Hello again and welcome back to our course on Access 2016.
In this section we’re going to look at the Quick Access Toolbar.
I pointed this out to you earlier on in the course.
Now we’re going to look at it in some detail.
If you’re familiar with the Quick Access Toolbar from a recent version of Access or
perhaps from a recent version of one of the other components of Office you can probably
skip this section.
At the moment if you look at my Quick Access Toolbar you can see just four controls on
it.
It has Save.
It has an Undo.
Note it says Can’t Undo.
The reason it says Can’t Undo is because there is nothing to undo at the moment.
And then it’s got a Redo and then it’s got the Touch/Mouse Mode button that we looked
at earlier on.
Now if I click on the dropdown on the right you’ll see that those are the four buttons
that are ticked in that list of about a dozen or so controls.
New, Open, Save, Email, etcetera.
And by default when Access 2016 is installed what you see is that list of controls and
some of them, normally these four, will be checked.
If I wanted to, for instance, see a Print Preview control in the Quick Access Toolbar
all I would need to do is to check it and then it would appear in my Quick Access Toolbar.
Now the idea of the Quick Access Toolbar is in the name really.
It gives you quick access to certain controls.
And unlike the Ribbon the controls that you have ticked and shown on the Quick Access
Toolbar are visible all the time.
Suppose I change between Ribbon tabs I can still see whatever is on the Quick Access
Toolbar.
People very often use the Quick Access Toolbar for controls that they’re using a lot.
Maybe doing a repetitive task or something that involves not having to keep finding something
on the Ribbon again.
And in fact one other consequence of this is that some people prefer to show the Quick
Access Toolbar below the Ribbon to make it very convenient for sort of heavy or repetitive
work.
And in fact if you click on that dropdown again the bottom option, Show Below the Ribbon,
will actually show the Quick Access Toolbar below the Ribbon.
And if you’re say working on a large volume of data or maybe on a complex redesign of
a form you can put the controls that you want to have available on the Quick Access Toolbar
and they’re all immediately to hand.
You don’t have to sort of reach across the Ribbon to find them.
Now let me put that back where it was and let’s look at what you can show on the Quick
Access Toolbar.
Well when it comes to showing things on the Quick Access Toolbar you can pretty much put
whatever you like on it.
If I go back up to the Quick Access Toolbar, Customize Quick Access Toolbar.
Two from the bottom it says More Commands.
And that takes me to the Quick Access Toolbar page of Access Options.
On the right you can see a list of the controls that are currently shown on the Quick Access
Toolbar.
But if I wanted to add some other commands to it it’s straightforward to do.
I choose one or more commands from the list on the left and literally add them to the
list on the right.
Now the list on the left initially shows popular commands.
So these are the sort of commands that I might most likely want to add to the Quick Access
Toolbar.
But if I click on that dropdown to the right of where it says Popular Commands another
option is All Commands.
Now there are a lot of commands in Access.
Hundreds and hundreds of them.
And let’s suppose I wanted a command on there to say turn text to bold.
There it is.
I could add that to the Quick Access Toolbar.
And what about another one?
What about Relationships?
Let’s add that one.
And noting that I can use these buttons over here on the right to move commands up and
down the list.
So let’s suppose that I wanted to put Relationships last.
That’s to the right on the list.
I’ll leave Bold where it is.
Click on OK.
You must close and reopen the current database for the specified option to take effect.
Let’s click on OK.
Let me close this database.
Let me open it again.
Now notice there’s my Bold button.
I can’t actually bold anything at the moment because I don’t have any text selected.
But there’s my Relationships button.
If I click on Relationships I get that dialog that we saw earlier on for Relationships.
So that’s how you customize the Quick Access Toolbar.
And if I wanted to remove those again I go back in More Commands, back into Access Options,
Quick Access Toolbar, and then if I select Bold I can click on Remove, select Relationships,
click on Remove, and that’s it.
So you really can adapt the Quick Access Toolbar to suit your requirements.
And you can adapt it in different ways for different databases of course.
That’s the end of this section.
I’ll see you in the next one.