Summary

This article shows you how to customize the New Outlook for Windows to match your workflow — including layout options, reading pane position, quick settings, theme and dark mode, notifications, add-ins, and keyboard shortcuts. If you have recently been migrated from Classic Outlook, this guide helps you get comfortable with the new interface quickly.

In this guide

• 1. Switch Between Classic and New Outlook
• 2. Change the Layout (Reading Pane Position)
• 3. Adjust Message List Density
• 4. Enable or Disable Focused Inbox
• 5. Change Theme and Dark Mode
• 6. Customize the Toolbar (Ribbon)
• 7. Configure Notifications
• 8. Set Your Default Signature
• 9. Add and Manage Add-Ins
• 10. Set Default Font and Compose Settings
• 11. Keyboard Shortcuts Reference
• 12. Key Differences from Classic Outlook

Before You Start

• New Outlook for Windows installed (this is the default Outlook on Windows 11 and is being rolled out to all Microsoft 365 users).
• A Microsoft 365 work account.

Instructions

1. Switch Between Classic and New Outlook

Confirm which version you are in before changing anything — the two keep separate settings.

If you still have the option to switch between versions:

1. In Classic Outlook: Look for the Try the New Outlook toggle in the top-right corner. Click it to switch.
2. In New Outlook: Click the Settings gear icon > search for Revert or look for the toggle to switch back.

INFO

Microsoft is phasing out Classic Outlook. Some organizations have already completed the migration. If you cannot switch back, the tips below will help you configure New Outlook to feel familiar.

2. Change the Layout (Reading Pane Position)

The reading pane determines how you view email — either side-by-side or top-and-bottom.

1. Click the Settings gear icon (top right).
2. Go to Mail > Layout.
3. Under Reading pane, choose:
   • Right — Message list on the left, reading pane on the right (Classic Outlook default).
   • Bottom — Message list on top, reading pane below.
   • Hide — No reading pane; click an email to open it in a full view.
4. Changes apply immediately.

3. Adjust Message List Density

Control how much space each email takes in your message list.

1. Go to Settings > Mail > Layout.
2. Under Message organization or Density, choose:
   • Full — Shows sender avatar, preview text, and attachment icons (default).
   • Medium — Compact but still shows preview text.
   • Compact — Minimal spacing, maximum emails visible (closest to Classic Outlook).

4. Enable or Disable Focused Inbox

Focused Inbox separates important emails from newsletters and bulk mail.

1. Go to Settings > Mail > Layout.
2. Find Focused Inbox and toggle it On or Off.
   • On: Your inbox is split into "Focused" and "Other" tabs.
   • Off: All emails appear in a single, unified inbox (Classic Outlook behavior).

5. Change Theme and Dark Mode

Theme and dark mode are the quickest way to make New Outlook comfortable to read all day.

1. Click the Settings gear icon.
2. Go to General > Appearance.
3. Choose a theme from the color options (blue, purple, teal, etc.).
4. Under Dark mode, choose:
   • Light — Standard white background.
   • Dark — Dark background, easier on the eyes in low light.
   • Use system setting — Follows your Windows dark/light mode preference.

6. Customize the Toolbar (Ribbon)

New Outlook uses a simplified ribbon. You can choose which buttons appear.

1. Click the three-dot menu (⋯) at the end of the toolbar to see additional actions.
2. Right-click any button on the toolbar and select Remove from toolbar to declutter.
3. To add buttons: click the three-dot menu (⋯) > Customize toolbar and drag actions to the toolbar.

7. Configure Notifications

Control which emails trigger desktop notifications.

1. Go to Settings > General > Notifications.
2. Configure:
   • Desktop notifications — Toggle on/off. When on, you see a popup for new emails.
   • Sound — Toggle notification sounds on/off.
   • Notify me for — Choose All messages, Only from favorites, or Focused inbox only.
3. For calendar notifications, configure reminder timing in Settings > Calendar > Events and invitations.

8. Set Your Default Signature

New Outlook stores signatures in your mailbox rather than on your PC, so you set this once and it follows you to every device.

1. Go to Settings > Mail > Compose and reply.
2. Under Email signature, create or edit your signature.
3. Use the formatting toolbar to add your name, title, phone number, and company logo.
4. Set the signature to apply to New messages and/or Replies/forwards.
5. Click Save.

Tip: You can create multiple signatures (e.g., a formal signature for external emails and a short one for internal replies) and switch between them when composing.

9. Add and Manage Add-Ins

Add-ins extend Outlook's functionality with third-party integrations.

1. Click the three-dot menu (⋯) in the toolbar while reading or composing an email.
2. Click Get Add-ins (or go to Settings > Mail > Add-ins).
3. Browse or search for add-ins (e.g., FindTime, Zoom, Trello, Adobe Sign).
4. Click Add to install. The add-in appears in the toolbar or message compose area.
5. To remove an add-in: go to Settings > Mail > Add-ins > My add-ins and click Remove.

10. Set Default Font and Compose Settings

These settings control how every message you write starts out — format, typeface, and where replies open.

1. Go to Settings > Mail > Compose and reply.
2. Under Message format, configure:
   • Compose in — Choose HTML (rich formatting, default) or Plain text.
   • Default font — Click the font name to change the typeface, size, and color for all new messages.
3. Under Reply settings, choose whether replies open in the reading pane or in a new window.

11. Keyboard Shortcuts Reference

New Outlook supports keyboard shortcuts. Press ? (question mark) to see the full list, or use these essentials:

Action	Shortcut
New email	Ctrl + N
Reply	Ctrl + R
Reply All	Ctrl + Shift + R
Forward	Ctrl + F
Send	Ctrl + Enter
Search	Ctrl + E or F3
Switch to Calendar	Ctrl + 2
Switch to Mail	Ctrl + 1
Mark as read/unread	Ctrl + Q / Ctrl + U
Delete	Delete
Flag for follow-up	Insert

12. Key Differences from Classic Outlook

A few Classic Outlook features have no equivalent yet, and knowing which ones saves you hunting for them.

If you are transitioning from Classic Outlook, here are the most notable changes:

Feature	Classic Outlook	New Outlook
COM Add-ins	Supported	Not supported (web add-ins only)
PST / Local Data Files	Supported	Import and export supported; opening a PST needs Classic installed
Quick Steps	Supported	Work/school accounts only; do not transfer from Classic
Full offline access	Full offline mailbox	Limited offline support
Multiple Exchange accounts	Supported	Supported
Calendar color categories	Supported	Supported
Ribbon customization	Fully customizable	Simplified, limited customization

DANGER

If you relied on COM add-ins in Classic Outlook, they do not work in New Outlook at all. Check whether the publisher offers a web add-in version; if they do not, tell IT: "This add-in is COM-only and I need it for my job — is there a web add-in equivalent, or should I stay on Classic Outlook?" PST files are a different story: you can now import and export them, though opening one to browse still needs Classic Outlook installed alongside.

Troubleshooting

TIP

If New Outlook feels unfamiliar, start by setting the reading pane to the right and density to compact — this recreates the Classic Outlook layout within the new interface.

Symptom / Error	Potential Cause	Solution
Layout feels cramped or too spread out	Density is not set to your preference	Go to Settings > Mail > Layout and change density to Compact or Full.
Missing the "Focused/Other" tabs	Focused Inbox is disabled	Enable it in Settings > Mail > Layout > Focused Inbox.
Cannot find a specific add-in	COM add-in not compatible with New Outlook	Search for a web add-in equivalent in Get Add-ins. If there is none, ask IT to deploy the web version of that add-in, or to confirm Classic Outlook stays available to you meanwhile.
Notifications are too frequent or missing	Notification settings need adjustment	Go to Settings > General > Notifications and configure which messages trigger alerts.
Signature does not appear on replies	Signature only set for new messages	Go to Settings > Mail > Compose and reply and enable the signature for Replies/forwards.
Dark mode text is hard to read	Some email HTML templates override dark mode	This is a sender-side issue. Switch to Light mode temporarily for those emails.

Related Articles

• How to Fix Outlook Rules Not Working or Running Automatically
• Understanding Outlook Versions — Classic vs. New vs. Web
• How to Create Email Rules in Outlook
• How to Use Focused Inbox in Outlook
• How to Use Outlook Categories and Flags to Stay Organized
• How to Use Microsoft To Do for Personal Task Management

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