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The Menu Bar and Its Menus

The menu bar extends across the top of the main screen and contains pull-down menus. There is only one menu bar at the top of the screen; don’t put menu bars in windows. The menu bar provides a consistent location where people can look for commands. Each application, including the Finder, has its own menu bar consisting of a few standard menus, application-specific menus, and menu extras.

The menu bar:

• Is always visible and available, except in circumstances such as during a slideshow (see discussion below)

• Always contains:

  • The Apple menu (provided by the operating system)

  • The Spotlight icon (provided by the operating system)

  • The application menu (titled with the application name or an appropriate abbreviation if space is limited)

  • A Window menu

• May contain the following menus, if they make sense in your application:

  • A File menu

  • An Edit menu

  • A Format menu

  • A View menu

  • A Help menu

  • Application-specific menus

• May contain menu bar extras determined by the user

The ordering of application-specific menus in the menu bar should reflect the natural hierarchy of objects in your application. Examine the user’s mental model of the tasks your application performs to help you determine what this natural hierarchy is (see “Reflect the User’s Mental Model” for more information on discovering the user’s mental model). For example, if your application helps users create computer animation, the application-specific menus might be Scenes, Characters, Backgrounds, and Projects. Because a user probably sees the project as a high-level entity that contains scenes, each of which contains backgrounds and characters, a natural ordering of these menus is Projects, Scenes, Backgrounds, and Characters.

In general, place the menus that display commands to handle higher-level, more universal objects toward the left of the menu bar and the menus that focus on the more specific entities toward the right.

If there is insufficient room to display all of an application’s menus, the menu bar status items are omitted. If there is still insufficient room to display all menus, the application’s menus may be omitted, starting with the rightmost menu.

If your application can display full-screen images (such as slideshows), you may allow users to hide the menu bar. If you implement this feature, provide a clearly visible way, such as a button, for the user to make the menu bar reappear. If there is no button visible, pressing the Escape key or moving the mouse to the top of the screen should display the menu bar.

A menu’s title is displayed undimmed even if all of the menu’s commands are unavailable (dimmed) at the same time. Users should always be able to view a menu’s contents, whether or not they are currently available.

The following sections discuss the individual menus in the menu bar. The sections are listed in the order that the menus should appear in the menu bar. With the exceptions of the Apple menu (provided by the system), the application menu, and the Window menu, all other menus are optional.

Within each section, a checkmark () next to a menu item indicates that unless your application cannot support the item’s action or attribute, the item is required. The unmarked commands are ones that are not appropriate for all applications, but if they are appropriate in yours, you should implement and label them as discussed.

If there is an appropriate keyboard shortcut for a menu item, it is listed. Except for those items with a checkmark next to them, you should implement keyboard shortcuts only for those commands that will be frequently used. Unnecessary use of keyboard shortcuts can make your application confusing. For more discussion on assigning keyboard shortcuts for pull-down menu items, see “Keyboard Shortcuts.”

In this section:

The Apple Menu
The Application Menu
The File Menu
The Edit Menu
The Format Menu
The View Menu
Application-Specific Menus
The Window Menu
The Help Menu
Menu Bar Extras

The Apple Menu

The Apple menu provides items that are available to users at all times, regardless of which application is active. The Apple menu’s contents are defined by the system and cannot be modified by users or developers.

The Application Menu

The application menu contains items that apply to the application as a whole rather than to a specific document or other window.

The Application Menu Title

To help users identify the active application, the application menu title is in boldface.

In order to fit within the allotted menu bar space, the application menu title should be one word, if possible, and a maximum of 16 characters. Don’t include the application version number in the name; version information belongs in the About window. If the application name is too long, provide a short name (16 characters or fewer) as part of the application package. The Hide, Quit, and About items should also use the short application name. If you don’t provide a short name, the application name is truncated from the end (and an ellipsis is added), if necessary.

The Application Menu Contents

About ApplicationName. Opens your application’s About window, which contains copyright information and version number. (For more information, see “About Windows.” If you’ve specified a short name (see “The Application Menu Title”), use it in the About menu item; use the full application name in the About window.

Preferences… (Command-,). Opens a preference window for your application. See Multiple User Environments for more information on handling preferences in a multiple-user environment.

In the application menu, put all commands that provide access to your application’s preference dialogs first, followed by application-specific items. Put a menu separator between the About command and the Preferences command. If your application provides document-specific preferences, make them available in the File menu (see “The File Menu”). Most document-specific preferences should have a unique name, such as Page Setup, rather than Preferences.

Services. The Services submenu provides a way for one application to offer its capabilities to another application. See Mac OS X Technology Overview for more information on services.

Hide ApplicationName (Command-H). Hides all of the windows of the currently running application and brings the most recently used application to the foreground. If necessary, use the short application title (see “The Application Menu Title”).

Hide Others (Command-Option-H). Hides the windows of all the other applications currently running.

Show All. Shows all windows of all currently running applications.

Quit ApplicationName (Command-Q). This last item in the application menu should be preceded by a separator. When a user chooses Quit and there are unsaved documents, present the necessary alerts (see “Dialogs for Saving, Closing, and Quitting”). If necessary, use the short application name (see “The Application Menu Title”).

You may include other application-specific menu items between the Preferences and Services menu items. Don’t include a Help menu item however, because this belongs in the Help menu (see “The Help Menu”).

The File Menu

In general, each command in the File menu should apply to a single file (most commonly, a user-created document).

Note that the Preferences and Quit commands, which apply to a whole application, are in the application menu. If your application provides document-specific preferences, make them available in the File menu, preferably right above printing commands. If an application is not document-based, you can rename the File menu to something more appropriate or eliminate it.

Several items in the File menu—Save As, Print, and Page Setup, for example—should open sheets. For more information, see “Sheets (Document-Modal Dialogs).”

Standard File menu commands include these:

New (Command-N). Opens a new document named “untitled” (or “untitled 2,” and so on, as appropriate). If your application requires documents to be named upon creation, you can display a Save dialog (see “Dialogs for Saving, Closing, and Quitting”). For more information about naming new document windows, see “Opening Windows.”

Open… (Command-O). Displays a dialog for choosing an existing document to open. Note that in the Finder, the Open command is not followed by an ellipsis character because the user performs navigation and document selection before selecting the Open command. For more information, see “The Open Dialog.”

Open Recent. The Open command can be followed by Open Recent so that people can open recently opened documents without using the Open dialog. The Open Recent submenu displays documents in the order in which they were opened, with the most recent item at the top. This optional command is most useful in office-productivity or other document-based applications. Note that the ability to open recent documents and applications is provided by the Apple menu in the Recent Items menu item.

If you choose to include the Open Recent command, be sure to display document names only; don’t display file paths. Users have their own ways of keeping track of which documents are which and file paths are inappropriate to display unless specifically requested by the user.

Close (Command-W). Closes the active window. When the user chooses this command and the active document has been changed since last saved, display the Save Changes alert (see “Dialogs for Saving, Closing, and Quitting”). When the user presses the Option key, Close changes to Close All. The keyboard shortcuts Command-W and Command-Option-W should implement the Close and Close All commands, respectively.

Close File (Command-Shift-W). In a file-based application that supports multiple views of the same file, you can include a Close File command below Close Window to close a file and all its associated windows. If possible, include the filename in the menu (for example, Close File “Book Report”).

Save (Command-S). Saves the active document, leaves the document open, and provides feedback indicating that the document is being (or has been) saved. If the document has not previously been saved, dim the Save command and make sure the Save As command is active instead. If an open document has been previously saved and the user has made no changes to it, the Save command is dimmed.

Save As… (Command-Shift-S). Displays the Save dialog (described in “Save Dialogs”), which allows the user to save a copy of the active document with a new user-defined name, a new location, or both. The newly saved document remains open and active and displays the new name (if the user has changed it). The previously saved version of the document retains its name, location, and format, and remains closed. If the document has not previously been saved, the Save command is dimmed and the Save As command is active.

Avoid providing multiple Save As File Format menu commands that each save the document in a different file format. Instead, use the Format pop-up menu in the Save dialog to present the user with a selection of file formats. For example, the Format pop-up menu in Safari's Save dialog allows the user to save the current content of the window as a web archive or a page source.

If your application needs to allow users to continue working on the active document, but save a copy of the document in a format your application doesn't handle, you can provide an Export As command.

Export As… Displays the Save dialog (described in “Save Dialogs”) to allow the user to save a copy of the active document in a format your application does not handle. As with the Save As command, the user is given the option to choose a new user-defined name, location, or both. Unlike the Save As command, however, it is the original document that should remain open so the user can continue working in the current format; the newly saved document should not automatically open. Provide this command if your application needs to allow a user to work with a document in one format and save a copy of that document in a format your application doesn't handle. Be sure to change the label of the document name text field of the Save dialog from "Save As:" to "Export As:".

Save All. Saves changes to all open documents.

Revert to Saved. Discards all changes made to the active document since the last time it was saved or opened. When the user chooses Revert to Saved, display an alert that warns the user about the potential data loss the operation will cause.

Print… (Command-P). Opens the standard Print dialog, which allows users to print to a printer, to send a fax, or to save as a PDF file. For more information, see “The Print Dialog.”

Page Setup… (Command-Shift-P). Opens a dialog for specifying printing parameters such as paper size and printing orientation. These parameters are saved with the document.

The Edit Menu

The Edit menu provides commands that allow people to change (edit) the contents of documents and other text containers, such as fields. It also provides the commands that allow people to share data, within and between applications, via the Clipboard.

The Clipboard stores whatever data is cut or copied from a document until the user replaces the contents by cutting or copying new data. The Clipboard is available to all applications, and its contents don’t change when the user switches from one application to another. The Clipboard provides excellent support for the exchange of different data types between applications. Your application should maintain formatting when it copies text to the Clipboard.

Your application’s Edit menu should provide the following commands. Even if your application doesn’t handle text editing within its documents, these commands should be available for use in dialogs and wherever users can edit text:

Undo (Command-Z). The Undo command reverses the effect of the user’s previous operation.

Support the Undo command for:

• Operations that change the contents of a document

• Operations that require a lot of effort to re-create

• Most menu items

• Most keyboard input

Operations that may not be undoable include:

• Selecting

• Scrolling

• Splitting a window

• Changing a window’s size or location

Add the name of the last operation to the Undo command. If the last operation was a menu command, add the command name. For example, if the user has just input some text, the command could read Undo Typing; if the user has chosen the Paste command, the Undo command should read Undo Paste. If the last operation can’t be reversed, change the command to Can’t Undo and display it dimmed to provide feedback about the current state.

If a user attempts to perform an operation that could have a detrimental effect on data and that can’t be undone, warn the user (see “Alerts”).

Redo (Command-Shift-Z). The Redo command reverses the effect of the last Undo command. Add the name of the last undone operation to the Redo command.

Cut (Command-X). Removes the selected data and stores it on the Clipboard, replacing the previous contents of the Clipboard.

Copy (Command-C). Makes a duplicate of the selected data, which is stored on the Clipboard.

Paste (Command-V). Inserts the Clipboard contents at the insertion point. The Clipboard contents remain unchanged, permitting the user to choose Paste multiple times.

Paste and Match Style (Command-Option-Shift-V). In text-editing applications, inserts the Clipboard contents at the insertion point and matches the style of the inserted text to the surrounding text. If your application provides several text-formatting commands, you might choose to group them in a Format menu instead of listing them in the Edit menu (see “The Format Menu”).

Delete. Removes selected data without storing the selection on the Clipboard. Choosing Delete is the equivalent of pressing the Delete key or the Clear key. Use Delete as the menu command, rather than Clear.

Select All (Command-A). Highlights every object in the document or window, or all characters in a text field.

Find… (Command-F). Opens an interface for finding items. This command could be in the File menu instead if the object of the search is files—for example, if the application is finding a file on the Internet. When appropriate, your application should also contain a Find/Replace command. “Find Windows” shows an example of a typical Find window for searching text.

If your application provides multiple find-related commands, you may want to include a Find submenu. A Find submenu commonly contains Find (Command-F), Find Next (Command-G), Find Previous (Command-Shift-G), Use Selection for Find (Command-E), and Jump to Selection (Command-J). If you include a Find submenu, the Find command is not followed by an ellipsis character.

Find Next (Command-G). Performs the last Find operation again. This item should be grouped with the Find command in either the File or Edit menu.

Spelling… (Command-:). In applications that support text-editing, performs a spell-check of the selected text and opens an interface in which users can correct the spelling, view suggested spellings, and find other misspelled words.

If your application provides multiple spelling-related commands, you may want to include a Spelling submenu. A Spelling submenu typically contains Check Spelling (Command-;) and Check Spelling as You Type commands. If you include a Spelling submenu, the Spelling command is not followed by an ellipsis character.

Speech. Displays a submenu containing the Start Speaking and Stop Speaking commands. If your application displays text, you can provide the Speech menu item to allow users to listen to the text spoken aloud by the system.

Special Characters… Displays the Special Characters window, which allows users to input characters from any character set supported by Mac OS X into text entry fields. This menu item is automatically inserted at the bottom of the Edit menu.

The Format Menu

If your application provides functions for formatting text, you can include a Format menu as a top-level menu or as a submenu of the Edit menu. It may be appropriate to group some items that are in the Format menu into submenus, such as Font, Text, or Style.

Show Fonts (Command-T). The first item in the Format menu should be Show Fonts, which displays the Fonts window.

Show Colors (Command-Shift-C). Displays the Colors window.

Bold (Command-B). Boldfaces the selected text or toggles boldfaced text on and off. If used as a toggle, indicate when it is on by having a checkmark next to the command in the menu.

Italic (Command-I). Italicizes the selected text or toggles italic text on and off. If used as a toggle, indicate when it is on by having a checkmark next to the command in the menu.

Underline (Command-U). Underlines the selected text or toggles underlined text on and off. If used as a toggle, indicate when it is on by having a checkmark next to the command in the menu.

Bigger (Command–Shift–equal sign). Causes the selected item to increase in size in defined increments.

Smaller (Command-hyphen). Causes the selected item to decrease in size in defined increments.

Copy Style (Command-Option-C). Copies the style—font, color, and size for text—of the selected item. It may be appropriate to put this item in a Style submenu along with related items.

Paste Style (Command-Option-V). Applies the style of one object to the selected object.

Align Left (Command-{). Left-aligns a selection.

Center (Command-|). Center-aligns a selection.

Justify. Evenly spaces a selection.

Align Right (Command-}). Right-aligns a selection.

Show Ruler. Displays a formatting ruler.

Copy Ruler (Command-Control-C). Copies formatting settings such as tabs and alignment for a selection to apply to a another selection and stores them on the Clipboard.

Paste Ruler (Command-Control-V). Applies formatting settings (that have been saved to the Clipboard) to the selected object.

The View Menu

The View menu provides commands that affect how users see a window’s content; it does not provide commands to select specific document windows to view or to manage a specific document window. Commands to organize, select, and manage windows are in the Window menu (described in “The Window Menu”).

For example, the View menu in the Finder contains commands for displaying windows in column, icon, or list mode. Commands for showing, hiding, and customizing a toolbar belong in the View menu. Create a View menu for these commands even if your application doesn’t need to have other commands in the View menu. Show/Hide Toolbar should appear right above Customize Toolbar.

Avoid using the View menu to display panels (such as tool palettes); use the Window menu instead.

Show/Hide Toolbar (Command-Option-T). Shows or hides a toolbar. The Show/Hide Toolbar command is provided so that people using full keyboard access can implement these functions with the keyboard. It should be a dynamic menu item that toggles based on the current visibility of the toolbar. If the toolbar is currently visible, the menu item says Hide Toolbar. If the toolbar is not visible, it says Show Toolbar.

Customize Toolbar… Opens a window that allows the user to customize which items are present. Figure 13-20 shows the result of choosing this command in the Finder.

Application-Specific Menus

You can add your own application-specific menus as appropriate. These menus should be between the View menu and the Window menu, as illustrated in Figure 13-21.

See “The Menu Bar and Its Menus” for more information about how to arrange application-specific menus in the menu bar.

The Window Menu

The Window menu contains commands for organizing and managing an application’s windows. The menu should list an application’s open document windows (including minimized windows) in the order in which they were opened, with the most recently opened document first. If a document contains unsaved changes, a bullet should appear next to its name.

Other than Minimize and Zoom (discussed below), the Window menu does not contain commands that affect the way a user views a window’s contents. The View menu (described in “The View Menu”) contains all commands that adjust how a user views a window’s contents.

Mac OS X does not automatically add panels to the list in the Window menu and you should not list individual panels in this menu. You can, however, add a command to the Window menu to show or hide panels in your application. (For more information about panels, see “Panels.”)

The Minimize and Zoom commands are in the Window menu so that people using full keyboard access can implement these functions with the keyboard. Even if your application consists of only one window, include a Window menu for the Minimize and Zoom commands.

Window menu items should appear in this order: Minimize, Zoom, separator, application-specific window commands, separator, Bring All to Front (optional), separator, list of open documents. Note that the Close command should appear in the File menu, below the Open command (see “The File Menu”).

Minimize (Command-M). Minimizes the active window to the Dock.

Minimize All (Command-Option-M). Minimizes all the windows of the active application to the Dock.

Zoom. Toggles between a predefined size appropriate to the window’s content and the window size the user has set. This command should not expand the window to the full screen size. See “Resizing and Zooming Windows.”

Bring All to Front. Brings forward all of an application’s open windows, maintaining their onscreen location, size, and layering order. This should happen whenever a user clicks the application icon in the Dock. See “Window Layering.”

You can make this command an Option-enabled toggle with Arrange in Front.

Arrange in Front. Brings forward all of the application’s windows in their current layering order and changes their location and size so they are neatly tiled.

The Help Menu

If your application provides onscreen help, the Help menu should be the rightmost menu of your application’s menus. If you have registered your help book (see Apple Help Programming Guide for information on how to do this), the system provides the Spotlight For Help search field as the first item in the menu. The item after the Spotlight For Help search field is the name of your application and the word “Help” (Mail Help, for example). This item should open Help Viewer to the first page of your help content. It’s good to have only one custom item in the Help menu, but if you do have more items, they should appear below the ApplicationName Help item. Additional items that are unrelated to help content, such as arbitrary website links, registration information, or release notes can be linked to within your help book instead of being separate items in your help menu.

Avoid using the Help menu as a table of contents for your help book. When they click the ApplicationName Help item in them menu, users can see the sections in your help book in the Help Viewer window. If you choose to provide additional links into your help content within the Help menu, be sure they are distinct. Figure 13-23 shows the iTunes Help menu.

ApplicationName Help (Command-?). Opens Help Viewer to your application’s help. For information about creating help content and integrating it with Help Viewer, see Apple Help Programming Guide.

Menu Bar Extras

Reserved for use by Apple, the right side of the menu bar may contain items that provide feedback on and access to certain hardware or network settings. Menu bar extras display some type of status in the menu bar and have a menu to change settings. The icon for the battery strength indicator, for example, dynamically displays the current state of the battery for a portable computer, and the menu has common battery settings. Users can display or hide a menu bar extra in the appropriate preferences pane.

If there is not enough room in the menu bar to display all menus, menu bar extras are removed automatically by Mac OS X to make room for application menus, which take precedence. Because of this, and because users can choose to hide menu bar extras, you should not rely on their presence.

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