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Quick Answer

Click the Settings (gear icon) at the top right of Outlook to change your layout, theme, reading pane, and density.

How to Customize the New Outlook for Windows ​

Applies to: New Outlook for Windows, Outlook on the Web, Microsoft 365
Article Type: How-To
Last Updated: 2026-05-19

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.

Prerequisites ​

  • 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 ​

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 ​

  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 ​

  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 ​

  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:

ActionShortcut
New emailCtrl + N
ReplyCtrl + R
Reply AllCtrl + Shift + R
ForwardCtrl + F
SendCtrl + Enter
SearchCtrl + E or F3
Switch to CalendarCtrl + 2
Switch to MailCtrl + 1
Mark as read/unreadCtrl + Q / Ctrl + U
DeleteDelete
Flag for follow-upInsert

12. Key Differences from Classic Outlook ​

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

FeatureClassic OutlookNew Outlook
COM Add-insSupportedNot supported (web add-ins only)
PST / Local Data FilesSupportedNot supported (cloud-only)
Quick StepsSupportedNot yet available (use rules instead)
Full offline accessFull offline mailboxLimited offline support
Multiple Exchange accountsSupportedSupported
Calendar color categoriesSupportedSupported
Ribbon customizationFully customizableSimplified, limited customization

DANGER

If you relied on COM add-ins or PST files in Classic Outlook, these are not supported in New Outlook. Contact IT for alternatives — many COM add-ins have web add-in equivalents, and PST data can be imported into your online mailbox.

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 / ErrorPotential CauseSolution
Layout feels cramped or too spread outDensity is not set to your preferenceGo to Settings > Mail > Layout and change density to Compact or Full.
Missing the "Focused/Other" tabsFocused Inbox is disabledEnable it in Settings > Mail > Layout > Focused Inbox.
Cannot find a specific add-inCOM add-in not compatible with New OutlookSearch 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 missingNotification settings need adjustmentGo to Settings > General > Notifications and configure which messages trigger alerts.
Signature does not appear on repliesSignature only set for new messagesGo to Settings > Mail > Compose and reply and enable the signature for Replies/forwards.
Dark mode text is hard to readSome email HTML templates override dark modeThis is a sender-side issue. Switch to Light mode temporarily for those emails.