Join David Rivers for an in-depth discussion in this video manipulate toolbars, part of Outlook 2003 Essential Training.
- [Instructor] Despite the vast user interface improvements made to Outlook, there will be those who feel the UI could be better suited to meet their needs, no problem there. Outlook allows you to manipulate your toolbars, menus, and panes giving you total control over how Outlook will look and operate. Let's start with the toolbars. You can see we've got our standard toolbar and our web toolbar here on one line side by side, but we can move those around. Right now they're docked at the top of our screen. The first thing we can do is just click and drag from the left part of any toolbar and you see I get that four-sided arrow as soon as I see that I know I can click, hold my mouse button down, and just drag the toolbar and I'm going to drag it underneath my standard toolbar.
So if I had many many buttons on a toolbar, well I wouldn't be cutting them off if I could move them one on top of the other, stacking them this way. Another option is to just float the toolbar, as soon as I click and drag a toolbar out of its docked position, it becomes what's called a floating toolbar and you can see it's labeled Web right here, all these buttons still work the same as if it were docked up at the top. Sometimes all that can get messy and you know it overlaps information that might be important so we can click and drag it right back up here to the top.
Now there are other toolbars that we can turn on and we do that the quickest way is by right clicking anywhere up here in the toolbar area. So I'm going to right click just above my web toolbar and I can see there's one called Advanced, when I click on it, it appears now underneath my standard toolbar. And you can see it has a few buttons, a few shortcuts for moving to this view right now called Outlook Today. I can move backwards and forwards through my various views or I can move up through my folder list, I can also turn on or off the reading pane by default the reading pane is on, we're going to talk about it in a second.
Here's an Undo button, and I've got a button for Rules and Alerts, so these are all shortcuts again for things I'd find up here in the menu bars. Of course I can click and drag that to wherever I want, make it a floating toolbar if I so please and of course to get rid of it I can close it right here. That would be the same as going up here to right click, turn it on, come up here, right click, click on it to turn it off. So we can use that little close button or we can right click on our toolbars and deselect any toolbar that's already selected.
So we're back to our standard view here. But let's just say for a second that we want less toolbars but different buttons, for example, it would be nice to have one toolbar that has all the buttons we use and disregards the rest, we can do that. We can actually customize the toolbars that are already here or we can create our own. So let's start by moving up here to the toolbar section and we'll just right click on any blank space and choose Customize.
The Customize dialog box now appears and you can see I've got Toolbars, Commands, and Options. I'm going to click on the Toolbars tab to see that the Standard, the Menu Bar, and the Web toolbar are being displayed by default. So I can change these defaults if I want, if I don't want to see the web toolbar, I simply turn it off from here. It's disappeared from my screen, it will not show up unless I choose to turn it on, I kind of like it though so I'll leave it there. But what I'd like to do is maybe customize the Standard toolbar.
So here's where I can go to actually customize a toolbar or create a new one. And how do I add commands to my Standard toolbar? You guessed it right here from the Commands tab. So I'll click the Commands tab and remember what I was saying about the Menu bars, File, Edit, View, all of those menu items up here have all of their commands hidden underneath there somewhere. So here with File selected I can see some of the File commands like New, Mail Message, Post, Folder, all those things we saw on the File menu.
Well perhaps I'd like to have some of these commands on a toolbar so I don't have to go searching through the menus, no problem. For example, if I click on File, and I scroll down through some of the File commands, maybe I do a lot of Meeting Request, well here's Meeting Request right here. To add that to my Standard toolbar I'll simply click and drag it up here in between my printer icon and my New button and release. I now have a button that will allow me to create new Meeting Requests.
Maybe I do the same for Contacts. I'll click, drag it up here, and release to create a new Contact. Let's go to the Go menu and here's where we find shortcuts to go to various parts of Outlook including the Inbox, the Outbox, Sent items, and so on. I don't have a shortcut to my inbox, so maybe I'd like to click and drag that one up here. I'm going to grab just in between the printer and my new Contacts button. Alright let's close this up and just give those a try to make sure they work.
So we're back now to our toolbar if I want to go quickly to my inbox, I should be able to click this button right here and sure enough it takes me there. Let's go back to Outlook Today by clicking Personal Folders. And now let's find out how to customize the toolbar by removing some buttons. Again we have to go into Customize by right clicking and choosing Customize and now we're just going to do the opposite, we're going to click and drag buttons off of the toolbar and release them anywhere down below to remove them.
We'll do the same for Inbox. And now we're back to where we started. Of course another option would be to create our own toolbar can we do that, you bet. Let's go to Toolbars we saw the New button a little bit earlier and give it a click. And we'll call it whatever we want, I'm going to call it by name, by name. David's Toolbar and I'll click OK. So I've got this tiny little floating toolbar over here with no buttons on it, now I need to add the buttons I like to use most often by clicking Commands, I'm going to go to new Mail Message, drop that down there.
And I go to new Appointment, drop it down next to it, now what's going to happen as I start adding more buttons is my toolbar's going to expand. A shortcut to the Inbox would be nice. Got some tools here for sending, Actions, New Mail Message, and the list goes on.
To change my view to the Reading Pane. And you can see I've just created my own toolbar so I could simply go through all of the buttons I use on a regular basis, drag them onto my toolbar, hide all the other toolbars and drag mine up to the top and leave it there and I've customized Outlook exactly to my liking. Now when I go over to Toolbars on the Toolbars tab here you can see there is a new toolbar called David's Toolbar. So I'd simply turn off the others.
Can't turn off the Menu Bar but I can turn off the others and leave David's Toolbar running. Of course I'd move that over and I would definitely have more buttons showing up on my toolbar, but I think you've got the idea. Now to remove a toolbar I'm going to turn those other two back on, and click on David's Toolbar. And hit the Delete button right here. Of course I'm going to be prompted to make sure that I meant to do that, yes I'm sure I want to delete David's Toolbar, I'll click OK and it's gone.
Let's look at some of the other options by clicking the Options tab here in our customized dialog. Because some of the things you may notice in the entire suite not just Outlook it has to do with the menus. For example always show full menus, I have it turned on you may not have this turned on and if you don't have it turned on what you're going to see is a short delay so you're going to see a condensed menu when you click for example on File or Edit or View up here on the Menu Bar and what's going to happen is you'll see that condense menu but then after a few seconds the full menu appears personally I like to see all of my options at once and that's why I've turned this one on.
So that's totally up to you. We also have some options here to change the size of our icons, if the eyesight's going no problem, turn it to large icons, little easier to see. To me though I'm going to stick with the not so large icons. Also you can see that font names will be listed in their font. This is handy when you're changing fonts and you choose something like Helvetica, you'll see the word Helvetica using the Helvetica font. We also have ScreenTips showing up on toolbars that's why when we hover over a toolbar, you'll see a little ScreenTip show up of course we're in Customize right now so we're not seeing those but as you hover over your toolbars, and your toolbar buttons, little ScreenTips do appear because this is turned on.
We can see the shortcut keys in the ScreenTips. Quite often there is a shortcut key on the keyboard that will accomplish the same thing. For example, if I hover over the Bold button, it will tell me that Control B could accomplish the same thing. Only if this is turned on though, so you may want to turn this on or off totally up to you. Menu animations as well, sometimes the way the menu appears it scrolls down, it rolls out, you can see that there's some options here for unfolding, sliding, fading, and so on.
Of course leaving it at the System default will use less resources, so the fancier you get, the slower your system may go. So that's it for the options, we'll click the Close button here in Customize. And we'll be back to our original view. Let's discuss the Navigation Pane now a little bit more. The new Navigation Pane makes it so much quicker and easier to get around the various features of Outlook. Clicking the buttons on this pane changes your view instantly but as nice as this is, it too is customizable. For example, you may not be thrilled with the amount of space being taken up on the pane by these large buttons.
Well we can change this. Let's begin with the pane itself, we are viewing the Navigation Pane over here on the left hand side because it's turned on, let's go up to the View menu give it a click and you can see right at the top Navigation Pane is selected. And Alt F1 is the keyboard shortcut for turning this on and off, so we'll give it a click and the Navigation Pane is gone. Let's do Alt F1 to bring it back, holding down the Alt key on your keyboard, tap F1 at the same time and release the Alt key.
So we can toggle it on and off using Alt F1 or by going through the View menu. Now down here you can see that we've got most of our buttons showing up as these wide buttons filling the width of our Navigation Pane. We've also got Notes, a Folder List, and a Shortcuts button down here. We can adjust the width and the height of these buttons. For example, the Navigation Pane on your screen may not be as slim or as wide as mine and it's as easy as going to the border and when you see the double arrow, to click and drag it out, or click and drag it in.
I personally like to have it about the width of my widest entry, which here is Search Folders. If I get into more folders with longer titles I may find the need to stretch this out a bit but I can do it quite easily and very quickly. Also down here you can see underneath my list of folders where my buttons appear I can click and drag this border up and down as well to display more or less buttons.
So again, it's totally up to you, I'm going to bring it back up to show all of my buttons and when this starts to get a little bit longer I may choose to decrease the height of this section by clicking and dragging down. Now to choose which buttons appear or don't appear on the Navigation Pane, we'll go down here to the very bottom and you can see there's a little button here that says Configure Buttons when I hover over it, and it's a double arrow with another arrow pointing down I'm going to give that a click and here's where I can choose to Show More Buttons or Fewer Buttons and all that does is it's going to increase or decrease the height of this section like we just did by clicking and dragging the border.
But we've also got Navigation Pane options and here's where we can go to add or remove buttons and you can see right now we've got some buttons that are not appearing here like Journal for example does not appear over there on the left. We do see Mail, we see Calendar, Contacts, Task and so. Let's click Journal, and you can see now I've got a button down here for Journal. Alright let's click that same button to configure again. We'll go to Add and Remove and any button I click on that's already being displayed will be removed. So I'll click Journal and it disappears from my list.
Let's go back to Configure Buttons one more time. And we'll go up to Navigation Pane options and give that a click. Now here's where we can also turn on or off the buttons that we see and you can see they're all turned on right now except for Journal but I can also change the order for example I've got Mail at the top of my list here. Then Calendar and then maybe the next thing I'd like to see is my Notes. Well I'll click on Notes right here and I'll move it up the list so it falls underneath Calendar.
And when I click OK, I see the changes over here in my Navigation Pane. Let's go back to that one more time. Click Navigation Panel Options, and we'll move it back. So this time I'll use the move down button to move it down a couple, of course resetting will reset everything to the default. We'll click OK and we're back to where we started. Another very useful option of the Navigation Pane is to add your own shortcut so if you're not satisfied with the list of buttons you have here, we can go down to the Shortcut button and give it a click and you can see now we've got options up here to Add New Groups and Add New Shortcuts.
So we can group our shortcuts, or we can just add them one at a time here from the Add New Shortcut button. I'm going to click the Add New Shortcut. And let's say I'd like to have a shortcut to my Drafts folder. Here it is right here, so I'm going to click on Drafts I'm going to click on OK and you can see up here in the shortcuts I've got a shortcut to my drafts folder. Whenever I create e-mail messages, they go to the drafts folder until I send them. So this is a nice little shortcut that will get me to that folder quickly to see all of the emails that I've saved here and have yet to send.
So you can see how easy it is, even though Outlook's appearance has improved greatly you can simply have it your way at any time being able to customize totally the way Outlook looks and feels for you.