Use Quick steps in Outlook

A quick step is a predefined action for an email that you can perform with a single click. It saves time because you don't have to manually perform the same task over and over again. Quick steps help you automate and streamline tasks such as moving messages to specific folders, marking messages as read, flagging emails as important, or creating meetings. Additionally, you ensure that you have control over your email inbox, as it's easier to keep it organized.

1. Click on the email whose handling you want to automate
2. Click on Quick steps in the menu under Home. You can easily identify the button thanks to the yellow lightning bolt icon.
3. After clicking on the Quick steps button, a menu will appear. In this menu, you can choose from standard categories or click on New Quick Step to create your own quick step. Creating your own quick step allows for customization. You can tailor the quick steps to your specific workflows and needs.
4. Start creating your custom quick step by clicking on Custom.
5. Name your quick step. The name should be descriptive so that you can easily recognize the quick step and understand its purpose. If you have multiple similar projects that are managed via quick steps, specifying the specific project can be helpful.
6. Select the action(s) you want to take when you click on this quick step.
7. For example, you can choose which folder the email should be moved to by clicking on Move to folder. This is helpful in avoiding misplaced emails, ensuring that all emails are stored in a designated location.
8. You can also choose to set the email's importance level. Click on Set importance to do so. If you are working on a time-sensitive project, setting a high priority level can help prevent you from missing important emails.
9. If applicable, you can create a calendar appointment based on the email. For example, click on Create an appointment with attachment. Linking your email to other services, like the calendar, can save time. Including the email text as the basis for the meeting makes it clear to all participants what the meeting will cover.
10. You can assign a keyboard shortcut. Using the shortcut will trigger the actions you've selected above, providing a time-saving alternative to clicking on the Quick steps button in the menu.
11. Complete the creation of your new custom quick step by clicking on Finish.