Microsoft® Office – Customize the Quick Access Toolbar (IT Training Tip)

In Microsoft® Office 2013/2016 for Windows and Microsoft® Office 2016 for Mac, there are two menu systems that you may frequently utilize while using Microsoft® Office (Word, Excel, PowerPoint). The Ribbon and the Quick Access Toolbar. The Ribbon provides quick access to commonly used tasks, which are broken up into tabscontextual tabsgroups, and buttons. The Quick Access Toolbar, is located above the Ribbon (top-left) and provides access to commonly used features and commands, such as Save and Undo/RedoBoth the Ribbon and the Quick Access Toolbar can be customized. This week’s IT Training Tip of the Week will focus on how to customize the Quick Access Toolbar with the commands/features you use most.

Customizing the Quick Access Toolbar –
In the steps below, the Microsoft® Word application is used for example purposes, but the steps will be the same for Microsoft® Excel and Microsoft® PowerPoint.

Note: Customizing the Quick Access Toolbar in one of the Microsoft® Office Applications (Word, Excel, PowerPoint) will not change it in another Microsoft® Office Applications. The customizations you make are specific to that application.

Microsoft® Office 2013/2016 for Windows:

  • Click on the File tab
  • Click on Options, located in the left margin
  • From the Word Options window, click on Quick Access Toolbar
  • In the Customize the Quick Access Toolbar window, click on the drop-down menu labeledPopular Commands from the Choose commands from: (left column)
  • Click on All Commands from the drop-down menu to list all of the commands/features that are available
  • Click on the command/feature you want to add to your Quick Access Toolbar, then click on the Add>> button
    • Continue this step for each command/feature you would like to add to the Customize Quick Access Toolbar: (right column)

  • Once you have finished adding commands/features to your Quick Access Toolbar, you can then reorder each command/feature by clicking on that command/feature and using the Move Up or the Move Down buttons to reorder them in the order you prefer
  • Once you are done making all of your customizations, click on the OK button

Note: If there are commands/features you wish to removeclick on that command/feature, then click on the <<Remove button.

Tip: To move the Quick Access Toolbar to the bottom of the Ribbon menu, place a checkmark in the Show Quick Access Toolbar below the Ribbon checkbox.

Microsoft® Office 2016 for Mac:

  • Click on the Word menu
  • From the drop-down menu, click on Preferences…
  • In the Word Preferences window, click on Ribbon & toolbar from the Authoring and Proofing Tools section
  • In the Quick Access Toolbar window, click on the drop-down menu labeled Popular Commandsfrom the Choose commands from: (left column)
  • Click on All Commands from the drop-down menu to list all of the commands/features that are available
  • Click on the command/feature you want to add to your Quick Access Toolbar, then click on the “>” button
    • Continue this step for each command/feature you would like to add

  • Once you have finished adding commands/features to your Quick Access Toolbar, you can then click on and drag each command/feature to reorder them in the order you prefer
  • Once you are done making all of your customizations, click on the Save button

Note: If there are commands/features you wish to removeclick on that command/feature, then click on the “<“ button.

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