Where Are Voting Buttons In Outlook : Voting Buttons Insertion Method Outlook

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Voting buttons in Outlook are an option within the message’s tracking settings, but many users struggle to find them. If you are wondering where are voting buttons in outlook, you are not alone—this feature is tucked away in a menu that changes between Outlook versions. This guide walks you through every location, step by step, so you can add polls to your emails fast.

Whether you use Outlook on Windows, Mac, or the web, the voting buttons are not in the obvious toolbar. They live inside the Options or Tracking group, depending on your version. Let us clear up the confusion once and for all.

Where Are Voting Buttons In Outlook

The exact location of voting buttons depends on your Outlook client. In Outlook for Microsoft 365 (Windows), you find them by opening a new email, clicking the “Options” tab, and looking for the “Use Voting Buttons” dropdown in the Tracking group. That dropdown lets you choose preset options like Approve/Reject or Yes/No, or you can create custom buttons.

For Outlook 2019, 2016, and older versions, the path is similar but the tab might be labeled “Options” or “Message” depending on your ribbon layout. On Mac, the voting buttons are under the “Options” tab as well, but the menu looks slightly different. On Outlook Web App (OWA), you need to click the three-dot menu (More options) and then select “Show voting options.”

If you still cannot see the voting buttons, it might be because your Outlook version does not support them, or your administrator has disabled the feature. Check your account type—Exchange or Microsoft 365 accounts usually have access, while POP/IMAP accounts do not.

Step-By-Step Guide For Outlook On Windows

Here is how to locate and use voting buttons in Outlook for Windows (Microsoft 365, 2021, 2019, 2016):

  1. Open Outlook and click “New Email” to create a message.
  2. Go to the “Options” tab in the ribbon at the top.
  3. Look for the “Tracking” group—it is usually on the far right side.
  4. Click the “Use Voting Buttons” dropdown menu.
  5. Select a preset option like “Approve;Reject” or “Yes;No”.
  6. Or choose “Custom” to type your own button labels (separate each with semicolons).
  7. Complete your email and send it. Recipients will see voting buttons at the top of the message.

That is it. The buttons appear in the reading pane or when the recipient opens the email. They can click one option, and Outlook automatically sends a response to you.

What If The Options Tab Is Missing

Sometimes the “Options” tab is hidden because your ribbon is minimized. Double-click any tab (like Home or Message) to expand the ribbon fully. If you still do not see the Tracking group, try these fixes:

  • Click “File” > “Options” > “Customize Ribbon” and ensure the “Options” tab is checked.
  • Reset your ribbon to default by clicking “Reset all customizations” in the same menu.
  • Update Outlook to the latest version via File > Office Account > Update Options.

Voting Buttons In Outlook For Mac

Outlook for Mac has a slightly different layout. Here is how to find the voting buttons:

  1. Create a new email message.
  2. Click the “Options” tab on the top ribbon.
  3. Look for the “Voting Buttons” icon—it looks like a checkmark with two arrows.
  4. Click it and choose from the preset options or select “Custom” to enter your own.
  5. Type your custom buttons separated by semicolons (e.g., Option A;Option B;Option C).
  6. Send the email as usual.

One common issue on Mac: the “Voting Buttons” icon might be grayed out. This happens if you are composing a message in plain text format. Switch to HTML format by going to Format > HTML in the menu bar. Also, ensure you are using an Exchange or Microsoft 365 account.

Voting Buttons In Outlook On The Web (OWA)

Outlook Web App (OWA) is used for browser-based email. The voting buttons are hidden behind a menu:

  1. Click “New message” to start composing.
  2. Click the three-dot menu (More options) in the toolbar at the bottom.
  3. Select “Show voting options” from the dropdown.
  4. A new section appears below the subject line. Type your voting options separated by semicolons.
  5. Optionally, check “Allow multiple choices” if you want recipients to select more than one.
  6. Send the email. Recipients will see the voting buttons at the top of the message.

Note: OWA does not offer preset buttons like Approve/Reject. You must type custom options manually. Also, the feature is only available for Exchange Online or Microsoft 365 accounts, not for free Outlook.com accounts.

Why Voting Buttons Might Be Unavailable In OWA

If you cannot find the “Show voting options” menu item, check these possibilities:

  • Your organization may have disabled polls in Outlook Web.
  • You are using a shared mailbox or a group mailbox—voting buttons often do not work there.
  • Your browser might need a refresh or clearing cache.

How To Customize Voting Button Labels

Preset options like “Yes;No” are fine, but you often need custom labels. Here is how to create your own:

  • In Outlook Windows: Click “Use Voting Buttons” > “Custom”. Type your options separated by semicolons. Example: “Monday;Tuesday;Wednesday”.
  • In Outlook Mac: Click “Voting Buttons” > “Custom”. Enter your options with semicolons.
  • In OWA: After clicking “Show voting options”, type each option on a new line or separated by semicolons.

You can also add up to 20 custom buttons, but keep it short for readability. The button labels appear exactly as you type them, so avoid long phrases.

Using Voting Buttons With Tracking Options

Voting buttons work alongside delivery and read receipts. To set them together:

  1. After adding voting buttons, go back to the “Options” tab.
  2. Check “Request a delivery receipt” and/or “Request a read receipt”.
  3. Send the email. You will get receipts plus the voting responses.

This combo is useful for meeting invitations or approval requests. However, note that read receipts are not guaranteed—recipients can decline to send them.

Common Problems And Fixes

Even when you know where the voting buttons are, issues can arise. Here are frequent problems and solutions:

Voting Buttons Not Showing For Recipients

If you added voting buttons but recipients do not see them, check these:

  • Ensure the email is in HTML format, not plain text. In Windows, go to Format Text > HTML.
  • Recipients must use Outlook (Windows, Mac, or OWA) to see the buttons. Other email clients like Gmail or Apple Mail will not display them.
  • Your recipient might have disabled voting buttons in their Outlook settings. They can enable them via File > Options > Mail > Tracking > “Use voting buttons”.

Voting Responses Not Coming Back To You

When someone votes, the response should appear in your Inbox as an email. If you are not getting them:

  • Check your Junk Email folder—responses might be filtered.
  • Make sure you sent the email from an Exchange or Microsoft 365 account.
  • Ask the recipient to check if they actually clicked the button and sent the response.

Voting Buttons Grayed Out Or Unavailable

This usually means your account type does not support voting. Solutions:

  • Switch to an Exchange or Microsoft 365 account if possible.
  • If you are on a corporate network, contact your IT admin to enable the feature.
  • For Outlook.com (free), voting buttons are not available. Use the “Poll” feature in the Insert tab instead.

Alternatives To Voting Buttons In Outlook

If voting buttons are not working or unavailable, you have other options to collect feedback:

  • Use Microsoft Forms: Insert a link to a form in your email. Recipients click the link and vote online.
  • Use Quick Poll in Outlook: In newer versions, you can insert a poll directly by clicking Insert > Poll. This works for Microsoft 365 subscribers.
  • Manual reply: Ask recipients to reply with their choice in the subject line. Then use rules to sort responses.

Each alternative has pros and cons. Quick Poll is easier but requires recipients to click a link. Voting buttons are more seamless because they stay inside the email.

Voting Buttons In Outlook For Mobile

Outlook mobile apps (iOS and Android) do not have a direct option to add voting buttons when composing. However, you can view and respond to voting buttons in emails you receive. To add voting buttons from mobile, you must use the web version or desktop app.

If you need to send a poll from your phone, use the Outlook mobile app’s “Insert poll” feature (available in some versions) or compose the email on desktop first.

How To Track Voting Results

Once you send an email with voting buttons, tracking results is straightforward:

  1. Open the Sent Items folder and double-click the email you sent.
  2. Go to the “Tracking” tab in the message window (if available).
  3. You will see a list of recipients and their responses (Approved, Rejected, etc.).
  4. Alternatively, look in your Inbox for automatic response emails with the subject “Vote: [original subject]”.

Note: The Tracking tab only shows results if you requested a delivery or read receipt. Otherwise, rely on the response emails.

Frequently Asked Questions

Where Are Voting Buttons In Outlook 365?

In Outlook 365 (Windows), go to a new email, click the Options tab, then find the Use Voting Buttons dropdown in the Tracking group. On Mac, it is under Options > Voting Buttons. On the web, click the three-dot menu and select Show voting options.

Can I Use Voting Buttons In Outlook With Gmail?

No, voting buttons only work if both sender and recipient use Outlook (Windows, Mac, or OWA) with Exchange or Microsoft 365 accounts. Gmail users will not see the buttons.

Why Are My Voting Buttons Not Showing In The Email?

Check that the email is in HTML format, not plain text. Also confirm that your account type supports voting (Exchange or Microsoft 365). If the recipient uses a non-Outlook client, the buttons will not appear.

How Do I Add Custom Voting Buttons In Outlook?

In Windows, click Use Voting Buttons > Custom. Type your options separated by semicolons (e.g., Red;Blue;Green). On Mac, click Voting Buttons > Custom and do the same. In OWA, type each option on a new line.

Can I See Who Voted In Outlook?

Yes, open the sent email and go to the Tracking tab (if available) or check the response emails in your Inbox. Each response includes the voter’s name and their choice.

Final Tips For Using Voting Buttons Effectively

Now that you know exactly where are voting buttons in outlook, here are some practical tips to get the most out of them:

  • Always test with a colleague first to ensure the buttons appear correctly.
  • Use clear, concise button labels. Avoid more than 5 options to prevent confusion.
  • Combine voting buttons with a deadline in the email body to encourage timely responses.
  • For recurring polls (like weekly meeting times), save a template with voting buttons already configured.
  • If you need anonymity, voting buttons are not anonymous—the sender sees each response. Use Microsoft Forms instead.

Voting buttons are a powerful tool for quick decisions, approvals, and feedback collection. Once you memorize the location—Options tab > Tracking group > Use Voting Buttons—you will use them regularly. The feature saves time compared to manually counting replies, and it integrates seamlessly with Outlook’s tracking system.

If you still encounter issues, remember that account type and email format are the most common culprits. Switch to HTML, verify your account is Exchange or Microsoft 365, and you should be good to go. For organizations, ensure your IT admin has not disabled the feature via group policies.

With this guide, you no longer have to wonder where the voting buttons are. Open Outlook, compose a new message, and follow the steps above. In less than a minute, you can add a poll to any email and start collecting votes effortlessly.