How to Use Quick Access Buttons for Commonly Used Tasks

You want to run your most-used Word commands without digging through multiple ribbon tabs. The Quick Access Toolbar is a compact set of buttons that stays visible at the top of the Word window, regardless of which ribbon tab is open. This article explains how to add, remove, reorder, and customize the Quick Access Toolbar so you can save time on repetitive tasks like saving, printing, or inserting tables.

What the Quick Access Toolbar Does and What You Need

The Quick Access Toolbar is a customizable toolbar that appears above or below the ribbon. By default, it contains only the Save, Undo, and Redo buttons. You can add any command from the ribbon, including those hidden in submenus or macros. The toolbar is available in all recent Word versions including Word for Microsoft 365, Word 2021, Word 2019, and Word 2016. No special permissions or add-ins are required to customize it.

Steps to Add Commands to the Quick Access Toolbar

There are two methods to add commands. Use the fastest method for single commands or the full panel for bulk changes.

Method 1: Add a Single Command Directly From the Ribbon

1. Locate the command on the ribbon
   Open the ribbon tab that contains the command you want to add. For example, go to the Home tab to find Bold or Font Size.
2. Right-click the command button
   Right-click the icon for the command. A context menu appears.
3. Select Add to Quick Access Toolbar
   Click the option that says Add to Quick Access Toolbar. The command icon appears at the far right end of the toolbar.

Method 2: Use the Full Customization Panel

1. Open the Quick Access Toolbar settings
   Click the small down arrow at the right end of the Quick Access Toolbar. From the drop-down list, select More Commands. Alternatively, go to File > Options > Quick Access Toolbar.
2. Choose a command category
   In the left pane, click the drop-down list under Choose commands from. Select a category such as Popular Commands, All Commands, or the name of a ribbon tab like Insert.
3. Select a command to add
   Scroll through the command list and click the command you want. Commands are listed alphabetically within each category.
4. Click the Add button
   With the command selected, click the Add button in the middle of the window. The command moves to the right pane under Customize Quick Access Toolbar.
5. Reorder commands if needed
   In the right pane, select a command and use the up and down arrows on the right side to change its position. The toolbar displays commands from left to right in the order shown here.
6. Save the changes
   Click OK at the bottom of the dialog. The toolbar updates immediately with your new commands.

How to Remove and Reorder Commands

1. Open the customization panel
   Click the down arrow on the toolbar and choose More Commands, or go to File > Options > Quick Access Toolbar.
2. Remove a command
   In the right pane, click the command you want to remove and click the Remove button. The command disappears from the toolbar.
3. Reorder remaining commands
   Select a command in the right pane and use the up or down arrow to move it. Click OK to apply.

How to Move the Quick Access Toolbar Above or Below the Ribbon

1. Click the down arrow on the toolbar
   Locate the small down arrow at the far right end of the Quick Access Toolbar.
2. Toggle the position
   From the drop-down list, select Show Below the Ribbon to move it under the ribbon. Select Show Above the Ribbon to move it back.

Common Mistakes and Limitations

I Added a Command but It Does Not Appear

The command may be placed outside the visible area if you added many items. Click the down arrow on the toolbar and verify the command appears in the list. If it does, click the arrow to expand the toolbar display. Alternatively, open the customization panel and check that the command is listed in the right pane.

Commands Are Missing After Updating Word

Word updates do not remove your custom toolbar settings. If a command disappears, it may have been renamed or moved to a different category. Open the customization panel, select All Commands from the category list, and search for the command manually.

I Cannot Add Macros or Non-Ribbon Commands

Macros are available in the customization panel. In the Choose commands from drop-down, select Macros. You can then add any recorded or written macro to the toolbar. Commands that are not exposed to the ribbon, such as certain legacy dialog box launchers, may not appear in any category.

The Toolbar Resets to Default After a Crash

A Word crash does not reset the Quick Access Toolbar. Your settings are stored in a file called Word.qat. If the toolbar resets, the file may be corrupted. You can export your toolbar settings by going to File > Options > Quick Access Toolbar and clicking Import/Export > Export all customizations. Save the file and reimport it after a reset.

Item	Quick Access Toolbar	Ribbon
Location	Above or below the ribbon, always visible	Across the top of the window, changes by tab
Customization method	Right-click or File > Options panel	Right-click ribbon > Customize the Ribbon
Number of visible commands	Limited by window width, scrollable via arrow	Full tab with groups, no width limit
Ideal for	2–10 frequently used commands	Full set of commands organized by task

You can now add and remove commands on the Quick Access Toolbar to match your daily workflow. Try adding the Print Preview and Edit Document command or the Insert Table command to save two clicks each time you use them. For advanced customization, export your toolbar layout after setting it up so you can restore it quickly on another computer.