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In Access 2010 Power Shortcuts, Access expert Alicia Katz Pollock shares hundreds of tips and shortcuts to vastly increase efficiency and get the full power out of Access 2010. The course includes tips for working with the Ribbon and Quick Access toolbar, managing files, customizing and automating Access, rapid data entry and editing, working with tables, queries, forms, and reports, managing your database, and much more. Exercise files accompany the course.
The Quick Access toolbar appears in the upper left corner of all the Microsoft Office applications. By default, it has little buttons to manage your application windows, Save your file, Undo and Redo your actions, but you can also customize it to contain your most commonly used commands. The first way to customize this bar is to change its location. Instead of in the top corner I can drop it down and tell it, Show Below the Ribbon and it moves down here, but that takes up extra real estate.
So I'm going to click the dropdown again and put it back to Show Above the Ribbon. Now something important to understand is that the buttons are going to appear on that Quick Access toolbar in the order you add them. Later on I'll show you how to reorder them, but if you plan ahead you can customize the Quick Access toolbar, so it's organized right from the get go. Let's add some buttons to it. Click on the dropdown arrow again and choose Quick Print. It will now appear to the right of Redo.
Quick Print sends your table, form, or report straight to the printer without a dialog box. Another favorite, if you're working with the database published to the web or SharePoint Server is Sync All. Having that button on your Quick Access toolbar will make synchronization instantaneous. If you want to remove a button simply drop the arrow down again and click on it again to uncheck it, and it disappears. You can also add any button to the Quick Access toolbar from any ribbon. For example, I go into the Relationships Window on the Database tools ribbon frequently.
Instead of having to click on Database tools and then on Relationships every single time, if I right-click on Relationships I can Add it to the Quick Access toolbar and there it is. So no matter where I'm in my database, I can just click on that button and the window opens, I'll click close. The last and most powerful way to customize this toolbar, is to click on the dropdown arrow and choose More Commands. This takes you into Access's options into a special area just for this purpose.
On the left-hand side is a list of every single command in Access. The list defaults to Popular Commands but you can drop it down and choose commands on specific tabs, All Commands in the program or Commands Not in the Ribbon. I want to add Filter By Selection. They're in alphabetical order, so I'll scroll down, choose Filter By Selection and add it to my list. Now that came up at the top. If I want to reorder it, I can use my up and down arrows to put it exactly where I want it to go.
If I want to reset the Quick Access toolbar back to its default I would use this button down here at the bottom and if you want to duplicate this Quick Access toolbar setup on another computer you can use the button right below to Export the customizations, which you can then import into another database or a computer. When you're done click OK to close the window and go back to your file. The Quick Access toolbar is the perfect place to create a handy collection of your most frequently used commands.
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