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How To Create Custom Quick Steps In Outlook 2010

How To Set up Quick Steps in Outlook 2010

Quick Steps are a valuable tool for working efficiently in Outlook 2010.  If you often find yourself completing a long series of actions for individual items, why not just create a Quick Step action to cover it?  Microsoft has only just introduced this new feature in Outlook 2010, adding one more point to the list of Top 10 reasons to upgrade to Office 2010.

 

 

Let’s start out easy and look at customizing some of the pre-existing Quick Steps that are included by Microsoft in Outlook 2010.

How To Modify An Existing Outlook Quick Step

Step 1

In Outlook 2010, Click the Home ribbon and then Click the small down arrow above the Quick Steps category.  From the drop-down menu that appears Select Manage Quick Steps…

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Step 2

By default there are only 5 Quick Steps in Outlook 2010.  Select the one you would like to change and then Click the Edit button below the description.

edit quick steps in outlook 2010

Step 3.a – Customize the Quick Step

Regarding customization, there is a lot you can do so we’ll break this into two different steps and screenshots.

You can:

  • Click the X to remove Quick Step actions.
  • Click the down arrow to completely change an action to something else.

remove quick step actions outlook 2010

Step 3.b – More Quick Step customization options

And even more is available, you can also:

  • Click the Name box to change the name of the Quick Step.*
  • Click Add Action to insert an extra action into the Quick Step.
  • Click Choose a shortcut to assign a Shortcut key to this Quick Step.  For example if you assign CTRL+Shift+1 to this step you can instantly perform the entire Quick Step by Pressing CTRL+Shift+1 at anytime while using Outlook.  This is handy because you won’t need to find the Home tab and Quick Step bar to use them.
  • Type in the Tooltip text box to change the description.*
  • Click the Icon at the top-left to customize what Icon will display in your Quick-Steps list.

*This name and description will show up on the Quick Steps list in the Home Ribbon.

more quick step actions in outlook 2010

That covers everything you can do customizing Quick Steps, now let’s look at making a brand new one.

How To Create A New Outlook 2010 Quick Step

Step 1

Microsoft gave us multiple different ways to get started and create a new Quick Step.

  1. On the Home Ribbon, Quick Step section
    • Click Create new.
      • or
    • Click New Quick Step and Select a template from the list.
      • or
  2. In the Manage Quick Steps window that we discussed up above, Click New.

If you opt for the template option you can choose a preset Quick Step that has actions similar to the ones that come with Outlook 2010 out of the box.  However, that is more like Customizing rather than starting a fresh one.  For this how-to we’ll use the Custom template, which is just a blank Quick Step.

create a new quick step in outlook 2010

Step 2

A new window should pop up called Edit Quick Step.

The first thing to do is to Click the Name box and rename your Quick Step to something that makes sense with the actions it will be taking.

Next, Choose your first action from the drop-down list.

make a custom quick step action in outlook 2010

Step 3

You’ve created your first action!  Now Click Add Action to insert another one (if needed).  Don’t forget to choose any locations or categories that you might want to use from the sub-lists (or leave them blank if you want to be asked which one every time you Apply this Quick Step).

After you are done adding actions, Click the Icon to set it to whatever you like.  Notice that the icon will change as you add action to try to best match them, so you might not even need to adjust it.

When everything else is done, Click the Tooltip text box and Type in a description that will appear when the mouse hovers over this Quick Step in the Home ribbon.

Don’t forget, you can add Shortcut keys!

once you are done. Click Finish to save your new Quick Step.

custom quickstep icons in outlook 2010

Done!

Your new Quick Step should now show up on the Quick Steps list under the Home ribbon.

customize quick step list in outlook 2010

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7 Responses to How To Create Custom Quick Steps In Outlook 2010

  1. PeterPan September 9, 2010 at 1:54 pm #

    Nice, I didn’t even know this existed.. but then again I’m running Outlook 2007. Time to upgrade I suppose.

  2. THANK THANK YOU September 13, 2010 at 7:02 am #

    I <3 you

  3. THANK THANK YOU September 13, 2010 at 7:05 am #

    GRRRR they removed make a url link.

    • MrGroove September 13, 2010 at 9:42 am #

      Huh? Can you elaborate?

  4. Andres July 5, 2011 at 7:50 am #

    Hi,
    Is there a way to create an action that clears a specific category?
    Thanks!
    A.

  5. Johnny October 20, 2011 at 10:19 am #

    Is here a way to deploy or copy Quick Steps you create to other users?

  6. Hal February 17, 2012 at 7:17 am #

    I got all that about creating a QuickStep. That’s easy. My problem is during customization you can have the QuickStep Prefill areas with info. I get that also. But if you want it to fill in data not just things typed into the are Where is this list of parameters…
    IE
    SUBJECT FW: <—- it fills this in. Where is the list of these predefined parms. IE
    I’m sure others exist such as possibly

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