How to Customize the Quick Access Toolbar in Microsoft Word to Save Time

Microsoft Word is packed with hundreds of features hidden across multiple ribbon tabs. If you frequently use specific tools—such as inserting page breaks, applying specific styles, or running macros—navigating the ribbon repeatedly can slow down your workflow. The Quick Access Toolbar (QAT) is a customizable bar that allows you to pin your most-used commands permanently to the top of your screen for instant access.

Why Customize the Quick Access Toolbar?

The standard ribbon interface requires multiple clicks to execute a single command if the tool you need is not on your current tab. By customizing the Quick Access Toolbar, you create a personalized command centre that remains visible at all times, drastically reducing unnecessary mouse movements and improving your document formatting speed.

Step 1: Locate the Quick Access Toolbar

By default, the Quick Access Toolbar is located in the top-left corner of the Microsoft Word window, right above the “File” and “Home” tabs. It usually contains just the Save, Undo, and Redo buttons.

1. Look for the small downward-pointing arrow at the far right end of the Quick Access Toolbar.
2. Click this arrow to open the Customize Quick Access Toolbar drop-down menu.
3. If you prefer the toolbar to be closer to your document, select Show Below the Ribbon.

Step 2: Add Common Commands

The drop-down menu contains a list of frequently used commands that you can add with a single click.

1. Click the downward-pointing arrow to open the menu.
2. Click on commands like New, Open, Email, or Print Preview to instantly add them to the toolbar.
3. A checkmark will appear next to the active commands in the list.

Step 3: Add Advanced Tools and Features

If the tool you need is not in the basic drop-down list, you can add almost any command in Microsoft Word.

1. Click the downward-pointing arrow again and select More Commands….
2. This will open the Word Options dialogue box directly to the Quick Access Toolbar section.
3. On the left side, under “Choose commands from:”, select All Commands from the drop-down menu.
4. Scroll through the alphabetical list to find the specific tool you want (for example, “Insert Page Break” or “Strikethrough”).
5. Select the tool and click the Add >> button in the middle to move it to the right-hand column (your active toolbar list).
6. Use the Up and Down arrows on the far right to rearrange the order of your buttons.
7. Click OK to save your changes.

Taking a few minutes to populate the Quick Access Toolbar with your most essential tools can significantly streamline your Microsoft Word experience.