How I Customized the Microsoft Word Toolbar to Boost My Productivity

What Is the Ribbon in Microsoft Word (And Why You Need to Customize It)

The ribbon in Microsoft Word is the long, tabbed bar at the top of your screen, filled with tabs like Home, Insert, and Design. Each tab contains groups of related commands—such as Font, Paragraph, and Styles—that help you create, edit, and format your documents.

While the Ribbon is designed for ease of use, its default setup may not cater to your specific needs. Fortunately, you can customize the Ribbon and prioritize your most-used commands, making your work faster and more efficient. This not only saves time but also helps you stay focused, letting you breeze through tasks with fewer interruptions.

As a content writer, I spend hours working in Microsoft Word, so even small improvements like customizing the interface can make a huge difference.

How to Customize the Ribbon Tabs and Groups

Microsoft Word’s default tabs provide a lot of tools, but you can create your own tabs and organize them. For example, if you use tables often, you could make a Tables tab with commands like Insert Table, Table Design, and Layout Options. This way, everything you need for tables is in one place, saving you time.

To customize the Ribbon, go to File > Options > Customize Ribbon, or just right-click on the Ribbon and select “Customize The Ribbon.”

Customizing the Ribbon: Adding, Moving, and Renaming Tabs and Groups

In the Customize Ribbon menu, you can easily add or remove tabs by checking or unchecking the boxes. You can also move tabs or groups around by dragging and dropping them, and even rename them to make their functions clearer, helping you quickly find what you need.

Creating Custom Groups in Custom Tabs

A group is a smaller section within a tab that holds similar commands together. To better organize your Ribbon, you can create custom groups within custom tabs, which lets you organize related commands into categories that suit your workflow.

For example, as a writer, I have a custom “Writing” tab with groups for Editing Tools, Formatting Options, and Final Proofing. Each group holds commands I use at different stages of my writing process.

To create a new custom tab, go to the Customize Ribbon list and click “New Tab.” If you want to add a group to an existing custom tab, select it and click “New Group.”

Alternatively, you can right-click on the custom tab and choose “Add New Group.” Then, simply drag and drop commands from the list on the left into your new group.

Adding Commands to the Ribbon

Once you’ve set up custom tabs or groups, the next step is to add the tools and commands you use the most. Sometimes, the default commands aren’t enough, and you might need a command that’s hidden deep in a menu. Adding these commands to the Ribbon can save you a lot of time.

You can quickly add a command by dragging and dropping it, but there’s also a more organized way. First, select the custom tab or group where you want the command. Then, from the “Choose Commands From” dropdown, pick commands from categories like “Popular Commands” or “All Commands.”

Once you’ve added a command, you can drag it to the exact position you want within the group.

Creating Groups in Existing Tabs

Sometimes, you don’t need a whole new tab—just better organization within an existing one. You can add custom groups to any tab, even the default ones. For example, I customized the Home tab by adding a “Quick Format” group that holds my most-used formatting tools in one spot.

To create a group in an existing tab, go to the Customize Ribbon menu, right-click on the tab, and select “New Group.” Then, you can start adding commands to your new group.

Reset the Ribbon to Default Settings

If your custom Ribbon setup isn’t working or is slowing you down, you can easily reset it to the default settings. At the bottom of the Customize Ribbon menu, click the “Reset” drop-down. You can either choose “Reset Only Selected Ribbon Tab” to reset one tab, or “Reset All Customizations” to revert everything back to the original layout.

Unlock powerful features with a genuine Office 2021 Professional Plus Key – get the best deal at the lowest price today!