Outlook Quick Access Toolbar Settings

To customize the Outlook Quick Access Toolbar (QAT), right-click any command on the Ribbon and choose “Add to Quick Access Toolbar,” or open the “Quick Access Toolbar” tab in Outlook Options to add, remove, and reorder commands. This small toolbar, located above or below the Ribbon, gives you one-click access to the actions you use most, saving you from digging through multiple tabs. Below, we cover every setting, customization option, and common troubleshooting step for the QAT in Outlook for Windows, Mac, and the web app.

What Is the Quick Access Toolbar?

The Quick Access Toolbar is a small, customizable toolbar that sits in the top-left corner of the Outlook window, above the File tab by default. It was introduced in Office 2007 as a replacement for the old custom toolbars, and it persists across all Office apps, including Outlook, Word, Excel, and PowerPoint. In Outlook, the QAT is context-sensitive: it changes depending on whether you are in Mail, Calendar, People, or Tasks, and you can add commands that apply to each module separately.

Unlike the Ribbon, which is organized by tabs and groups, the QAT is a flat list of buttons. You can have as many buttons as you want, though a very long toolbar will push the window title off-screen. The QAT is also one of the few UI elements in Outlook that you can fully control without using add-ins or VBA.

How to Open Quick Access Toolbar Settings

There are two main ways to access the QAT settings in Outlook for Windows:

• Right-click method: Right-click any command on the Ribbon and select “Add to Quick Access Toolbar.” This adds the command immediately, but it does not open the full settings dialog.
• Options dialog: Click File > Options > Quick Access Toolbar. This opens the full customization window where you can add, remove, and reorder commands.

On a Mac, click Outlook > Preferences > Ribbon & Toolbar, then select the Quick Access Toolbar tab. On the web version (Outlook on the web), the QAT is not available—there is no equivalent setting. If you use the new Outlook for Windows (the one that replaces the classic desktop app), the QAT is also missing; you must use the classic Outlook to get it.

How to Add, Remove, and Reorder Commands

In the Outlook Options dialog, you will see two lists: “Choose commands from” on the left and “Customize Quick Access Toolbar” on the right. The left list contains every command available in Outlook, organized by category (Popular Commands, All Commands, Macros, etc.). The right list shows your current QAT buttons in order.

To add a command, select it on the left and click “Add >>.” To remove one, select it on the right and click “<< Remove.” To reorder, use the up and down arrows on the right side. The order you see is the order the buttons appear on the toolbar, left to right.

One useful setting is the “Customize Quick Access Toolbar” drop-down at the top of the right panel. It lets you choose whether your customizations apply to “For all documents” (actually all Outlook windows) or to a specific module, such as “For Mail” or “For Calendar.” This is how you can have different QAT buttons in Mail than in Calendar.

How to Move the Toolbar Above or Below the Ribbon

By default, the QAT sits above the Ribbon, next to the save and undo buttons. To move it below the Ribbon, click the small down-arrow at the far right of the QAT (the “Customize Quick Access Toolbar” button) and select “Show Below the Ribbon.” The same menu lets you move it back above.

Moving the QAT below the Ribbon makes it closer to your working area, which some users prefer for reach. However, it also takes up vertical space, so if you have a small screen, keeping it above the Ribbon is usually better. On a Mac, the QAT is always at the top of the window; there is no option to move it.

Adding Commands That Are Not on the Ribbon

Many useful Outlook commands are not visible on any Ribbon tab, and the QAT is the only way to get them. For example, “Reply with Meeting,” “Create New Email with Attachment,” “Empty Deleted Items Folder,” and “Set Quick Click” are all available in the “All Commands” list but not on the default Ribbon. To find them, change the left drop-down to “All Commands” and scroll through the alphabetical list.

Another hidden gem is the “More Commands” option at the bottom of the right-click menu on any Ribbon command. This opens the same Options dialog, but it pre-selects the command you right-clicked, saving you a search.

Common Problems and Fixes

If your QAT suddenly resets or disappears, the most common cause is a corrupted Outlook profile or an Office update that resets UI settings. To fix a reset QAT, you can manually re-add your commands, but that is tedious. A better approach is to export your QAT settings before they break.

To export, open the Options dialog, click “Import/Export” at the bottom, and choose “Export all customizations.” This saves a .exportedUI file. To restore, click the same button and choose “Import customization file.” This file contains both QAT and Ribbon customizations, so it also serves as a backup.

Another common issue is that a command you added does nothing when clicked. This usually happens with macros or commands that require a specific context (e.g., a command that only works when a message is selected). Check the command’s name in the “All Commands” list—commands that are context-dependent often have a note in the description.

Keyboard Shortcuts for the QAT

Every button on the QAT has a keyboard shortcut, even if it is not obvious. Press the Alt key, and Outlook displays a number over each QAT button. Press that number to activate the command. For example, if you add “New Email” as the first button, Alt+1 will open a new message.

This is especially powerful for commands that do not have their own keyboard shortcuts. You can assign the QAT position 1 through 9 (and 0 for the tenth) to your most-used actions, then use Alt+number to trigger them without touching the mouse. Note that this works only in the classic Outlook for Windows, not on Mac or web.

Frequently Asked Questions

Why is my Quick Access Toolbar missing in Outlook?

If you are using the new Outlook for Windows or Outlook on the web, the QAT is not available at all. In classic Outlook, the QAT can be hidden if you minimized the Ribbon and the toolbar is above it—click the down-arrow at the top-right and select “Show Above the Ribbon” to bring it back.

Can I have different QAT settings for Mail and Calendar?

Yes. In the Options dialog, use the “Customize Quick Access Toolbar” drop-down to select “For Mail” or “For Calendar,” then add commands. Each module keeps its own QAT configuration.

How do I reset the Quick Access Toolbar to default?

Open the Options dialog, click “Import/Export,” and choose “Reset only Quick Access Toolbar.” This removes all your customizations and restores the default buttons (Save, Undo, and Send/Receive).

Does the QAT sync between computers?

No, the QAT is stored locally in your Windows registry or Mac preferences. It does not roam with your Microsoft account. You must export and import the .exportedUI file manually to transfer it.

Can I add a button that runs a VBA macro?

Yes. In the “Choose commands from” list, select “Macros.” You will see all available VBA macros in your project. Add them to the QAT, and they will run when clicked, provided macros are enabled.

Why does my QAT button show a generic icon?

Some commands, especially macros or less common commands, do not have a dedicated icon. Outlook will display a generic blank or default icon. You cannot change icons in the QAT without using a third-party tool or modifying the macro’s code.

Alternatives to the QAT

If the QAT feels too limited, you can customize the Ribbon itself in Outlook Options > Customize Ribbon. This lets you create your own tabs and groups, add commands, and even rename them. The Ribbon customization offers more space and organization than the QAT, but it takes up more screen area.

Another alternative is to use keyboard shortcuts directly. Many Outlook commands have built-in shortcuts (e.g., Ctrl+Shift+M for new message, Ctrl+Shift+C for new contact). You cannot reassign these in Outlook, but you can use the QAT to create shortcuts for commands that lack them.

For advanced users, VBA macros can automate repetitive tasks, and you can assign them to the QAT as described above. This effectively gives you unlimited custom buttons, though it requires some coding knowledge.

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