Save time every day by putting your most-used folders, files, and commands within reach. This short guide explains how File Explorer surfaces frequent folders and recent files so you can return to work without hunting through deep paths.
The Quick Access Toolbar can sit above or below the Ribbon, and you can move it via the drop-down or File > Options > Quick Access Toolbar > Toolbar Position. You can add commands to that toolbar to speed common actions, though button size is fixed to a single line layout.
Follow simple steps to show or hide items, pin folders, and set File Explorer to open to the Quick Access view so you shave seconds off each open. We also cover how to reset views and export your setup so your layout follows you to another PC.
Key Takeaways
- File Explorer shows frequent folders and recent files to save time.
- The Quick Access Toolbar holds commands and can move above or below the Ribbon.
- Pin folders and set the default open view to speed daily work.
- Button size is fixed and the toolbar runs on a single line.
- You can reset or export settings to restore or share your layout.
Why Quick Access in Windows saves time right now
File Explorer surfaces the folders and files you use most, so you spend fewer clicks getting back to work. The list updates as you move between locations, reflecting what matters now instead of a static shortcut list.
That dynamic behavior cuts search and navigation time. Open the file explorer to the view that shows recent items and you can continue where you left off in the same window.
Keeping common destinations near the top lowers the need to drill down deep folder trees. Pair pinned items with the live list and you get a tailored mix of staples and current files.
On shared or busy machines, this saves several minutes per session by removing repetitive browsing. The built-in menu and simple gestures let you choose what to show so the list stays useful and uncluttered.
For people who switch projects often, this means the right files and folders stay visible without manual rearrangement—less hunting, more doing.
Understanding Quick Access vs. Quick Access Toolbar
Two similar features do different jobs: one is a content hub that tracks what you open, and the other is a compact command strip you customize for one-click actions.
Quick Access in File Explorer: recent files and frequent folders
Quick access in File Explorer shows recently opened files and the folders you visit most. It updates automatically, so the list reflects current work rather than fixed shortcuts.
You can pin folders or libraries to keep them in view even if your usage changes. That makes the list stable for ongoing projects and still responsive to new activity.
Quick Access Toolbar in File Explorer and Office: command shortcuts
The quick access toolbar is a small toolbar for commands like Undo, Redo, Delete, and Rename. Move it above or below the Ribbon via the down-arrow menu or File > Options > Quick Access Toolbar.
In Office apps the access toolbar accepts only commands—list items or style values cannot become buttons. Use the toolbar to speed actions, while the content list helps you return to the right files and folders.
Open File Explorer to Quick Access and show it in the navigation pane
Set File Explorer to land on Home so your most-used folders and recent files appear each time you open a window. This change reduces clicks and puts your workflow up front.
Set File Explorer Home to show Quick Access in Windows 11
Open File Explorer, click the three dots, choose Options, and set the top dropdown to Home. If Home shows a Recommended area instead of your list, uncheck the “Display recommended” option so Quick Access content returns.
Show or hide Quick Access in the left navigation pane
Use Folder Options inside the same Options dialog to toggle visibility in the left navigation pane. Hiding the section produces a minimal sidebar; showing it lets you drag items to pin and rearrange entries quickly.
Setting Home as the default makes File Explorer open to the view you need. Reapply the Home option if settings drift, and use Options to refine other defaults so your navigation stays efficient.
Quick access tools Windows: pin, unpin, and manage your folders
Lock important folders into place so they sit above the dynamic list and stay ready for one-click opening. This keeps project roots and personal folders visible while recent items update below.
Pin folders or libraries to the Quick Access section
Open File Explorer, navigate to the folder, then use the Home tab’s Pin to Quick Access button. You can also right-click any folder or library and choose Pin to Quick Access.
Unpin folders and clean up the list
To remove a pinned item, open the Quick Access section, right-click the folder, and select Unpin from Quick Access. The list updates over time based on your usage.
Tips to manage your view:
– Pin libraries the same way to keep collections fixed.
– If the list feels crowded, remove quick entries you no longer use and rely on the auto-updated items for current work.
– Use small menu arrows and the Ribbon button options to tweak what shows without leaving File Explorer.
Customize the Quick Access Toolbar in File Explorer
Place the toolbar where it helps you most — above the Ribbon for quick visibility or below it to keep the top row clear. This small change makes common file commands easier to reach and reduces mouse travel when you open file windows.
Show the toolbar above or below the Ribbon
Click the tiny down-pointing arrow on the left of the bar and pick Show Below the Ribbon or Show Above the Ribbon.
You can also go to File > Options > Quick Access Toolbar and change the Toolbar Position from there.
Add useful buttons for faster work
Open the toolbar menu (the down arrow) and tick commands such as Undo, Redo, Delete, and Rename. These buttons turn multi-step edits into one click and speed common tasks.
Keep the bar concise. Too many icons dilute value. Aim for a few high-impact buttons and pair them with pinned folders in File Explorer for faster navigation and command execution.
Customize the Quick Access Toolbar in Microsoft Office apps
Turn repetitive clicks into one-tap actions by tailoring the quick access toolbar in Word, Excel, and PowerPoint. Start by right-clicking any command on the Ribbon and choose Add to Quick Access Toolbar for instant one-click access to favorites.
Need a command not shown on the Ribbon? Open File > Options > Quick Access Toolbar, click More Commands, then pick Commands Not in the Ribbon or All commands. Add items from the list, confirm, and they appear on the small command strip.
You can reorder buttons by right-clicking the access toolbar, selecting Customize Quick Access Toolbar, and using Move Up / Move Down. Show labels for clarity or hide them for a compact look. Move the toolbar above or below the toolbar ribbon in the same dialog to match your workflow.
Manage icons and backups: If a custom group shows a generic colored ball, pick an icon via Customize Ribbon > select group > Rename. Use Import/Export under Options to save or restore settings, but export first—importing replaces existing customizations. Remember: only commands can be added, not the contents of drop-down lists.
Reset, restore defaults, and fix when Quick Access goes missing
If the quick access area stops behaving, a reset usually clears bad entries and restores normal navigation. Start by clearing frequent folders and recent files so the list can rebuild from current activity.
Clear and reset frequent entries
Open File Explorer, go to File Explorer Options, and use the option to clear File Explorer history. This removes stale items and forces frequent folders and recent files to rebuild.
Restore defaults and the toolbar
Use the Options dialog’s Restore Defaults to reset view settings that might hide items. To revert the command strip, open the access toolbar customize window and choose Reset only Quick Access Toolbar.
Bring back Home on Windows 11
If Home shows Recommended instead of your list, open Options and uncheck “Display recommended” to show quick access again. Toggle visibility in Folder Options if the section is missing from the navigation pane. Reopen File Explorer to confirm the changes.
When troubleshooting, change one setting at a time, remove problematic pins, then re-pin fresh locations. Export your settings before big edits so you can return to a known-good default quickly.
Pro tips: export and import your Office Quick Access Toolbar and Ribbon
Exporting your ribbon and toolbar layout saves time when you move to a new machine or share a standard setup with a team. Do this once and reuse the same command structure across apps.
Export all customizations for reuse or sharing
Go to File > Options > Quick Access Toolbar. Choose Import/Export > Export all customizations to create a single customization file you can store with your profile.
Import customization files and what gets replaced
Use the same menu to Import customization file. Warning: importing replaces all current ribbon and toolbar settings. Export your existing layout first if you might want to roll back.
Before export, use Options to add/remove and reorder commands so the package reflects your best setup. Keep versioned exported files per project and include a short readme to record which tabs and commands changed.
Limits to know before you customize
Not every menu item can become a button—plan which commands will really speed your work.
What can and can’t be added to the toolbar
Only commands can be added to the quick access toolbar; most entries from a style or formatting list cannot become buttons. That means indent sizes, spacing values, and individual styles stay in their menus, not on the command strip.
Icon size, line limits, and custom group icons
Buttons are fixed-size with no in-app option to enlarge them. The only practical way to make icons look larger is to reduce screen resolution, which affects everything in the window.
The toolbar runs on a single line. Add too many commands and items hide rather than wrap to a second row. If a custom group shows a green or blue ball, go to Customize Ribbon > select the group > Rename to assign a clear icon.
Keep the bar focused: move seldom-used commands back to a Ribbon tab, use labels or good tooltips for clarity, and place the strip at the top of the window if you want quicker mouse targeting. Use Options to manage defaults and respect these limits so your layout stays tidy and reliable.
Quick wins: a step-by-step checklist to streamline your workflow today
Start this checklist by setting File Explorer to Home so your top folders and recent files show each time you open File Explorer.
Pin your five most-used folders: select a folder and choose Pin to Quick Access from the Home tab or right-click and pick the same option.
Clean old pins by right-clicking items and choosing Unpin. Move the quick access toolbar above the Ribbon via the down-pointing arrow for faster targeting.
Add three high-value buttons—Undo, Rename, Delete—using the toolbar menu so common file actions are one click away.
If Windows 11 shows Recommended on Home, open Options and uncheck Display recommended to restore the view. If things misbehave, reset quick access and then reopen File Explorer so the list rebuilds from current activity.
Follow these steps monthly to refine folders, buttons, and settings so your navigation saves time as projects change.
