Using the Organizer to Manage Toolbars
You already know that Word allows you to extensively customize toolbars, or even to create your own toolbars. (The procedures to do these tasks have been covered in past issues of WordTips.) You may not know, however, that custom toolbars (the new ones you create) are stored in a document and can be stored with a template.
Developing custom toolbars can be particularly time-consuming. Fortunately, you can use the Organizer to copy toolbars from one document or template to another. You can also use it to delete or rename toolbars, although you may already know how to perform those tasks in other ways. To manage your toolbars, follow these steps:
- Start the Organizer.
- Make sure the Toolbars tab is selected. (See Figure 1.)
Figure 1. The Toolbars tab of the Organizer.
- Examine the left and right side of the Organizer. Each side can display user-defined toolbars in either a document or a template.
- Use the pull-down lists on either the left or right to indicate the template or document whose toolbars you want to manage.
- If you cannot locate the desired template or document using the pull-down lists, click on the Close button on one side to "free up" an area. Then click on the Open button to locate and open the desired template or document.
- Select the custom toolbar you want to copy, rename, or delete.
- Click on the Copy button to copy the toolbar to the other document or template. If the target file already has a toolbar with the name of the toolbar being copied, you are asked if you want to replace it.
- Click on the Rename button to change the name of the selected toolbar. The Organizer prompts you for a new name.
- Click on the Remove button to delete the toolbar. The Organizer asks you to confirm your action.
- Repeat steps 6 through 9 for each toolbar you want to affect.
- Click on Close when done.
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Comments for this tip:
csr 30 Jul 2012, 13:28
Is it possible to create a macro toolbar icon to click to get the dialogue box of the organiser to appear?
When trying this by simple recording of a macro to copy the shortcuts ALT+ etc which pop it up, when I then try to record the result it does not permit saving of the shortcut elements: i.e. because it is in a dialogue box of Organiser it will not allow the macro recorder to stop until the dialogue box is closed without finishing. The code then does not identify the shortcuts which presumably were recorded to that point
Any help? When added to the toolbar as an icon it would make it easy to explain to people how to use Organiser without having to explain how to open the dialogue box
Don 28 Jul 2012, 16:31
There are other ways to get to the Organizer, but I always use the same method. From the menu, choose Tools then Templates and Add-ins. Click the Organizer button at the bottom.
John Augustin 28 Jul 2012, 11:06
Pardon my ignorance but where is the "Organizer"?
csr 28 Jul 2012, 06:14
Yes, indeed. Everyone should learn how to use Organiser. Not only will it do the customised toolbars but also macros and, of course, styles. The graphic shows these tabs and the method is identical to storing customised toolbars.
Now, why would one wish to use Organiser? If developing documents which may be used by a firm for all personnel to use, the Organiser enables the storage of styles, marcros on the toolbars and the customised toolbars in the document. The macros and styles can be loaded in (as also can the toolbars) from one customised document stored as a template (.dot) file.
Result? Users of any document you have prepared will have those styles and toolbars and macros available in that document without having to know anything about how created or where from.
Problem? The only problem is with macros because Microsoft has a security setting in Tools/Options with the default position set to "High" preventing any macros from running unless signed certificates. Provided this is set to "Medium" and Users are aware that the document contains "approved" macros, when the document loads if they answer "Yes" to the dialogue as to whether to load the macros, all will be available to run
So ... all documents can have access to sophisticated macros on tool bars and styles enabling a user to edit the document.
If that document needs bookmarks, for example, a macro so stored will enable automatic collapsing or expanding of bookmarks based on up to 10 style level (bookmarks are helpful in long documents and can be converted into the same if converted to pdf. If creating a lot of documents e.g. for a Manual, other macros can go on a customised toolbar e.g. downarrow to get to the footer, smiley faces to uncover/hide invisible text, full screen views, a reviewer button (all of which may be available on the Menu bar but Users will not be likely to know or be willing to bother with them!
So ... the Organiser used in particular ways can standardise all sorts of documents and make toolbars easy for Users.