Stop hunting through menus. Start clicking.
For a long time, SharePoint Quick Steps were one of the platform’s best-kept secrets—mostly because they were tucked away in the “Integrate” menu, making them a bit of a faff for the average user to find.
That has officially changed. With the rollout of the Quick Steps Column, you can now bake automation directly into your lists and libraries. We’ve put together a full video walkthrough to show you exactly how it works, but here is the breakdown of why this is a game-changer for your workflow.
What is the Quick Steps Column?
Essentially, it’s a button that lives right next to your list items or documents. Instead of clicking through three different menus to assign a task or move a file, you just hit the button. It’s faster, cleaner, and significantly more intuitive for your team.
Real-World Scenarios: From Lists to Libraries
1. The “Assign to Me” Button
In our latest video, we look at a standard Task List. Traditionally, a user would have to open the item, find the “Assigned To” field, type their name, and save.
- The Quick Step Way: One click. The system identifies the “Current User,” assigns the task, and can even update the status to “In Progress” simultaneously.
2. Dynamic Visibility (The “Smart” UI)
One of the best features is conditional visibility. You can set buttons to only appear when they are relevant. For example:
- A “Complete Task” button only shows up if the status is “In Progress.”
- Once clicked, the status changes to “Complete” and the button disappears. This keeps your interface clutter-free and guides the user through the process.
3. Effortless Document Archiving
Moving files between libraries or even different SharePoint sites used to be a multi-step process. Now, you can create an “Archive” button. One click sends the document to its new home flawlessly, every single time.
4. The AI Edge: “Ask SharePoint”
For those using Microsoft Copilot, you can now trigger custom AI prompts via a Quick Step. Imagine a button that instantly generates an executive summary of a document without you having to type a single prompt. It’s a massive time-saver for AI-powered teams.
The Fine Print: Limits to Keep in Mind
While powerful, Quick Steps are designed for simplicity:
- Single Actions: You can’t chain complex logic (e.g., update a column and send an email). For that, you’ll still want to look at Power Automate.
- Quantity: You are limited to 15 Quick Steps per library (which is plenty to keep things tidy!).
- Permissions: Visibility is based on item conditions, not user permissions. Ensure your team has the right access to the destination folders when using “Move” or “Copy” actions.
Summary
The Quick Steps column bridges the gap between tedious manual work and complex automation. It puts power into the hands of every user, not just the “tech-savvy” ones.
Check out the full video below to see these steps in action, and if you need help streamlining your M365 environment please do get in touch with our friendly team of experts here