Voting buttons in Outlook let you send a message with predefined options like Approve or Reject so recipients can cast their vote with a single click. In Classic Outlook, this feature is built into the ribbon and works with Exchange and Microsoft 365 accounts. The new Outlook for Windows removed the native voting buttons feature entirely. This article explains why the change happened and shows you the tools you can use instead to collect votes and approvals.
Key Takeaways: Voting Alternatives in New Outlook
- Insert > Poll in new Outlook: Creates an embedded Microsoft Forms poll that recipients can vote on without leaving the email.
- Quick Poll in Classic Outlook: Adds a similar Forms-based poll to emails in the classic version when you have a Microsoft 365 work or school account.
- Manual Approve/Reject buttons: Use a custom action or add-in to replicate voting behavior in new Outlook.
Why Classic Outlook Voting Buttons Were Removed
Classic Outlook includes a voting button feature under Message > Options > Use Voting Buttons. This feature works only with Exchange and Microsoft 365 accounts. It sends a message with predefined buttons such as Approve, Reject, or Yes, No, Maybe. When a recipient clicks a button, Outlook sends a response back to the organizer. The organizer sees the results in the original message in the Sent Items folder.
Microsoft rebuilt the new Outlook for Windows as a web-based application. The new app uses a different architecture that does not support the old MAPI-based voting system. Instead of porting the legacy feature, Microsoft chose to focus on newer collaboration tools. The company recommends using Microsoft Forms polls or third-party add-ins to collect votes in new Outlook.
Who Is Affected by This Change
Users who switch from Classic Outlook to new Outlook lose access to the native voting buttons. This includes Microsoft 365 subscribers and on-premises Exchange users who migrate to the new client. Users who stay on Classic Outlook can continue using voting buttons until Microsoft ends support for the classic version. Organizations that rely on voting buttons for approval workflows need to adopt alternative methods now.
Steps to Add a Poll in New Outlook Instead of Voting Buttons
The recommended replacement for voting buttons in new Outlook is the Poll feature powered by Microsoft Forms. This creates an interactive poll inside the email body. Recipients see the poll and can vote directly without opening a separate window. Results are collected in real time in Microsoft Forms.
- Open a new message in new Outlook
Click New Mail or press Ctrl+N to start composing a message. - Go to Insert > Poll
In the ribbon at the top of the message window, click the Insert tab. Then click Poll. The Poll pane opens on the right side of the window. - Create your poll questions and options
Type a question in the text box. Add options such as Approve, Reject, or custom choices. You can add multiple questions if needed. Click Add Option to add more choices. - Set poll preferences
Check the box Allow multiple selections if you want recipients to pick more than one option. Leave it unchecked for single-vote polls. - Insert the poll into the email
Click Insert Poll at the bottom of the pane. The poll appears as a rich card inside the email body. You can move it by dragging the card. - Send the message
Complete the To, Subject, and any other content. Click Send. Recipients see the poll card and can click their choice. Results are recorded in Microsoft Forms.
Using Quick Poll in Classic Outlook
Classic Outlook also has a Quick Poll feature that works similarly. This is available for Microsoft 365 work or school accounts. It uses Microsoft Forms and is found under Insert > Quick Poll. The steps are the same as above. Quick Poll does not replace the native voting buttons but offers a modern alternative within the classic client.
If You Still Need Voting Buttons in New Outlook
If your organization requires the exact voting button behavior, you have a few workarounds. None of them are perfect, but they can serve as temporary solutions while you transition to polls.
Use an Add-In from the AppSource Store
Several third-party add-ins in the Microsoft AppSource store add voting functionality to new Outlook. Examples include Vote Button for Outlook and Approvals by Microsoft. These add-ins work inside the email compose window and send tracked responses. To install an add-in, go to Get Add-ins in the ribbon, search for a voting add-in, and follow the installation prompts.
Switch to Classic Outlook Temporarily
If you need voting buttons for a specific message, you can switch back to Classic Outlook for that task. In new Outlook, click the gear icon in the top-right corner. At the bottom of the Settings pane, click Switch to Classic Outlook. Compose your message with voting buttons, send it, and then switch back to new Outlook. This is a manual workaround and not a long-term solution.
Use a Manual Tracking Method
Create a simple email asking recipients to reply with Approve or Reject in the subject line. Use Outlook rules or a third-party tool to parse the responses. This method is error-prone and requires manual effort. It works only for small groups.
New Outlook Poll vs Classic Outlook Voting Buttons: Key Differences
| Item | New Outlook Poll (Forms) | Classic Outlook Voting Buttons |
|---|---|---|
| Availability | New Outlook for Windows and Outlook on the web | Classic Outlook for Windows only |
| Account requirement | Microsoft 365 work or school account | Exchange or Microsoft 365 account |
| Results view | Opens a Forms dashboard with charts and export options | Shows response count in the Sent Items message |
| Recipient experience | Interactive poll card inside the email body | Buttons in the reading pane or pop-up window |
| Multiple questions | Yes, you can add multiple questions per poll | No, only one set of buttons per message |
| Anonymous voting | Yes, by default responses are anonymous | No, organizer sees who voted for each option |
| Offline use | No, requires internet connection | Yes, works with cached Exchange mode |
Common Questions About Voting in New Outlook
Can I see who voted in a Forms poll?
By default, Forms polls are anonymous. To track individual responses, open the poll in Forms, click the Responses tab, and select the three dots. Choose Collect Names and change the setting to Record names. This requires each recipient to sign in with their Microsoft 365 account.
Do voting buttons work in Outlook on the web?
Outlook on the web does not have native voting buttons. You can use the Poll feature under Insert > Poll, which is identical to the new Outlook experience. Classic Outlook voting buttons sent to a user on Outlook on the web appear as clickable links, not buttons.
Will Microsoft bring back voting buttons to new Outlook?
Microsoft has not announced plans to add native voting buttons to new Outlook. The company is investing in Microsoft Forms and third-party add-in integrations. Users should plan to migrate their voting workflows to Forms polls or approved add-ins.
The new Outlook for Windows no longer supports native voting buttons, but the Poll feature using Microsoft Forms provides a modern replacement with richer functionality. You can create polls with multiple questions, view results in real time, and allow anonymous responses. If you need the exact voting button behavior, consider using a third-party add-in or switching to Classic Outlook temporarily. For most approval and polling scenarios, the Forms-based Poll is the recommended tool to use going forward.