Today, we’re going to be adding buttons to our quick action ribbon in Outlook 2016. Maybe you have certain features in Outlook 2016 that you use all the time, but they’re buried in menus, mouse clicks, and buttons. Now, I’m going to show you how to enable your favorite features with the click of a button.
In our example, I will be adding a Choose Form button to our Home tab, enabling quick set-up of a form email. Let’s remedy that.
Open Outlook 2016, and this may work for Outlook 2016 as well.
Click on the file tab. On the blue sidebar, click Options.
Under the Outlook 2016 Options windows, click Customize Ribbon.
We want to put our new button right next to the New Email button. Under the customize ribbon Main Tabs window, highlight the Home (Mail) tab.
Click the New Group button beneath the window, and you’ll see the New Group (Custom) option appear.
To re-order where this option appears, left-click your mouse on the option, and drag it into position. I’ll put it right under the New options.
Let’s rename our option to something more descriptive. With the option highlighted, and remember to left-click your mouse on it to highlight, click the Rename button. Or You right click on New Group (custom), then click Rename.
Up comes a window of icons and a Display Name field to enter your new name. The icon won’t have room to show in this instance so, leave it at the default.
I’ll rename the option Form Emails. Click OK and you’ll see your option has been renamed. Now we need to add a command to our new button.
Under the Choose Commands from the drop-down menu, select All Commands from the drop-down menu.
We will be looking for the Choose Form command today. Scroll down until you find the Choose Form command. They are listed in alphabetical order for easy reference. Highlight the Choose Form command.
Ensure the custom button we created is highlighted. Now, click the Add button in the middle of the window. The Choose Form command appears under our New button.
Now, if you want to have a custom icon for your new command, open the Form Email item, click on the Choose Form option, and then click Rename. Highlight the icon you like, and click OK to close the window.
I chose the one that looks like a martini glass. Two olives, shaken, not stirred. Click OK again to close the Customize the Ribbon window and you’re back at your Outlook 2016 main window.
To see our customized button in action, click on it. Our Choose Form window opens We can select User Templates in File System highlight the form email we want to send, it can be Hotmail, Outlook, Gmail or Yahoo!mail, and select OK.
Up pops our template faster than an internet troll on a Yahoo news article, and that is it. You’ll save a couple seconds each time you use the button, which can add up over time. And with all of that extra time, you can spend it with your family or enjoy a delicious martini, as my custom button suggests.
Remember, always drink responsibly and only if you are of age.
If you are wondering why I didn’t make a button to go directly to User Templates in File System, it is not a listed command in our Customized Ribbon settings.
I encourage you to explore the Customize Ribbon settings to get Outlook 2016 set up exactly the way you like it.
Keep in mind that you can also customize the ribbon for other Microsoft Office products, such as Word, Excel, and Powerpoint. There is also the Quick Access toolbar which you can customize with the same commands. As always, thanks for reading, and I’ll see you next time.