The quick access toolbar is an extra toolbar in Office applications that you can customise to contain commands you use frequently. See here for details of how to add commands to the quick access toolbar. I previously discussed what I put in my quick access toolbar in Word in this post here.
Here is the commands I currently have in my quick access toolbar for Excel, and why I have them there.
- Print Preview and Print
These are pretty standard everyday commands that don’t need much explanation.
- Insert Comment
- Delete Comment
I don’t often comment in Excel documents very often any more – perhaps I ought to rethink having these here! If you don’t know about comments in Excel have a look at this post here.
- Duplicates macro
This is a macro of my own making. All it does is highlight duplicates – same as the conditional formatting that shows duplicates but it does it with one click. I tend to put a link in the quick access toolbar for macros I use in medium frequency. This contrasts with macros I use infrequently which I just put on the ribbon somewhere, or macros I use very frequently, for which I use a keyboard shortcut. I have one macro on the quick access toolbar which performs a set of steps in Endnote which convert a citation to a format for using in a sentence.
- Clear rules from the entire sheet
This is a quick way to clear conditional formatting from the whole worksheet. You can get to the same command through Conditional Formatting on the Home ribbon
- Document Location
Recently I talked about document addresses in this post and how I use them to keep track of where documents are. I use them so much that I have put the document location tool in my quick access toolbar so that I can quickly copy the full address of any spreadsheet I have currently open.
- Clear filters
- Re apply filters
Lately with the sort of work I am doing I use these two a lot. I often have spreadsheets where I am filtering data, sometimes on multiple columns. The clear filters command makes it quick to clear all the filters. The update filter is also useful when I am using a filter to hide rows I have dealt with. Often I will use the filter to show only the rows that are blank in a certain column. Then when I have entered something in the cell I re-apply the filter and it hides the row that’s done. I find this makes it easier to be systematic and also makes tedious work a bit less tedious because you can see your list getting smaller and smaller as you work and update the filter.
Saving your customisations
It’s a good idea to save your customisations so that you can import them again if you need to. Here is how.