Join David Rivers for an in-depth discussion in this video Modify the Ribbon and Quick Access toolbar, part of Visio 2016 Essential Training.
- In the previous movie we learned how we can reorganize our user interface to suit our needs, creating a bigger drawing area, for example, by collapsing the ribbon, or shrinking down the Shapes pane, but we can also customize the user interface, and we're going to talk about adding and removing things from the ribbon and the Quick Access toolbar that appears in the top left-hand corner. Let's start with the Quick Access toolbar. You can see mine has a Save button, it has an Undo button and a Redo or Repeat button, and I also see this guy here, the Touch Mouse Mode button.
Well, maybe I don't use Touch Mode at all, and I don't need to switch between these two modes, so I can remove that and maybe add things I would like to see there by clicking this little drop down arrow next to the Quick Access toolbar, give it a click. Now, anything with a checkmark is already there, like Touch Mouse Mode, so clicking here is going to remove it, it's no longer there. Let's go up to the drop down now and add some things like New, and maybe Open. Those aren't checked off, so when we click them, they're added to the Quick Access toolbar.
Now, if you wanted to move those around, you can actually click and drag them to move them, so we can take it a step further; click the drop down, and maybe there's something you'd like to add here that doesn't appear on the list. That means going down to More Commands, and this is the same as clicking the File tab and going to Options and going to the Quick Access Toolbar Options. So click More Commands, that's a shortcut. You can see it does open up our Visio Options window, and Quick Access toolbar's already selected. There's what we have so far, over here on the right we can reorder things by selecting them and using the arrows to pump them up or down the list.
I'm going to put New first, then I'm going to select Open and bump it up by clicking the up arrow as many times as I need to make it the second option on the Quick Access toolbar. Now the other things that I might want to add appear over here on the left-hand side. By default we're looking at popular commands. These are commands that are used quite often, so as we scroll down the list maybe Save As is one that we'd like to add, there it is on the list, so we select it and add it by clicking the Add button. And you can see, because we were up here next to Open, it's next on the list.
I think I'd like it down below Save though, so I'm going to click the down arrow to move it down, so Save, then Save As, there we go. And of course, anything we don't want here we can remove by selecting it and clicking the Remove button, but I think I like all of these just as they are. If you want other commands that don't appear under popular commands, you can click the drop down and go to commands that simply aren't on the ribbon, or All Commands, selecting this gives you a list of every possible command in Visio, and you can scroll down this alphabetical list, select the things you want, and then add them by clicking the Add button, but I think we're okay.
I'm going to click Okay down at the bottom to close this up, and there's my redesigned Quick Access toolbar at the top. Now, the same can be done with the ribbon. We can add our own tabs, so we have different tabs on the ribbon, and inside those tabs we have different groups, we can create our own tabs and groups, but there's no shortcut here, we go to the File tab, down to Options, this time we're going to select Customize Ribbon over here on the left, and we see those same popular commands, but over here on the right now, we're looking at our ribbon.
You can see Org Chart is where I left off, that's why it's highlighted. But if I want to create my own new tab I can click New Tab, and you can see the new tab is called New Tab and it has one new group named New Group, but I can rename these. Let's go to New Tab and click Rename down below. I'm going to call this Dave's Stuff, like so, and click Okay or press Enter to lock that in, there's the new tab, and of course, it can be moved as well if we wanted to.
Want to move it down the list, past Add-Ins, and these are things that might show up on the ribbon, they're context-sensitive. I like that, let's go to New Group now and rename it. You can see the name, display name is New Group, it's already highlighted, so you can type right over it. How 'bout... Basic Commands, and click Okay. And now if I wanted another group of advanced commands, I can click New Group and rename it by clicking Rename. And call it Advanced, or Advanced Commands, it's up to you.
Click Okay, or press Enter. So we now have a couple of groups, plus Dave's stuff, and now it's time to start adding things to these groups, so if I go to Basic for example and start selecting things over here to add, maybe I want to do some basic formatting commands here, I might go to Bold and click Add. You can see it gets added under Basic Commands. Maybe Font Color should be added as well. And the Font itself. Add it. And you'd simply go up and down the list going to all the commands or commands that don't appear on the ribbon, and adding them here.
Since these don't appear on the ribbon already, they might be useful, maybe the Back command, for example. And these are all being added to my Basic Commands group, if I wanted to add things to the Advanced Commands group, I would do the same thing. Let's just click Okay to see what this looks like. You can see there's a new one here after Org Chart called Dave's Stuff, and when I go there, there's my basic commands, and I haven't added anything to Advanced, the advanced group, so it doesn't even appear yet. And of course, we can always go back and remove things by going to the File Tab, selecting Options, and going back to our Customize Ribbon.
Any of these can be removed or simply turned off by deselecting their checkboxes. Maybe, for example, the Developer Tab is already deselected for you, or maybe you want it. Clicking the checkbox will toggle it on and off, and when you click Okay, you'll see the new selection of tabs across the top, my stuff, Dave's Stuff, is invisible at this point. It still exists, and I can turn it back on if I need it, same thing for the Developer Tab, so let's go back to File, then Options, make sure Customize Ribbon is selected.
We'll turn the Developer Tab back on, or you can turn it on if it was off for you automatically, and instead of turning Dave's Stuff on, I actually want to remove this, and I don't see a remove option down below, but right-click any of these and you'll see Remove does show up. These are for the ones you create. If we were to remove this and try to go up to the Home tab for example, right-click there, you'll notice that we can't actually remove them, all we can do is add new tabs and groups. But we can't remove the stuff that's there by default.
Just the ones you add. Let's click Okay to keep those changes, and now you know how to customize both your ribbon and your Quick Access Toolbar for those commands you access most often.
- Opening files and adjusting the Visio interface
- Creating connected diagrams
- Inserting and deleting SmartShapes
- Rearranging diagrams with the Re-Layout command
- Adding text, graphics, links, and more
- Formatting text and shapes
- Showing and hiding objects
- Publishing diagrams
- Working with layers and themes
- Creating org charts, brainstorming diagrams, timelines, and more