Since Microsoft introduced the “Ribbon” in its office applications, many users feel overwhelmed at just the sight of all the functions. Outlook’s “Quick Access Toolbar” is a place to store your most commonly used functions so you don’t have to navigate the Ribbon for everything you need to do.
Open Microsoft Outlook 2010 (Outlook 2007 will be similar). Just above the Ribbon area on the left, you may see a few icons already located in the “Quick Access Toolbar.” If you rest your cursor on any icon it should indicate what function is associated with that icon. If you don’t see any icons above or below the Ribbon, I’ll show you how to add them.
Begin by placing your cursor on the Ribbon area and rightclicking so the following menu appears: “Add to Quick Access Toolbar,” Customize Quick Access Toolbar,” Show Quick Access Toolbar Above (or below) the Ribbon,” “Customize the Ribbon” and “Minimize the Ribbon.” If you don’t see these options, right click another spot in the Ribbon area until they appear. From the menu, click “Customize Quick Access Toolbar” and the “Outlook Options” dialog box appears. Near the top, click the arrow, which will open a drop-down menu for “Choose commands from” and then click “All Commands” from the list. Here you will find all the functions located in Outlook and you can choose the ones you want to put in your Quick Access Toolbar. To add a function, simply click the command in the left windowpane once to highlight it, then click “Add” and you will see it added to the list on the right. If you need to remove one, highlight it on the right by clicking it once, then click “Remove” and it will be placed back in the list on the left.
There are some functions you may want to add. For example, “Send/Receive All Folders” and “New E-mail” are both used just about every time you open Outlook. “Forward,” “Back,” “Reply” and “Print” are popular too.
Before you finish, you have the choice of having the Quick Access Toolbar appear above or below the Ribbon. Depending on your preference, you can checkmark the box: “Show Quick Access Toolbar above (or below) the Ribbon.” Once you have finished, click “OK” to close the “Outlook Options” dialog box and your choices should appear as you selected.
When using Outlook, remember those functions you visit most often so you can place them in the Quick Access Toolbar to save time.
Scott Lindsay actively promotes learning the computer, regardless of age, to better one’s life and circumstances and has helped thousands of people over the past 10 years to become better computer users. He can be reached at Scott@HelpTooele.com.