How to Customize the Quick Access Toolbar in Microsoft Office Apps

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Each Microsoft Office application has a quick access toolbar that displays commands with one click. Here’s how to customize this toolbar to display any command that appears on the ribbon and some that are not at all.

The quick access toolbar is found in Excel, OneNote, Outlook, PowerPoint, and Word applications in the standard Office package, as well as in other applications such as Project and Visio if you have purchased them. The toolbar is not available on the Web versions of these applications, but only on the client applications that are on your computer.

We will use Word as an example, but the same instructions apply to all applications.

The quick access toolbar is located on the top edge of the application, above the ribbon.

The quick access toolbar.

Depending on the application you are in and the version of Office you are using, the default commands will be slightly different. But in the latest version of Word using Office 365, the default commands are:

Automatic registration (this will appear if you have OneDrive)
to save
Undo the last action
Redo the last action

To customize the toolbar, click the down arrow at the end of the commands. Some common commands are already listed so you can choose them.

The commands will be different depending on the application you are in, but some are common to all applications, such as Print or Touch / mouse mode.

To add one of these commands to the toolbar, simply click on it. You can also remove items from the toolbar by clicking on a command with a check mark next to it, or by right-clicking on the command in the toolbar and selecting “Remove from toolbar.” quick access ”.

These common commands are useful, but everyone has a lot of different things to do, so you need to be able to choose which commands you use a lot. To do this, click on the arrow and choose “More orders”.

To add a command to the toolbar, select it in the list on the left, click on “Add” (or double-click on the command), then choose the “OK” button.

Add a command to the toolbar.

We have chosen “Font color”.

The list of commands you see when you open this panel, however, is only a small fraction of the commands available. Open the panel again by selecting the arrow and “More Commands”, then click the drop-down arrow next to “Popular Commands”.

The drop-down list of commands.

You can choose from many filters to find the specific commands you are using, but if you choose “All Commands” you will see all of the options available. Depending on the application you use, some can be quite surprising. For example, in Excel, you have the option of adding a command that opens Windows built-in calculator.

There are also many commands that are not directly available on the ribbon. To see them, change the drop-down menu “Popular orders” to “Orders not present in the ribbon”.

The name “Commands not listed in the ribbon” is a bit misleading because many commands here are available in the ribbon, but you must either click on a few arrows and menus to access them, or they are only available in certain dependent situations context. However, there are many commands that are not available at all on the ribbon.

Scroll down until you get the “Options: Home” command and add it to the toolbar.

When you click on it, it will open the Options panel which you normally access via File> Options. If you use an Office application a lot and find yourself clicking multiple times to do something regularly, it’s worth adding it to the Quick Access Toolbar to save time.

If you are not sure of the exact name of the commands, you can also add it directly to the toolbar from the ribbon. We will use the example of restarting numbering on new pages, which is a common requirement for many people who use Word a lot.

To do this, you should normally click on the “Layout” tab, select “Line numbers”, then choose “Restart each page”. It’s three clicks. To make it a single click (much more efficient), right-click on “Restart each page” then select “Add to the quick access toolbar” from the context menu.

The “Restart each page” command now appears in the quick access toolbar as a toggle switch, which means you can turn it on and off as needed.

To change the order of commands in the toolbar, right-click a command in the toolbar and select “Customize the quick access toolbar” from the context menu.

Select a command from the right list of commands visible from the toolbar and use the arrows to the right to change the order of the commands in the toolbar.

The arrow buttons to change the position of the commands in the toolbar.

If you want to reset the toolbar to the default settings, click “Reset” and “Reset only the quick access toolbar”.

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