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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
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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