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Customizing the Quick Access toolbar

From: Migrating from Word 2003 to Word 2010

Video: Customizing the Quick Access toolbar

In Word 2003, the user interface is made up of a menu bar for menu options containing the various commands and functionality in Word 2003, but you also had toolbars giving you quicker access to some of the more frequently used commands, such as the ones you see on the standard toolbar for creating new documents, opening, saving, printing and so on. You may also have seen the Formatting toolbar on the user interface by default for formatting selected content, and these were totally customizable in that you can move to the left edge of the toolbar when you saw the four sided arrow.

Customizing the Quick Access toolbar

In Word 2003, the user interface is made up of a menu bar for menu options containing the various commands and functionality in Word 2003, but you also had toolbars giving you quicker access to some of the more frequently used commands, such as the ones you see on the standard toolbar for creating new documents, opening, saving, printing and so on. You may also have seen the Formatting toolbar on the user interface by default for formatting selected content, and these were totally customizable in that you can move to the left edge of the toolbar when you saw the four sided arrow.

You could click-and-drag them around to increase or decrease their sizes. You could pick them up and just move them around as well if you wanted them stacking, and if you wanted to customize the actual buttons that appear on a toolbar, you can click that little dropdown to access the toolbar options on the far right-hand side of any toolbar. So here you could choose an option for showing buttons on a row or adding and removing buttons, and in this case if you get a list of standard buttons or totally customize the toolbar, choosing Customize, and this allows you to go into the various toolbars, add or remove by simply clicking checkboxes, and we are just going to close that up now and flip over to Word 2010.

In Word 2010 of course, you are working with the new fluent user interface, making commands more discoverable on the Ribbon, but there is one toolbar that can be customized and it's the Quick Access toolbar that appears in the top left- hand corner. It's there by default and the buttons you see such as Save, Undo and Redo or Repeat also appear there by default, but there is a little drop-down button at the very far right-hand side that allows you to customize your Quick Access toolbar, let's do that by clicking the drop-down and you will see the standard commands, some of them with checkmarks, others without.

The ones with checkmarks obviously appear on the Quick Access toolbar. The ones that don't have checkmarks can be added by simply clicking them. So for example, if you would like to use the Open button, instead of going to Backstage View, you would click Open, and it automatically appears at the end of the toolbar. Click the drop-down again, and maybe you like to do the Quick Print. Choose that and now you have got the Print button that allow you to quickly print your documents, but you can customize it even further if you wanted to, like changing the order for example, or choosing from additional command. So click the drop-down. This time we'll go down near the bottom and choose More Commands.

This opens up our Word options and you will notice Quick Access toolbar is selected, and now you have got your list of commands and they are categorized right now. By default we see the popular commands, so you could go down through a short list of commands to find something that you might like to add, such as the Paste button. If you want to rearrange these, all you have to do is select them and move them around. So maybe you would like Open near the beginning. You select it and use the Up arrow to move it up near the top, maybe before Save, and maybe Paste to go after Save.

Move it up or down the list. When you are done, you click OK, and now you've got your rearranged Quick Access toolbar. The other thing you can do obviously is to move it. Click the drop-down, and if you would rather see that below the Ribbon where it's easier to access, choose Show Below the Ribbon. You don't have to go quite as far to access those buttons. If you prefer it up top, no problem. When you click the drop-down button, now you will notice it says Show Above the Ribbon. So it's a toggle command. We'll put it back at the top. Of course, if there are buttons that appear there that you never use, you can remove them. You can even reset this back to the default.

So let's go back to the drop-down one more time, this time we'll go to More Commands again, and on the right-hand side if there is something you don't use, maybe Paste, you find that you never really use it, you can remove it or if you prefer, you can go right back to the default settings by going down to the bottom, next to Customizations here, click the Reset button. You could choose to reset only the Quick Access toolbar or all customizations that you have made, including those customizations you may have made to the Ribbon. Let's choose Reset All Customization. We need to confirm that by clicking Yes, and there is the default.

We click OK, and there is a Quick Access toolbar just the way it started when we first launched Word 2010. So you do have some quick access to the commands you use most often using the Quick Access toolbar, but do keep in mind, it's totally customizable.

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Migrating from Word 2003 to Word 2010

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David Rivers
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