Using Office 2007 - 3: Quick Access Toolbar

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This eBook has been produced, by John Dalziel, to provide an updated, Office 2007, “Just-in Time” resource for learning providers supported by the JISC Regional Support Centre Northwest. It is aimed at Managers, Administrators, Practitioners and/or Learners who are interested in using ICT to

enhance current practice. Such eBooks will continue to evolve to meet the Learning Providers’ needs and to support training courses and workshops. This particular eBook shows users of Microsoft Word 2007 how they can add a command to the Quick Access Toolbar (QAT), where it will always be available, regardless of the current tab on the Ribbon. So what is a Quick Access Toolbar? As you probably know, Office 2007 groups related commands on a new interface object known as the Ribbon. While this is convenient most of the time, it means that commands aren’t always available. Sometimes users have to switch between Ribbon tabs to access a command. Switching from one tab to another isn’t a big deal, but if you do it a lot, it can become a nuisance. Fortunately, it’s a nuisance users can avoid as the Quick Access Toolbar (QAT) is always available at the top of the window. It’s very much up to you to decide what items end up on your QAT. There are however several that you’ll probably want to add as soon as you upgrade to Office 2007. For example…

• Word: New, Open, Save, Quick Print, Print Preview, Spelling & Grammar

• Excel: Open, Save, Quick Print • Access: Open, Print Preview • PowerPoint: Open, Save, Spelling & Grammar

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Index: Page 2 ---------- Introduction

Page 2 ---------- So what is a Quick Access Toolbar?

Page 4 ------------- To quickly add an item to the QAT

Page 4 ---------- To quickly remove an item from the QAT

Page 4 ---------- To add an item that’s not on the Ribbon

Page 7 ---------- Feedback

Page 7 ---------- About the Author

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If users add a command to the Quick Access Toolbar (QAT), it will always be available, regardless of the current tab.

• It is advisable to be discriminating about what you place on the QAT, because it can fill up in a hurry.

• Good candidates to add, include those commands you have to search for when you need them:

To quickly add an item to the QAT… • Find it on the Ribbon, • Right-click it, and choose Add To Quick Access Toolbar.

To quickly remove an item from the QAT… • Right-click it and choose Remove From Quick Access Toolbar.

To add an item that’s not on the Ribbon, do the following…

• From the QAT’s drop-down list - Choose More Commands

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to display the Word Options dialog box.

• From the Choose Commands From control, choose a

Commands Not currently In The Ribbon, as shown above, to update the list of items.

• Click the Add button to add the Command to the QAT

The Selected Command will then appear on the QAT (see the image on the next page…

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• Repeat until all the required commands appear on the QAT e.g.

• Select the command you want to add to the QAT. • Click Add to move the item to the Customize Quick Access

Toolbar list. You can add many items at one time. • When you’re finished, click OK.

Note: - My Word 2007 Quick Access Toolbar looks like this…

The changes I’ve made, to my Quick Access Toolbars include…

• Word: New, Open, Save, Quick Print, Print Preview, Spelling & Grammar

• Excel: Open, Save, Quick Print • Access: Open, Print Preview • PowerPoint: Open, Save, Spelling & Grammar

Remember: it is up to you which controls you add to the QAT; do your learners have that choice when using PCs provided by your organisation?

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Feedback… The JISC Regional Support Centre, and the eBook Author John Dalziel, would like to get feedback on the eBooks produced, to ensure we are meeting your needs.

Please find the time to… • Either email your comments to [email protected]

(Please make the subject: eBook Feedback) • Or complete the online form at

http://spreadsheets.google.com/viewform?key=p6ZzsRcFe4RiIqc9VYLu6TQ

Many thanks for your support in providing any feedback.

About the author… John Dalziel, is an eLearning Adviser specializing in stimulating and supporting innovation in learning via eBooks, eMagazines, online TV, interactive resources, forums, workshops, conferences and face2face consultations. Evaluating and becoming familiar with sustainable and new technologies allows him to respond to the needs of learning providers from a position of experience rather than 'hearsay'. Supported northwest learning providers can contact John for a FREE consultation. Contact details available on our website.