The Quick Access toolbar is the button that gives you access to frequently used items in Outlook.
When you click this button, the toolbar will expand to show all the recent folders, groups, and contacts, as well as all the tools that you use regularly when you work with Outlook.
The Quick Access toolbar can be collapsed by clicking the Toolbar button in the bottom left corner. This button is shaped like a magnifier and is circled in the picture above.
Most of the users are not familiar with a few technical terms, although the Quick Access toolbar in Outlook is not so complicated to understand, the phrase itself makes sense.
In this article, I will walk you through all the aspects of the Outlook Quick Access Toolbar.
What is Outlook Quick Access Toolbar?
Perhaps finding an option from the tab section and using a shortcut key followed by the Alt key, brings options closer to the user, Outlook Quick Access Toolbar is something different it allows the user to quickly access the option in a single click.
Where is the Quick Access Toolbar in Outlook?
The Quick Access toolbar (QAT) is always there in the upper-left corner of Microsoft Outlook applications.
By default, for some of the quick actions like Print, Reply, Forward, Delete, and Touch/Mouse Mode buttons in case your computer has a touch screen, you can simply enable your routine function on the Quick Access toolbar to keep them within reach.
This toolbar offers the AutoSave, Save, Undo, and Redo buttons, as well as the Touch/Mouse Mode button if your computer has a touchscreen.
Put your favorite buttons on the Quick Access toolbar to keep them within reach:
Quick Access Toolbar Outlook: How to Add the new command?
Quick Access Toolbar (QAT) is a quick alternative, which provides access to commonly used tasks. It will save you time and results in more productivity.
Not only Microsoft Outlook but other Office applications also have a Quick Access Toolbar. Some of the commands mentioned above are available in QAT but some are not.
Some common commands are already listed for you to choose from, you can select the available options [Refer to the image above] and get the commands in the ribbon.
Here gets the step-by-step tutorial “How to customize this toolbar” and add commands which are not in the default list and appear on the ribbon.
- To customize the toolbar, click the launcher icon at the end of the commands.
- In addition to tons of more commands which users prefer to use a lot, click on More Commands from the drop-down list.
- Customized your quick access toolbar dialog box appears, there are two sections, the first section consists of numerous commands, and another is a quick action toolbar.
- You can simply select the required action/command and add it to Quick Access Toolbar (QAT).
- From the left side panel, you can choose commands from the extensive list, some of them are extensively used sections (Popular commands, Commands not in the ribbon, all commands), and you’ll see every viable option.
The name “Commands Not in the Ribbon” is a bit misleading because many of the commands here are available in the ribbon, but you either must click through a few arrows and menus to get to them, or they’re only available in certain context-dependent situations.
- My favorite (ALL COMMANDS) consists of every option in an alphabetic way. You can choose to find specific commands that you use.
Let’s understand with an example:
- Select the command (for instance: Popular commands).
- To add a command to the toolbar, select it from the list on the left-hand side, click Add & then choose the OK button.
- The shortcut of “Manage Rules & Alerts” is added in the Quick Access Toolbar (QAT).
When you click on the icon, it will open the ‘Manage Rules and Alert‘ dialog box.
Alternate method to Add any option to Quick access Toolbar
In case you forget to add any option in Quick Access Toolbar, this alternate method is quickly added to that option in Quick Access Toolbar (QAT).
Select the option and click the right mouse button you will get multiple options along with one option which is
Let’s understand with an example: Add a strikethrough to Quick Access Toolbar
Go To Strikethrough, click the right mouse button select the option “Add to Quick Access Toolbar” from the dropdown list.
Strikethrough is added to Quick Access Toolbar.
How To Change the Order of Quick Access Toolbar?
To change the order of the commands in the Quick Access toolbar, right-click any command on the toolbar and select Customize Quick Access Toolbar from the context menu.
You will again enter to Customize Quick Access Toolbar dialog box, select a command in the right-hand side list in which you want to change the order, click the upward and downward arrow to change the position, and finally click OK.
Change The Quick Access Toolbar above and below the Ribbon
By default, the Quick Access Toolbar Location is above the top corner of the screen, the location is perfect, still, you can change the location and move the Quick Access Toolbar below or above the ribbon.
Right Click on the Quick Access Toolbar icon >> Click Show Below the ribbon to shift down. You can reverse the process by clicking the show above the ribbon.
How to Remove from Quick Access Toolbar
Sometimes users need to remove a specific Quick Access icon from the toolbar, due to an overload of traffic and not in use, again click the right mouse button and hit Remove from the quick access toolbar.
Quick Access Keyboard Shortcut
Pressing the ALT key, open the key sequence, these items have numbers/Alphabets above them to directly activate them.
Once you click ALT a number creates just above the quick-access shortcut icon, pressing that number allows you to open that command.
Reset Quick Access Toolbar Settings
Reset the quick access toolbar to its original state easily managed by a few steps:
- Open the Customize the Quick Access Toolbar window.
- From the Right button of the dialog box, click the Reset button, and select Reset only Quick Access Toolbar.
- Click Yes on the Reset customization dialog box to confirm.
Outlook Quick Access Toolbar (QAT) is one of my favorite tools to work with. Reading this complete article surely enhances knowledge and helps you work smartly.
Most other office applications like Word, excel including Outlook Quick Access Toolbar functions the same.
How to Show and Hide Quick Access Toolbar?
Quick Access Toolbar is only a single strip available above or below the ribbon, most of the users need to get rid of it, which also increases the screen size so here are the steps to remove the quick access toolbar from your outlook.
Here are the steps:
- Open Microsoft Outlook.
- Click on the drop-down menu from the Quick Access Toolbar (QAT)
- Select more commands from the drop down which is available in the button of all the options.
- That will open Outlook Options Dialog Box, from the left bottom of the dialog box, the Show Quick Access Toolbar Option is already checked.
- Uncheck the options and click Ok. Your Quick Access Toolbar is removed from the Outlook application.
You can recheck the option and your Quick Access Toolbar reappears.
Alternate Method to Show and Hide Quick Access Toolbar?
The Above method is quite complicated, you can hide the Quick Access toolbar from there, but to bring it back you need to click File tab >> Options >> Quick Access toolbar to get the Outlook options dialog box.
All in all, it’s quite confusing.
To Show and Hide Quick Access Toolbar better to go to Robbin right-hand corner drop-down arrow, which will open a few options:
- Ribbon layout
- Show ribbons
- Select Hide Quick Access Toolbar which will remove the Quick Access toolbar from the ribbon. To bring it back repeat the same process and this time use will get Show Quick Access Toolbar, click on it and that will bring your QAT back to its position.
Frankly speaking, this method is quite impressive.
How to Show and Hide Command Labels in Quick Access Toolbar (QAT)
Command Labels in Quick Access Toolbar refer to the text or icon that represents a command or action in the toolbar.
They are used to quickly access frequently used commands in a program or application.
Users can customize the Quick Access Toolbar by adding, removing, or rearranging command labels to suit their needs.
Some users using numerous Quick Access Toolbars prefer to remove command labels that organize all the toolbars one by one and increase the spacing to add more toolbars.
Here are the steps:
- Open Microsoft Outlook.
- Click on the drop-down menu from the Quick Access Toolbar (QAT)
- Select more commands from the drop down which is available in the button of all the options.
- That will open the Outlook Options Dialog Box, from the left bottom of the dialog box, always showing command labels are already checked.
- Uncheck the options and click Ok. Your Quick Access Toolbar options removed Command Labels from the Outlook application.
You can recheck the option and Command Labels in the Quick Access Toolbar reappear.
How to Group buttons in Quick Access Toolbar using Seperator
It is better to arrange all quick-access toolbars according to their nature and group them by changing the order and put together in a line. Outlook also provides you the separator to group those in Quick Access toolbar.
Here are the steps:
- Open Microsoft Outlook.
- Click on the drop-down menu from the Quick Access Toolbar (QAT)
- Select more commands from the drop down which is available in the button of all the options.
- Outlook options dialog box appears, which consists of two separate groups of options.
- Choose commands from
- Customized Quick Access Toolbar
Customized QAT consists of all the options added in the Quick Access Toolbar. and the other side of options has multiple options, one of which consists of “<separator>” on the top.
Now the point is keeping your cursor where you need to add a separator from the Customized Quick Access Toolbar. From the left options select Selector and hit ADD.
The separator is added between the selections.
- Click Ok, and check out the Quick Access Toolbar, the options are grouped together rest all the operations are unchanged.
Quick Access Toolbar file location
Customizing the Quick Access Toolbar in Outlook generates files for custom settings and saves them on your computer automatically. Here’s how to get the QAT file location.
Copy the file name from here:
C:\Users\%username%\AppData\Local\Microsoft\Office
Paste into file explorer address bar.
Where is the Quick Access Toolbar located?
Final Words
In conclusion, the Quick Access Toolbar is a resource in Microsoft Outlook that enables quick access to frequently used functions.
It displays buttons that allow you to insert text, format text, edit links, insert graphics, right-click, or search a file.
You can use the Quick Access Toolbar by right-clicking on items in the Navigation Pane in Outlook.
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