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Customizing toolbars and menus

From: Word for Mac 2011 Essential Training

Video: Customizing toolbars and menus

You can customize Word's toolbars and menus to add or remove buttons and commands. You do this with the Customize Toolbars and Menus command. Let's take a look. I'm going to pull-down the View menu, come down to Toolbars and choose Customize Toolbars and Menus. Word displays the Customize Toolbars and Menus dialog as well as the toolbar like version of its menu bar, which you can see up here. To customize a toolbar you need to toggle its checkbox on to display it.

Customizing toolbars and menus

You can customize Word's toolbars and menus to add or remove buttons and commands. You do this with the Customize Toolbars and Menus command. Let's take a look. I'm going to pull-down the View menu, come down to Toolbars and choose Customize Toolbars and Menus. Word displays the Customize Toolbars and Menus dialog as well as the toolbar like version of its menu bar, which you can see up here. To customize a toolbar you need to toggle its checkbox on to display it.

So right now we're looking at the Standard toolbar, which is up here. We've also got that menu bar which is editable right here. If we wanted to we could turn on the Formatting or Database toolbars. We could also create our own new toolbar. To do that, just click the New button and then type in a name for the toolbar. Click OK. Now the toolbar is turned on and it's appears in this list and if you look really carefully you can see it right here. I'm just going to move it up next to the other toolbar so you could see it better.

Once a toolbar is showing you can rearrange or remove buttons by just dragging them. So for example up here on the main toolbar, the standard toolbar, maybe I never use the Format Painter. I'll just drag it off that toolbar, drop it in the document, and it disappears. Maybe I want to rearrange some of these icons and put Cut after Copy. I could just drag it and they are rearranged. I can also do the same thing with the menu bar. I wouldn't do with the main menu bar up here. Instead I would do with the menu bar that looks like a toolbar.

That's the one I can add it. So maybe I'll pull-down the Insert menu, maybe I never work with Charts at all. I could just drag it off of that menu and release it and it's gone. I can also rearrange things. Maybe I want to take that Caption option and put it above Footnote. Again it's changed. You can also add commands to a toolbar or menu. Click the Commands button in the Customize Toolbars and Menus dialog and what you see here is a list of categories of commands and then the commands that go with them.

So for examples if I click Tools, I'll see the Tools commands and I can take one of these commands and I can add it to a toolbar or menu. So maybe I want to use this Hide Grammar Errors command. I can drag that out of this window here and I can add it to my custom toolbar if I like or I can add it to the standard toolbar if I like or I can even add it to a menu. So maybe I want to put it on the Tools menu. Just come up to this Tools menu here, position it where I want it to go, release the mouse button, and it's added.

And you could do this for as many commands as you like. Just rearrange them, move them on or off the menus, add them from this dialog onto the menus or the toolbar. Now, by default all of your changes are saved to the Normal template. That's what this is all about down here, but you can save them to the current document. Just select Document1 or the name of the document from this menu and then what you'd want to do is save this document as a template. That would make your changes available in only documents based on that template, rather than all new documents.

So in other words, if you didn't apply it to the normal template these changes would only apply to the new template that you created. When you click OK, the changes are applied. Here is my toolbar with its custom button. If I pull-down the Insert menu, you'll see that things are rearranged in here, commands are gone, and you could also see my changes to the standard toolbar, including that new button I added. Now there are some additional options to look at in here, so let's take a look. Customize Toolbars and Menus, we need to go back to the Toolbars and Menus tab, and we got several options down here. Show Icon and Text displays both an icon and the name of the button in the toolbars.

So if I turn that on you'll see that this is also names of buttons. I've turned that back off. Show ScreenTips for toolbar commands displays that little yellow box of information about a command when you point to it. Show shortcut keys in ScreenTips enables you to skip this shortcut keys for a specific button that when you point to it. So let's take a look at that. I've turned it on. I'll click OK. Now we'll go up to the menu. I'll point to the Save button. It tells you what the command does, that's ScreenTip, and it also tells you the shortcut key.

Let's go back into that dialog again. We'll turn that back off and then the last option to Show typefaces in font menus. And what that does is it displays the font menu with each font shown in its own typeface, so you can see what each font looks like. To store a toolbar menu bar to its default settings, what you need to do is click it in this list to select it and then click the Reset button. So right now I'll be resetting that menu bar back to its default settings.

It asks Are you sure? OK. And I'll do that same thing for the standard toolbar and that will bring back the Format Painter and rearrange the buttons again. Again you reset OK. Now for your custom toolbar you have two options. If you don't want to see it you can always turn it off and it won't be displayed. It's still around, it's still available, it just doesn't show. But if you decide you never want to use it again, you can click the Delete button and then just confirm that you want to delete it and it's gone forever.

Again when you click OK all your settings are saved. This feature can help you customize Word, so it includes only the commands that you use, organized in a way that best meets your needs. Taking advantage of this feature can help make you more productive, but be aware of this. If you make significant changes on your copy of Word you could find yourself at a loss when you're sitting at someone else's desk with there's.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20455 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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