About menus and toolbars

A menu (menu: A list of commands that is displayed when you click a menu name on a menu bar or other toolbar.) displays a list of commands. Some of these commands have images next to them so you can quickly associate the command with the image. Most menus are located on the menu bar (menu bar: The horizontal bar below the title bar that contains the names of menus. A menu bar can be the built-in menu bar or a custom menu bar.), which is the toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) at the top of the screen. Toolbars can contain buttons, menus, or a combination of both.

The difference between a menu, menu bar and toolbar

Callout 1 Menu bar

Callout 2 Menu command

Callout 3 Toolbar

Callout 4 Button

ShowDisplaying only the commands and buttons that you use

Microsoft Office automatically customizes menus and toolbars based on how often you use the commands. When you first start an Office program, only the most basic commands appear. Then, as you work, the menus and toolbars adjust so that only the commands and toolbar buttons you use most often appear.

ShowDisplaying all the commands on a menu

To look for a command that you don't use often or have never used before, click the arrows Button image at the bottom of the menu to show all the commands. You can also double-click the menu to expand it. When you expand one menu, all of the menus are expanded until you choose a command or perform another action. When you click a command on the expanded menu, the command is immediately added to the short version of the menu. If you do not use the command often, it is dropped from the short version of the menu.

ShowPositioning toolbars on the same row

Toolbars can be positioned next to each other in the same row. When you put multiple toolbars in the same row, there might not be enough room to display all of the buttons. If there isn't enough room, the buttons that you have used most recently are displayed.

ShowSeeing all of the toolbar buttons

You can resize to display more buttons, or you can show all buttons on a toolbar. To see a list of buttons that won't fit on a built-in docked toolbar (docked toolbar: A toolbar that is attached to one edge of the program window. When you drag a toolbar below the program title bar or to the left, right, or bottom edge of the program window, the toolbar snaps into place on the edge of the program window.), click Toolbar Options Button image at the end of the toolbar. When you use a button that is not displayed on the toolbar, that button is moved to the toolbar, and a button that has not been used recently is dropped to the Toolbar Options list.

ShowCustomizing menus and toolbars

You can customize menus and toolbars yourself; you can add and remove buttons and menus on toolbars, create your own custom toolbars, hide or display toolbars, and move toolbars. You can customize the menu bar the same way you customize any built-in toolbar (built-in toolbar: In Access 2003 and earlier, a toolbar that is part of the user interface whenit is installed on your computer. In contrast, a custom toolbar is one that you create for your own database application.) — for example, you can quickly add and remove buttons and menus on the menu bar — but you can't hide the menu bar.

ShowCustomizing your applications

Using Microsoft Access, you can create your own applications with a user interface that has the "look and feel" of a Microsoft Windows application. In addition to the toolbar features common to all Office applications, you can do the following:

 Note   In the PivotTable list (PivotTable list: A Microsoft Office Web Component that is used to analyze data interactively on a Web page. Data displayed in a row and column format can be moved, filtered, sorted, and calculated in ways that are meaningful for your audience.), spreadsheet (Spreadsheet Component: A Microsoft Office Web Component that provides the interactive functionality of a spreadsheet on a Web page.You can enter data, add formulas and functions, apply filters, change formatting, and recalculate.), and chart (chart: A graphical representation of data in a form, report, or data access page.) tools on a data access page (data access page: A Web page, published from Access, that has a connection to a database. In a data access page, you can view, add to, edit, and manipulate the data stored in the database. A page can also include data from other sources, such as Excel.), certain toolbar functionalities differ from the rest of Microsoft Access.

Applies to:
Access 2003