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Quick Answer

In Outlook Desktop, find the Quick Steps box in the middle of the Home tab ribbon. Click Create New, give it a name (like 'Done'), and add actions (like 'Mark as Read' and 'Move to Archive folder'). Click Finish.

How to Use Quick Steps in Outlook ​

Applies to: Microsoft 365 (Outlook desktop)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Quick Steps let you perform multiple actions on an email with a single click — such as moving a message to a folder, marking it as read, and forwarding it to your manager all at once. This article explains how to use the built-in Quick Steps and create your own.

Prerequisites ​

  • Microsoft Outlook desktop (Classic). Quick Steps are not available in New Outlook or Outlook on the Web.

Instructions ​

1. Use a Built-In Quick Step ​

Outlook includes several pre-configured Quick Steps on the Home tab.

  1. Select an email in your inbox.
  2. On the Home tab, find the Quick Steps group in the ribbon.
  3. Click a Quick Step to apply it:
    • Move to: ? — Moves the message to a folder you choose on first use.
    • To Manager — Forwards the message to your manager (auto-detected from your org chart).
    • Team Email — Creates a new email addressed to your team.
    • Done — Marks the message as read, marks it complete, and moves it to a specified folder.
    • Reply & Delete — Opens a reply and deletes the original.
  4. The first time you use a Quick Step, Outlook may prompt you to configure it (e.g., select a folder).

2. Create a Custom Quick Step ​

Build a Quick Step that matches your workflow.

  1. On the Home tab, click the More arrow (▼) in the Quick Steps group.
  2. Click New Quick Step > Custom.
  3. Enter a Name for your Quick Step (e.g., "Archive & Notify").
  4. Click Choose an Action and select your first action (e.g., Move to folder).
  5. Click Add Action to stack additional actions (e.g., Mark as read, Forward to).
  6. Optionally, assign a Shortcut key (Ctrl+Shift+1 through Ctrl+Shift+9).
  7. Add Tooltip text to describe what the Quick Step does.
  8. Click Finish.

3. Edit or Delete a Quick Step ​

Manage your Quick Steps from the same ribbon group.

  1. Click the More arrow (▼) in the Quick Steps group.
  2. Click Manage Quick Steps.
  3. Select a Quick Step and click Edit to modify it, or Delete to remove it.
  4. Use the Move Up / Move Down buttons to reorder Quick Steps in the ribbon.
  5. Click OK to save.

Troubleshooting ​

TIP

Assign keyboard shortcuts (Ctrl+Shift+1 through 9) to your most-used Quick Steps. This lets you process emails without touching the mouse.

Symptom / ErrorPotential CauseSolution
Quick Steps group not visibleUsing New Outlook or WebQuick Steps are only available in Classic Outlook desktop. Switch to Classic Outlook via Settings > Use Classic Outlook.
Quick Step not performing all actionsActions conflict with each otherEdit the Quick Step and verify the action order. Remove conflicting actions (e.g., delete + move to same folder).
"First time setup" keeps appearingRequired folder was deletedEdit the Quick Step and re-select a valid destination folder.