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Although the title of this lesson speaks to modifying toolbars and keyboards, you don't really have many toolbars to edit anymore thanks to the context-sensitive ribbon up here, there's really only the Quick Access toolbar over here on the left to customize. We'll look at a couple of ways to do this and then we'll customize some keyboard commands too. Now by default in my humble opinion, the Quick Access toolbar here is lacking and needs customizing right off the bat. I remember my first time with Word 2007. I just couldn't believe how I had to click a button called the Office button, then move down to Print and then either click on it to bring up the Print dialog or choose from three print options on a submenu.
I though to myself, what happened to the old quick print button where one click would do the job? Well it's still there tucked away and the first thing I learned was how the bring it out and onto the Quick Access toolbar where it can be easily accessed. We did that a few lessons ago. Well, let's start with a similar scenario. Let's say we like to open documents, that's something that happens quite regularly. Well there's no Open button here on the ribbon, there's nothing on the Quick Access toolbar. We have to go to the Office button to do it unless we click the drop down here next to the Quick Access toolbar and as soon as we do, you'll notice that some of these items have check marks.
Save, Quick Print that we added earlier, Undo and Redo are already there, but there's Open. It doesn't have a check mark. As soon as I click Open, look there it shows up here on my Quick Access toolbar. So when I need to open a document that's where I'm going from now on, one click. Well that's pretty easy, but there's another way to add buttons to the Quick Access toolbar. Let's just say that we like to use the Zoom button a lot. Well from this drop down you can see there is no zoom option. So I'll just click that to close that. It doesn't show up here on my Office button, but it is on the ribbon.
So I'll click in my document and I'll click on the View tab, and there's my Zoom button. To get it on the Quick Access toolbar, I just right-click, right-click and then I select add to Quick Access toolbar. There it goes. That was pretty easy too. Again, very easy. Yet another button I wish was there was the Close button. Now it doesn't show on the ribbon or on the drop-down list on the Quick Access toolbar. You have to go the Office button for that one, but you can add it to the Quick Access toolbar by showing more commands.
I'll show you what I mean. If we go to this drop down on the Quick Access toolbar you'll see down near the bottom more commands and when we click that, by default, Customize is selected over here in our Word Options dialog. Popular Commands is selected, and we look at Popular Commands, I can't believe it, but Close is not here. So closing a document is not here, but if we change Popular Commands to All Commands, we'll see all of the commands in Word listed in alphabetical order.
So I'm just going to scroll down now to the Cs, and that's where I'm going to find Close. So there it is, I've got Close, Close All, I've got close buttons for headers and outlines and print preview and all kinds of stuff too. But this the one I want for closing my documents. I click it and then I click Add. It's now going to be added to my Quick Access toolbar when I click OK. But before we do that I might want to reorder things. For example, maybe Open, Close and Save should all be together since they're related to files.
So with Close selected, I'm going to hit the up arrow here just to move it up next to Save. Open. I'm going to move it up as well, I think between Save and Close. The others are fine where they are except for maybe Quick Print. I'm going to move it up, right before Undo. And maybe now I've decided I don't use this all that much. It doesn't belong on the Quick Access toolbar. I can select it and then I can choose Remove from down below. Just to take it off. So when I click OK, I'm going to save my changes, and I'm going to see my updated Quick Access toolbar.
Now one more tip, or trick if you will, to remove a button while you're not in the Word Options dialog box, all you do is right-click the button that you want a remove on the Quick Access toolbar and select Remove. So for example, maybe we that don't use the Close button. We would right-click it and there's Remove from Quick Access toolbar. Now I do like the Close button so I'm not going to click Remove. I'll just come down here and click inside my document to leave it there. If you don't like the Quick Access toolbar showing up where it is above the ribbon, you can actually move it down below the ribbon and again, you can do that from a different location.
So for example if I right-click on any button on the Quick Access toolbar, you'll see that I can actually move this to another spot, and I think it should go below the ribbon so Show Quick Access toolbar below the ribbon moves it down below. Now another way to move it is to go to the drop down. And now you can see instead of it saying Show Below the Ribbon it says Show Above the Ribbon and that'll move it back up where I actually prefer it. All right. I think that's enough for Quick Access toolbar. Let's talk keyboard shortcuts now.
All the ones you're used to are still there, plus a bunch of new ones. These, like the Quick Access toolbar, can also be customized. So we do that by going to the Office button and down to Word Options. Now we're going to click on Customize over here and for us to customize our keyboard shortcuts we have to go way down to the bottom. Here's where we see keyboard shortcuts, and there is a Customize button right there. So give it a click to launch the Customize Keyboard dialog box and you can see that our commands over here are categorized.
Office Menu is selected right now so those are the commands we're seeing from the Office Menu. If I go to the Insert tab, these are insert commands. If I go to Page Layout, you can see that AlignBottom right here, or if I click on a different one, like AlignCenter, there are no shortcut keys actually being used for these. If I go to AlignTop, again, nothing there. If I go to my Insert tab and click on some of these, not many of them actually have a shortcut assigned to them.
We would see those in the current key section down here. Under View, look at that, DocSplit, it does have a shortcut key. It's At + Control and the letter S as in split. Well I'm going to add one now, Page Layout tab, let's go here and let's scroll down to our margins where we setup our page layout margins. So here's our PageSetupMargins command. If I click on it, there are no shortcut keys for this but I can add a new one. So I'm going to click in here under where it says Press new shortcut key, and I'm going to try Control and the letter M. Hold down Control on the keyboard, press the letter M simultaneously and down here you can see that it's currently assigned to Indent.
So I don't want to overwrite something that's already in there. I'm going to hit my backspace once to take that out. I'm going to try Alt + M, holding down the Alt key and pressing M for margin. You see it's currently assigned to AlignBottom. So that one's taken too. How about holding down Control and Shift and then the letter M? Well that doesn't work. I can't get that to work. How about Alt + Shift and M. Ah, that one does work, and it's currently assigned as well.Sso it's very difficult to find one but you may find one that you never use like MailMergeToPrinter.
I don't actually use that. So I'm going or reassign this to my PageSetupMargins so all I have to do is click the Assign button now. There we go. Alt + Shift + M is assigned to PageSetupMargins so I can close this now and I can test that out momentarily. I'll click OK. If you're not looking at a blank document, go ahead and open up a new one by clicking the Office button and then New. We want to open up a blank document; I already have one.
And I'm going to try this now. I'm going to hole down my Alt + Shift and press the letter M and see what happens. Look at that. The Page Setup dialog does appear and I'm looking at my Margins tab and my first margin is already highlighted for me. OK. I'm going to cancel that, I'm not ready to change by margins now but it's nice to know that I have that shortcut. So if you can think of some often used commands that don't have a keyboard shortcut assigned to them, or maybe it's a command that you rarely use assigned, assign it yourself.
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