How to customize the Quick Access Toolbar in Microsoft Office

Learn how to adjust the quick access toolbar by adding and removing commands and then exporting your changes to another computer with Microsoft Office.

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The Quick Access Toolbar (QAT) in Microsoft Office is a useful place to store your favorite commands and functions. Unlike the ribbon, the QAT remains the same regardless of where you are or what you are doing in any Office application so you can complete it with the frequently used commands you need to access at any time. Customizing the QAT is not difficult, but there are some tricks you want to keep in mind when adjusting it. You can add and remove icons and commands from the QAT. You can also reset it if you don't like your changes, or export your customizations if you want to apply them to Office on another computer.

For the steps here, I am using Word from an Office 365 subscription, but QAT works the same in all Office applications, in both current and past versions of Excel, PowerPoint, OneNote and Outlook.

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Launch Word or any Office application you want to use. You can open a document or simply curl up with a blank screen. Word starts with a default QAT with icons for AutoSave, Save, Undo, Repeat and Touch / Mouse Mode. Let's say you use Save, Undo and Repeat a lot, but not AutoSave or Touch / mouse mode: you can easily remove them from the QAT. Right-click on the Autosave icon and select Remove from the quick access toolbar from the pop-up menu. Do the same for the touch / mouse mode icon ( Figure A ).

Figure A

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Figure B

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The left panel shows only popular commands, which is a small subset of all available commands. To change the view, click on the drop-down window under Choose commands from. You can choose to see the commands that are not on the ribbon, all the commands, macros and tabs specific to the ribbon and other sections ( Figure C ). Let's go with All commands to see everything available.

Figure C

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When deciding which commands to add to the quick access toolbar, think about the QAT function, use no matter what you are doing in the application An example could be print, instead of having to access the File menu To print a document, you can print more easily from the correct commands in the QAT. And you can add more than one type of print icon to the toolbar. Scroll down the alphabetical list of all commands to print them, you will see commands for Print, Print Design, Print Preview, Print and more. It is also a convenient quick print option in section Q ( Figure D ).

Figure D

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A challenge here is to know exactly what each command does: all you have are the names, which are often too short or Too generic to provide some detail. Your best bet is trial and error. Choose the icons for the commands that interest you or that you want to see in action. To continue with the printing example, I add the commands for Quick Print, Print and Print Preview, and sometimes Print Settings if I am working with different printers. To add these and other commands, select the command on the left and click the Add button ( Figure E ).

Click OK to close the customization window. Now, execute each command once from the QAT. Then eliminate those who don't do what you expected or need.

Figure E

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Figure F

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Let's say you're unhappy w with the changes you made in the QAT and want to reset it to the default value. Click the Reset button in the right panel. Be sure to choose the Reset only the quick access toolbar option; otherwise, any adjustment you have made on the ribbon will also be reset ( Figure G ).

Figure G

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But let's say you like the changes you have made and you want to apply them to Word or whatever program you used on another computer In the right panel, click on the Import / Export button and choose the option to Export all Customizations: A File Explorer window appears with a default name for the customization file: choose a convenient location to save the file ( Figure H ).

Figure H

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Figure I

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See also

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