Outlook Quick Access Toolbar

Outlook Quick Access Toolbar may not understand certain terminology, most users can get to grips with the Quick Access toolbar after a couple of times using it; however, some people may still struggle to use it, even though almost everything is not so confusing.

Adding an array of actions to the Outlook Quick Access Toolbar can really simplify your workflow. Currently, you can add up to 15 commands (arrow, dropdown, and toggle button) plus up to four tabs by default. Below are some of the more useful actions you might consider adding.

What is Outlook Quick Access Toolbar?

Perhaps finding an option in the Tools menu using a keyboard shortcut such as CTRL+1 followed by ALT+F4 brings the feature closer to the user. The Outlook Quick Access Toolbar is something different. It allows an individual to quickly access their most-used options (to-do items, calendar, etc.) with only one click.

Where is the Quick Access toolbar in Outlook?

Microsoft Outlook has a Quick Access toolbar that is great for keeping track of routine functions. The QAT has built-in options for Reply, Reply to All, Forward and other daily essentials but still allows you to customize with the leftover space for your favourite button, even dynamic buttons like New Message that take you straight to a list of contacts from your recently used.

Quick Access toolbar

This toolbar offers the AutoSave, Save, Undo, and Redo buttons, as well as the Touch/Mouse Mode button if your computer has a touchscreen. Quick Access Toolbar items are shown in the following table.

Quick Access Toolbar Outlook: How to Add the new command?

Quick Access Toolbar is a helpful feature that provides quick access to often used and repetitive tasks. This results in higher productivity, less time wasted on duplicating processes, and better organizational strategies.

In addition to the Quick Access toolbar that all Office applications share, each application has its own Quick Access toolbar as well. Some of the commands listed above are available in the QAT for key Office programs but some may not be present in a given application’s QAT, so you need to check each one.

On the left of this article, you can see how this is presented for PowerPoint and Word, two of which we will use today as examples.

Commands and functions are already pre-loaded for you to choose from. Select the available options as appropriate and add them to your custom menu. Here’s a step-by-step tutorial on how to add commands or functions that aren’t listed in the default list – but show up as buttons on the ribbon itself: [Refer to the image above]

To customize the toolbar, click the launcher icon at the end of the commands.


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More Commands

  • When you customize your Quick Access Toolbar, there are several options available to configure including commands, visual quick action icons and toggle-switch buttons.
  • You can access the action bar by pressing alt + F10 on a PC or command + F10 on a Mac. You can add commands to the action bar
  • From the left side panel, you can choose commands from the long list, some of them are popular (pop-up), and some are not (hidden).

Popular commands

The name “A commands Not In The Ribbon” is a bit misleading because many of the commands here are available in the ribbon, but you either have to click through a few arrows and menus to get to them, or they’re only available in certain context-dependent situations.

  • There are a number of keyboard shortcuts that all Product Managers should learn and use, but simply don’t have the time to search for them, because they’re either incredibly busy or just forget. This list is a great reference.

Let’s understand with an example:

  • Select the command (for instance: Popular commands).
  • To quickly add a new command to the toolbar, select it from the list on the left-hand side and click Add >> ‘and then choose the OK button.


The shortcut of “Manage Rules & Alerts” is added in the Quick Access Toolbar (QAT).

Manage Rules & Alerts


When you click on the icon, it will open up the ‘Manage Rules and Alert‘ dialogue box.

How to change the order of the Quick Access Toolbar?

There are several ways to change the order of the Quick Access toolbar commands. Right-click any command on the Quick Access toolbar, and then click ‘Move up’ or ‘Move down to change its position in the list.

Customize Quick Access Toolbar

You will again encounter the Customize Quick Access Toolbar dialogue box where you can alter the order of which commands you want to appear on the screen. Simply click inside the command that you’d like to rearrange, click on its up and down arrow icons, and finally click the OK button to complete its alteration.

You will again encounter the Customize Quick Access Toolbar dialogue box where you can alter the order of which commands you want to appear on screen. Simply click inside the command that you'd like to rearrange, click on its up and down arrow icons, and finally click the OK button to complete its alteration.

Change The Quick Access Toolbar Location In Ribbon

The quick Access toolbar is located above the top corner of the screen by default. However, if you find it difficult to use this feature for any particular reason, simply move the button bar below or above any visible ribbon using the commands available on the View tab of the ribbon.

Right-clicking the quick access toolbar icon will prompt three possible new options: shifting down until it appears under the ribbon (or clicking above), or returning to the bottom.

 Below the ribbon

How to Remove From Quick Access Toolbar.

Removing Quick Access icons from the toolbar is a good idea if you want to keep your toolbar tidy and clean. As a user, you can remove any unwanted items by hovering over them and clicking on the X mark that appears. The icon itself will disappear from the toolbar, but you can always search for it using the return key on your keyboard.

Remove from the quick access toolbar.

Quick Access shortcut keys

Pressing the ALT key opens up a key sequence that consists of numbers and letters located just over the quick-access shortcut icon. Additionally, once clicking on the ALT key a number appears directly above it and pressing this number allows you to access its corresponding command.


Reset Quick Access Toolbar Settings

Reset the quick access toolbar to its original state easily managed by a few steps:

  • Open the Customize the Quick Access Toolbar window.
  • From the Right button of the dialogue box, click the Reset button, and select Reset only Quick Access Toolbar.

Reset only Quick Access Toolbar.

Click Yes on the Reset customization dialogue box to confirm.

Reset customization dialog box

Outlook 2007 quick access toolbar is definitely one of the best tools to work with. I’ve created a guide (link below) that will not only help you better understand how it works, but also ensure that you do not miss out on any steps that are pertinent to changing how your Quick Access Toolbar looks or actually using it for its intended purpose.

Most other office applications work very much the same. Keeping an eye on crucial emails and documents, sending messages, and putting out fires are just some of the things a word processor does.