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# How to Customize the Outlook Ribbon and Toolbar for Faster Access to Your Favorite Commands
- URL: https://dailyhassle.com/customize-outlook-ribbon-toolbar/
- Published: 2026-10-26T13:00:00.000Z
- Updated: 2026-10-26T13:00:01.000Z
- Author: Arifuzzaman Fahim
- Tags: Microsoft 365, Microsoft Outlook

Customizing the Outlook ribbon and Quick Access Toolbar lets you tailor your workspace to fit how you work. You can add, remove, or rearrange tabs, groups, and commands so your most-used tools are always within easy reach. This reduces clutter and speeds up common tasks by cutting down on clicks.

## Where do I find the customization options in Outlook?

To customize the ribbon or Quick Access Toolbar, open the Outlook Options menu.

1. Click the File tab at the top left to open the backstage view.
2. Select Options near the bottom of the list on the left side. This opens the Outlook Options window.
3. In the left sidebar, click Customize Ribbon to change the ribbon tabs and commands.
4. Or click Customize Quick Access Toolbar to modify the Quick Access Toolbar separately.

These steps apply [to Outlook for Microsoft](https://dailyhassle.com/productivity-microsoft-office-365/) 365, Outlook 2019, and Outlook 2016\. In older versions, look for Options under the File menu and find ribbon or toolbar customization there.

![Laptop screen showing the Outlook Options menu open for ribbon and toolbar customization.](https://tse1.mm.bing.net/th?q=Microsoft%20Outlook%20Options%20menu%20open%20on%20laptop%20screen%20photo&w=624&h=352&c=7)

## How do I add, remove, or rearrange commands on the Ribbon?

In the Customize Ribbon section, you’ll see two columns: the right shows your current ribbon tabs and groups, the left lists commands you can add.

1. To add a new tab, click New Tab below the right column. A new tab with a New Group inside appears. Rename both by selecting them and clicking Rename.
2. To add commands, select the tab or group on the right where you want them. Then select commands from the left column and click Add to include them.
3. To remove a command, select it on the right and click Remove.
4. Rearrange tabs or groups by selecting one on the right and using the Up and Down arrows.
5. Rename existing tabs or groups by selecting them and clicking Rename.

When done, click OK to save changes. Your ribbon updates immediately.

For example, if you mainly use the Home tab but want quick access to commands like "Mark as Read" and "Categorize," create a new group in the Home tab and add those commands there.

![Desktop computer screen displaying Microsoft Outlook with ribbon tabs being customized.](https://tse1.mm.bing.net/th?q=customizing%20ribbon%20tabs%20in%20Microsoft%20Outlook%20on%20desktop%20computer%20photo&w=624&h=352&c=7)

## How can I customize the Quick Access Toolbar differently from the Ribbon?

The Quick Access Toolbar (QAT) is a small toolbar above or below the ribbon that holds shortcuts to commands you use frequently. You can customize it independently from the ribbon.

1. Go to File > Options > Customize Quick Access Toolbar.
2. On the left, select commands to add. The right shows your current QAT commands.
3. Select a command on the left and click Add to include it. To remove a command, select it on the right and click Remove.
4. Use the Up and Down arrows to reorder commands on the QAT.
5. Choose the QAT’s position: above or below the ribbon.
6. Click OK to apply.

For instance, if you often switch between Print Preview and New Email, adding those icons to the QAT lets you access them with one click, regardless of which ribbon tab is active.

## What should I do if I want to reset or share my customizations?

If you want to return to the default ribbon and QAT settings or share your setup with others, you can reset, export, and import your customizations.

To reset:

1. Go to File > Options > Customize Ribbon or Customize Quick Access Toolbar.
2. Click Reset at the bottom right.
3. Choose "Reset only selected Ribbon tab" or "Reset all customizations."
4. Confirm when prompted.

To export or import customizations:

1. In the Customize Ribbon or Quick Access Toolbar window, click Import/Export near the bottom.
2. Select Export all customizations and save the file (\*.exportedUI) where you can find it.
3. On another Outlook installation, use the same Import/Export button, choose Import customization file, and select your saved file.

This transfers your ribbon and QAT layout exactly, saving you from redoing your setup manually.

## What are some tips to keep my customized interface efficient and easy to maintain?

Keep your ribbon and toolbar clean and logical to avoid clutter. Group commands you use together so you can find them quickly.

Don’t add too many commands or tabs, or your interface may become as crowded as before.

Review your customizations regularly. As your work changes, some commands may no longer be useful; remove or replace them to keep your setup relevant.

Give custom tabs and groups clear, descriptive names to remember what’s inside without guessing.

If sharing customizations with colleagues, standardize naming and grouping so everyone can follow the same system easily.

## Conclusion

Customizing Outlook’s ribbon and Quick Access Toolbar puts your most-used commands within easy reach, helping you work faster and with less distraction. Access these options through the Outlook Options menu, then add, remove, or rearrange commands to suit your workflow. You can reset or share your settings as needed, and keeping your setup simple will keep your interface efficient over time. With these adjustments, your Outlook interface becomes a personalized tool that supports your productivity.

## Frequently Asked Questions

### Can I customize the ribbon differently for each Outlook module like Mail, Calendar, and Contacts?

Yes, Outlook lets you customize the ribbon separately for each module. Make sure you’re in the module where you want to make changes—such as Mail or Calendar—before customizing the ribbon. Each module can have its own ribbon setup.

### Will my customizations carry over if I update Outlook?

Usually, your ribbon and Quick Access Toolbar customizations stay after updates. However, major version upgrades might reset them, so it’s a good idea to export your settings before updating to keep a backup.

### Is it possible to share custom ribbon setups across multiple users in an organization?

Yes, you can export your customizations to a file and share it with others. They can import the file to apply the same ribbon and toolbar layout, helping maintain consistency across your team.