The new Outlook for Windows and web features a simplified ribbon interface. You may find the default set of commands does not match your daily workflow. This menu bar can be tailored to add or remove buttons for quick access. This article explains the steps to personalize the mail view ribbon in the new Outlook.
Key Takeaways: Customizing the New Outlook Menu Bar
- Customize the Ribbon: Access this dialog to add, remove, and reorder commands on any tab of the main menu bar.
- Quick Access Toolbar: A separate toolbar above the ribbon that holds your most-used commands across all tabs.
- Reset Customizations: Use this option to revert the ribbon or Quick Access Toolbar back to its original default layout.
Understanding the New Outlook Interface
The new Outlook application uses a modern interface shared with the web version. The traditional multi-level ribbon with many tabs is replaced by a streamlined bar. This bar contains core tabs like Home, View, and Help. Each tab shows a focused set of icons for mail-related tasks. You can modify which commands appear on these tabs to suit your needs.
Before you start customizing, it is helpful to know the two main areas you can change. The primary ribbon tabs are the main focus. The Quick Access Toolbar is a smaller, always-visible row of buttons above the ribbon. Changes you make are saved to your Microsoft account when using the new Outlook. This means your layout can sync if you use the app on another computer.
Steps to Customize the Main Ribbon Tabs
You can add, remove, and rearrange commands on any existing tab in the menu bar. The process uses a dedicated customization dialog.
- Open the Customize Ribbon dialog
Right-click on any empty space within the ribbon area. Select Customize the Ribbon from the context menu that appears. - Choose commands to add
On the left side of the dialog, select a category from the Choose commands from dropdown list. This list includes all commands available in Outlook. Browse or search for the specific command you want to add. - Select the target tab
On the right side, select the specific ribbon tab where you want the new command to appear. You can only modify existing tabs in the new Outlook. You cannot create entirely new custom tabs. - Add the command
With the command selected on the left and the tab selected on the right, click the Add >> button in the center. The command will appear in a list under the selected tab on the right. - Reorder commands
Use the Move Up and Move Down arrows on the right side to change the order of commands within a tab. You can also select a command and click Remove to delete it from the tab. - Save your changes
Click OK at the bottom of the dialog. The ribbon will immediately update to reflect your new layout.
Configuring the Quick Access Toolbar
The Quick Access Toolbar provides one-click access to important commands. It remains visible even when you switch between different ribbon tabs.
- Access the customization menu
Click the small downward arrow at the far right end of the Quick Access Toolbar. This arrow is located above the ribbon. - Add a common command
A dropdown menu shows popular commands like New Mail, Undo, and Print. Select any command from this list to instantly add it to the toolbar. - Add other commands
For commands not on the short list, select More Commands… from the same dropdown menu. This opens the customization options. Use the same method as customizing the ribbon to select and add commands. - Change the toolbar position
In the customization options, you can choose to Show Quick Access Toolbar below the Ribbon. This moves the toolbar to a location closer to your message list.
Limitations and Common Mistakes
Cannot Find a Specific Command
Some advanced commands from classic Outlook may not be available in the new version. The list in the customization dialog shows all currently available commands. If a command is missing, it may have been removed or relocated. Check the View tab or try searching for a similar function.
Customizations Disappear or Reset
If you switch back to the classic Outlook app and then return to the new Outlook, your custom layout may be lost. The new and classic versions maintain separate settings. Ensure you are only using the new Outlook if you want to keep your custom ribbon.
Accidentally Removing Core Buttons
It is possible to remove default buttons like Send or Delete from the Home tab. If your ribbon looks empty or broken, you can reset it. Right-click the ribbon, choose Customize the Ribbon, and click the Reset button at the bottom. Choose Reset only selected Ribbon tab to fix one tab.
Ribbon Customization vs Quick Access Toolbar
| Item | Main Ribbon Tabs | Quick Access Toolbar |
|---|---|---|
| Primary Use | Organizing commands by functional category like Home or View | Providing constant access to a handful of top-used commands |
| Visibility | Changes when you click a different tab | Always visible regardless of selected ribbon tab |
| Customization Scope | Modify existing tabs only | Fully customizable list independent of tabs |
| Position | Fixed below the title bar | Can be shown above or below the ribbon |
| Reset Method | Right-click ribbon > Customize the Ribbon > Reset | Click toolbar arrow > More Commands > Reset |
You can now arrange the Outlook menu to fit your email habits. Try adding the Mark as Read and Ignore commands to your Home tab for faster inbox processing. For power users, the Quick Access Toolbar is ideal for keyboard shortcuts. Press the Alt key to see numeric shortcuts for each toolbar button you add.