How to Change and Personalize the Ribbon in Outlook

The ribbon in Microsoft Outlook is an essential tool that provides quick access to all the commands you need, from sending emails to managing your calendar. However, if you want to optimize your Outlook experience, customizing or changing the ribbon layout can make a huge difference in your productivity. Whether you need to add shortcuts for tools you use often or remove unnecessary ones, this guide will show you how to change the ribbon in Outlook easily.

Why You Should Customize the Ribbon in Outlook

The ribbon in Outlook is designed to make your workflow easier by grouping relevant commands into tabs. But, like most people, you might find some of the buttons or tools unnecessary for your daily tasks. By customizing the ribbon, you can ensure that only the tools you need are easily accessible, making Outlook more tailored to your preferences and improving your overall efficiency.

How to Change the Ribbon in Outlook: Step-by-Step Instructions

Changing the ribbon in Outlook is a straightforward process, whether you’re using Outlook 2016, 2019, or the Microsoft 365 version. Let’s walk through the steps to customize and manage your ribbon settings.

Step 1: Open Outlook and Access Ribbon Settings

1. Open Outlook: Start by opening Microsoft Outlook on your computer.
2. Go to File Menu: Click on the “File” tab located at the top-left corner of the Outlook window.
3. Select Options: In the left-hand panel, click on “Options.” This will open the Outlook Options dialog box.

Step 2: Navigate to the Ribbon Customization Section

1. Choose Customize Ribbon: In the Outlook Options dialog box, click on “Customize Ribbon” from the list on the left-hand side.
2. View Ribbon Sections: You’ll now see a list of all the tabs and groups in the ribbon, such as the Home, Insert, and View tabs. This is where you’ll be able to add, remove, and rearrange buttons within these tabs.

Step 3: Modify Your Ribbon

1. Add New Commands: To add a new command to your ribbon:
   o In the right pane, under the “Customize the Ribbon” section, select the tab where you want to add the command.
   o Click on the “New Group” button to create a custom group if needed.
   o In the left pane, select the commands you want to add (such as “New Email,” “Send/Receive,” or “Open Calendar”).
   o Click on the “Add” button to move your selected commands into your new or existing ribbon group.
2. Remove Commands: If you have buttons on the ribbon you no longer use, simply select the command in the right pane and click “Remove.”
3. Rearrange Ribbon Commands: To move commands or groups of commands around:
   o Select the command or group you want to move in the right pane.
   o Use the up and down arrows to change the position of the commands within the ribbon.

Step 4: Apply and Save Changes

1. Save Changes: Once you’re happy with the changes, click “OK” to apply the modifications to your ribbon.
2. Check the Ribbon: Your new ribbon layout should now appear in Outlook. You’ll immediately notice any additional commands, reorganized buttons, or deleted items.

Customizing the Ribbon in Outlook Web

The process of changing the ribbon in the Outlook web app is different, but still quite simple. Here’s how to customize it:

1. Log in to Outlook Web: Open your browser and go to outlook.com.
2. Click on the Gear Icon: Located in the upper-right corner of the screen, the gear icon allows you to access settings.
3. Select ‘View all Outlook Settings’: At the bottom of the settings panel, click “View all Outlook settings.”
4. Navigate to Mail > Customize Actions: In the Settings menu, go to “Mail” and then select “Customize Actions.” Here, you can choose to show or hide various buttons and actions in the ribbon.
5. Apply and Save: After selecting your preferences, click “Save.”

Advanced Ribbon Customization Tips

Once you’re familiar with the basics of changing the ribbon in Outlook, you might want to explore some advanced options to make it even more efficient.

Use Keyboard Shortcuts for Ribbon Commands

In addition to customizing the ribbon, you can also assign keyboard shortcuts to your ribbon commands. This can significantly speed up your workflow by allowing you to perform tasks without having to click through the ribbon.

1. Go to the Quick Access Toolbar: You can add frequently used commands to the Quick Access Toolbar by right-clicking on a command in the ribbon and selecting “Add to Quick Access Toolbar.”
2. Use Keyboard Shortcuts: Once your commands are in the Quick Access Toolbar, you can press “Alt” followed by a number key (1-9) to quickly execute those commands.

Create Custom Ribbon Groups for Teams

If you work in a team, creating custom groups on the ribbon can be a great way to share common tools and commands. This allows everyone to have access to the same set of tools, making collaboration more efficient. Simply add a new group to the ribbon, name it appropriately (e.g., “Team Tools”), and add shared commands for everyone to use.

Reset Ribbon to Default

If you ever make too many changes and want to start over, you can easily reset your ribbon to its default settings:

1. Open Ribbon Customization Settings: Follow the steps from earlier to navigate to the ribbon customization section.
2. Click ‘Reset’: Click on the “Reset” button in the lower-right corner to revert to the default ribbon layout.

Troubleshooting Ribbon Customization Issues

If your ribbon customization isn’t appearing as expected, here are a few troubleshooting tips:

• Check for Updates: Ensure your Outlook is up-to-date, as updates often include bug fixes for ribbon-related issues.
• Restart Outlook: After making changes, sometimes a restart is needed to apply the new settings properly.
• Clear Ribbon Customizations: If your ribbon becomes too cluttered or misbehaves, you can reset it to the default settings and start fresh.

Conclusion

Changing the ribbon in Outlook is a simple but powerful way to customize your workspace and boost your productivity. Whether you’re adding commands you use daily or removing unnecessary options, tailoring the ribbon to your needs ensures that Outlook becomes an even more effective tool for your tasks.

Try customizing your ribbon today to streamline your workflow and make Outlook work better for you.