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Quick access toolbar

Customize the Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab on the ribbon that is currently displayed. You can move the Quick Access Toolbar from one of the two possible locations, and you can add buttons that represent commands to the Quick Access Toolbar.

You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use.

You cannot display the Quick Access Toolbar on multiple lines.

Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the ribbon, cannot be added to the Quick Access Toolbar. However, you can Customize the ribbon in Office to personalize the ribbon the way that you want it. For example, you can create custom tabs and custom groups to contain your frequently used commands.

What do you want to do?

Add a command to the Quick Access Toolbar

On the ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar.

Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.

Add a command to the Quick Access Toolbar that isn’t on the ribbon

Click Customize the Quick Access Toolbar > More Commands.

In the Choose commands from list, click Commands Not in the Ribbon.

Find the command in the list, and then click Add.

Tip: If you can’t find the command you want on the Commands Not in the Ribbon list, try setting Choose commands from to All commands.

Remove a command from the Quick Access Toolbar

Right-click the command you want to remove from the Quick Access Toolbar, and then click Remove from Quick Access Toolbar on the shortcut menu.

Change the order of the commands on the Quick Access Toolbar

Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.

Under Customize Quick Access Toolbar, click the command you want to move, and then click the Move Up or Move Down arrow.

Group the commands by adding a separator between the commands

You can group the commands by using the separator to make the Quick Access Toolbar appear to have sections.

Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.

In the Choose commands from list, click Popular Commands.

Click , and then click Add.

To place the separator where you want it, click the Move Up or Move Down arrow.

Move the Quick Access Toolbar

The Quick Access Toolbar can be located in one of two places:

Upper-left corner, on the title bar. (default location)

Below the ribbon.

If you don’t want the Quick Access Toolbar to be displayed in its current location, you can move it to the other location. If you find that the default location next to the program icon is too far from your work area to be convenient, you might want to move it closer to your work area. The location below the ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you might want to keep the Quick Access Toolbar in its default location.

Click Customize Quick Access Toolbar (on the right-end of the QAT).

In the list, click Show Below the Ribbon or Show Above the Ribbon.

Customize the Quick Access Toolbar by using the Options command

You can add, remove, and change the order of the commands on the Quick Access Toolbar by using the Options command.

Click the File tab.

Under Help, click Options.

Click Quick Access Toolbar.

Make the changes you want.

Reset the Quick Access Toolbar to the default settings

Right-click the Quick Access Toolbar, and then click Customize the Quick Access Toolbar on the shortcut menu.

In the Customize the Quick Access Toolbar window, click Reset Defaults, and then click Reset only Quick Access Toolbar.

Export a customized Quick Access Toolbar

You can export your ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a coworker or on another computer.

Click the File tab.

Under Help, click Options.

Click Quick Access Toolbar.

Click Import/Export, and then click Export all customizations.

For more information about how to customize the ribbon, see Customize the ribbon in Office.

Import a customized Quick Access Toolbar

You can import customization files to replace the current layout of the ribbon and Quick Access Toolbar. By being able to import the customization, you can keep Microsoft Office programs looking the same as your coworkers or from computer to computer.

Important: When you import a ribbon customization file, you lose all prior ribbon and Quick Access Toolbar customizations. If you think that you might want to revert to the customization you currently have, you should export them before importing any new customizations.

Click the File tab.

Under Help, click Options.

Click Quick Access Toolbar.

Click Import/Export, and then click Import customization file.

For more information about how to customize the ribbon, see Customize the ribbon in Office.

Why am I seeing a green ball?

You see a green ball if you added a custom group or command to the Quick Access Toolbar after you customized the ribbon, but didn’t assign an icon to represent that custom group or command.

The icon is used if you do the following:

Add the custom group to the Quick Access Toolbar.

To help differentiate between your own customized ribbon and the default ribbon.

Add an icon to represent the custom group or command

Click the File tab.

Under Help, click Options.

Click Customize Ribbon.

In the Customize the Ribbon window, under the Customize the Ribbon list, click the custom group or command that you added.

Click Rename, and then in the Symbol list, click an icon.

In the Rename dialog box, click OK.

To see and save your customizations, click OK.

For more information about how to customize the ribbon, see Customize the ribbon in Office.

Digital Citizen

If you use Windows 10 or Windows 8.1, then you are also using File Explorer more often than not. The built-in Windows file manager is easy to use and offers plenty of features and tools to work with. However, there is a big chance that you often use just a few tools, like creating new folders, renaming folders or undoing things. That is what the Quick Access toolbar from File Explorer is all about. If you want to know how to do things faster with File Explorer, read this article:

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How to find the Quick Access toolbar in File Explorer

Before anything else, you must know where to find the Quick Access toolbar from File Explorer. Start the File Explorer — a fast way to do it is to click/tap on its taskbar icon, or simultaneously press the Windows logo + E keys on your keyboard.

The Quick Access toolbar is small and unassuming and will likely be overlooked by many users. That is a shame because it is a useful tool. Take a look in the top-left corner of the File Explorer window to see it in all of its minimalistic glory.

Now let’s see what you can do with the Quick Access toolbar from File Explorer:

1. Customize the Quick Access toolbar and choose what actions you want it to display

Initially, the Quick Access toolbar will only have a few buttons to choose from. They are Properties, New Folder and Redo. If you click or tap on the down arrow next to these buttons, you see that there are a few additional options to select.

Click the space to the left of one of the following options to add it to the bar:

  • Undo — Rolls back the last change you made to the active window.
  • Redo — Redoes the previously undone action.
  • Delete — Sends the selected file or folder to the Recycle Bin .
  • Properties — Opens the selected file or folder’s Properties dialog.
  • New Folder — Creates a new folder in the active window.
  • Rename — Highlights the name of the selected file or folder allowing you to type a new name.

The options you select are added to the Quick Access toolbar.

2. Change the position of the Quick Access toolbar

While the bar defaults to the extreme top-left corner of the File Explorer window, you can choose to move it below the ribbon, if you prefer. To do this, click the Down arrow to the right of the Quick Access toolbar and click or tap «Show below the ribbon.»

The new position places it just under the ribbon on the left side of the window. There is not a tremendous amount of flexibility as to the position of this toolbar, but the two options make sense. You will find that the lower position is easier for mouse users who want to keep the bar close to the files to minimize the amount of mouse movement required between clicks.

Touchscreen users will likely opt for the higher location to keep it out of the way since their fingers can tap either location without any difference in time or effort.

3. Minimize the ribbon in File Explorer

While you are moving the Quick Access toolbar above and below the ribbon, you might find that you would rather hide the ribbon and keep the Quick Access toolbar in the open. This is easily accomplished by selecting «Minimize the ribbon» from the Quick Access toolbar’s customization menu.

The ribbon will recede into itself freeing up screen space.

Do not worry about losing the ribbon completely though; you can still access it by pressing a tab. Click or tap a tab name to extend the ribbon and view its tools.

If you find you miss the ribbon interface staying open, you can maximize it again using the Quick Access toolbar’s customization menu or by clicking or tapping the down arrow on the top-right corner of the File Explorer window.

Conclusion

This Quick Access toolbar may not seem like a hugely important tool — indeed users with mastery over Windows’ keyboard shortcuts will likely not find much use for it — but it does make things easier for everyone else. Mouse reliant users and touchscreen users alike will find that this saves time over right-clicking or long-pressing a file, waiting for the context menu to load then selecting an option. It may only be a second or two of time savings, but that adds up for a user who spends a lot of time in File Explorer.

How to Customize the Microsoft Office Quick Access Toolbar

Adding frequently used commands to the Quick Access Toolbar in Microsoft Office make you more productive. You’re not limited to basic actions either.

Adding frequently used commands to the Quick Access toolbar in Office saves you time and allows you to be more productive. You’re not just limited to the basic actions on the Quick Access Toolbar like Save, Undo, or Quick Print. Here’s how to really customize it with virtually any commands that are available in Office programs.

Although the instructions below demonstrate the steps in Word, customizing the Quick Access Toolbar also work in Excel, PowerPoint, Outlook, and Access.

Add a Command to the Quick Access Toolbar

We’re going to add the Save As command to the Quick Access Toolbar. Normally, you must click the File tab and then click Save As. Adding the command to the Quick Access Toolbar gives us one-click access to it.

Click the down arrow button on the right side of the Quick Access Toolbar and select More Commands.

You can also right-click on the ribbon and select Customize Quick Access Toolbar.

The Options dialog box opens to the Customize the Quick Access Toolbar screen.

All the Popular Commands are listed by default on the left. If you want to add a command that’s not in the Popular Commands list, select another option from the Choose commands from drop-down list, like Commands Not in the Ribbon or All Commands.

The list on the right side shows all the commands currently on the Quick Access Toolbar.

To add a command to the toolbar, scroll down the list of commands on the left and select the one you want to add. Then, either double-click on the command or click Add to add it to the list on the right.

Rearrange and Remove Commands on the Quick Access Toolbar

You can change the order of the commands on the Quick Access Toolbar.

To move a command, select it in the list on the right. Then, click the up or down arrow button to the right of the list to move it up or down the list.

To remove a command from the Quick Access Toolbar, select the command and click Remove.

Click OK once you’ve added the commands you want and arranged them in the order you want.

The command you added is now available on the Quick Access Toolbar.

Quickly Add a Command From the Ribbon to the Quick Access Toolbar

We’ve talked about customizing the ribbon, including creating a new, custom tab where you can add commands you use from various tabs in one place.

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You can use the Quick Access Toolbar the same way, adding commands from different tabs for quick, one-click access. For example, we’ll add the Breaks command (page breaks, section breaks, etc.) from the Page Layout tab to the Quick Access Toolbar.

Right-click on the command button on the ribbon and select Add to Quick Access Toolbar. For commands that have drop-down menus, you might have to right-click twice to get the popup menu. The first right-click generally opens the menu.

Remove a Command From the Quick Access Toolbar

To remove a command from the Quick Access Toolbar, right-click on the command button and select Remove from Quick Access Toolbar.

Again, for commands that have drop-down menus, you might have to right-click twice to get the popup menu.

Reset the Quick Access Toolbar

If you’ve customized the Quick Access Toolbar and want to return to the default setup, you can do that without manually removing each command.

To open the Customize the Quick Access Toolbar screen on the Options dialog box, click the down arrow on the right side of the Quick Access Toolbar.

Click the Reset button in the lower-right corner of the dialog box and select Reset only Quick Access Toolbar.

Click Yes on the confirmation dialog box to revert to the default Quick Access Toolbar setup.

One-Click Access to Commands and More

You can also add macros to the Quick Access Toolbar for one-click access to tasks you perform often.

Do you use the Quick Access Toolbar? Which commands have you added to it? Do you prefer the Quick Access Toolbar above or below the ribbon? Share your thoughts and ideas with us in the comments below!

How to customize Microsoft Excel’s Quick Access Toolbar

While the Microsoft Excel Quick Access Toolbar is minimal compared to the main Ribbon, it gives you direct access to a variety of functions.

Do you know how to make the most of the toolbar? Did you even know it was there? Let’s take a look at this customizable command center.

Adding commands to the Quick Access Toolbar

Without any previous customization, the Excel Quick Access Toolbar will only display options to save, undo and redo. Here’s how to change that.

How to access the Quick Access Toolbar options

Option No. 1:

  1. Click on the Customize Quick Access Toolbar icon.

Option No. 2:

  1. Right-click on the Quick Access Toolbar.
  2. Select Customize the Quick Access Toolbar from the list.

Option No. 3:

  1. Click on File in the Ribbon.
  2. Click Options.
  3. Click Quick Access Toolbar.

After gaining access to its options, the toolbar is now ready to incorporate your preferred commands. You can do that in a few ways.

How to add a command from the Ribbon

  1. From the ribbon, click on the tab that houses the command that you want to add.
  2. Right-click on the command and select Add to Quick Access Toolbar from the drop-down list.

How to add a command from Quick Access Toolbar

  1. Click on the icon for Customize Quick Access Toolbar.
  2. Click on More Commands at the bottom of the list.
  3. Click on the Choose commands from list and select Commands Not in the Ribbon.
  4. Click on the command to be added.
  5. Click on Add to move it to the Toolbar list.
  6. Click Ok to finish.

When customizing the Toolbar, there is a rather large list of commands to browse through. You’ll notice that by default, the Popular Commands list is displayed. Further commands lay within the sorting options. Microsoft divides these by tabs that are found in the ribbon. You can also choose All Commands to see a list of everything possible in Excel.

The Excel Camera, for example, is used to capture a screenshot of the data range in a worksheet in order to paste it into another worksheet. You will see that the data picture will automatically change when the data it originates from also changes. If this is a function that you are seeking, you can add it to the toolbar under «Commands Not in the Ribbon.»

On the Excel Options screen, you can also see that Quick Access Toolbar customization will apply to all documents by default. The drop-down list lets you choose to only apply the customization to the workbook that you’re working on.

How to remove a command from the Quick Access Toolbar

Option No. 1:

  1. Right click on command from the Toolbar.
  2. Select Remove from Quick Access Toolbar from the list.

Option No. 2:

  1. Select the Customize Quick Access Toolbar icon.
  2. Select More Commands.
  3. In the Customize Quick Access Toolbar list, and select the commands to remove.
  4. Click Ok to save changes.

How to import or export Toolbars

You can also choose to import a previously created Toolbar from one of your colleagues. You may also want to share your own with others.

How to export a Toolbar

  1. Click on File.
  2. Select Options.
  3. Click on Quick Access Toolbar.
  4. Click Import/Export.
  5. Click Export all customizations.
  6. In the File Save box, choose a file name and location.
  7. Click Save to save the exported Office UI file.

To import a Toolbar

  1. Select File.
  2. Click Options.
  3. Select Quick Access Toolbar.
  4. Open Import/Export.
  5. Choose Import Customization file.
  6. Navigate to the file location.
  7. Select the file and choose Open.
  8. In the dialog box, click Yes to replace all existing customizations.
  9. Click Ok to complete.

Appearance customization

As you add commands, you’ll notice that they appear in the order in which they have been selected. You may feel the need to sort alphabetically or by type. Here’s how you can organize your commands.

Moving the Toolbar

By default, the Quick Access Toolbar is located in the upper-left corner of the program, above the ribbon. You have a limited ability to change its position to just below the ribbon.

How to move the toolbar

  1. Click on the Customize Quick Access Toolbar icon.
  2. Click Show Below the Ribbon if it’s currently above the ribbon.

The option will change to «Show Above the Ribbon» if you have already set it to below.

Reordering commands

As you add commands, you’ll notice that they appear in the order in which they have been selected. You may feel the need to sort alphabetically or by type. Here’s how you can organize your commands.

How to reorder the commands

  1. Right-click on the Quick Access Toolbar and select Customize the Quick Access Toolbar from the list.
  2. Click on commands under the Customize Quick Access Toolbar section.
  3. Click on the Up or Down arrows to the right on the command list to move the command up (left) or down (right).
  4. Click Ok to complete.

Grouping commands in the Toolbar

Grouping essentially creates fences around a selection of commands, providing the appearance of relationships between them. These fences are known as «Separators.»

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How to add Separators

  1. Right-click on the Quick Access Toolbar.
  2. Choose Customize the Quick Access Toolbar.
  3. Under Choose Commands from, select Separator at the top of the list.
  4. Click Add to add to the toolbar.
  5. Use the Up and Down arrows to place the Separator.
  6. Click Ok to complete.

You can stack more than one Separator at a time, depending on your visual preferences.

Keyboard shortcuts

Want to use the Quick Access Toolbar even more quickly? You can use keyboard shortcuts to use the commands with even less effort. By using the ALT key in conjunction with a number key you can execute functions by touching the mouse.

To use keyboard shortcuts

  1. Press the ALT key to reveal the numbers associated with the Toolbar commands.
  2. Press the number that corresponds to the chosen command.

You’ll soon see that the numbered system increases from left to right, and you can easily learn what to press for your most frequently used commands. Couple this function with reordering your commands, and you’ll discover your increased efficiency.

Reset your customization

As you experiment with customization, you may end up with unfavorable results. Being able to reset helps you save time trying to reverse your settings.

To reset the toolbar

  1. Right-click the Quick Access Toolbar.
  2. Select Customize the Quick Access Toolbar.
  3. Click Reset, under Customizations.
  4. Select Reset only Quick Access Toolbar.

You’re then free to start fresh and find a new way to be efficient or to mess something else up.

Wrapping up

When used correctly, the Toolbar can be your best friend for formatting, data entry, and other functions. It’s one way of making Microsoft Excel a truly personal experience. What does your Toolbar look like? Do you use the toolbar or do you work mainly out of the Ribbon? Let us know in the comments!

And be sure to visit our Office 101 help hub for more related articles:

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Adding Commands to the Quick Access Toolbar

To add command to the Quick Access toolbar, follow this steps:

1. To the right of the Quick Access toolbar, click the tiny arrow button to open the drop-down menu:

By checking the commands on this menu, you can add their icons to the Quick Access toolbar. Trouble is, the commands shows that the two commands you want to add aren’t even on the menu, so:

2. Near the bottom of the menu, click More Commands. .

The Word Options dialog box opens, showing the Quick Access Toolbar options. The list box on the right shows the commands that are currently shown on the Quick Access toolbar. The box on the left contains commands that you can add to the Quick Access toolbar.

The Choose commands from drop-down menu above the left box reads Popular Commands. Evidently, the Switch Windows and AutoText commands aren’t popular enough to make the cut, because they aren’t on the list. Fortunately, you can use the Choose commands from menu to display more commands.

3. From the Choose commands from drop-down menu, choose All Commands.

The All Commands list is pretty lengthy, giving you an idea of just how many different commands Word has to offer. That’s why the Choose commands from menu also lets you narrow down your choices by choosing commands from specific ribbon tabs. (The major tabs are listed closer to the top, and the submenu tabs, like those for chart tools and table tools, are listed near the bottom.)

4. Scroll down the All Commands list to select AutoText, and then click the Add button between the two list boxes to add the command to the box with the Quick Access toolbar commands.

You can use the Add button to add a command to the Quick Access toolbar list, or you can just double-click a command.

5. Scroll down to select Switch Windows, and then double-click to add the command to the Quick Access toolbar box.

Press S to jump down to the commands that begin with S. That makes it a shorter scroll to get to the Switch Windows command. Now that you’ve filled the list with your desired commands, it’s time to arrange them to your liking.

6. In the Customize Quick Access toolbar list box, select a command, and then use the up and down arrow buttons on the right to arrange them in an order that works best for you.

To make it easier to find your new commands, you can add one or two separators described in the previous tip. For example, you may want to group the related Save, Undo and Redo commands together:

7. Click OK to close the Word Options box and admire your newly configured Quick Access toolbar.

For even greater time savings, you can use keyboard shortcuts to run the commands on the Quick Access toolbar. The commands are numbered from the left to the right, so you can choose them with the Alt key and the number:

Note: You can add a command to the Quick Access toolbar from the ribbon by right-clicking the button and choosing Add to Quick Access Toolbar:

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

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