Use your keyboard to customize the Quick Access Toolbar. You learn how to add buttons to the Quick Access Toolbar for your favorite features and commands to quickly get around in any Office application without using a mouse. You'll also learn how to access the toolbar, change the order of the buttons, remove a button, and much more.

In this topic

What's the Quick Access Toolbar?

The Quick Access Toolbar is a collection of shortcuts to the features, options, commands, or option groups that you use frequently. By default, the toolbar is hidden below the ribbon in Office apps, but you can choose to show it and move it to display above the ribbon instead.

 

Show or hide the Quick Access Toolbar

  1. In any Office app, press the Alt key.

  2. Press Shift+Z+R to expand the Ribbon Display Options menu.

  3. Do one of the following

    • If the Quick Access Toolbar is hidden, press S to select Show Quick Access Toolbar.

      Keyboard command to show the Quick Access Toolbar

      The Quick Access Toolbar appears in the upper left corner of the app above the ribbon.

    • If the Quick Access Toolbar is visible, press H to hide it.

      Keyboard command to hide the Quick Access Toolbar

Use the buttons on the Quick Access Toolbar

To access and use the buttons on the Quick Access Toolbar while editing a document in any Office app, press the Alt key and then press the Key Tip number associated with the feature.

Keyboard command hints  

If you're using a screen reader and the Quick Access Toolbar is above the ribbon, press the Alt key. You hear "Ribbon tab," followed by the currently selected tab, for example, "Home tab." Then press the Up arrow key to move the screen reader focus to the Quick Access Toolbar. To move on the toolbar, use the Right arrow key.

If you're using a screen reader and the Quick Access Toolbar is below the ribbon, press the Alt key. You hear "Ribbon tab," followed by the currently selected tab, for example, "Home tab." Then press the Down arrow key until you hear "Quick access toolbar," followed by the first item on the toolbar. To move on the toolbar, use the Right arrow key.

Keyboard hints for Quack Access Toolbar below the ribbon

Add buttons to the Quick Access Toolbar

You can quickly add buttons for features that are already on the ribbon to the Quick Access Toolbar. If you can't find the feature you want on the ribbon, you can look for it in the feature list available in the app options. 

Add buttons for features from the ribbon

  1. In any Office app, press the Alt key. The focus moves to the ribbon.

  2. Navigate to the tab and then to the feature, option, command, or group of options that you want to add to the Quick Access Toolbar. For instructions on how to use the ribbon, refer to Use the keyboard to work with the ribbon.

  3. Once you're on the right feature, press Shift+F10 to open the context menu.

  4. To add the button to the toolbar, press A.

Add buttons for features that aren't on the ribbon

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press the Right arrow key until you reach the Customize Quick Access Toolbar button. To expand the menu, press Alt+Down arrow key.

  4. Press M. The Quick Access Toolbar tab in the app options opens.

  5. Press the Tab key once to move the focus to the Popular Commands list.

  6. Press the Down arrow key to expand the list.

  7. Use the Down arrow key to scroll down to the command group or tab that contains the feature you want to add, and press Enter to select the group or tab.

    Tip: The tabs are listed in the order they appear on the ribbon.

  8. To move to the list of features in the group or tab you selected, press the Tab key once.

  9. Use the Down arrow key to scroll through the features in the list.

  10. When you find the feature you want to add, press Alt+A. The feature is added to list of items on the toolbar.

  11. To add other features from the same group or tab, use the Up or Down arrow key until you reach the feature you want to add, and then press Alt+A.

  12. Once you're done adding features to the toolbar, press Enter to apply your changes.

  Word Options dialog box

Remove a button from the Quick Access Toolbar

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press the Right arrow key until you reach the button you want to remove.

  4. Press Shift+F10 to open the context menu.

  5. To remove the button from the toolbar, press R.

Change the order of the buttons on the Quick Access Toolbar 

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press Shift+F10 to open the context menu.

  4. To open the Quick Access Toolbar tab in the app options, press C.

  5. Press the Tab key until you reach the list of features currently on the Quick Access Toolbar.

  6. Press the Down arrow key until you reach the button you want to move.

  7. Press the Tab key until you reach the  The Move Up button in the Word for Windows options.  Move Up or  The Move Down button in the Word for Windows options.  Move Down button depending on where you want to move the button.

  8. To move the feature button, press Enter repeatedly until the button has moved to the position you want.

  9. To apply your changes, press the Tab key until you reach to OK button, and press Enter.

Group the buttons on the Quick Access Toolbar

To keep your buttons on the Quick Access Toolbar organized, you can add a separator to group the buttons.

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press Shift+F10 to open the context menu.

  4. To open the Quick Access Toolbar tab in the app options, press C.

  5. Press the Tab key until you reach the <Separator> option in the Popular Commands list and press Alt+A. The separator is added to list of buttons on the Quick Access Toolbar.

  6. If you need to change the position of the separator, press the Tab key until you reach the pane listing the buttons, then press the Up or Down arrow until you reach the separator. Then press the Tab key until you reach the   The Move Up button in the Word for Windows options.  Move Up or  The Move Down button in the Word for Windows options.  Move Down button depending on where you want to move the separator. Press Enter repeatedly until the separator has moved to the position you want.

  7. To apply your changes, press the Tab key until you reach the OK button, and press Enter.

Move the Quick Access Toolbar

You can place the Quick Access Toolbar either above the ribbon (the default location) or below the ribbon.

  1. In any Office app, press the Alt key.

  2. Do one of the following:

    1. If the toolbar is currently above the ribbon, press the Up arrow key once to move to the Quick Access Toolbar, then press the Right arrow key until you reach the Customize Quick Access Toolbar button in Word for Windows.  Customize Quick Access Toolbar button. To expand the menu, press Alt+Down arrow key.

    2. If the toolbar is currently below the ribbon, press the Down arrow key repeatedly until you reach the first item on the Quick Access Toolbar, then press the Right arrow key until you reach the Customize Quick Access Toolbar button in Word for Windows.  Customize Quick Access Toolbar button. To expand the menu, press Alt+Down arrow key.

  3. To move the toolbar, press S.

Reset the Quick Access Toolbar to the default settings

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press Shift+F10 to open the context menu.

  4. To open the Quick Access Toolbar tab in the app options, press C.

  5. Press Alt+E, use the Up or Down arrow key to select the Reset only Quick Access Toolbar option, and press Enter. If you're prompted to confirm resetting the toolbar, press Enter.

Export a customized Quick Access Toolbar

If you want to use the exact same Quick Access Toolbar and ribbon layout and selection of buttons on any computer, you can export your ribbon and Quick Access Toolbar customizations into a file. Save the file to a cloud location, and import it to another computer.

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press Shift+F10 to open the context menu.

  4. To open the Quick Access Toolbar tab in the app options, press C.

  5. Press Alt+P, use the Up or Down arrow key to select the Export all customizations option, and press Enter.

  6. The File Save dialog box opens. To change the default file name, type a new name. Navigate to the file location where you want to save the export file, and press Alt+S to save it.

Import a customized Quick Access Toolbar

If you want to keep Microsoft Office programs looking the same on any workstation, you can import customization files to replace the current layout of the ribbon and Quick Access Toolbar.

  1. In any Office app, press the Alt key.

  2. Press the Up arrow key once to move to the Quick Access Toolbar.

  3. Press Shift+F10 to open the context menu.

  4. To open the Quick Access Toolbar tab in the app options, press C.

  5. Press Alt+P, use the Up or Down arrow key to select the Import customization file option, and press Enter.

  6. The File Open dialog box opens. Navigate to the customization file you want to import, and press Alt+O to import your customizations. If you're prompted to confirm the import, press Enter.

See also

Use the keyboard to work with the ribbon

Keyboard shortcuts in Office

Keyboard shortcuts in Windows

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