SharePoint Quick Steps cut list clicks

Key insights

• Quick Steps can handle email, Teams chat, set a value, execute a flow, and file move or copy in libraries.
• They are created under Automate, then Quick Steps, then Create a quick step.
• You can run them on selected items or on an entire list or library for Execute a flow.
• Each list or library can have up to 15 Quick Steps, and they do not transfer between lists.
• Read-only visitors only see steps their permissions allow.

SharePoint Maven Inc recently published a video about SharePoint Quick Steps, showing how they reduce routine list and document library chores to one click. The takeaway is simple: actions such as changing a status, moving a file, or emailing a link can be packaged into a reusable command instead of repeated manually.

The post walks through what Quick Steps are, where to find them, and how to use them in everyday SharePoint work. It also points out the main limits, including the 15-step cap per list or library and the fact that steps stay tied to the place where they were created.

What's new

The core idea in the post is that Quick Steps sit under the Automate menu in SharePoint. From there, users can choose Quick Steps and then Create a quick step. The blog says these steps can turn multi-click chores into a single click on a list item or library file.

The examples given are practical rather than abstract. The material mentions drafting an email, starting a Teams chat, setting a value, executing a flow, and, in document libraries only, moving or copying a file or folder. For the entire list or library, the post says you can execute a flow. The video also shows a Set a value Quick Step being created and run across multiple files.

Why it matters

This matters most for SharePoint users who spend time triaging requests, updating statuses, or moving documents between stages. It also matters for admins and makers who want a lighter-weight action than building a full custom app for every repeated task. A Quick Step can take an existing process and put it closer to the item the user is already viewing.

The examples in the source point to routine work: flipping a policy from Pending to Active, archiving files, publishing documents to another site, or triggering a Power Automate flow that already exists. That makes Quick Steps useful as a shortcut layer on top of the SharePoint lists and libraries people already use. The feature is also constrained by permissions, so read-only visitors only see the actions they are allowed to use.

How it works

The post describes a straightforward flow. First, open a SharePoint list or document library. Then go to Automate, choose Quick Steps, and select Create a quick step. After that, pick the action type and configure it for the selected items or, where supported, for the whole list or library.

1. Open the list or library.
2. Select one or many items.
3. Go to Automate.
4. Click the Quick Step you want to run.

The material says the available actions include drafting an email, starting a Teams chat, setting a value, executing a flow, and moving or copying a file or folder in libraries. It also notes that lists cannot move or copy items, so that part is limited to document libraries. The chapters in the video show the creator building an approval Quick Step, running it, then showing a column value update in one click and reviewing the other action types.

The source also explains where the feature fits in day-to-day use. Quick Steps can be used on selected files or list items, while some actions can apply to the entire list or library. That makes them a shortcut for repeated operations rather than a replacement for broader workflow design.

Limitations and open questions

The post is clear about several constraints. Each list or library can have a maximum of 15 Quick Steps, and Quick Steps do not transfer between lists. That means a step created in one place cannot simply be assumed to exist in another. The author also warns that too many steps can turn the menu into a “junk drawer,” which is a practical limit rather than a technical one.

Some details are not covered in the source material. It does not explain licensing, tenant-wide rollout, or whether the feature is available in every SharePoint experience. The material also does not describe any admin setting or governance control. While the video says a Quick Step can execute a flow, it does not spell out every flow requirement or permission dependency.

The research notes mention a newer Quick Steps column type and a broader rollout story, but the blog post itself focuses on the menu-based experience and the concrete examples shown in the video. Because the source material is brief, we can confirm the mechanics and limits, but not every deployment detail.

Sources

• SharePoint Maven Inc video: Stop Clicking 5 Times - Use SharePoint Quick Steps
• SharePoint Maven Inc website

Frequently asked questions

What can a SharePoint Quick Step do?

The source lists drafting an email, starting a Teams chat, setting a value, executing a flow, and moving or copying files or folders in document libraries.

Where do you create a Quick Step?

The post says to open the list or library, go to Automate, choose Quick Steps, and then select Create a quick step.

Are Quick Steps available everywhere in SharePoint?

The material does not confirm full tenant, region, or license availability. It only explains how the feature works in the list or library context shown in the video.

What is the main limitation?

Each list or library can have up to 15 Quick Steps, and Quick Steps do not transfer between lists.