How to Set Quick Action Buttons in Outlook Emails: [A Step-by-Step Guide]

Last Updated on July 7, 2023 by Amit Bansal

If you’re an Outlook user, you might be looking for ways to streamline your email workflow. One way to do this is by using QUICK ACTION BUTTONS.

These buttons allow you to perform common actions on your emails with just one click, saving you time and effort.

In this article, we’ll show you how to set up and customize Quick Action Buttons in Outlook.

First, we’ll explain how to access the Quick Action Buttons panel and select the actions you want to use.

Then, we’ll cover how to customize the buttons to display the actions you use most frequently.

Finally, we’ll provide some tips on how to use Quick Action Buttons effectively to improve your email productivity.

Where is the Quick Action Button in Outlook?

Quick Actions in Microsoft Outlook are typically found in different locations based on what platform you’re using. Here’s where you can generally find them:

  • Outlook for Desktop (Windows): When you hover over an email in your inbox, you’ll see a set of default Quick Actions appear on the right side of the email summary. These typically include “Flag” and “Delete”. You can customize these by going to View > View Settings > Other Settings > Use compact layout.
  • Outlook for Web (Office 365): Similar to the desktop version, when you hover over an email in the message list, you’ll see a set of Quick Actions appear on the right side of the email summary. You can customize these by going to Settings (gear icon) > View all Outlook settings > Mail > Customize actions.
  • Outlook for Mac: As of my last training data in September 2021, Quick Actions as such aren’t available in Outlook for Mac, although there are some shortcut options available in the ribbon and toolbar.

Please refer to the most recent Microsoft Office documentation or help resources for the latest information, as the specifics can vary based on the version of Outlook you’re using.

Enable Quick Action Buttons

Outlook allows you to customize your email experience by enabling Quick Action Buttons. These buttons allow you to quickly perform common tasks, such as:

  • None
  • Archive
  • Delete
  • Move
  • Flag/Clear Flag
  • Mark as read/Unread

Step 1: Click on the “Home” tab in the top menu bar.

Step 2: Click on the “Tags” button.

Step 3: Click on the “Follow up” button.

Step 4: Click on the “Set Quick Actions“.

You will be forwarded to the Quick Actions panel.

Step 5: Select the options you want to be displayed in the two Quick Action slots using the dropdowns and then click “OK.”

Delete is always available regardless of what Quick Actions you choose, so you can pick any two Quick Actions plus Delete is always there.

For instance, I have taken chosen “Flag/Clear Flag” and “Archive” which display next to the Delete option.

A really useful feature is the ability to select multiple emails and then apply Quick Action to all of them at once.

Select the messages you want to apply the Quick Action to, hover over any one of the emails, and then select Quick Action.

Customize Quick Action Buttons

After selecting the Quick Action buttons that you want to appear in Outlook, you can customize them to fit your specific needs.

Here are two options to customize your Quick Action buttons:

Option 1: Add a Quick Action Button

If you want to add a Quick Action button that is not currently available, follow these steps:

  1. Click on the “Home” Tab option from the Top Left corner option.
  2. Select the “Follow Up” option in the Tab section.
  3. Select the Set Quick Action.
  4. Select any required options from Quick Action 1 and Quick Action 2.

Option 2: Remove a Quick Action Button

If you want to remove a Quick Action button that you no longer need, follow these steps:

  1. Click on the “Home” Tab option from the Top Left corner option.
  2. Select the “Follow Up” option in the Tab section.
  3. Select the Set Quick Action.
  4. Select the option “NONE” from Quick Action 1 and Quick Action 2.

By customizing your Quick Action buttons, you can streamline your workflow and access the actions you need most frequently with just one click.

Conclusion

By customizing the Quick Actions in Outlook, we can save time and streamline our email management process.

With just a few clicks, we can set up the most commonly used actions to appear right next to our emails, allowing us to quickly flag, archive, delete, or Mark as read/Unread without having to navigate through multiple menus.

While the exact steps to customize Quick Actions may vary depending on the version of Outlook being used, the process is generally straightforward and easy to follow.

By accessing the settings or options menu, we can select the actions we want to display and rearrange them as needed.

It’s important to note that the number of Quick Actions that can be displayed at any given time may be limited, so we should choose the actions that are most relevant to our needs.

Additionally, we may need to experiment with different combinations of actions to find the ones that work best for us.

Overall, customizing Quick Actions can be a valuable tool for increasing productivity and efficiency when managing our email inboxes.

By taking advantage of this feature, we can spend less time on administrative tasks and more time on the work that matters most.

Frequently Asked Questions (FAQs)

As we’ve explored how to show quick action buttons over your email in Outlook, we’ve come across some common questions. Here are the top 5 frequently asked questions:

Can I customize the quick action buttons in Outlook?

Yes, you can customize the quick action buttons in Outlook. You can select the options you want to be displayed in the two Quick Action slots using the dropdowns and then click “OK.” You can also automate common or repetitive tasks with Quick Steps.

How do I access the Quick Actions Panel?

To access the Quick Actions panel, click Home >> Follow Up. Next, in the menu that appears, select the “Set Quick Actions” option. This will bring up the Quick Actions panel.

How many quick action buttons can I display?

You can display up to five quick action buttons in Outlook.

Can I activate quick actions in the mail message list in Outlook 2019?

Yes, you can activate quick actions in the mail message list in Outlook 2019. Alt+M “Touch” shows the option to toggle between Touch mode and Mouse Mode.

In Mouse mode, the delete “X” is indeed shown in the message list.

How do I add actions to my messages on Outlook.com?

To add actions to your messages in Outlook.com, select Settings >> View all Outlook settings.

Select Mail >> Customize actions. Go to the type of actions you want to add. Select the check boxes for the actions you want. They’ll appear in the example as you select them.

Related Articles

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

View all posts

Leave a Comment