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How to Use Quick Steps in Outlook

Applies toMicrosoft 365Outlook
6 min fix Updated 9 Aug 2026

By , 10+ years in IT support and helpdesk How these guides are checked

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.

Checked against Microsoft Learn - new Outlook for Windows, Microsoft 365 Roadmap and between 5 Aug 2026 and 12 Sep 2026. Nothing published in that period has been linked to this guide.

Corrected 10 Aug 2026. Quick Steps was described as Classic-only, and readers were told to switch back to Classic Outlook to use it. It is available in new Outlook for work and school accounts, under Settings > Mail > Quick Steps rather than on the ribbon. Two other articles had already been corrected on 2026-08-03; this one, the guide actually about Quick Steps, had not. Every correction to this guide →

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.

Before You Start ​

  • Microsoft Outlook desktop, Classic or new. Quick Steps work in new Outlook for work and school accounts, but not for shared mailboxes and not in Outlook on the web. They do not transfer across from Classic — you rebuild them under Settings > Mail > Quick Steps.

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.

Note: A Quick Step that creates, replies to, or forwards a message can carry a fixed subject and a short block of text, and that text is stored inside the Quick Step itself. That suits a one-line acknowledgement. When the message is long, formatted, or needs an attachment, write it once as a template and leave the Quick Step to handle the filing around it — How to Create and Use Email Templates in Outlook covers both the .oft files and the My Templates panel.

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 Outlook on the webIn new Outlook they live under Settings > Mail > Quick Steps rather than the ribbon, and they are not available on the web at all. Quick Steps you built in Classic do not carry across.
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.

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Frequently asked questions

What is the difference between a Quick Step and a Rule?
Rules run automatically in the background when an email arrives. Quick Steps only run manually when you specifically click the Quick Step button for a selected email.
Can I assign a keyboard shortcut to my Quick Step?
Yes. When editing or creating a Quick Step, there is a 'Shortcut key' dropdown at the bottom of the window where you can assign it to a combination like Ctrl+Shift+1.