How to Customize Quick Access Toolbar in Word

The Quick Access Toolbar in Word gives you one-click access to the commands you use most often. By default it shows Save, Undo, and Redo, but you can add nearly any command from the Ribbon. This toolbar stays visible above or below the Ribbon regardless of which tab you are on. This article explains how to add, remove, reorder, and reset the Quick Access Toolbar in Word.

Overview of the Quick Access Toolbar Customization Feature

The Quick Access Toolbar is a small customizable toolbar that sits in the title bar area of the Word window. It is independent of the Ribbon tabs, so your favorite commands are always visible. You can add commands from any category, including commands that do not appear on any Ribbon tab by default. The toolbar can hold up to a practical limit of around 50 commands before it becomes crowded. You can also export and import your customized toolbar settings to use on another computer.

Before customizing, ensure Word is not running in Protected View with a document that restricts editing. Full customization is available only when editing is enabled. No add-ins or special permissions are required to change the Quick Access Toolbar.

Steps to Add Commands to the Quick Access Toolbar

There are two main methods: adding from the Ribbon directly, and adding from the Word Options dialog. Use the first method for speed. Use the second method when you need to add commands that are not visible on the Ribbon.

Method 1: Add a Command Directly from the Ribbon

1. Locate the command on the Ribbon
   Click any Ribbon tab and find the button for the command you want to add. For example, click the Insert tab to find the Page Break button.
2. Right-click the command button
   A context menu appears. Click Add to Quick Access Toolbar. The command appears immediately in the toolbar at the top of the Word window.

Method 2: Add a Command Using Word Options

1. Open the Quick Access Toolbar options
   Click File > Options > Quick Access Toolbar. The left pane shows all available commands. The right pane shows commands currently on the toolbar.
2. Choose a command category
   Click the Choose commands from drop-down list. Select a category such as All Commands to see every available command, including those not on any Ribbon tab.
3. Select and add a command
   Scroll the list of commands, click the one you want, then click the Add >> button in the middle of the dialog. The command moves to the right pane.
4. Reorder the commands if needed
   In the right pane, select a command and click the Move Up or Move Down arrow buttons to change its position. Commands appear left to right in the order shown.
5. Save your changes
   Click OK at the bottom of the dialog. The toolbar updates immediately.

Steps to Remove Commands from the Quick Access Toolbar

1. Right-click the command on the toolbar
   Locate the command icon in the Quick Access Toolbar. Right-click it and select Remove from Quick Access Toolbar. The command disappears instantly.
2. Alternative method using Options
   Open File > Options > Quick Access Toolbar. In the right pane, select the command to remove and click the << Remove button. Click OK to save.

Steps to Move the Quick Access Toolbar Below the Ribbon

1. Open the toolbar customization menu
   Right-click anywhere on the Quick Access Toolbar itself. A context menu appears.
2. Select the position option
   Click Show Quick Access Toolbar below the Ribbon. The toolbar moves to a new row directly above the document area. Repeat the step and click Show Quick Access Toolbar above the Ribbon to move it back.

Steps to Reset the Quick Access Toolbar to Default

1. Open the Word Options dialog
   Click File > Options > Quick Access Toolbar.
2. Reset the toolbar
   Click the Reset button near the bottom of the dialog. Select Reset only Quick Access Toolbar. A confirmation dialog appears. Click Yes.
3. Confirm the changes
   Click OK in the Word Options dialog. The toolbar returns to its default state showing Save, Undo, and Redo.

Export and Import Quick Access Toolbar Customizations

You can transfer your customized toolbar to another computer or restore it after reinstalling Word. The settings are stored in a file with the .exportedUI extension.

1. Export the toolbar settings
   Open File > Options > Quick Access Toolbar. Click the Import/Export button. Select Export all customizations. Choose a save location and click Save.
2. Import the toolbar settings
   On the target computer, open the same dialog. Click Import/Export > Import customization file. Browse to the .exportedUI file and click Open. Confirm the import. All toolbar customizations, including Ribbon customizations if any, are replaced.

Common Mistakes, Limitations, and Things to Avoid

Adding Too Many Commands Makes the Toolbar Unusable

The toolbar shrinks each command icon to fit. With more than 20 icons, the toolbar becomes cramped and the overflow chevron appears. Limit the toolbar to your 10 to 15 most-used commands for best readability.

Commands Do Not Appear After Adding Them

If you added a command but it does not show, the toolbar may be set to show below the Ribbon and the document window is too narrow. Widen the Word window or move the toolbar back above the Ribbon. Also verify the command was added to the correct document-specific toolbar if you customized it for a specific file.

Cannot Remove the Save, Undo, or Redo Default Commands

You can remove these default commands using the Remove button in the Options dialog. However, some users accidentally remove Save and then cannot save quickly. If you remove Save, use Ctrl+S as an alternative.

Customizations Are Not Saved When Word Crashes

Word saves toolbar customizations to the Windows registry when you exit normally. If Word crashes before you close it, recent changes are lost. Export your toolbar settings after making major changes to avoid losing them.

Quick Access Toolbar Customization: Ribbon vs Options Dialog

Item	Right-Click on Ribbon	Word Options Dialog
Speed	Instant, no dialog	Requires opening Options and navigating tabs
Command selection	Only commands currently visible on the Ribbon	All commands including those not on any Ribbon tab
Reorder commands	Not possible	Use Move Up and Move Down arrows
Remove commands	Right-click on toolbar icon	Select command in right pane and click Remove
Reset to default	Not available	Click Reset button

The right-click method is best for adding a single command quickly. Use the Options dialog when you need to add hidden commands, reorder the toolbar, or perform a full reset.

You can now add, remove, reorder, and move your Quick Access Toolbar to match your workflow. Try adding the Print Preview and Edit command, which is not on the Ribbon by default. For advanced users, export your toolbar settings after customization so you can restore them after a system reinstall.