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Work Smarter, Not Harder: Mastering the Power of Outlook's "Quick Steps"

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If your inbox feels like a never-ending to-do list, you're not alone. But what if you could cut down repetitive tasks to a single click? That’s where Outlook Quick Steps come in, a hidden gem that can save you time and mental energy every day. 




What Are Quick Steps? 


Quick Steps are customizable shortcuts that let you automate common actions: 


  • Moving emails to a specific folder 

  • Forwarding messages to your team 

  • Replying with a template 

  • Flagging and categorizing messages 


Instead of performing each action manually, you can bundle them into one Quick Step and execute them with a single click. 




Quick Steps in Action


Streamlining Team Updates 


Do you regularly forward project updates to your team and then archive the message? Here’s how to automate that action. 


  1. Click the Home tab. 

  2. Click Quick Steps > + Add Quick Step. 

  3. Give it a name (e.g., “Team Update”). 

  4. Choose Forward as the first action then enter the recipients’ emails. 

  5. Click + Add another action and choose Move to as the second action

  6. In the Select a folder dropdown menu choose your archive folder. 

  7. Click Save. 


Pro Tip: You can assign keyboard shortcuts to your Quick Steps for even faster access. When creating a Quick Step action, there’s a sectional for optional steps. Name the Quick Step and assign it to a shortcut.




Next Steps


Now, when you receive a relevant email, just click the “Team Update” Quick Step to save time and energy! Start small, automate one or two repetitive tasks, and you’ll be amazed at how much time you save. It’s a simple way to work smarter, not harder. Want help setting up your first Quick Step? Reach out to IT, we will be more than happy to walk you through the steps.

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