Apr 29, 2014

Unlike the Ribbon tabs, the QAT is always visible on the screen, and can be moved below the Ribbon to provide even easier access to the commands you add to it. To move it, click the drop-down arrow to the right of the QAT and choose 'Show Below the Ribbon.'

Basic Customisation

A few commands can be added by clicking the drop-down arrow to the right of the QAT. I find that in Word, Excel and PowerPoint, the 'New,' 'Open,' 'Quick Print,' and 'Print, Preview and Print' commands are essential so you might start by adding some of those. For other commands located in the Ribbon, simply right-click a command and choose 'Add to Quick Access Toolbar' from the menu. To remove the command, right click it and choose 'Remove from Quick Access Toolbar.' This works for any command on any tab apart from the File tab (it does, however, work for the Office 2007 Office Menu). To add commands from the File tab or commands that are not located in the Ribbon, please read below for advanced QAT customisation.

Advanced Customisation

If a command that you would like to add to the QAT is not in the Ribbon or located under the File tab, then you'll have to use the Quick Access Toolbar section found in the Options dialog box. Right click on the QAT or the Ribbon and choose 'Customise the Quick Access Toolbar.' In the Options dialog box, a list of 'Popular' commands is shown first. Click the drop-down list button to reveal a list of all the categories of commands available:

• Popular Commands - commonly used commands
• Commands Not in the Ribbon - all the commands that cannot be found in either the Ribbon or the File tab
• All Commands - all the commands that can be added to the QAT
• Macros - if there are macros available, buttons can be added to the QAT to run those macros
• File tab - everything located in the Backstage View
• Main tabs (Home tab to Add-ins tab) - commands located in the tabs that aren't contextual
• Contextual tabs - commands located in the tabs that appear when a certain object is selected

The category that should be pointed out in particular is the one containing 'Commands Not in the Ribbon.' It has many useful tools and commands that are often completely overlooked because of their otherwise hidden state. It’s worth browsing this list in all of the Office applications that you use to see what hidden gems you can find. Once you find a command you would like to add, click the 'Add' button (or simply double-click the command). Similarly, to remove a command, select it and click the 'Remove' button (or double-click it). To rearrange the order of the commands on the QAT, use the up and down pointing arrow buttons on the right hand side. This can be good to keep related commands close to each other.

Whilst the maximum number of commands that you can add to the QAT is a ridiculous 1,000, you should limit the number to 10 or 20 of the most useful commands to meet your needs and make your day more productive.