigation pane.
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From the Home tab, select the drop-down menu next to Quick steps and select Manage quick steps.
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In the Settings window, under Quick steps, select +New quick step.
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Type a name for the new Quick step.
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Under Choose an action, select the action that you want the Quick step to do. Select Add another action for any additional actions. If you're done now, select Save, or continue with additional options to further customize your quick step.
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In the Optional section add a description to Customize your quick step. Your custom description will appear when you hover over the Quick step in the ribbon.
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To create an optional keyboard shortcut, in the Choose a shortcut box select the keyboard shortcut that you want to assign. Ctrl+Shift 5-9 are the available options.
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Click Save.
Modify an existing Quick step in new Outlook
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In Mail, select the Home tab. Select the drop-down menu next to Quick steps and select Manage Quick step.
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Find the Quick step you'd like to change and select the icon to Edit quick step.
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Under Choose an Action, change or add the actions that you want this Quick step to do.
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You can update the Quick step name, add a shortcut, add a keyboard shortcut, and update the description.
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To rearrange the order in which the Quick steps are displayed on the Home tab, select the up or down arrows of the Quick step you'd like to move. Click Save.
You can view the new order in the Quick step section on the ribbon.
