How to Change the Information in the Outlook Status Bar

The Microsoft Outlook logo.

The status bar at the bottom of the Outlook client contains a lot of information. However, you can use a simple context menu to customize it and add or remove different values ​​and shortcuts. Here’s how to set it up.

Status bars are often an unloved and ignored part of a software application. It’s a shame because they are often the only part of an application that is always visible. This is what makes it the perfect place for information and shortcuts.

The Outlook client displays both information and shortcuts in the status bar. You can also choose what is displayed there. By default, the number of read and unread messages, information about connecting to the mail server, read pane switches, and zoom information all appear in the status bar.

The default Outlook status bar.

To customize the status bar, right-click on it to open the “Customize status bar” menu.

This menu is simple to use; click on any element it contains to switch between visible (with a check mark) and invisible (without check mark). The options are:

“Quota information”: The amount of space currently available in your mailbox. This will only display information from a Microsoft email account. Outlook cannot determine the size of the mailbox for a non-Microsoft email account (such as Gmail).
“Filtered”: If a filter is applied in the current view.
“Elements in view”: Total number of items in the current view of the folder.
“Header elements in the view”: Total number of header items in the current view of the folder. Header elements are rare these days. When hard drives were smaller, it was common to limit Outlook to downloading only email headers. The person could then decide if they wanted to manually download the entire email.
“Items not read in the view”: Number of unread items in the current view of the folder. This is mainly useful in the inbox.
“Elements invisible in view”: Usually it will be zero. However, if you are looking at a shared mailbox, you can see a number here. Invisible items are emails that someone else has marked as confidential.
“Reminders”: Any item with a reminder that has not been put on hold or ignored.
“Group notifications”: The number of notifications from an Office 365 group. This is only used if you are a member of an Office 365 group (O365), which are mainly used in organizations.
“Show shortcuts”: Two buttons that allow you to switch between showing and not showing the “To-Do” section pinned. This is particularly useful on small screens when you want a little more screen space while reading your emails.
“Zoom Slide”: You can increase or decrease the zoom level in the email you read.
“Zoom”: Actual percentage of the current zoom (standard is 100%).

You can enable or disable as many of these options as you want. Each option, from “Filter” to “Group Notifications,” applies to the folder you are viewing. “Show shortcuts”, “Zoom slider” and “Zoom” apply to Outlook as a whole.

A “gotcha!” this is worth knowing: if a filter is applied to the current view, “Items in view” and “Items not read in view” may not be displayed. Indeed, the filter hides some of the emails. This is especially common if you use IMAP protocol to access your emails because it often uses a “Hide deleted emails” filter. To display the “Items in view” and “Unread items in view” values, you can change the view to remove the filter.

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