How to Add a Custom Action Button to the New Outlook Ribbon

You want to place a custom action button on the ribbon in the new Outlook for Windows so you can run a specific task with one click instead of navigating through multiple menus. The new Outlook uses a simplified ribbon that does not natively support custom buttons through the traditional Customize Ribbon dialog found in classic Outlook. This article explains how to use the Quick Access Toolbar and third-party add-ins to add a custom action button to the new Outlook ribbon interface.

Overview of Custom Action Buttons in the New Outlook Ribbon

The new Outlook for Windows uses a modern ribbon that is simpler than the classic Outlook ribbon. Microsoft removed the Customize Ribbon dialog from the new Outlook interface. You cannot directly add custom buttons to the ribbon tabs in the new Outlook. However, you can add custom action buttons to the Quick Access Toolbar, which appears above or below the ribbon. The QAT supports all built-in commands and can also run macros created with VBA. For more advanced custom buttons that appear directly on a ribbon tab, you need to install a third-party add-in or deploy a custom add-in using the Office Add-ins platform. This section covers the prerequisites and limitations before you start.

Prerequisites for Adding a Custom Action Button

You need a Microsoft 365 subscription with the new Outlook for Windows installed. The new Outlook is available in the Microsoft 365 Current Channel and Monthly Enterprise Channel. You must have permission to install add-ins if you are on a work or school account. For VBA macros, you need to enable the Developer tab in the ribbon first. Macros are supported only in the new Outlook for Windows, not in the web version or the new Outlook for Mac.

Steps to Add a Custom Action Button to the Quick Access Toolbar

The Quick Access Toolbar is the most direct way to add a custom action button in the new Outlook. You can add any built-in command to the QAT and assign a custom action if you combine it with a VBA macro. Follow these steps to add a built-in command to the QAT.

1. Open Outlook and locate the Quick Access Toolbar
   The QAT is the small toolbar at the very top of the Outlook window, above the ribbon. By default, it contains Save, Undo, and Redo buttons. Click the small downward arrow at the right end of the QAT to open the Customize Quick Access Toolbar menu.
2. Select a command from the default list
   In the dropdown menu, you see a list of commonly used commands such as New Mail, Reply All, Forward, and Print. Click any command to add it to the QAT. A checkmark appears next to the command when it is added.
3. Add a command not in the default list
   Click More Commands at the bottom of the dropdown menu. The Outlook Options dialog opens with the Quick Access Toolbar tab selected. In the Choose commands from dropdown, select All Commands. Scroll through the alphabetical list of all available Outlook commands. Select the command you want, for example, Mark as Read, then click Add. Use the Move Up and Move Down buttons to reorder the buttons. Click OK to save.
4. Assign a keyboard shortcut to the QAT button
   After you add a command to the QAT, you can assign a keyboard shortcut to it. Press Alt on your keyboard. Each QAT button displays a number. Press the number key to activate that button. You cannot reassign these numbers. To change the order of buttons, return to the Quick Access Toolbar options and reorder them. The numbers update automatically.

Steps to Add a Custom Action Button Using a VBA Macro

If the built-in commands do not cover your custom action, you can write a VBA macro and add it to the QAT. This method works for actions like moving selected messages to a specific folder or sending automated replies.

1. Enable the Developer tab in the ribbon
   Right-click any empty area of the ribbon and select Customize the Ribbon. In the right pane, check the box next to Developer. Click OK. The Developer tab now appears in the ribbon.
2. Open the VBA editor and create a macro
   On the Developer tab, click Visual Basic. In the VBA editor, right-click Project1 (VbaProject.OTM) in the left pane and select Insert > Module. In the new module, write your macro code. For example, a macro to mark the selected email as read and move it to the Archive folder:

   Sub MarkReadAndArchive()
Dim obj As Object
For Each obj In Application.ActiveExplorer.Selection
If TypeOf obj Is MailItem Then
Dim mail As MailItem
Set mail = obj
mail.UnRead = False
mail.Move Application.GetNamespace("MAPI").GetDefaultFolder(olFolderArchive)
End If
Next
End Sub

   Close the VBA editor.

3. Add the macro to the Quick Access Toolbar
   Right-click the QAT and select Customize Quick Access Toolbar. In the Choose commands from dropdown, select Macros. You see your macro name in the list, for example, Project1.Module1.MarkReadAndArchive. Select it and click Add. Click OK. The macro button now appears on the QAT.
4. Test the custom action button
   Select one or more emails in your inbox. Click the new macro button on the QAT. The macro runs the custom action you wrote. If the macro does not run, check that macros are enabled in the Trust Center. Go to File > Options > Trust Center > Trust Center Settings > Macro Settings. Select Enable all macros and check Trust access to the VBA project object model. Click OK.

Steps to Add a Custom Action Button Using a Third-Party Add-In

For custom buttons that appear directly on a ribbon tab instead of the QAT, you must use an add-in. The new Outlook supports Office Add-ins built with the Office JavaScript API. You can install an add-in from AppSource or deploy a custom add-in from an XML manifest file.

1. Open the Get Add-ins dialog
   Click the ellipsis (three dots) on the right side of the ribbon and select Get Add-ins. The Office Add-ins store opens in a pane on the right side.
2. Search for an add-in that provides custom action buttons
   In the search box, type a keyword such as “custom button” or “macro”. Browse the results. Look for add-ins that explicitly mention ribbon customization or custom actions. For example, the add-in “Custom Actions for Outlook” or “Ribbon Commander” may appear. Click Add on the add-in you want to install. Follow the prompts to grant permissions.
3. Deploy a custom add-in from an XML manifest
   If you have a custom add-in manifest file provided by your IT department or developed in-house, click My add-ins at the top of the Add-ins pane. Click Upload Custom Add-in at the bottom. Browse to the XML manifest file and select it. Click Install. The custom add-in appears on the ribbon under its own tab or in the Home tab, depending on how the manifest defines the button.
4. Use the custom action button
   After installation, the custom button appears on the ribbon. Click it to run the action defined by the add-in. If the button does not appear, restart Outlook. Some add-ins require a restart to load.

Common Issues When Adding Custom Action Buttons

The QAT button does not appear after adding a macro

If you add a macro to the QAT but the button is grayed out or missing, the macro may contain errors or the VBA project may be locked. Open the VBA editor by pressing Alt+F11. Check that the module contains no syntax errors. Ensure the macro is public and not private. Also verify that macros are enabled in the Trust Center as described earlier.

The custom add-in button is missing after an Outlook update

Outlook updates can remove or disable third-party add-ins. Go to File > Options > Add-ins. Under Manage, select COM Add-ins and click Go. Check that your add-in is listed and the box is checked. If it is unchecked, check it and click OK. If the add-in is not listed, reinstall it from AppSource or upload the manifest again.

VBA macro button does not run on multiple selections

The macro code must explicitly iterate through the Selection collection. If the macro only acts on the first selected item, update the code to use a For Each loop as shown in the example above. Also ensure the macro is assigned to the QAT button and not to a keyboard shortcut only.

Quick Access Toolbar vs Ribbon Tab Custom Buttons: Key Differences

Item	Quick Access Toolbar	Ribbon Tab Custom Button
Location	Above or below the ribbon	On a specific ribbon tab
Supported in new Outlook	Yes, fully supported	Only via third-party add-ins
Can run VBA macros	Yes	No, add-ins use JavaScript API
Customization method	Outlook Options or right-click QAT	Install add-in from AppSource or manifest
Number of buttons	Unlimited, but limited by screen width	Defined by add-in manifest
Requires coding	For macros only	For custom add-in development

You can now add a custom action button to the new Outlook ribbon using the Quick Access Toolbar for built-in commands or VBA macros. For buttons that appear directly on a ribbon tab, install a third-party add-in from AppSource or deploy a custom add-in manifest. Try adding a macro that archives selected messages with one click to speed up your daily email cleanup. For advanced automation, explore the Office Add-ins documentation to build your own custom ribbon button using the Office JavaScript API.