In this section you'll learn about the Quick Access Toolbar set available in Outlook. There's a main Quick Access Toolbar that's available when you open up outlook. But there's also specialty Quick Access toolbar, etc available depending on what you're working on. For instance, when you created a new email message, or when you open an email message you received for example, the Quick Access toolbar is always located in the upper left corner of your screen. It is a customizable toolbar that contains a set of commands which are independent of the currently displayed tab on the ribbon, so you can always see the commands. By default, the Quick Access Toolbar for the main outlook contains the Send receive option, undo and touch mouse mode if you have a touchscreen.

If we were to open an email message, you'll see that the Quick Access toolbar is different here you have your Save, Undo repeat previous next and touch mouse mode. So as you can see, there are various Quick Access toolbars that are available with within Outlook, and we'll focus a little bit on each of them when working with your Quick Access toolbar, so there are three ways to customize them. The first way is to add a command to the Quick Access Toolbar from a tab or group using the right click method. For instance, if we wanted to create a new email message, no matter where we were within Outlook, we could add that command to the Quick Access Toolbar. So we're going to go to the Home tab, come to the new group, and click on new items. We're going to choose new email message and we'll right click on it.

Once we do that, it's going to give us the option to add to the Quick Access Toolbar. We're going to click on this and now we've got a new email message. And once we click on it, it will open up the new email message dialog box so we can create a new email. Now because we have this command available on our Quick Access toolbar, if I go to my calendar, I still have the option to add an email message for all the commands including those not available via the right click method. We're going to Use the Customize Quick Access toolbar button. So if we go to the far right of our Quick Access toolbar, you're going to see a drop down button.

We click on this, it's going to take us into the Customize Quick Access Toolbar area. From here we've got a list of popular commands that we can add to the Quick Access Toolbar. And again, these types of commands are toggles, so if they have a checkbox next to them, that means they're on or available. Within the Quick Access toolbar, we wanted to add the print option here, we click on it, and it adds it we come back to the Customize Quick Access Toolbar. We'll see it now has a checkmark next to it. We can also come down to the bottom and click More commands.

Once we do this, it's going to take us into the outlook Options dialog box and to the Quick Access Toolbar area. Can we have the option to choose commands from popular commands, commands not in the ribbon, all commands, macros that we may have created, and from our tabs and ribbons. Let's go ahead and choose all commands. For this example, once you do that, it's going to bring up a list of all the commands available in Outlook. The commands are going to be listed in alphanumeric order, so I could scroll until I find the command I wanted to add. So for instance, if I want to add inbox so that no matter where I am within Outlook, I can always get to my inbox, I could scroll down until I get to the eyes.

Or I could click within the box of all commands and type the letter I and it will take me to the first command and from here I can scroll down until I see inbox. Click on inbox to highlight it. Come over to the middle and click the Add button. Once I do that, it's going to add it to the Customize Quick Access Toolbar area. There's my inbox. So I'm going to say OK, when I click OK, it adds my inbox.

So now if I go over to my calendar, click on inbox. It takes me back to my inbox. So no matter where I am, I can quickly get to my inbox go to my messages. Another way that you can customize the Quick Access toolbar is going through the options. So we'll click on File, we'll come down to options. And we'll click on Quick Access Toolbar.

Now you'll notice this is exactly where we were before. So it's just another way to get to the same area. If we want to quickly be able to manage our rules, we can add that from our file tab because we know that's where it's available. We'll click our file tab and then we'll come into the box listing all the commands on the File tab. And we'll go until we find our Manage Rules and alerts. Once we have it, click on it, click the Add button, adds it to the Quick Access Toolbar area, and then click OK. Now you'll see it's added to the top.

When I click on it. It's going to take me into the rules and alerts dialog box so I could add any rules that I have or manage the rules that I have turning them off and on and so forth. Come to my calendar. I still have the ability to manage my rules. Go back to our inbox. Once you've added the commands to your Quick Access toolbar, you may decide you want to move them around.

It's very easy to move commands around in the Quick Access toolbar, all you need to do is click on the down arrow again, for customize Quick Access toolbar, go back to more commands. And this time instead of working in the left column, we're going to come over to the right column where it says customize Quick Access toolbar, you'll highlight the command you want to move. So for instance, if I want to move Manage Rules and alerts to the very top or the very first item on my list, I'm going to click on it. And then I'm going to come over to the side where I've got my navigation buttons. And I'm going to click the up arrow until I get it exactly where I want it to be. You could continue doing this moving all the commands around.

Once you have them the way you want. Click the OK button. Then when you come and look at your Quick Access toolbar, you'll see that they've moved into the order that you want them with the quick guide Access Toolbar you have the ability to have it above the tab some ribbons or below them. We click on the down arrow again to go into customize Quick Access toolbar and come to the very bottom of our list. We can click the Show below the ribbon, and it'll move our Quick Access Toolbar below the ribbon. And again, if we click on it, we can move back above the ribbon.

If you want to remove commands from the Quick Access toolbar, all you need to do is click on the command you want to remove. Right click Remove from Quick Access Toolbar. If you want to reset your Quick Access toolbars click on the down arrow again to go into customize Quick Access Toolbar. Go to more commands, and we're going to come to the right and go to the bottom. You're going to click on the down arrow and choose reset only Quick Access Toolbar. Make sure you only click on that one.

If you click on reset all customizations any other customizations you've made to Outlook will be removed. So you click on this You're sure click Yes. Now remember, it's going to reset your Quick Access toolbars. So if you're sure you want to reset them, go ahead and click Yes. And then say OK, and it resets it back to the default. Now remember, you can set Quick Access toolbars and other areas as well.

So for instance, if I wanted to customize the Quick Access Toolbar for new emails, I'll come into new email. Got my quick access toolbar, and here I can add items. It works exactly the same way I've got my popular commands I can choose from. I can come down and add more commands. Let's insert a table have that option available to us. So I'm going to come to all commands.

It's an alphanumeric order, remember, so I'm going to click in there and type I. It's going to take me to the eyes. And then I'm going to come until I find insert table. highlight it, click Add. say okay. Now I've got the insert table option available.

You'll notice it's grayed out. That's because when I'm in the to area, I can't insert a table here. But once I come down to the body of my message, and click Insert table, I'm given the insert table dialog box, so I can add a table to my message. closer to this, let's go into one of our messages. And from here we can also modify the Quick Access Toolbar. We'll come into customize Quick Access toolbar, go to more commands.

Let's add the popular command Print Preview. We'll add it say okay. Now when I click this button, it's going to take me out so I can print by go to another message. I've got my Print Preview available because I added that to the Quick Access Toolbar for messages. Just like when I customize the Quick Access Toolbar for new email Email when I click that button, I've still got the commands available because I did that for all new email messages. So that's how you work with your Quick Access Toolbar.

Remember, there's different Quick Access toolbar is depending on what you're working with in Outlook. There's your main Quick Access Toolbar when you're in the main outlook screen, and then there's your specialized ones depending on what you're working in. Be careful if you're going to reset the Quick Access Toolbar because you can reset all the customizations within your outlook and you really don't want to do that. You can remove items from the Quick Access Toolbar by right clicking on them and choosing remove from Quick Access Toolbar. Adding items is very easy. Click the down arrow choose from popular commands.

Go to more commands. Change your choose commands from option to whatever you're looking for. And then choose the Command click the Add button after you've highlighted it. And click OK. Remove move commands around by going back into more commands. coming in over to the right, highlighting the item you want to move and using your up and down arrows to move it where you want it to go.

Quick Access Toolbar can be moved to the top or bottom of your ribbon by using the option show below or show above. And that's how the Quick Access Toolbar functions.