Customizing the Office 2010 Ribbon
ILTA U 2012 Courseware
Presented by Leah Matthews and Susan Horiuchi
PayneGroup, Inc.
August 27, 2012
I.
II.
Office 2010 Ribbon Design - The Good, the Bad, and the Ugly
A.
The Office 2010 Ribbon is terrific!
B.
How does Ribbon design go bad?
C.
Why first impression is important
ILTA U Hands On
A.
Today’s Agenda
B.
Logging In
Username: pcgILTA\ILTAUser2012
Password: iltauser2012
III.
Quick Access Toolbar (aka QAT)
A.
Customizing the QAT without disturbing the user's QAT
1.
What can live on the QAT?
a.
b.
c.
d.
2.
What cannot be placed on the QAT?
a.
b.
3.
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Command buttons (to launch Microsoft built-in commands)
Buttons (to launch macros)
Any Microsoft image
Separators
Custom icons or images
Any other commands, such as checkboxes, menus, or other
controls that are available on the Ribbon
Adding Microsoft images to the QAT
ILTA U 2012 - August 27, 2012
IV.
Customizing the Ribbon
A.
What can exist on the Ribbon?
1.
V.
VI.
Any type of Microsoft Ribbon command (Button, Button Group,
Checkbox, Combobox, Dropdown box, Edit box, Gallery, Group,
Label, Menu, Separator, Split Button, Tab, and Toggle button
B.
Adding a custom Tab
C.
Adding a Group to an existing Tab
Customizing the Backstage View
A.
Adding a custom Tab to the Backstage view
B.
Hiding a built-in Tab in the Backstage view
Things to Know Before Customizing the Firm’s QAT
A.
Use a Global Template
Saving the customizations in a global template will give the firm the advantage of
making future changes to the QAT, the firm Ribbon, and/or the Backstage view without
interrupting the user's personal QAT or Ribbon customizations.
1.
Global Template File Location
The global template will be saved in the default location:
C:\Users\<USERNAME>\AppData\Roaming\Microsoft\Word\Startup
The global template containing the firm customizations (stored in the startup folder) will
load when Word launches. The startup folder should be designated as a trusted
location.
NOTE:
The default startup location is
automatically designated as a trusted
location. To designate a different trusted
location, from the File tab, click Options.
Click the Trust Center tab, and then click
the Trust Center Settings button. Click
the Trusted Locations tab, and then click
the Add new location button. Browse or
type the new trusted location path.
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2.
File Type
The global template containing the firm's QAT customizations should be saved as a
macro-enabled template (*.dotm) to allow the inclusion of macros, if any. Even if the firm
does not currently have macros to include in the global template, it's a good idea to
save the file as macro-enabled in order to allow macros to be added at a later date
without necessitating renaming the file.
B.
Where the User’s Customizations are Stored
1.
User’s File Location
The user's personal QAT/Ribbon customizations are stored in an officeUI
file in the following location:
C:\Users\<USERNAME>\AppData\Local\Microsoft\Office
NOTE:
If the user customized the Word QAT, you
will see a Word.officeUI file in the above
file location. You will also see similarly
named files for Excel and PowerPoint.
Outlook has multiple .officeUI files for
each QAT that was customized.
C.
Icons
Customizing the icons on the QAT can be done through the main User Interface (UI),
but if the icons that the firm wants to use are not available through the UI, customization
of the XML will be required. You will do examples of both in Exercise 1.
Proceed to Module 1 – Customizing the QAT
(page 5)
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VII.
Customizing the Ribbon
The Ribbon is customized by adding a customUI folder and customUI14.xml file to the
document's structure. Customizations for both the Ribbon and the Backstage view are
stored within the customUI14.xml file.
Figure 1 – Location of the CustomUI XML file within the document structure
This file is separate from the customUI file containing the QAT modifications.
To modify the Ribbon within an alternate template, this must be done with XML in the
CustomUI file. You do not want to modify the user's officeUI file that is stored in the
profile.
There is a tool that does most of the heavy lifting required to add and modify the
CustomUI file without requiring the unzipping and rezipping of the file, as is customary
for the QAT. This tool is the CustomUI Editor for Microsoft Office and is available as a
free download. You will use this tool in Exercise 2.
Proceed to Module 2 – Customizing the Ribbon
(page 13)
VIII.
Customizing Backstage View
For this part of the session, we will customize the Backstage view within a PowerPoint
template. It might be helpful to display a Tab with the firm's standard PowerPoint
templates in the Backstage view, or perhaps hide the Tab containing Microsoft's built-in
templates, and replace it with a custom Tab showing only the firm's templates.
Proceed to Module 3 – Customizing the Backstage View
(page 19)
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Module 1 (informational only) – Customizing the QAT
In this exercise, we will add four buttons to the QAT in a global template. Three buttons
will run macros that have already been written and are stored in the global template.
One button will run a built-in Microsoft print command on which we will modify the icon.
Module 1: Lab 1 – Access Exercise Files
All exercise files for this session are located in the Dropbox/ILTA2012 folder. To
access the exercise files:
1.
Open Windows Explorer (right-click Start > Open Windows Explorer).
2.
In the Navigation pane, locate the Favorites section at the top.
3.
Select Dropbox, and then open the ILTA2012 folder.
Module 1: Lab 2 – Open the Global Template
1.
Right-click on the Global.dotm file and choose Open.
Figure 2 –To edit a template, always right-click then choose Open – doubleclicking creates a new document based on the template
NOTE:
Always make sure the template is not
read-only when editing.
2.
In this template, notice there are some commands that have already been
placed on the QAT – some are Microsoft commands and some commands
launch macros.
Module 1: Lab 3 – Add Commands to the QAT
1.
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Click the down-arrow at the end of the Quick Access Toolbar and choose
More Commands.
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2.
From the Customize Quick Access Toolbar drop-down list, choose For
Global.dotm. You will see the existing commands on the QAT.
Figure 3 – Make sure you choose the template that will contain the QAT
buttons. If you modify the wrong template, the customizations will be
added to your user customizations only.
3.
From the Choose commands from drop-down list, choose Macros.
(Hint: If you can't read the full names of the macros, resize the width of the
dialog box.)
Figure 4 – Macros can be added to the QAT
4.
Choose GlobalTemplate.CustomMacros.LaunchAward. Click Add.
5.
Choose GlobalTemplate.CustomMacros.oLaunchOther. Click Add.
6.
Choose GlobalTempalte.CustomMacros.TodaysDate. Click Add.
7.
From the Choose commands from drop-down list, choose Popular
Commands. Choose Print Preview and Print. Click Add.
8.
Select one of the macros you just added and notice that the Modify button
is active. The Modify button is not active for built-in commands, such as
the Print Preview and Print button.
NOTE:
The image for a built-in command can also
be modified to display an alternate
Microsoft image, if desired. It just cannot
be done in the main UI.
9.
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Choose the GlobalTemplate.CustomMacros.LaunchAward button that
you just added in step 6. Click Modify.
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10.
In the Display Name box, change the name to Launch Award. This will
be displayed in the tooltip text when the user hovers their mouse over the
button.
11.
Select the
symbol.
NOTE:
We will use this same symbol for all of the
macros. Although this is a temporary symbol,
this step will allow us to easily find and
assign new symbols later.
Figure 5 - Available Microsoft images to apply to a macro on Word's QAT
12.
Click OK.
13.
Choose the GlobalTemplate.CustomMacros.oLaunchOther button and
click Modify.
14.
In the Display Name box, change the name to Launch Other, select the
symbol, and then click OK.
15.
Choose the GlobalTempalte.CustomMacros.TodaysDate button and
click Modify.
16.
In the Display Name box, change the name to Today’s Date, select the
symbol, and then click OK.
17.
Click OK to close the Word Options dialog box.
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Module 1: Lab 4 (informational only) – Adding a Microsoft
Image to a Macro on the Word QAT
When adding built-in buttons to the QAT, you cannot choose which image is displayed.
Only the associated Microsoft image will be available. When adding a macro to the
QAT, however, you can choose from a variety of pre-defined Microsoft images. If you
want to use an image that is not in the list of available button images (as you learned in
the previous lab exercise), you can edit the XML of the customUI file. You can only use
Microsoft images on the QAT and not custom graphics.
NOTE:
Custom graphics can be used on Ribbon
buttons, but not on the QAT.
Module 1: Lab 5 – Identify Microsoft Images Available to Use
on the QAT
There are a few ways to identify the name of the image you want to use.
1.
In Word, click the down-arrow at the end of the Quick Access Toolbar and
choose More Commands.
2.
Hover over any command in the list of Microsoft commands. The name
displayed within the parentheses is the name of the command. For
example, the name of the Microsoft image for Ink Color is
"InkColorPicker."
.
Figure 6 - Hover over a command to display its Microsoft image name
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3.
Click OK to close the Word Options dialog box.
4.
From the ILTA2012 folder, open the Office2010IconsGallery.docx file.
Click the File tab and select either the ImageMso 0 or ImageMso 1 tab to
quickly view the image galleries in the Backstage view. We will not be
using one of these icons; however, if you were to use one of these icons,
you would note the exact Microsoft image name.
5.
Close this file. We will use another method.
6.
In the ILTA2012 folder, right-click on the
Office2007IconsGallery.xlsm file and choose
Open.
NOTE:
Both gallery icon files are
available from Microsoft.
7.
Click the Developer tab.
8.
In the Office Icons group, notice the nine available galleries.
9.
Choose a gallery. Hover over an icon to display the name. Locate and
then click on the icon you would like to use. The name of the image is
displayed.
Figure 7 – Choose an available icon from a gallery using the Microsoft
Excel workbook
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10.
Write down the name of the icon you want to use for the Today's Date
button on the QAT here: _____________________________. (We will
give you the names of the icons to use for the other buttons later.)
11.
You can keep this file open for another module.
CAUTION!
The following section is the most difficult
portion of this session and requires the
most precise steps. We must all follow the
steps together in order to assure success.
If you have not yet selected and written
down the name of an icon for your button,
everyone will be happy to wait for you.
Module 1: Lab 6 – Edit the XML Containing the Button Images
for the QAT
1.
From Windows Explorer, make a backup copy of the Global.dotm file in
case it accidentally becomes unusable. (Make sure Word is closed.)
2.
Rename the Global.dotm file extension from .dotm to .zip. Choose Yes
to change the file name extension. (The file should now be named
Global.zip.)
3.
Right-click the Global.zip file and choose Extract All. Click Extract (using
the suggested location).
4.
The extracted files will display automatically. Open the
userCustomization folder.
5.
Right-click the customUI.xml file,
choose Open With > Notepad. All
words in XML are case-sensitive.
However, spacing is generally
ignored.
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NOTE:
If you choose Open, the XML file will open
in your default browser and will not be
editable. Choose Open only if you want to
view the XML without editing it.
ILTAU 2012 - August 27, 2012
6.
Don't panic! The text within this file may seem foreign, but we will only be
making minor modifications. You won't be needing to write XML from
scratch in order to make changes to the QAT or the Ribbon.
7.
Microsoft images are designated with the tag "imageMso." Within the file,
locate the first imageMso that you want to change. (Hint: Choose Edit >
Find or press Ctrl+F to open the Find dialog box.) Find "CancelRequest."
(This is the name of the temporary icon
we used in a previous Lab.)
8.
Replace “CancelRequest” (the imageMso name) within the quotes to "A."
Note: All of the letters of the alphabet are available as standard Microsoft
images.
9.
Locate the next "CancelRequest" icon. Change the imageMso name to
"Z."
10.
Locate the next "CancelRequest" icon. Change the imageMso to the
name of the icon that you wrote down in Lab 5, Step 10 above. If you did
not write down an image name, use "DateAndTimeInsert."
11.
Locate the code for the PrintPreviewAndPrint button. Since this is a
Microsoft button and already has a standard image associated with it, the
XML does not display the name of the image. The entire text of the XML to
display the built-in Microsoft command is as follows:
12.
Before the visible attribute, type imageMso="PrintAreaMenu" and press
the Spacebar. The code should now look like this (although it may be
wrapped onto a second line):
NOTE:
XML is case sensitive, so the words must
use the precise capitalization.
13.
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In Notepad, from the File menu, choose Save. Exit Notepad.
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14.
Go back to Windows Explorer, and move up to the Global folder so that
all of the subfolders are displayed as shown in Figure 8.
Figure 8 – Extracted Global folders and files
15.
Select all of the files and folders within the Global folder. Right-click all of
the files and folders selected, and choose Send to > Compressed
(zipped) folder.
Figure 9 – Rezip all the files in the template
16.
A new ZIP file appears in the folder. Since the ZIP file name can vary, just
locate the ZIP file with the current date and time.
17.
Rename the ZIP file to Global.dotm. Confirm the message to change the
extension.
18.
Copy the new Global.dotm file back into the original folder (ILTA2012).
19.
Reopen the Global.dotm file (right-click > Open) in Word to verify your
changes. Try out the macros on the QAT! Keep the file open for the next
module.
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Module 2: Lab 1 – Customizing the Ribbon
1.
The Global.dotm file should already be open from the previous module
and Lab exercise. If it is not open, right-click the file and choose Open (or
select it from your recent file list in Word).
2.
Click the ILTA tab to view the customizations that have already been
created.
3.
The ILTA tab contains several groups: Custom Commands, Testing (we
will modify this blank group later), Macros, and Utilities.
4.
Notice the buttons on the Ribbon can be either large or small. In the
Custom Commands group, the first two large size buttons are for the
macros Today's Date and Pleading Date.
5.
Notice that a custom graphic can be used on Ribbon commands. For
example, the koala picture is displayed on the Today's Date button, and
other custom graphics are also displayed.
NOTE:
The macros for all of the commands on
the Ribbon are already included in the
Global.dotm template for you with the
exception of the Macros group.
6.
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Close the file without saving changes.
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Module 2: Lab 2 – Using the CustomUI Editor
1.
Launch the Custom UI Editor for Microsoft Office from the desktop.
2.
Click the Open icon and choose the Global.dotm file from the ILTA2012
folder.
3.
Keep the Custom UI Editor open for the next Lab.
NOTE:
If you were opening a template that did
not have existing Ribbon customizations,
you would insert the Office 2010
CustomUI Part from the Insert menu.
You could then insert Sample XML by
choosing one of the options shown in
Figure 10.
Figure 10 – Adding sample XML to a template
Module 2: Lab 3 – Understanding XML Structure
XML is a structured language that uses opening and closing tags, just like HTML. Each
opening tag must have a corresponding closing tag.
1.
PayneGroup, Inc.
Look at the XML in the right window. Notice the first tag is the customUI
tag. Scroll all the way down to the end of the file. Notice the closing tag for
the customUI. Closing tags begin with "</".
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2.
Scroll back up to the top of the file. Notice the opening tags for ribbon,
tabs, tab, group, and button. Each of these tags also has corresponding
closing tags. The closing tag does not need to be fully spelled out if it is
within the same paragraph. Instead, just "/>" is used.
3.
Keep the Custom UI Editor open for the next Lab.
Module 2: Lab 4 – Adding a Button to a Group
1.
Open the Office2007IconsGallery.xlsm file (ILTA2012 folder).
2.
Identify and write down three image icons you would like to use for the
next part of the exercise making sure to note the capitalization in use and
the exact spelling.

3.
Icon 1:

Icon 2:

Icon 3:
NOTE:
Some Microsoft icons contain
misspellings. You must reproduce
the misspellings in order for the
icons to display properly.
Switch back to the Custom UI Editor. Scroll down in the XML code window
until you see the green notation "EDIT THIS GROUP."
Figure 11 – This is where you will add buttons to the Ribbon
NOTE:
Any text in green is considered a comment. A
comment is information about the file but is
not used to display any features on the
Ribbon. To create a comment in XML, type
<!-- before a line of text and --> after the text.
The comment will be ignored by the compiler.
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4.
From the ILTA2012 folder, open the Add buttons to ribbon group.txt file
that contains sample code and copy all of the text.
5.
Go back to the XML code window and paste the text directly below the line
that reads: <!--ADD BUTTON RIGHT BELOW THIS LINE-->
NOTE:
When pasting text or typing in the UI Editor, you
will notice the screen jumps and your cursor
tends to move to the bottom of the window.
Figure 12 – Sample code can be used and edited
6.
Replace each of the imageMso icons with the icon names you wrote
down in step #2 in this Lab.
7.
Review the following attributes:
Attribute
button id
onAction
Screentip
Label
imageMso
Tag
Value
btnMacro1
oRibbonx
Click here to show a macro (or text
of your choice)
Macro1 (or text of your choice)
Your choice
Macro1
NOTE:
It’s not necessary to add the size attribute
if you want the button to be normal size
since that is the standard. If you want the
button to appear as a large button, you
can add the size attribute of "large."
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8.
Click the Validate button
well formed.
on the toolbar to make sure that the XML is
9.
Save the file and Exit the Custom UI Editor.
10.
Reopen the Global.dotm file from the ILTA2012 folder.
11.
On the ILTA tab, in the Testing group, notice the button image changes.
Figure 13 – Buttons displayed vertically
Module 2: Lab 5 – Adding Buttons to a Button Group and
Adding a Custom Picture
1.
Exit Word.
2.
Reopen the Custom UI Editor and open the Global.dotm template.
3.
Cut the three buttons and paste them within the button group as shown in
the next figure.
Figure 14 – Buttons in a Button Group will display from left to right, rather
than vertically on the Ribbon
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4.
Once again, check to make sure your XML is well formed by clicking the
Validate button.
5.
Before closing the file, we will make one more change. Scroll to the top of
the XML file. The button for the TodaysDate macro uses a custom image
called Koala. You can tell this is not a standard Microsoft image because
the button code uses the attribute "image" instead of "imageMso."
Figure 15 – Custom image assigned to a button
6.
On the left side of the screen, expand the customUI14.xml file by clicking
the + sign. Notice there are four custom images that have been added and
are available in this file.
Figure 16 – Custom images available for this template
NOTE:
Before a custom image can be applied to
a button, the image has to be added to the
file. The images do not have to be
distributed to the users because they are
stored within the template itself.
7.
Click the Insert Icons button
8.
In the Navigation pane, select the Libraries folder > Pictures > Samples
Pictures. Choose a picture and click Open.
9.
Notice the picture you chose is now listed as an available icon.
10.
Near the top of the XML file, locate the button id "btnPleadingDate."
Notice that an imageMso of ContentControlDate is in use for this macro.
11.
Change the attribute to image="Penguins" (or the name of the picture file
you selected).
12.
Validate the XML one more time.
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on the toolbar.
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13.
If the custom XML is well formed, Save the file and Exit the Custom UI
Editor.
14.
Open the Global.dotm file in Word to see your changes.
Module 3 (informational only) – Customizing the Backstage
View
Backstage view can be customized in various ways. Additional Tabs can be added,
existing Tabs can be hidden, and existing Tabs can be modified. We will first look at
where the available templates are located in Backstage view.
Module 3: Lab 1 – Viewing PowerPoint Templates
1.
Open PowerPoint.
2.
Click the File tab > New.
3.
Notice the available templates and themes as well as a selection of
Office.com templates.
Module 3: Lab 2 – Creating a PowerPoint Macro-Enabled
Presentation
1.
Click the File tab > Save As.
2.
From the Save as type drop-down, choose PowerPoint Macro-Enabled
Presentation (*.pptm). You could also choose PowerPoint MacroEnabled Template (*.potm).
3.
In the File name box, change the name of the presentation to
MyFileNewSample.
4.
Accept the default location (Documents folder); click Save.
5.
Exit PowerPoint.
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Module 3: Lab 3 – Adding Sample XML to Add a Tab to
Backstage View
1.
Launch the CustomUI Editor from the desktop.
2.
Choose File > Open. Navigate to the Documents folder and open
MyFileNewSample.pptm.
3.
Click Insert > Office 2010 Custom UI Part.
4.
Click Insert > Sample XML > Custom OutSpace.
5.
Examine the XML that is automatically created. Open and close
<backstage> tags are created. Within the <backstage> tags, you will
notice a <firstColumn> tag.
NOTE:
Each Tab within the Backstage view can
contain three columns.
6.
Save the project and Exit the Custom UI Editor. We will now check to see
how the sample XML changed the Backstage view in your PowerPoint
presentation.
7.
Launch PowerPoint. Click File > Recent > select MyFileNewSample
from the list of recent presentations.
8.
Click the File tab. In Backstage view, you will see a Custom tab that was
created by the XML.
NOTE:
This code does not actually do anything
yet. It is a sample only.
9.
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Close this template.
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Module 3: Lab 4 – Viewing a Customized Template
Next we will open a template that already contains a macro to launch a custom
template. In the next Lab, we will add a second button with a Microsoft image of your
choice.
1.
Click File > Open. Navigate to the ILTA2012 folder and open
FileNewSample.pptm.
2.
Click File > New. Notice the custom Firm Presentations section with a
button called “Daydreaming.” Click the button to launch the presentation.
Notice that the Backstage view automatically closes and a new
presentation is created based on the Daydreaming template.
3.
Close the new presentation without saving.
4.
Close the FileNewSample.pptm file and Exit PowerPoint.
Module 3: Lab 5 – Adding a Button to a Backstage View Tab
Next, you will further customize the XML to display a second button.
1.
Launch the CustomUI Editor.
2.
Navigate to and choose the FileNewSample.pptm file in the ILTA2012
folder. Click Open.
3.
Review the XML that has already been added.
4.
Notice the green text, which indicates a comment. This comment explains
that by setting the isDefinitive attribute to true, the Backstage view is
automatically closed when the user clicks the button.
5.
Notice the individual elements of the button:
Attribute
button id
Value(s)
FirmTemplateFromFileNew
style
large, normal
label
imageMso
Daydreaming
PhotoAlbumInsert
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Explanation
Unique identifier used to name a
button
These are the only two options for
button sizes
The text displayed on the button
Name of the Microsoft image to be
displayed on the bottom. Custom
images are also permitted in
Backstage view
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Attribute
onAction
Value(s)
CreateFirmPowerPointTemplate
tag
Daydreaming.pptx
6.
Explanation
Name of the macro that runs when
the button is clicked
Optional attribute. In this case, the
tag is used to tell the macro
(CreateFirmPowerPoint
Template) which template to create
Copy the entire button code (as shown in the figure below) and paste
directly below the existing button code. (Insert a blank line above
</layoutContainer> and paste in that location.)
NOTE:
If you click the Validate button on the
toolbar at this point, you will see that there
is a problem with the XML. The button id is
duplicated. Each button id must be unique.
We will change the button id as well as
several other attributes.
7.
8.
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Do the following changes:
(a)
Change button id to FirmTemplateFromFileNew2.
(b)
Change label to Legal.
(c)
Change imageMso to an image name of your choice. (Use the
methods you learned in previous modules to determine the image
you would like to use.)
(d)
Change tag to Legal.pptx.
The new code should now look something like this (with your imageMso
choice).
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9.
Validate the change. Save the file and Exit the Custom UI Editor.
10.
Launch PowerPoint. Open FileNewSample.pptm from the list of recent
presentations.
11.
Click File > New. Under Firm Presentations, try both buttons.
12.
Exit PowerPoint.
Module 3: Lab 6 – Hide a Built-in Tab in Backstage View
In this next section, you will hide the New tab and replace it with a custom New tab that
shows only the firm templates.
1.
Launch the CustomUI Editor and reopen FileNewSample.pptm located
in the ILTA2012 folder. Click Open.
2.
To hide the New tab, do the following:
Change the line of XML from:
to:
3.
Press Enter. Add the following line of XML directly below that line:
4.
Validate the changes. Save the file and Exit the Custom UI Editor.
5.
View your customizations in PowerPoint by reopening
FileNewSample.pptm. Click the File tab. Notice that the built-in New tab
has been replaced by a custom New tab showing only the firm templates.
NOTE:
If you did not complete Lab 6 or would like
to see another sample of a hidden built-in
Tab, open the FileNewSample – Custom
Tab.pttm file.
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