How to Customize Word Quick Access Toolbar Shortcut to Specific Position

You want to open a specific command on Word’s Quick Access Toolbar using a keyboard shortcut, but the default Alt+number method only works for the first nine buttons. When you add more than nine commands, accessing the tenth, eleventh, or any later position requires a different approach. This article explains how to assign a custom keyboard shortcut to any command on the Quick Access Toolbar regardless of its position. You will learn two methods: using the built-in Customize Keyboard dialog and creating a macro-based solution for positions beyond number 9.

How Word Assigns Shortcuts to the Quick Access Toolbar

The Quick Access Toolbar, or QAT, sits above or below the ribbon. By default, Word assigns the keyboard shortcut Alt followed by a number to each command based on its position from left to right. Position 1 gets Alt+1, position 2 gets Alt+2, and so on up to position 9. This numbering is automatic and cannot be changed through the Options dialog.

When you add more than nine commands, positions 10 and higher do not receive a direct Alt+number shortcut. To activate those commands with the keyboard, you must first display the toolbar key tips by pressing Alt, then press the additional key that appears. This two-step process is slower than a single custom shortcut.

The workaround is to assign a custom keyboard shortcut to the underlying command instead of relying on the toolbar position. Every button on the QAT runs a specific Word command. By binding a key combination to that command directly, you bypass the position limitation entirely.

Method 1: Assign a Custom Keyboard Shortcut to the Command

This method works for any command on the QAT, regardless of its position. You assign a keyboard shortcut to the command itself, not to the toolbar button. The shortcut will work even if you move or remove the button from the QAT.

1. Open the Customize Keyboard dialog
   Click File > Options > Customize Ribbon. At the bottom of the dialog, next to Keyboard shortcuts, click the Customize button.
2. Locate the command
   In the Categories list, choose the tab or category that contains the command. For commands you added from the All Commands list, select All Commands. Then in the Commands list, scroll to find the exact command name. For example, Save As is listed as FileSaveAs.
3. Assign a new shortcut
   Click in the Press new shortcut key box. Press the key combination you want to use, such as Ctrl+Shift+S. If that combination is already assigned, Word shows the current assignment below. Choose an unused combination or one you are willing to reassign.
4. Save the assignment
   Click Assign, then Close. The new shortcut now runs that command directly. You can test it immediately in any document.

This method is the cleanest solution. It does not require VBA and works across all versions of Word that support the Quick Access Toolbar. The only prerequisite is knowing the internal command name for the button you want to trigger.

Finding the Internal Command Name for a QAT Button

If you do not know the command name, hover over the button on the QAT. The tooltip shows the command name, but it may be abbreviated. A more reliable way is to right-click the button and choose Add to Quick Access Toolbar if it is not already there. Then open the Customize Keyboard dialog as described above. In the Categories list, select Quick Access Toolbar. The Commands list shows only the commands currently on your QAT, making it easy to identify the exact name.

Method 2: Use a Macro to Trigger QAT Positions Beyond 9

If you prefer to keep using the toolbar position numbering and have commands in positions 10 or higher, you can create a macro that simulates the Alt+key sequence. This method is useful when you want to preserve the existing toolbar layout without reassigning shortcuts to individual commands.

1. Enable the Developer tab
   Click File > Options > Customize Ribbon. In the right pane, check the Developer box and click OK.
2. Open the Visual Basic Editor
   On the Developer tab, click Visual Basic. Alternatively, press Alt+F11.
3. Insert a new module
   In the Project Explorer, right-click Normal and choose Insert > Module.
4. Write the macro code
   Paste the following code into the module. Replace the number 10 with the position you want to activate.

   Sub QATPosition10()
SendKeys "%1"
End Sub

   For position 11, change the number to 2: SendKeys "%2". For position 12, use 3, and so on. Note that this sends Alt followed by a single digit, so it works only for positions 10 through 18 (digits 1 through 9 after Alt).

5. Assign a keyboard shortcut to the macro
   Close the Visual Basic Editor. Click File > Options > Customize Ribbon > Customize (next to Keyboard shortcuts). In the Categories list, select Macros. Find QATPosition10 in the Commands list. Assign a shortcut such as Ctrl+Shift+0. Click Assign and Close.

When you press Ctrl+Shift+0, the macro sends Alt+1, which activates the first QAT button. To activate position 10, you need to first show the key tips by pressing Alt, then press the correct additional key. A more robust macro would use the CommandBar object, but the SendKeys approach is simpler for most users.

Limitations and Issues With QAT Shortcut Customization

The Alt+Number Shortcut Stops Working After Adding or Removing Buttons

When you add or remove a button from the QAT, the position numbers shift. A shortcut that previously activated the Save button may now activate Print. The custom keyboard shortcut from Method 1 does not have this problem because it is bound to the command, not the position. Use Method 1 for any command you use frequently.

Macro-Based Shortcuts Do Not Work in Protected View

Word disables macros in documents opened from the internet or email attachments. The macro will not run until you enable editing. If you rely on the macro method, ensure the document is trusted or add the file location to the Trust Center.

Custom Shortcuts Are Not Synced Across Computers

Keyboard shortcuts you assign in the Customize Keyboard dialog are stored in the Normal.dotm template. If you use Word on multiple computers, you must export and import the template or recreate the shortcuts manually. The QAT layout itself can be exported via File > Options > Quick Access Toolbar > Import/Export, but keyboard shortcut assignments are not included in that export.

Comparison: Direct Command Shortcut vs Macro-Based Position Shortcut

Item	Direct Command Shortcut (Method 1)	Macro-Based Position Shortcut (Method 2)
Setup complexity	Low — no coding required	Medium — requires writing a VBA macro
Works for positions 1–9	Yes	Yes
Works for positions 10+	Yes	Yes, but only up to position 18
Survives toolbar reordering	Yes — bound to the command	No — bound to the position
Works in Protected View	Yes	No — macros are blocked
Portable across computers	Requires Normal.dotm export	Requires macro export

Conclusion

You can now assign a keyboard shortcut to any command on the Quick Access Toolbar, regardless of its position. Use the Customize Keyboard dialog for a permanent, position-independent shortcut. Use the macro method only if you need to trigger a specific position without changing the command binding. For the most reliable setup, assign shortcuts directly to commands and avoid relying on Alt+number sequences beyond position 9. To manage your shortcuts across devices, export the Normal.dotm template from the Templates folder in AppData.