Frequently asked questions about the Office Shortcut Bar in Office 97 for Windows

This article contains answers to frequently asked questions about the Office Shortcut Bar in Microsoft Office 97 for Windows. This article also contains answers to frequently asked questions about how to use the Office Shortcut Bar in Office 97 for Windows.

Overview of the Office Shortcut Bar in Office 97 for Windows

Q1. What is the Office Shortcut Bar in Office 97 for Windows?

A1. The Office Shortcut Bar is a program that provides document and program management in Office 97 for Windows. When you use the Office Shortcut Bar, you can easily access program files, access documents of any kind, and access shortcuts to programs and to documents.

Q2. What is the Settings tab and what effect does it have on Office 97 for Windows programs?

A2. The Settings tab contains the settings for the Office 97 for Windows user templates and workgroup template locations. You can use the Workgroup Templates setting to select a network location for shared templates.

If you change the template location in the Options dialog box in an Office 97 for Windows program, the setting is changed globally for all the Office 97 for Windows programs. This may cause unexpected behavior. For example, the program may not find the default template to use when you click New on the File menu. This behavior may occur if the Office 97 for Windows program uses the template location that you specify on the Settings tab. You can change the template location in the Customize dialog box of the Office Shortcut Bar in Office 97 for Windows. To do this, click the Settings tab, and then click Modify.

Information about the Office Shortcut Bar in Office 97 for Windows

Q1. A new version of the Office Shortcut bar did not appear after I installed Office 97 for Windows, why?

A1. The Office Shortcut Bar in Office 97 for Windows contains changes in the Customize dialog box. Otherwise, the Office Shortcut Bar in Office 97 for Windows looks the same as the Office Shortcut Bar in Microsoft Office 95. The major enhancements include the ability to rename and to delete toolbars and toolbar buttons in the Customize dialog box.

Q2. What has changed in the Office Shortcut Bar in Office 97 for Windows?

A2. Major improvements in the Office Shortcut Bar in Office 97 for Windows include the following:

• The ability to rename toolbars and shortcuts.
• The ability to delete shortcuts.
• The ability to remove toolbars from the Office Shortcut Bar in the Customize dialog box.

Additionally, when you quit the Office Shortcut Bar in Office 97 for Windows, you are prompted to decide if you want the Office Shortcut Bar to start automatically the next time that you start Microsoft Windows.

Q2. Why use the Office Shortcut Bar in Office 97 for Windows instead of the Start menu?

A2. The Office Shortcut Bar and the Microsoft Windows Start menu complement each other by providing an alternative method for starting programs in Microsoft Windows. You can easily customize the Office Shortcut Bar and decide how you want to start programs.

Q3. What are the known issues about converting existing toolbars to the Office Shortcut Bar?

A3. Toolbars that you hid in earlier version of Microsoft Office are visible on the Office Shortcut Bar after you upgrade to Office 97.

Basic tasks of the Office Shortcut Bar in Office 97 for Windows

Q1. How do I add a document to the Office Shortcut Bar in Office 97 for Windows?

A1. You can use one of the following methods to add a document to the Office Shortcut Bar in Office 97 for Windows:

• You can use the Customize dialog box.
• You can use a drag-and-drop operation.

The Customize dialog box on the Office Shortcut Bar provides a user interface that you can use to add a document. To access the Customize dialog box, right-click a blank area on the Office Shortcut Bar. Click the Buttons tab, and then click Add File to select a file to add to the Office Shortcut Bar.

You can also drag a file from anywhere in Windows and put it on the Office Shortcut Bar. To do this, select a file, and then drag it to a toolbar on the Office Shortcut Bar.

To hide a document that you added to the Office Shortcut Bar, follow these steps:

1. Right-click a blank area on the Office Shortcut Bar, and then click Customize.
2. Click the Buttons tab.
3. In the Show these Files as Buttons list, click to clear the check box that is next to the document that you want to hide, and then click OK.

Q2. How do I add a program to the Office Shortcut Bar in Office 97 for Windows?

A2. To add a program to the Office Shortcut Bar in Office 97 for Windows, follow these steps:

1. In the Customize dialog box, click the Buttons tab.
2. In the Toolbar box, click the name of the toolbar that you want to add the program to.

Q3. How do I delete a shortcut on the Office Shortcut Bar in Office 97 for Windows?

A3. You can use the following methods to delete a shortcut on the Office Shortcut Bar in Office 97 for Windows:

• Use the Buttons tab in the Customize dialog box. To do this, click the shortcut that you want to delete in the Show these files as buttons list, and then click Delete to delete the selected shortcut (the underlying file is not deleted).
• Use Microsoft Windows Explorer. To do this, start Windows Explorer, and then open the folder where you installed Office 97 for Windows. Open the Shortcut Bar folder in the Office 97 for Windows folder, and then open the toolbar folder that contains the shortcut. Delete the shortcut to remove the shortcut from the Office Shortcut Bar.

Q4. How do I change the appearance of the Office Shortcut Bar in Office 97 for Windows?

A4. To change the appearance of the Office Shortcut Bar in Office 97 for Windows, click to select one of the following check boxes in the View tab of the Customize dialog box.

• Color: Click Change Color to open a color palette and to select the color for the specific toolbar. You can also use the standard toolbar color, a gradient fill, and a smoothing effect for the toolbar color.
• Button size: Click to select the Large Buttons check box to use the larger button size.
• Auto Fit into Title Bar Area: Click to select this check box to put the Office Shortcut Bar in the upper right corner of the desktop. If you do not select this option, the Office Shortcut Bar occupies the whole length of the top or the side of the desktop.
• Show ToolTips: Click to select the Show Tooltips check box to display an explanation about a button when you move the pointer over it.
• Auto Hide: Click to select the Auto Hide between uses check box to hide the Office Shortcut Bar until you move the pointer to where the Office Shortcut Bar is docked. If the Office Shortcut Bar does not fit in the title bar area, it occupies space along the top, the bottom, or the sides of the desktop.
• Sound: Click to select the Sound check box to have sound accompany the movements of the Office Shortcut Bar.
• Title Screen: Click to select the Show Title Screen at Startup check box to display the Office Shortcut Bar title screen when the Office Shortcut Bar starts.
• Animation: Click to select the Animate Toolbar check box to see a toolbar move across the screen when you click the toolbar.

Q5. How do I change the appearance of one of my programs or documents on the Office Shortcut Bar in Office 97 for Windows?

A5. Use the Properties dialog box or use Windows Explorer to change the appearance of a program or a document.

To use the Properties dialog box, follow these steps:

1. Right-click the icon on the Office Shortcut Bar, and then click Properties to display the Properties dialog box for the specific shortcut whose appearance you want to change.
2. Click the Shortcut tab, and then click Change Icon.
3. Click the icon that you want to use or click Browse to select another icon, and then click OK.
4. Click OK to close the Properties dialog box.

To use Windows Explorer, follow these steps:

1. Start Windows Explorer.
2. Open the folder where you installed Office 97 for Windows, open the Shortcut Bar folder in the Office 97 for Windows folder, and then open the toolbar folder that contains the shortcut icon that you want to change.
3. Right-click the shortcut, and then click Properties.
   
   Note The dialog box that appears is the same dialog box that appears when you right-click the shortcut on the Office Shortcut Bar.
4. Click the Shortcut tab, and then click Change Icon.
5. Click the icon that you want to use or click Browse to select another icon, and then click OK.
6. Click OK to close the Properties dialog box.

Q6. How do I change the name of an icon on the Office Shortcut Bar in Office 97 for Windows?

A6. You can use one of the following methods to change the name of a shortcut on the Office Shortcut Bar in Office 97 for Windows:

• You can use the Customize dialog box.
• You can use Windows Explorer.

To use the Customize dialog box, follow these steps:

1. Right-click a blank area on the Office Shortcut Bar.
2. Click the Buttons tab.
3. In the Show these Files as Buttons list, click the shortcut, and then click Rename.
4. In the New Name box, type a name, and then click OK.
5. Click OK to close the Customize dialog box.

To use Windows Explorer, follow these steps:

1. Start Windows Explorer.
2. Open the folder where you installed Office 97 for Windows, open the Shortcut Bar folder in the Office 97 for Windows folder, and then open the toolbar folder that contains the shortcut icon that you want to change.
3. Click the shortcut, and then press F2.
4. Type a new name, and then press ENTER.

Q7. How do I remove the Office Shortcut Bar in Office 97 for Windows if I decide that I do not want to use it?

A7. To remove the Office Shortcut Bar in Office 97 for Windows, follow these steps:

1. Quit the Office Shortcut Bar. To do this, click the control box in the left uppermost corner of the Office Shortcut Bar, and then click Exit.
2. Click Start, point to Settings, click Control Panel, and then double-click Add/Remove Programs.
3. Click the Install/Uninstall tab.
4. Click Microsoft Office 97, Professional Edition or click Microsoft Office 97, Standard Edition, and then click Add/Remove.
5. In the Office 97 for Windows Setup program, click Add/Remove.
6. Click Office Tools, and then click Change Option.
   
   In the window that appears, the check box that is next to Microsoft Office Shortcut Bar is selected.
7. Click to clear the Microsoft Office Shortcut Bar check box, and then click OK.
8. Click Continue.

Usage questions about the Office Shortcut Bar in Office 97 for Windows

Q1. Can I add a non-Microsoft program or an MS-DOS®-based program to the Office Shortcut Bar in Office 97 for Windows?

A1. Yes, you can add any program including a non-Microsoft or MS-DOS-based program to the Office Shortcut Bar in Office 97 for Windows.

Q2. Do I have to quit the Office Shortcut Bar to reinstall, to add, or to remove Office 97 for Windows components?

A2. If you have to reinstall Office 97 for Windows, you must quit the Office Shortcut Bar before you run the Setup program in maintenance mode.

Troubleshooting the Office Shortcut Bar in Office 97 for Windows

Q1. What basic troubleshooting steps can I follow when I add a program to the Office Shortcut Bar in Office 97 for Windows and the button does not work?

A1. If you add a program to the Office Shortcut Bar in Office 97 for Windows, and the program does not start or you receive an error message, determine if the path of the program file is correct.

To do this, follow these steps:

1. Right-click the button that is causing the problem, and then click Properties.
2. In the Properties dialog box, click the Shortcut tab.
3. Determine if the path of the program file in the Target box is correct.

If the path is not correct, the program does not start and you may receive an error message when you click the shortcut on the Office Shortcut Bar. After you verify that the path of the program file is correct, determine if you can start the program by using the Start menu on the taskbar or by using another shortcut in Windows. By doing this, you can isolate if the problem is associated with the Office Shortcut Bar or with the individual program. The next step in troubleshooting problems with programs on the Office Shortcut Bar is to start Windows 95 in Safe mode or to start Microsoft Windows NT® in Standard VGA mode, and then try to start the Office 97 program by using the Office Shortcut Bar. (See the Windows 95 or the Windows NT documentation or resource kits for information about how to start the operating system in these diagnostic modes.) If you can now start the program that you were previously not able to start, the registry may be corrupted. If the program does not start, there may be other system problems or other program problems.

Q2. How can I tell if the shortcut on the Office Shortcut Bar in Office 97 for Windows is a shortcut or is an actual file?

A2. When you add a file to the Office Shortcut Bar in Office 97 for Windows, the file is added as a shortcut with one exception. When you create a toolbar for a folder that already exists, all the icons or the files that are in the folder are added as files and not as shortcuts to files on the Office Shortcut Bar. Therefore, deleting one of the files on the Office Shortcut Bar deletes the file from the hard disk.

Q3. What do I do if I change the icon for one of the shortcuts on the Office Shortcut Bar in Office 97 for Windows and the icon is not updated?

A3. If the icon does not change immediately, right-click a blank area on the Office Shortcut Bar, and then click Refresh Icons. This step updates the cache and forces the icon to change. If the icon does not change, follow these steps to delete the caching files for the Office Shortcut Bar:

1. Quit the Office Shortcut Bar.
2. Start Windows Explorer.
3. Open the folder where you installed Office 97 for Windows.
4. Open the Shortcut Bar folder in the Office 97 for Windows folder.
   
   The cache files (*.tmp) are stored in this location.
5. If there are no .tmp files in the folder, click View on the menu bar, and then click Options.
6. In the Options dialog box, click Show All Files , and then click OK.
7. Press F5 to update the view.
8. Delete the .tmp files, and then restart the Office Shortcut Bar.

The cache is now cleared and the shortcuts are updated with the new icons.

Customizing the Office Shortcut Bar in Office 97 for Windows

Q1. What are the relevant registry keys for the Office Shortcut Bar in Office 97 for Windows and what do they stand for?

A1. The following are the Office Shortcut Bar in Office 97 for Windows registry keys:

• HKEY_CURRENT_USER\Software\Microsoft\Office\8.0\Shortcut Bar
  This key holds the Toolbar Root subkey (installation location of the Office Shortcut Bar) and entries for all the Office 97 for Windows Shortcut Bar toolbars.
• HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office\8.0\Shortcut Bar
  This key also holds a copy of the Toolbar Root subkey and the Single Instance Application (SIA) entries for the Office 97 for Windows programs on the Office Shortcut Bar. You can use this key to click Microsoft Excel 97 for Windows, Microsoft Word 97 for Windows, Microsoft PowerPoint® 97 for Windows, or Microsoft Access 97 on the Office Shortcut Bar. If the program is already open, the Office Shortcut Bar moves the program to the foreground instead of starting another instance of the program.
• HKEY_USERS\User_Name\Software\Microsoft\Office\8.0\Shortcut Bar
  This key holds the Toolbar Root subkey and the entries for all the toolbars on the Office Shortcut Bar for each user on the computer.

Q2. How do I change the appearance of the generic folder icons on the Office Shortcut Bar in Office 97 for Windows for each toolbar?

A2. To change the appearance of the generic folder icons, edit the registry.
Warning If you use Registry Editor incorrectly, you may cause serious problems that may require you to reinstall your operating system. Microsoft cannot guarantee that you can solve problems that result from using Registry Editor incorrectly. Use Registry Editor at your own risk.

To edit the registry to change the folder icons, follow these steps:

1. Make a backup copy of the System.dat file and the User.dat file. To do this, see the Changing keys and values online Help topic in Registry Editor.
2. Click Start, click Run, type regedit, and then click OK.
3. Click Find on the Edit menu in Registry Editor.
4. In the Find dialog box, type face, and then click OK.

Note For each user on the computer, you must modify the appropriate registry key.

In the following diagram, the Desktop parameter represents the Desktop toolbar on the Office Shortcut Bar. Note that there is an entry for each toolbar on the Office Shortcut Bar.

The Face parameter is the generic folder icon entry for a particular toolbar. To change the folder icon, you must change this parameter.

The Shell32.dll file is the file that holds the folder icon for the Desktop toolbar. A comma separates the index number of the icon from the file name. In this example, you can replace the Shell32.dll file with another file as long as the new file has icons that are associated with it and has appropriate index numbers. You must know the index number of the icon before you edit the key or the icon may not be changed as expected.

The following diagram is an example of one of the registry keys for the Office Shortcut Bar.

Registry key data before modification: Path="[0]" Face="shell32.dll,19" Buttons=hex:00,80,80,00,00,00,07,00,01,00 OldBtns=hex:00,80,80,00,00,00,07,00,01,00

Registry key data after modification:In this example, the Face parameter was changed from Shell32.dll,19 to MsOffice.exe, 35. This modification changes the icon from the generic folder icon to an icon in the MsOffice.exe program file.