Learn tips and tricks for using the software more effectively. Join Visio MVP Scott Helmers as he demonstrates how to add, delete, and rearrange buttons on the Quick Access Toolbar.
- [Instructor] The mechanics of customizing the Quick Access Toolbar in Visio are no different than in other members of the Microsoft Office Suite. Consequently, our focus here is to provide Visio-specific customization tips. One easy way to customize the Quick Access Toolbar is to right-click any existing button. For example, it's convenient to revert to the Pointer Tool if you've used other tools from the Tools group. So let's right-click on Pointer Tool and choose Add to Quick Access Toolbar. That button immediately appears and is available.
You can also add an entire group of tools. For example, let's right-click on Arrange, choose Add to Quick Access Toolbar, and now, no matter which tab on the Ribbon is visible, I can click the button, and I have the entire gallery of tools available from the Arrange group. Another customization alternative is to click the down arrow at the right end of the Quick Access Toolbar. Here you'll find predefined functions like Open. If I add that button and click it, it takes me to the Open page.
Click the down arrow again, and you'll find at the bottom of the list, More Commands. This opens the same Visio Options dialog, preset to the Quick Access Toolbar page that you could also get to by clicking File, Options. We can use Popular Commands to add more functions to our Quick Access Toolbar. Or in my case, what I'd like to do is add an option to publish to PDF. I know that's on the File page, so let's click File Tab. Scroll down to Publish as PDF, click add.
I can rearrange the functions by clicking the up and down arrows. So let's put Open up in front of Save, for example. And let's put Publish just after the Can't Repeat button, before the Pointer Tool. Clicking OK shows my results. Finally, if you use Visio on more than one computer and you've spent time customizing it on one of them and want to take advantage of your buttons and tabs on another PC, or if you want to share your customizations with a colleague, it's easy to do.
Open the Visio Options dialog. Down at the bottom, you'll see Import/Export. I've previously created an export file based on my favorite Quick Access Toolbar customizations. Now, let's click Import. This is the file that contains my customizations. Let's click Open. And then, when I accept the warning that says I'm about to replace all Ribbon and Quick Access Toolbar customizations, click OK. And now, we see my favorite customizations here, that include publishing to PDF, switching windows, and several other functions.
The Quick Access Toolbar is available in all Office apps, and there are some functions like File Open and Publish to PDF that you can use in any of them. However, placing Visio-specific buttons on the Quick Access Toolbar can help save you time in Visio.
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- Decoding Visio versions and editions
- Setting Visio options
- Navigating like a pro
- Taking advantage of hyperlinks
- Managing text on shapes
- Annotating diagrams with comments and callouts
- Inserting text display fields
- Working more efficiently
- Mastering Visio keyboard shortcuts
- Aligning and sizing shapes on a page
- Managing connectors and connection points
- Copying, pasting, and duplicating shapes