Word 2007's Quick Access Toolbar
Applies to: Word 2007
Document assessment, cleanup and problem-solving tools that help document authors and support teams produce high-quality Word-based work product.
Just to the right of the Microsoft Office Button is a new feature called the Quick Access Toolbar.
Upon installation, three familiar tools—SAVE, UNDO and REDO—appear in the Quick Access Toolbar. Individuals can then customize the Quick Access Toolbar to include other frequently used features. Furthermore, the Quick Access Toolbar can be pre-populated by IT staff to expose supplemental functionality, as well.
For example, if you frequently Save As a Word 97-2003 document for Compatibility reasons, this feature, otherwise obscured behind the Office Button, can be made more quickly accessible on the Quick Access Toolbar.
- Select the Office Button
- Select the Save As… menu
- Right-click on the Word 97-2003 Document option, and Add to Quick Access Toolbar
Another way to customize your Quick Access Toolbar is to select from the list of Word commands.
Select the Office Button- Select Word Options
- Select Customize from the choices on the left column
- You can choose features from several pre-sorted command collections:
• Popular Commands
• Commands Not in the Ribbon
• All Commands
• Macros
• Office Menu
• Specific Tabs on the Ribbon - Once you select the location the command resides in, scroll through the list to find the command you want to add to the Quick Access Toolbar (we chose Spelling & Grammar).
- Click the Add » button .The Spelling & Grammar command now appears in the list of items on the Quick Access Toolbar.
NOTE: Use this menu to Remove commands in the Quick Access Toolbar as well as reorder them with the up and down arrow buttons. - Select OK.
- Your Quick Access Toolbar now includes the Spelling & Grammar icon.
A few additional notes about behaviors of the Quick Access Toolbar:
- The toolbar can be docked above or below the Ribbon.
When the Quick Access Toolbar is docked below the Ribbon and the Ribbon is minimized, this effect most resembles the “launch look” of previous versions of Word where the Menu Bar and a single Toolbar is visible (see image at right).- The Quick Access Toolbar displays only on one line. When populated with more commands than will fit on a single line, a double-arrow appears allowing the user to expose More Controls.
- Icon size cannot be modified; only adjustments made to screen resolution will increase size of these icons.
- Any item exposed on the Ribbon or menus can be added to the Quick Access Toolbar, including 3rd party functionality.
But where are Quick Access Toolbar changes stored?
Changes to the Quick Access Toolbar are not necessarily stored in a template or document, as was the case with customizations made in previous versions of Word. Rather, Quick Access Toolbar modifications are stored in a separate file called Word.qat. This file, located in C:\Documents and Settings\(username)\Local Settings\Application Data\Microsoft\OFFICE, is a simple, editable XML file. (You’ll find one for PowerPoint and Excel there, too.) Do know that it is possible to associate Quick Access Toolbar changes to specific templates or documents – but that’s a topic we’ll reserve for another Tip & Trick!
What are the most common additions to the Quick Access Toolbar?
Clearly, every organization, and user, makes choices unique to their needs, but certainly a few patterns have emerged. They are shown below in both the Customize Commands dialogue and as they appear on the Quick Access Toolbar itself.
Now that you know how to customize the Quick Access Toolbar, learn how to customize your Ribbons, too.
Microsystems’ applications include exclusive Ribbon-Design technology. See examples of customized ribbons created for use by specific practice areas and roles.
