by Comprehensive overview of the new Outlook ribbon's features, customization options, and tips to help you navigate and utilize the new interface effectively.
Starting in 2024, Windows 11 computers are shipped with the new Outlook for Windows as the default mail app. On existing devices, users are prompted to move to the new Outlook using a toggle button. After making the switch, the first thing you'll need to do is to familiarize yourself with the Outlook ribbon – again! This guide aims to make the transition as smooth as possible by highlighting the key features and enhancements that the new Outlook ribbon offers.
New Outlook ribbon
Outlook Ribbon is the bar at the top of the app, where you can find the commands to manage your emails, calendar, and other features. You can make the ribbon larger (classic) or smaller (simplified) depending on your preference and screen space.
Classic ribbon
The Classic ribbon takes up more space on your screen and contains all the options and commands you might need. If you've used the classic Outlook for Windows before, it should be familiar to you. However, one notable limitation is that the classic ribbon cannot be customized, which means you'll have to navigate through the full set of options as they are.
Simplified ribbon
The Simplified ribbon is the default in the new Outlook for Windows. It shows the most commonly used commands in a single line, which saves screen space. Because of the reduced space, not all of the buttons will fit on the simplified ribbon. Buttons not shown on the ribbon can be found in the overflow menu, accessed by clicking the three dots (More options) on the right side of the ribbon. Unlike the classic one, the simplified ribbon is fully customizable, allowing you to tailor its interface to your working style.
Key features of the simplified Outlook ribbon
The simplified Outlook ribbon is a modern take on the classic interface, designed to enhance user experience with its key features:
- Fresh design and modern interface. The first thing users usually notice about the new Outlook ribbon is its minimalist design featuring cleaner lines, subtle animations, and a refined color palette. This fresh look reduces visual clutter, making it easier for users to focus on their tasks.
- Simplified commands. Microsoft has re-evaluated the placement and prominence of commands within the ribbon. Frequently used actions are now more accessible in a more intuitive manner, while less common commands are tucked away.
- Customizable. One of the key strengths of the simplified ribbon is its customization options. This includes the ability to add, remove, and rearrange buttons and groups according to personal preferences. For instance, if you frequently use certain features like email rules or blocking malicious senders, you can position these commands where they are most convenient for you.
- Adaptive. The ribbon is designed to be flexible, meaning it can dynamically adjust to different screen sizes and resolutions. Whether you're working on a large desktop monitor or a smaller laptop screen, the ribbon remains user-friendly and accessible.
How to customize new Outlook ribbon
You can customize the Simplified ribbon in the new Outlook to prioritize the commands you use most and hide the ones you use less frequently. Here's how you can do it:
- Launch the new Outlook app on your Windows device.
- Select Mail in the left pane.
- Go to the tab for which you want to customize the ribbon (Home or View).
- On the right side of the ribbon, click on the three dots (More options), and then click Customize.
- In the Customize window that pops up, perform the desired changes. You can add or remove commands, group them according to your workflow, and rearrange them to suit your usage patterns.
- Once you're satisfied with the changes, click Save to apply your customizations.
Notes:
- Only the simplified ribbon can be customized. The classic ribbon in the new Outlook is not modifiable.
- Ribbon customizations are only applied to the email account for which you currently have a folder selected, not to all your email accounts.
- The customization feature is limited to the Mail ribbon. For Calendar, People (contacts), and other sections, customization is not available at this time.
Now, let's delve into how to execute particular customizations in detail.
Add button to new Outlook ribbon
To add a custom button to the new Outlook ribbon, in the Customize window, under Buttons, tick the command button you wish to place on the ribbon.
For example, you can add the following buttons to the ribbon for quick access:
- Rules - to make it easier to access and manage your email rules.
- Meeting - to reply with a meeting in a single click.
- Block - to stop receiving emails from a specific sender.
The changes you make will be immediately reflected in the ribbon layout in the upper part of the window under the Customize section.
Once you save the changes, the selected command will appear on the ribbon and disappear from the three-dots menu.
Tip. By default, a button is added to the beginning of the group it belongs to. However, you are free to move it to any position within the same group or even to a different ribbon group.
Remove button from new Outlook ribbon
If you want to remove a command from the new Outlook ribbon that you don't use often, you can do this in two ways:
- In the Customize section, click the cross button in the upper right corner of the command you wish to remove.
- In the Buttons section, untick the command you no longer need on your ribbon.
As a result, the button will be removed from the ribbon, but it will still be accessible from the More options (three-dots) menu. This way, you can declutter your Outlook ribbon while still having access to all commands when needed.
Move / reorder buttons on new Outlook ribbon
Rearranging the ribbon buttons in the Outlook app is done with the simple drag-and-drop method.
- In the Customize section, click the button you want to move.
- Drag it to the desired location on the ribbon.
- Drop the button where you want it, within the same or a different ribbon group.
This feature allows you to organize the ribbon in a way that makes the most sense for how you use Outlook, ensuring that the tools you need are always right where you expect them to be.
Add custom ribbon groups
To add your own group to the new Outlook ribbon, follow these steps:
- In the Groups section, click the Add Group button.
- Click the Pencil icon next to the new group to name it as you like.
- In the Customize section, find the newly added group and drag the group to the desired location on the ribbon.
Once a new group is created, you can add or remove buttons to it just like you would with any native group, giving you greater control over how your ribbon is organized.
Remove ribbon groups
The new Outlook allows removing both the built-in and custom groups from the simplified ribbon. To remove a group, just do this:
- In the Group section, place the mouse cursor over the group you want to delete.
- A trash icon will appear; click it to remove the group from the ribbon.
Note. A deleted group cannot be restored. To get it back, you will have to re-create the group manually or reset the ribbon to the default settings.
Show or hide labels on new Outlook ribbon
By default, the new Outlook adjusts the display of labels on its ribbon based on the available space. However, you can change this behavior to suit your preferences:
- At the bottom of the Customize window, click the Show Labels as Space Permits button to see its options.
- Choose how you want the labels to appear:
- Show Labels Always – this option displays text labels next to each button, making it clear what each command does. This can be particularly helpful for beginners or those who prefer clarity over space-saving. However, on smaller monitors, not all buttons may be displayed.
- Hide Labels Always – this option shows only the button icons without text labels. It's ideal if you primarily use Outlook on small devices where screen space is limited.
- Show Labels as Space Permits (default) – this is the most balanced choice. If there isn't enough space to show all labels, the most intuitive and self-explanatory buttons will only display icons. As more space becomes available, more labels will be shown.
Reset new Outlook ribbon to default settings
If you find that your customizations to the new Outlook ribbon are not serving you well, you can easily reset it to the default settings:
- In the lower-left corner of the Customize window, click the Reset all changes
That's it - your ribbon will now revert to its original settings, allowing you to start fresh and make new customizations that better suit your needs. Remember, this action cannot be undone, so be sure you want to reset everything before you click.
How to switch between simplified and classic ribbon in new Outlook
By default, the new Outlook app uses the simplified ribbon. However, in certain situations, you may find it more convenient to use the larger classic ribbon, which offers a more comprehensive set of options.
To switch from the simplified ribbon to the classic ribbon and vice versa, here's what you need to do:
- Click the Ribbon display options button (downward caret) button in the lower-right corner of the ribbon.
- Select the layout you want to use - Classic ribbon or Simplified ribbon.
That's all it takes to toggle between the two ribbon styles in the new Outlook.
As we wrap up our tutorial on the new Outlook ribbon, think of it as your personal command center, ready to spring into action at a button click. So, go ahead and tailor it to your heart's content – because when your Outlook is organized just the way you like it, managing your inbox becomes a breeze 😊
