Making Commands Available with a Specific Document

Making Commands Available with a Specific Document

In addition to customizing the global Quick Access Toolbar to make a set of buttons available for all documents, you can customize the Quick Access Toolbar for a specific document. For example, to work with a document that contains a complex table-based layout, you might want to increase your efficiency by providing one-click access to commands that allow you to turn the rulers and gridlines on or off without switching to the View tab.

See Also

For information about table-based layouts, see "Using a Table to Control Page Layout" in Chapter 5, "Presenting Information in Columns and Tables."

In this exercise, you will add a button to a document-specific Quick Access Toolbar. Then after testing the button, you will remove it from the toolbar.

USE the 03_Toolbar1 and 03_Toolbar2 documents. These practice files are located in the Chapter12 subfolder under SBS_Word2007.

OPEN the 03_Toolbar1 document.

At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then in the list, click More Commands.

Customize Quick Access Toolbar

The Word Options window opens, displaying the Customize page. A list of available commands appears on the left side of the page, and a list of the commands available from the global Quick Access Toolbar appears on the right.

Click the Customize Quick Access Toolbar arrow, and then in the list, click For 03_Toolbar1.


If the current document is read-only, the only option available in the list is For All Documents (Default). You cannot customize the Quick Access Toolbar for a read-only document.

The toolbar command list is now empty, ready for you to specify which commands should appear on this document-specific toolbar.

Click the Choose commands from arrow, and then in the list, click Review Tab.

The available commands list now contains all the commands that are available from the Review tab on the Ribbon, including several that are related to adding, editing, and deleting comments.

In the available commands list, click the second Comments command (the one with the arrow button to its right). Then click Add.

The Comments command appears in the toolbar commands list. The arrow button to the right of the command indicates that clicking this button on the Quick Access Toolbar will display a menu of options.

Click OK.

The Quick Access Toolbar now includes the Save, Undo, and Repeat buttons from the default toolbar and the Comments button from the custom toolbar. The custom toolbar appears within a separate box on the Quick Access Toolbar.

Open the 03_Toolbar2 document from the Chapter12 subfolder, notice that the custom toolbar is not available for this document, and then close it.

Scroll the 03_Toolbar1 document, and at the end of the paragraph below the numbered list, select thirsting for more.

On the Quick Access Toolbar, click the Comments button.


Although no arrow appears next to the button, a group of comment options appears.

In the Comments group, click New Comment, and in the comment balloon, type Paolini now says he is "finally making good headway" on the third book. Then click anywhere in the text of the document (not the balloon).

Click the Customize Quick Access Toolbar button, and then click More Commands.

On the Customize page of the Word Options window, click For 03_Toolbar1 in the Customize Quick Access Toolbar list to display the list of buttons on the custom toolbar. Then click Reset.

In the Reset Customizations message box, click Yes to return the document-specific toolbar to its default contents (empty). Then click OK.

Now only the buttons assigned to the default Quick Access Toolbar are visible.

CLOSE the 03_Toolbar1 document without saving your changes.


If you send a document for which you have created a custom toolbar to someone else, or if you make the document available for collaborative development in a document workspace, the custom toolbar is available to anyone who opens the document in Word 2007.

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