How to Customize the Ribbon and Quick Access Toolbar in Office 2016 Pro

One of the best features of Microsoft Word 2016 Pro is its customization options. Whether you're a student, office worker, or power user, streamlining your workspace to fit your daily needs boosts efficiency and productivity. Two powerful tools for customization are the Ribbon and the Quick Access Toolbar. In this comprehensive guide, you'll learn how to personalize both, creating a user interface tailored to your workflow.

Introduction to Office Interface Customization

Microsoft Office 2016 Pro introduced several usability enhancements, and one of the most appreciated is the ability to personalize the interface. This goes beyond themes and color schemes-it allows you to adjust tool visibility, button arrangements, and shortcut availability in Microsoft Word 2016 Pro and other Office applications.

Why Customize the Ribbon and Quick Access Toolbar?

Benefits Include:

  • Faster access to frequently used commands

  • Decluttered interface with only what you need

  • Improved workflow for specific tasks (editing, formatting, reviewing)

  • Personalized user experience for increased comfort

These features are especially useful in collaborative or multi-user environments where different tasks require different sets of tools.

Getting Started with the Ribbon

The Ribbon is the strip of tabs and commands that spans the top of the Office application window. Each tab is divided into groups containing buttons, dropdowns, and tool icons.

Key tabs in Word 2016 Pro:

  • Home - Formatting, fonts, clipboard

  • Insert - Tables, pictures, charts

  • Design - Document themes, styles

  • Layout - Page settings and structure

  • Review - Spelling, track changes

  • View - Layout views, windows

Step-by-Step: Customizing the Ribbon

Step 1: Open Ribbon Customization

  • Right-click anywhere on the ribbon.

  • Select Customize the Ribbon from the context menu.

  • This opens the Word Options dialog.

Step 2: Add New Tabs or Groups

  • On the right panel, you'll see a list of all tabs.

  • Click New Tab to create a new custom tab.

  • You can also click New Group under existing tabs.

Step 3: Rename Tabs or Groups

  • Select the tab or group, then click Rename.

  • Give it a meaningful name like "Editing Tools" or "Review Shortcuts".

Step 4: Add Commands

  • On the left panel, choose commands from Popular Commands, All Commands, or specific categories.

  • Select the command and click Add >> to move it into the selected tab/group.

Step 5: Reorganize

  • Use the Up and Down arrows to arrange commands and tabs in your desired order.

Step 6: Save and Apply

  • Click OK to apply your changes and return to the Word interface.

Creating and Managing Custom Tabs

Creating a Dedicated Tab for Editing Tasks:

  1. Go to Customize the Ribbon.

  2. Click New Tab and rename it to "Editor Tools".

  3. Add commands like Track Changes, Comments, Find & Replace, Word Countetc.

  4. Organize them into logical groups like "Proofreading" and "Navigation".

You can add your own flair and organization to tabs, making Office feel like a custom-fit tool.

Modifying the Quick Access Toolbar (QAT)

Located above or below the ribbon, the Quick Access Toolbar is designed for your most-used commands.

How to Customize the QAT:

  1. Click the downward arrow at the end of the toolbar.

  2. Choose from pre-listed options like Save, Undo, Redoetc.

  3. For more options, click More Commands.

From Word Options:

  • Open Word Options > Quick Access Toolbar.

  • Select commands and add them to the QAT.

  • Arrange using the arrow buttons and click OK.

You can include virtually any command-whether or not it's on the ribbon.

Importing and Exporting Customizations

Perfect for system administrators or users with multiple devices.

Exporting:

  1. Go to File > Options > Customize Ribbon.

  2. Click Import/Export at the bottom right.

  3. Select Export all customizations and save the .exportedUI file.

Importing:

  • Select Import customization file, then load your .exportedUI file.

This saves time if you use multiple Office installations or need to replicate a setup.

Resetting Customizations

If you want to undo all changes:

  • Go to File > Options > Customize Ribbon.

  • Click Reset.

    • Choose Reset only selected Ribbon tab or Reset all customizations.

Use with caution-it deletes all your layout changes.

Tips for Power Users

  • Add MacrosInclude macro commands to run complex tasks with one click.

  • Keyboard shortcutsCustomize commands and add them to tabs with shortcut hints.

  • Third-party add-insIntegrate tools like Grammarly or Zotero directly into the Ribbon.

  • Task-Oriented TabsCreate tabs for specific tasks like "Mail Merge" or "Academic Writing".

Real-World Use Cases

Legal Professionals

Add tabs with tools for track changes, comments, document comparison, and legal templates.

Content Writers

Customize the Ribbon with formatting tools, synonyms, readability stats, and custom macros.

Educators

Create a Quick Access Toolbar with review tools, tables, symbols, and grading templates.

Project Managers

Add Gantt charts (via Excel linking), version control tools, and shared templates to the interface.

Conclusion

Customizing the Ribbon and Quick Access Toolbar in Microsoft Word 2016 Pro allows you to take full control of your productivity. From rearranging toolsets to importing personalized setups, this flexibility ensures your workspace aligns with your professional needs. Whether you're a casual user or a power editor, these customization options are invaluable for enhancing efficiency and usability.

FAQs

Q1: Can I add custom commands not visible in the default tabs?
 Yes, you can add any command available in Word, including macros and third-party add-ins.

Q2: Is it possible to share my custom Ribbon layout with colleagues?
 Absolutely. Use the Export feature to create a .exportedUI file and share it.

Q3: Will customization affect other users on the same PC?
 No, customizations are per user account and won't affect others.

Q4: Can I customize other Office apps the same way?
 Yes. Excel, PowerPoint, and Outlook 2016 support similar customization options.

Q5: What happens if I reset the ribbon by mistake?
 You'll lose all changes unless you previously exported your customizations. It's a good idea to back up regularly.

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