Get One-Click Access To Your Most Frequently-Used Commands
by Francis Hayes (The Excel Addict)
I receive many emails every week and often the emails include screenshots. Something I notice in the screenshots is that many, if not most, people do not take advantage of the Quick Access Toolbar (QAT).
Customizing your QAT is one of the quickest and simplest ways to make working with Excel so much easier,regardless of your skill level.
EVERYONE should do this...it's not just for Excel geeks.
A customized QAT allows you to instantly carry out those commands you use most often with just one quick, simple click. No more searching around the Ribbon trying to remember where those commands are located. The commands you use most are always right there in front of you.
The following instructions are for Excel 2007. There are some minor differences in how to add commands to the QAT in Excel 2010, however, this will
To add commands to your QAT
There are two ways you can add commands to your QAT.
Option 1: Not all commands are available using this method but it is quick and easy when you decide you want to add a command to the QAT rather than have to go to the Ribbon each time.
1) Locate a command on the Ribbon that you would like to have on your QAT;
2) Right-click the command and select Add to Quick Access Toolbar.
The command is added to the end of the QAT commands, so if you want to reposition it, you will need to use Option 2.
Option 2: This option is great when you want to make 'wholesale changes' to your QAT, when you want to browse all available commands, when you want to add your macros to the QAT and when you want to rearrange the commands.
1) Right-click anywhere on the Ribbon and choose Customize Quick Access Toolbar. The Excel Options dialog opens;
2) Click the 'Choose commands from' dropdown arrow. If you are adding multiple commands from a particular tab (e.g. Data, Format etc...) select that group from the list, otherwise, select All Commands to get an alphabetical listing of ALL available commands;
3) Scroll down and select the command you want and click the Add>>button. Repeating this for each command. Note that unlike inserting rows in Excel, when you click Add>>, the command is added 'below the selected command (on the right side of the dialog). So to add a command in a particular position, first select the command above where you want to insert it;
Note that the first item in the list is <Separator> which will add a separator bar between two commands. This can be used to visually group related commands (e.g. File commands, Data commands, etc...). To add a separator bar, select <Separator> and click Add>>.
4) Once you have added your most frequently-used commands to the QAT (you can add more later), you can use the up and down arrows on the right side of the Excel Options dialog to arrange the commands in the order you want.
Click OK to close the Excel Options dialog.
To remove commands from your QAT
Removing commands from your QAT is super easy. You simply right-click the command on your QAT and selectRemove from Quick Access Toolbar.
To add a macro to your QAT
If you have a macro that you would like to run from a button on your QAT, here's how you can do that.
1) Right click the Ribbon and select Customize Quick Access Toolbar;
2) In the 'Choose commands from' field, click the dropdown arrow and select Macros. You should see the macros for all open workbooks listed;
3) Select a macro from your PERSONAL.XLSB workbook and click the Add>> button to place the macro on your Quick Access Toolbar;
4) Click the Up or Down arrows to position the macro where you want it on the QAT;
5) If you would like to use a button image different than the default image, click the Modify button at the bottom of the dialog. A Modify Button dialog showing 169 button icons appears. Choose an icon that you would like to use for your macro and click OK.
Above or Below the Ribbon ?
The Quick Access Toolbar can be positioned below or above the Ribbon. Personally, I like my QAT below the Ribbon because it requires less mouse movement to get from the worksheet to the QAT commands.
To move the QAT below the Ribbon, right click anywhere on the Ribbon and select 'Show Quick Access Toolbar Below the Ribbon'
Once you create your own Quick Access Toolbar with your most frequently used commands once click away, you will wonder how you ever managed without it.
Give it a try and let me know what you think.
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