We receive a lot of questions about Microsoft Word 2016 from our clients. One of them is â€œHow can I optimize Word so it works for me?â€
One way to do this is with the Quick Access Toolbar. It provides all the basic functions like Save, Undo, and Redo â€“ But its true power lies in its ability to be customized for your particular needs. Many business users donâ€™t realize this.
Customizing the Quick Access Toolbar is a great way to have all your favorite and most-used applications at your fingertips. You can add or remove commands in the Toolbar, or modify their position or order.
Read on and weâ€™ll explain how to do this.
HOW TO ADD COMMANDS TO THE QUICK ACCESS TOOLBAR
The Quick Access Toolbar is located in the upper-left corner of your computer screen above the Ribbon. It comes set on four defaults: File, Save, Undo, and Redo. However, you can add more commands to the Toolbarâ€”Itâ€™s easy to do. Whether you want options for a New File or Spelling and Grammar, simply follow these directions.
- Click the Customize Quick Access Toolbar drop-down arrow.
- Choose an option on the drop-down list such as New, Send To, or Send Document.
- Select the buttons youâ€™d like to add to the Toolbar â€“ If you donâ€™t see the buttons you want to add, select the More Commands from the drop-down menu.
This will open the Microsoft Word Options Dialogue Box where you can choose from an exhaustive list of commands and add them to the Quick Access Toolbar.
Right-click a button you want to see on the toolbar.
- Choose Add to Quick Access Toolbar from the shortcut menu.
- You can also add all the commands in a group to the Quick Access toolbar by right-clicking the group name and choosing Add to Quick Access Toolbar.
IMPORTANT NOTE: To restore the Quick Access Toolbar to its original selection, click the Reset button in the Options dialog box and choose Reset Only Quick Access Toolbar on the drop-down list. Note that choosing Reset All Customizations will reset any customizations made to your Ribbon as well.
CHANGING THE ORDER OF COMMANDS ON THE QUICK ACCESS TOOLBAR
You can also customize the Quick Access Toolbar to reflect the order in which youâ€™d like your preferred commands to appear. Whether you want the Undo/Redo command at the end, or the Save upfront, you can completely customize their order.
Follow these steps to change the order of commands on the Quick Access toolbar:
- Click the Customize Quick Access Toolbar drop-down arrow.
- Choose More Commands in the drop-down list.
- The Quick Access Toolbar category of the Options dialog box will appear. You can also open this dialog box by right-clicking any tab and choose Customize Quick Access Toolbar.
- Select the command on the right side of the dialog box.
- Click Move Up or Move Down. â€“ These are located on the right side of the dialog box.
- Rearrange until the commands are in your preferred order.
- Select Save.
HOW TO REMOVE BUTTONS FROM THE QUICK ACCESS TOOLBAR
Of course, you also have the ability to remove commands from the Quick Access Toolbar. This means your preferences are never set in stone. If you find youâ€™re not using a command as often as you thought, you can easily remove it.
- To remove a command directly from the Toolbar: Right-click it and choose Remove from Quick Access Toolbar on the shortcut menu.
- Use the Customize Quick Access Toolbar command: Right-click any tab and choose Customize Quick Access Toolbar â€“ The Quick Access Toolbar category of the Options dialog box will open. Select the command you want to remove on the right side of the dialog box and click Remove.
CHANGING THE SCREEN POSITION OF THE QUICK ACCESS TOOLBAR
Some users prefer to have their Quick Access Toolbar, below the Ribbon so itâ€™s closer to the files theyâ€™re working on. The Ribbon is the band along the top of the screen where all the tabs and commands are found, including the Home, Layout, and Review functions among others.
If you customized your Quick Access Toolbar, the functions you use most are visible. Some might like to move their Quick Access Toolbar below the Ribbon so itâ€™s their closest set of commands. This allows for maximum optimization and a streamlining of most-used functions.
Hereâ€™s how to place the Quick Access Toolbar above or below the Ribbon.
- To move the Quick Access toolbar below the Ribbon:Â Right-click the toolbar, and on the shortcut menu, choose Show Quick Access Toolbar Below the Ribbon.
- To move the Quick Access Toolbar above the Ribbon:Â Right-click the toolbar, and on the shortcut menu, choose Show Quick Access Toolbar Above the Ribbon.
- You can also change the position of the Quick Access Toolbar using the Options dialogue box. The Options dialog box offers a checkbox called Show Quick Access Toolbar Below the Ribbon. You can select this check box to move the toolbar below the Ribbon.
Make Your Apps Work for You.
As you can see, following some very simple steps can completely change the way you and your team navigate Word. While these command customizations may not seem like a big deal, streamlining the functions you use most often can make a huge difference in your day-to-day productivity. We rely so much on software, but rarely remember that we can customize it to better suit our needs.
All it takes is a little bit of investigation into the applications you use to determine how they can better support your specific needs and preferences. Whether youâ€™re looking to make many productivity and workflow improvements, or youâ€™re simply looking for small ways to make tasks less tedious, customizing software commands can play a huge part.
If software plays such a central part of your business operations, shouldnâ€™t you get the most from it? The team at SSE Network Services can help you uncover hidden application capabilities to make your life easier and more productive. Our professionals have been providing software optimization services in St. Louis for nearly thirty years. Reach out to us anytime for a strategic consultation at (314) 439-4700.