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The Quick Access Toolbar (QAT) keeps selected commands available independently of the ribbon tab you are viewing. Add commands you regularly need while working across tabs, arrange the most-used ones first, and choose a location that suits your screen. Microsoft documents different setup paths for Windows and Mac, and some commands are not supported on Mac.
What the Quick Access Toolbar does
The QAT is a customizable set of commands that remains available as you move between ribbon tabs. Microsoft describes it as “independent of the currently displayed tab on the ribbon.” That makes it useful for commands you reach for in different parts of the ribbon; it does not guarantee a specific time saving or productivity gain.
The available controls and command lists depend on the Office app and platform. The steps below distinguish Windows desktop Office from the documented Mac flow for Word, Excel, and PowerPoint.
Add and arrange commands in Windows desktop Office
Add a command that is already on the ribbon
- Open the ribbon tab or group containing the command.
- Right-click the command and select Add to Quick Access Toolbar.
- Repeat for other commands you want to keep available.
This is the quickest route when you can already see the command. For Microsoft’s Windows instructions, see Customize the Quick Access Toolbar.
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Use the full customization list
- Select File > Options > Quick Access Toolbar.
- Choose a command from the available-command list and select Add to place it on the toolbar.
- Select a command in the customized-toolbar list and choose Remove to take it off.
- Use the move-up and move-down controls to change the order. Put commands you use most often near the beginning.
- When finished, confirm the changes in the Options dialog.
If a command is not visible on a ribbon tab, check the available-command selector, including All commands. Some commands may appear under a descriptive tooltip name as well as a legacy command name, so check the names and descriptions before deciding one is missing.
Show, hide, or move the toolbar in Windows
Use the QAT customization menu to show or hide the toolbar and to choose whether it appears above or below the ribbon. Microsoft identifies the title-bar position above the ribbon as the default. If you place the toolbar below the ribbon, you can also choose whether command labels appear. The labels take additional space, so the icon-only view may be preferable when screen space is limited.
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These placement and label options are documented for Windows desktop Office; do not assume the same controls or menu path are present in every app or on Mac. Microsoft’s instructions are at Customize the Quick Access Toolbar.
Customize the toolbar on a Mac
For Word, Excel, and PowerPoint for Mac, Microsoft documents a preference-based setup rather than the Windows File > Options path:
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- Open or create a document in the Office app.
- Open the app’s Preferences.
- Select Quick Access Toolbar.
- Choose commands and use the arrows to add or remove them.
Some commands are not supported on the QAT for Mac. If a command does not appear in the list, or is unavailable to add, it may not be supported in that app’s Mac version. Consult Microsoft’s Word for Mac Quick Access Toolbar instructions and check the preferences in your own Office app; menu paths and supported commands can vary.
Choose commands that fit your workflow
There is no universally best QAT. Build it around commands you repeatedly need while moving among ribbon tabs, rather than adding every available option.
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- Start with a short list of commands you often seek in different tabs.
- Add visible ribbon commands directly, or search the broader Windows command list when you cannot find one on the ribbon.
- Arrange the list so your most-used commands are easiest to reach.
- Remove entries that you rarely use; a toolbar crowded with choices is harder to scan.
- Try the arrangement during normal work, then adjust it if you still find yourself switching tabs to locate a command.
This is a practical way to organize the interface, not a measured productivity formula. Microsoft’s guidance explains how to add and reorder commands but does not prescribe a universal command set or quantify time saved.
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If the Windows QAT becomes difficult to manage, Microsoft’s customization instructions include a reset option in File > Options > Quick Access Toolbar. Review the reset choices in the dialog before applying one, since resetting can remove your custom arrangement. The documented reset path is on Microsoft’s Quick Access Toolbar support page.
Quick Recap
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Why a command may be missing
- It is not visible on the current ribbon tab: On Windows, open the full command list and inspect All commands; some commands are not shown on the ribbon.
- You are using Mac: Microsoft’s Mac guidance notes that some commands are unsupported for the toolbar. A Windows command list or right-click instruction may not apply.
- You are following instructions for another app or version: QAT options and command availability vary. Use the menus in the specific Office app and platform you are using.
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