Excel

How to Use the Quick Access Toolbar in Excel (Beginner’s Guide)

 

Do you often repeat the same tasks in Excel, like saving, undoing, or formatting cells? Instead of searching through the Ribbon every time, you can use the Quick Access Toolbar (QAT)—a small, customizable toolbar that gives you one-click access to your most-used commands.

By customizing the QAT, you’ll work faster and make Excel feel tailored to your needs.

Contents
  1. 🔍 What is the Quick Access Toolbar?
  2. ✅ How to Customize the Quick Access Toolbar
  3. ✅ Example: Adding Format Painter
  4. ✅ Example: Adding Macros
  5. ✅ Keyboard Shortcuts with QAT
  6. 🎯 Practical Uses of the Quick Access Toolbar
  7. 📝 Conclusion

🔍 What is the Quick Access Toolbar?

The Quick Access Toolbar is located at the very top of Excel, above or below the Ribbon. By default, it includes common commands like:

  • Save

  • Undo

  • Redo

But you can add almost any Excel command to it for instant access.

✅ How to Customize the Quick Access Toolbar

Step 1: Add a Command from the Ribbon

  1. Right-click on any command in the Ribbon.

  2. Select “Add to Quick Access Toolbar.”
    ✔️ The command will appear on the QAT.

Step 2: Use the Dropdown Menu

  1. Click the small dropdown arrow at the end of the QAT.

  2. Choose from common commands like New, Open, Print Preview, Quick Print.

  3. Or select “More Commands” to open advanced settings.

Step 3: Rearrange or Remove Commands

  • Go to File → Options → Quick Access Toolbar.

  • Use the arrows to reorder commands.

  • Select a command and click Remove if you don’t need it anymore.

✅ Example: Adding Format Painter

  1. Go to the Home tab.

  2. Right-click Format Painter.

  3. Choose Add to Quick Access Toolbar.
    ✔️ Now you can access Format Painter with one click, no matter which Ribbon tab is active.

✅ Example: Adding Macros

You can also assign a macro to the QAT for instant execution.

  1. Open the Quick Access Toolbar options.

  2. From the dropdown, choose Macros.

  3. Select your macro → Click Add → Assign an icon.
    ✔️ Now your macro is always available on the QAT.

✅ Keyboard Shortcuts with QAT

Each QAT command gets a number, and you can access it with the Alt key.

For example:

  • Alt + 1 → First QAT command (often Save).

  • Alt + 2 → Second QAT command (often Undo).

  • Alt + 3 → Third QAT command.

✔️ This makes QAT even faster than using the mouse.

🎯 Practical Uses of the Quick Access Toolbar

  1. Frequently used commands → Save, Undo, Redo, Print, Sort, Filter.

  2. Special commands → Format Painter, Freeze Panes, Insert Table.

  3. Macros → Run custom tasks instantly.

  4. Productivity setup → Combine with Alt + number shortcuts for maximum speed.

📝 Conclusion

The Quick Access Toolbar (QAT) in Excel is a simple but powerful customization tool. By adding your favorite commands and macros, you can save clicks, work faster, and create a personalized Excel experience.

👉 Try adding just 3–5 commands you use every day—you’ll notice an immediate productivity boost.

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