If you have many commands to add to the menu, perhaps you need to add a new top-level menu, similar to File, Edit, View, and so on. The following steps show you how to add a new menu item for all of the tools and commands you're going to want to access after exploring the Commands tab in the Customize dialog box.
Right-click any Outlook toolbar or menu and choose Customize.
In the Toolbars tab, make sure Menu Bar is checked, and then choose the Commands tab.
In Categories, scroll to the bottom of the list and choose New Menu. In the list of commands, the only item displayed is New Menu. Using the left mouse button, drag New Menu to the menu, just to the right of Help, as shown in Figure 20.9.
Figure 20.9. The new item has been added to the menu bar.
Right-click New Menu to display its settings menu. In the Name box, type a new name , such as Tools&1 , as shown in Figure 20.10. If you want to access this menu by using a hotkey, put & before the hotkey character. Make sure you choose a character that's not already in use. Press Enter to complete the name change.
Figure 20.10. Use New Menu's settings to change the name to something more useful.
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Hotkeys are Alt+ character combinations, such as Alt+F (File) and Alt+V (View). When you're seeking unused characters , numbers are a good bet. For example, "Tools&1" would be accessible by pressing Alt+1.