How to automate repetitive actions in Outlook using Quick Steps

  • Outlook
  • 2016
To organize your Outlook messages, you can create different Rules, but sometimes you don’t want or can’t create a rule for some messages because of “human factor”. E.g., some of your colleagues or friends doesn’t use the correct words in the subject, doesn’t use the agreed rules for messages.

So, to avoid a lot of repetitive steps in Outlook, you can use Quick Steps.

For example, if you need to:

  • move some messages to the specific folder,
  • send a copy to your colleagues with the correct subject.

To create a new Quick Steps, do the following:

    1.    On the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the Create New:

Create New Quick Step in Outlook 2016

    2.    In the Edit Quick Step dialog box:

Edit Quick Step dialog box in Outlook 2016
  • In the Name field, type the name of your new Quick Step. For example, Move to SAP project.
  • On the Actions drop-down list, select the action you prefer:
    Actions drop-down list in Outlook 2016
  • Optionally, you can:
    • Add new action by clicking the Add Action button. In this example, the message should be forwarded to somebody (Jane) and in Bcc to our boss with correct words in the subject, here SAP project:
    Actions in Edit Quick Step dialog box Outlook 2016
    • Click an icon to change it:
    Change an icon in Edit Quick Step dialog box Outlook 2016
    • Add a Shortcut key for your new Quick Step, for example:
    Shortcut key in Edit Quick Step dialog box Outlook 2016
    • Add a Tooltip text, for example:
    Tooltip text in Edit Quick Step dialog box Outlook 2016

After completing all necessary steps, click Finish.

Now, you can see the new Quick Step in the gallery:

New Quick Step in the gallery Outlook 2016

To edit existing Quick Step, do one of the following:

  • On the Home tab, in the Quick Steps group, in the Quick Steps gallery, right-click the Quick Step that you want to edit:
    Quick Step to edit in Outlook 2016
  • On the Home tab, in the Quick Steps group, in the Quick Steps gallery, click the dialog box launcher:
    Quick Steps launcher in Outlook 2016

In the Edit Quick Step dialog box, edit this Quick Step and click Finish.

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