How to Customize the Quick Access Toolbar

Edited 3 weeks ago by ExtremeHow Editorial Team

Microsoft OfficeQuick Access ToolbarCustomizationEfficiencyProductivityWindowsMacProfessional

The Quick Access Toolbar is an essential feature in many applications such as Microsoft Office, allowing users to easily access their most frequently used commands. Customizing this toolbar can help you improve productivity since the commands you use most often will be just a click away. This detailed guide will tell you everything you need to know about customizing the Quick Access Toolbar to suit your needs.

Understanding the quick access toolbar

The Quick Access Toolbar is usually located at the top of the window, either above or below the ribbon in applications that support it, such as Microsoft Word, Excel, and PowerPoint. Initially, it contains a set of default commands that application designers consider universally useful—such as Save, Undo, and Redo. These provide quick access to frequent tasks, but you can customize it extensively.

Benefits of customizing the quick access toolbar

Customizing the Quick Access Toolbar offers many benefits. You can save time because frequently used commands are easily accessible, reducing the time spent searching for them in different tabs and ribbons. Customization provides a more personalized workspace that caters specifically to your workflow and can increase your productivity by focusing on the tasks most relevant to your document editing or creation process.

Steps to customize the quick access toolbar

Adding commands

To add commands to the Quick Access Toolbar:

1. Open the application and find the Quick Access Toolbar. By default, it should be at the top of your window.
2. Click the small downward arrow button at the end of the Quick Access Toolbar. This button opens a drop-down menu.
3. From the menu, you can choose common commands to add directly to the toolbar. If the command you want is not listed, click More Commands to open the main Customize dialog box.
4. In the Customize dialog box, you'll see a menu on the left called Choose commands. From this menu, you can choose the tab or section that contains the commands you want.
5. Find the command you want to add in the left list box, select it, and then click the Add >> button to move it to the right list box, which shows what will appear in your Quick Access Toolbar.
6. Once you're satisfied with your choices, click OK to apply the changes.

Deleting a command

If you think some commands on the Quick Access Toolbar are no longer needed, you can remove them:

1. Click the down-facing arrow at the end of the Quick Access Toolbar.
2. To quickly remove a command, simply deselect it from the drop-down list. For commands that are not in the list, click More Commands.
3. In the Customize dialog box, look on the right where all the current Quick Access Toolbar commands are listed.
4. Select the command you want to remove and click the << Remove button to move it back to the list of available commands.
5. Click OK to finalize the changes.

Reordering orders

Sometimes the order of commands can affect performance, and you can reorder them as needed:

1. Open the More Commands dialog box from the drop-down menu.
2. In the list on the right showing the current toolbar menu, select the command you want to move.
3. Use the up and down arrow buttons on the right to rearrange the position of the selected command.
4. Make sure the commands are displayed in an order that is intuitive and efficient for your tasks and click OK to save.

Customizing the location

By default, the Quick Access Toolbar is located above the ribbon, but you can move it below the ribbon if you want:

• Right-click on the Quick Access Toolbar.
• Select Show Above the Ribbon or Show Below the Ribbon as per your requirement.
• The toolbar will automatically adjust to your selection.

Advanced optimization techniques

Adding macros to the quick access toolbar

Power users often take advantage of macros for repetitive tasks, and these can also be added to the Quick Access Toolbar for instant access:

1. Create your macro within the application using the macro recorder.
2. Go to the Customize dialog and in the Choose Commands list, select Macros.
3. Select the macro you want and use the Add >> button to put it on the Quick Access Toolbar.
4. Once added, clicking the macro icon will execute the macro directly from the toolbar, increasing productivity by automating complex sequences of commands.

Using icons for custom commands

In applications such as Office, you can customize the icons for specific commands on the Quick Access Toolbar to make them more visually recognizable:

1. In the Quick Access Toolbar customization dialog, after you add your command, select Modify.
2. You'll often see a series of icons from which you can choose a visual representation that best suits the command.
3. Once selected, these icons will appear in your toolbar for quick and easy identification.

Customization with keyboard shortcuts

Those who prefer keyboard shortcuts can assign keyboard shortcuts to commands on the Quick Access Toolbar:

1. Customizing shortcuts is usually found under the Options or Customize the Ribbon section within application settings, not directly in the Quick Access Toolbar customization area.
2. Find the command on your Quick Access Toolbar and assign the shortcut to suit your needs.
3. Use this shortcut to quickly trigger a command without using the mouse.

Ideas for customization

Although customization is helpful in increasing your productivity, it's important to consider some potential drawbacks:

• Adding too many commands: Adding too many commands can clutter the Quick Access Toolbar, making it difficult to quickly find the commands you need.
• Complexity: For some users, too much customization can lead to a complicated interface that becomes difficult to navigate.
• Consistency: If you work on more than one computer, remember that these customizations won't carry over to you unless you specifically transfer settings between machines.

Conclusion

The Quick Access Toolbar is a powerful tool available in many modern applications. By taking the time to customize it to your specific needs, you can dramatically enhance your workflow, reduce the time wasted searching for commands, and create an environment that is both efficient and enjoyable to use. Focus on organizing commands logically, using icons where possible, and minimizing clutter for a clean and practical work interface.

Final tips

It is advisable to frequently evaluate and adjust the Quick Access Toolbar as your workflow or habits change over time. Regular updates to your setup will ensure you are always working at optimal efficiency, using the technology to its full potential.

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