applied tips : march 2007

microsoft powerpoint : customizing toolbars

So you've found the perfect pair of pants. Great color, comfortable fit, affordable price. Only one problem: they're about five inches too long. So what do you do? Buy stilts? No, no. You get the pants tailored.

The same goes for PowerPoint's toolbars. Let's say the Formatting toolbar has everything you need, except for an Insert ClipArt button. This dilemma is extremely easy to fix; it just requires a bit of customizing, or tailoring.

Some things to think about

The purpose of any toolbar is to provide easy access to the commands you use most frequently. Each button on a toolbar allows you to quickly execute specified actions, without having to trudge through a maze of lengthy menus.

Sometimes, however, these built-in toolbars might contain too many, or not enough, of your most frequently used commands. If this is the case, you can modify PowerPoint's toolbars by adding or deleting buttons, and if that still isn't enough, you can even create your own customized toolbar.

Taking measurements

When you first start PowerPoint, the Standard, Formatting and Drawing toolbars appear by default. The combination of these three toolbars offers a variety of different commands, which isn't always a good thing. For some, the combination of these three toolbars offers too many commands, thus cluttering the screen. And for others, the commands are too few, causing you to rummage through menu after menu trying to find the command you're looking for.

Adding buttons

Select View > Toolbars > Customize from the menu. The Customize dialog box appears. Here you can select the toolbars you want to view or hide, add or remove buttons from existing toolbars, or even create your own customized toolbar.

Click the Commands tab. The Commands tab appears in front of the Customize dialog box. This is where you select the command(s) that you would like to appear as buttons on your toolbar. The commands are organized by categories, just like PowerPoint's menus.

Click any item in the Categories list, and the Commands list updates itself to display all of the available commands in the selected category.

In the Commands list, find the button that you want to add to your toolbar. Select it, and then drag it onto the desired toolbar.

Snip, snip, snip

Removing buttons from a toolbar is just as easy as adding them.

First, make sure that the Customize dialog box is displayed. If it is not, select View > Toolbars > Customize from the menu. Now you're ready to remove any unwanted or unnecessary buttons.

All you have to do now is drag the button off the toolbar. It's a snap! Or should you say, snip?

Starting from scratch

If adding or removing buttons isn't enough to satisfy your toolbar needs, why not create your very own? You can add all the buttons your little heart desires, and even give it its own name!

Start by selecting View > Toolbars > Customize from the menu. The Customize dialog box appears. Instead of clicking the Commands tab, click the Toolbars tab. Here you can see a list of all the available preset toolbars, with checkmarks next to those that are already displayed on your screen.

Click the New button on the right side of the dialog box. Enter a name for your new toolbar in the name box, and then click OK. Poof! A brand-new toolbar appears on your screen. Now it's time to add buttons to your new toolbar.

Adding buttons to a new toolbar is no different from adding buttons to a preset toolbar, so let's see if you remember how, without looking at the previous page. No peeking! Okay, you can peek if you really have to. Have fun with your newly tailored toolbars!

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