Customize Quick Access Toolbar in Excel: Windows & Mac

This guide shows you how to add, remove, and rearrange the Quick Access Toolbar (QAT) in Excel on both Windows and Mac. You’ll learn to put your most-used commands one click away, saving time on repetitive tasks. No special setup is needed—just a working copy of Excel.

What You’ll Need

• Microsoft Excel installed on Windows or macOS (any recent version, including Microsoft 365, 2021, 2019, or 2016).
• A workbook open (any blank or existing file works).
• For Mac users: a keyboard or trackpad/mouse to access the menu bar.

Step-by-Step

Windows

1. Locate the Quick Access Toolbar. It’s the small toolbar at the very top-left of the Excel window, above or below the ribbon. By default it shows Save, Undo, and Redo.
2. Add a command from the ribbon. Right-click any button on the ribbon (for example, the “Bold” button in the Home tab). From the context menu, choose Add to Quick Access Toolbar. The button appears immediately in the QAT.
3. Add a command not on the ribbon. Click the small drop-down arrow at the far right of the QAT (it looks like a down arrow with a line over it). Select More Commands…. This opens the Excel Options dialog with the Quick Access Toolbar page.
4. Choose commands from. In the dialog, use the “Choose commands from” drop-down to filter commands. Options include “Popular Commands”, “All Commands”, “Commands Not in the Ribbon”, and tab-specific lists. For example, select “All Commands” to see everything.
5. Add commands. In the left list, click a command (e.g., “Paste Special”, “AutoSum”, or “Print Preview”). Click the Add >> button in the middle. The command moves to the right-side list.
6. Remove commands. In the right-side list, select a command and click Remove.
7. Reorder commands. With a command selected in the right list, use the up and down arrow buttons on the far right to move it up or down. The order determines how the buttons appear in the toolbar.
8. Customize for all documents or just one. At the top-right of the dialog, there’s a drop-down labeled “Customize Quick Access Toolbar”. Choose “For all documents (default)” to apply changes to every workbook, or pick the current workbook’s name to apply only to that file.
9. Apply and close. Click OK to save your changes. The QAT updates immediately.

Mac

1. Locate the Quick Access Toolbar. On Mac, the QAT is in the title bar of the Excel window, at the top-right corner (next to the window controls). By default it shows Save, Undo, and Redo.
2. Add a command from the ribbon. Right-click (or Control-click) any ribbon button. Choose Add to Quick Access Toolbar from the context menu.
3. Add a command not on the ribbon. Click the drop-down arrow at the far right of the QAT (the same arrow used for more commands). Select More Commands…. This opens the Excel Preferences dialog with the Quick Access Toolbar pane.
4. Choose commands from. Use the “Choose commands from” drop-down to filter. You can pick “All Commands”, “Popular Commands”, or specific tabs.
5. Add and remove commands. In the left list, select a command and click the Add button (a right-pointing arrow). To remove, select a command in the right list and click Remove (left-pointing arrow).
6. Reorder commands. In the right list, select a command and use the up/down arrows to change its position.
7. Apply to all workbooks or current one. At the bottom-left, there’s a drop-down labeled “Customize Quick Access Toolbar”. Choose “For all documents” or the current workbook’s name.
8. Save changes. Click Save or OK (depending on your Excel version) to apply.

Common Mistakes

• Adding too many commands. The QAT becomes cluttered and less efficient. Stick to 5–10 commands you use daily.
• Using “All Commands” without knowing what they do. Some commands have cryptic names. Hover over a command in the dialog to see a tooltip description.
• Forgetting to choose “For all documents”. If you customize only for the current workbook, the changes won’t appear in new files. Check the drop-down setting.
• On Mac, expecting the same dialog as Windows. The Mac version uses a different preferences window, but the functionality is the same.
• Not using separators. You can add a separator (a vertical line) to group commands. In the dialog, select “<Separator>” from the command list and add it.

Tips

• Use keyboard shortcuts. After adding a command, you can press Alt (Windows) to see number badges on the QAT buttons. Press the number to activate that command. On Mac, use Cmd + number (if enabled in System Preferences).
• Place the QAT below the ribbon. On Windows, click the drop-down arrow and choose “Show Below the Ribbon” if you prefer it closer to your work area. On Mac, this option is not available—the QAT stays in the title bar.
• Export your customization. On Windows, you can import/export the QAT settings via the same dialog (the import/export button is at the bottom right). This is handy for moving settings to another computer.
• Add commands you use with the mouse frequently. For example, “Paste Values” (under Paste Special) is a popular addition for data work.
• Use the search box in the dialog. In the “Choose commands from” list, you can type a keyword to filter commands quickly.

Troubleshooting

• Changes don’t stick after restarting Excel. Make sure you clicked OK/Save before closing the dialog. If you customized for a specific workbook, that workbook must be open for the changes to appear.
• Can’t find a command. It might be under “All Commands” or “Commands Not in the Ribbon”. Use the search box in the dialog.
• The QAT is missing entirely. On Windows, right-click the ribbon and check “Show Quick Access Toolbar”. On Mac, go to View menu and see if “Quick Access Toolbar” is checked (if not, check it).
• Right-clicking a ribbon button doesn’t show “Add to Quick Access Toolbar”. Some commands (like those in File > Options) cannot be added this way. Use the More Commands dialog instead.
• Mac: Can’t drag commands. On Mac, you cannot drag commands directly onto the QAT like in some other apps. You must use the More Commands dialog.
• Reset to default. In the More Commands dialog, click the “Reset” button (Windows) or “Restore Defaults” (Mac) to revert to the original Save/Undo/Redo set.

Frequently Asked Questions

Can I add a macro button to the Quick Access Toolbar?

Yes. In the More Commands dialog, choose “Macros” from the “Choose commands from” drop-down. Select your macro and add it. It will appear as a button that runs the macro when clicked.

Why is my QAT grayed out?

The QAT might be disabled if you’re in a protected view or editing a file that doesn’t allow customization (like a PDF or a shared workbook). Try saving the file to your local drive and reopening it.

Can I move the Quick Access Toolbar to the bottom on Mac?

No, the Mac version does not support placing the QAT below the ribbon. It’s always in the title bar. This is a known limitation.

How do I remove a command I added by mistake?

Right-click the button on the QAT and choose “Remove from Quick Access Toolbar”. Or open the More Commands dialog, select the command in the right list, and click Remove.

Will my QAT customization apply to Excel on another computer?

Only if you export the settings (Windows) and import them on the other machine. On Mac, there’s no built-in export, but you can manually replicate the settings.

Does the QAT work the same in Excel Online?

No, Excel Online (in a web browser) does not support customizing the Quick Access Toolbar. You can only use the default buttons. This guide applies to the desktop versions.

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