Office Hours: Can't find a favorite command in the Ribbon? Add it to the Quick Access Toolbar

Joannie Stangeland July 28, 2008

Joannie Stangeland

Quick Print? Form? Send to Mail Recipient? In Office 2007, a lot of those commands are still around — and if you can't find them, or you want to get to them faster, you can add them to the Quick Access Toolbar for single-click ease. Read on to find out how.

Applies to
Microsoft Office Access 2007
Microsoft Office Excel 2007
Microsoft Office PowerPoint 2007
Microsoft Office Word 2007

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Put the quick back in Quick Print

Back in the old days — say, 2003 — you could print out one copy of a document just by clicking the Quick Print button on the toolbar. But you don't see that button on the Ribbon, the part of the Microsoft Fluent user interface that's found in the Microsoft Office 2007 versions of PowerPoint, Word, Excel, and Access. The Ribbon has made many commands easier to reach, but not all of them. To use Quick Print, you need to click the Microsoft Office Button, point to Print, and then click Quick Print. I'm sorry, but that's just not very quick.

What are busy people to do? Use the Quick Access Toolbar — which is quick.

Quick Access Toolbar below Ribbon

Add the Quick Print command to it, and you can print with the click of a single button.

Click the Microsoft Office Button Office button image, point to Print, right-click Quick Print, and then click Add to Quick Access Toolbar.

The Quick Print submenu of the Print menu

It's that easy.

And look before you print

Many of you have asked about the Print Preview button. It's the same drill: If you want a button for Print Preview, you can add it to the Quick Access Toolbar.

Click the Microsoft Office Button Office button image, point to Print, right-click Print Preview, and then click Add to Quick Access Toolbar.

Now your toolbar includes one-click previewing.

Looking for closure, but not that much

If you're working on a document in Word, and you decide that you want to work on a different document, you click the Close button to close that first document, and — wait, the whole program closed!

For some people, including me, this is disconcerting. I wasn't done working. I was just done working on that file.

You can click the Microsoft Office Button and then click Close, but do you have time for that? Will you even remember? (I won't.)

Again, the Quick Access Toolbar can help. Click the Microsoft Office Button Office button image, right-click Close, and then click Add to Quick Access Toolbar. Now you can just click the button to close a document without closing Word.

Where did those other commands go?

What about commands or features that you can't even find. For example, how do you send a file as the body of an e-mail message, instead of as an attachment?

Many commands are still available, tucked away in the Customize section of the Options dialog box and ready for you to add them to the Quick Access Toolbar.

If you store files on servers and like to send links to people, you can add Document Location to the Quick Access Toolbar (I use this one a lot). In Word and Excel, you can even add Send to Mail Recipient to the Quick Access Toolbar and then send a file as the body of an e-mail message.

How do you do it?

  1. Click the Microsoft Office Button Office button image, and then click Word Options, Excel Options, PowerPoint Options, or Access Options, depending on which program you're using.

Options command location

  1. Click Customize.
  2. Click the arrow next to Choose commands from list, and then click All Commands.
  3. Scroll down to find the command that you want — for example, Document Location. Click the name of the command, and then click Add.

Customize section of the Options dialog box

Some other commands you might be looking for

The Customize section of each program's Options dialog box has more commands that you can add, including the following:

  • In Excel     You can find the commands for Form and Compare and Merge Workbooks. If you want to add a button for a macro that you created, click the arrow next to the Choose commands from list, click Macros, and then click the macro that you want to add.
  • In PowerPoint     You can add commands for Spelling and for Add-Ins.
  • In Word     You can also find the commands for AutoText and AutoSummary Tools.
  • In Access You can find the Run command.

Wait, there's more

If you're having trouble finding a command on the Ribbon, check the interactive guides:

Or check the mapping workbooks:

Note that not all of the old commands are available. Some features that included a wizard, such as the letter wizard or the camera and scanner wizard, are not available.

It isn't quite as fast as one of those new Speedo LZR Racer suits, but customizing the Quick Access Toolbar can help you speed through your work.

About the author

A member of the Microsoft Office Information Worker Content Group (take a breath!), Joannie works as on articles, videos, and blog posts about Word, Publisher, and OneNote. In her free time, she fights the compulsive editing urge (signs, restaurant menus, glossy brochures) and writes poetry — in OneNote. You can see her personal blog at http://poe-query.blogspot.com.

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