What is a Ribbon in Excel?
Excel has so many options and features and these all are grouped into tabs. The ribbon is like a strip consisting of these tabs placed above the worksheet area and below the title bar. The ribbon is designed to help you find the command easily from the set of tabs which helps to complete the task.
Excel Ribbon provides instant access to the Excel help system, which allows us to search for information easily. Additionally, the ribbon provides the descriptive text of each command that is available on tabs. This means, whenever you hover the mouse over the command, it will display the use of that command.
Tabs in the Ribbon:
Each tab in the ribbon contains a group of related commands. Below tabs appear on the ribbon.
Home:
The home tab consists of regularly used commands like cut, copy, and paste including the below groups. This group helps to perform clipboard operation, formatting and cell alignment.
- Clipboard
- Font
- Alignment
- Number
- Styles
- Cells
- Editing
Insert:
The insert tab helps to insert tables, charts, hyperlinks, text and symbols in a worksheet. The tab contains the below groups.
- Tables
- Illustrations
- Charts
- Sparklines
- Filter
- Links
- Text
- Symbols
Page layout:
The Page Layout tab helps to switch the themes, specify the page settings and arrange the objects. The tab contains the below groups.
- Themes
- Page Setup
- Scale to Fit
- Sheet Options
- arrange
Formulas:
The Formulas tab helps to insert and audit the functions and formulas easily. The tab contains the below groups.
- Function Library
- Defined Names
- Formula Auditing
- Calculation
Data: The Data tab helps to deal with data-related tasks such as sort and filter, data validation and importing the data. The tab contains the below groups.
- Get External Data
- Connections
- Sort & Filter
- Data Tools
- Outline
Review:
The Review tab helps in proofreading, translating the language and protecting the worksheet. The tab contains the below groups.
- Proofing
- Language
- Comments
- Changes
View:
The view tab helps to change the workbook views, change the zoom level and use the macros. The tab contains the below groups.
- Workbook Views
- Show
- Zoom
- Window
- Macros
Customize the Ribbon:
A ribbon contains the tabs with the groups of related commands but you can add, remove and re-order the commands as per your needs. You can hide the commands that you use less often. You can also hide/unhide the ribbon and also export/import the customized ribbon.
Hide/unhide the ribbon:
By default, Excel will show the ribbon with all tabs and commands. To hide the ribbon, click the arrow on the lower right corner of the ribbon. This will hide the ribbon commands. Whenever we click on a tab like home or insert, the commands will be displayed.
Using the ribbon display options near the top of the excel sheet we can get more control over the ribbon in Excel.
Click on the Ribbon Display Options icon beside the minimize button at the top right corner of your excel sheet.
From the menu options, click on Show Tabs and Commands to show the ribbon with all tabs and commands. This is the default view.
Click the Show Tabs option to show only tabs without commands. You can click on any tab to access the commands.
Click the Auto Hide option to hide all tabs and commands.
Shortcut: Use Ctrl + F1 to Hide/Unhide the commands in the ribbon.
Check other Excel keyboard shortcuts.
Add, Remove, Rename and Re-Order the Tabs, Groups and Commands:
Just click on any empty space on the ribbon to open the menu. Then click Customize the ribbon option. This will open Customize the Ribbon window.
Re-Order the Tabs:
If you want to change the order of the tabs and groups, just select the tab or group and use the up and down arrows to move the tab or group up and down. Once the tab/group reached the desired position, click ok.
Add a Tab, Group and Command:
Click the new tab option to create a new tab. You can see a new tab will be created under the main tabs. Under a new tab, a new group will also be created. Now select the commands from the left side choose commands from list and click on add. Selected commands will be added to the group.
Rename the Tab, Group and Command:
Now select the new tab and click on rename option. A pop-up box will be displayed. Give a new name and click ok to change the tab name.
Using the same way, you can change the newly added group and command names.
Remove a Tab, Group and Command:
Select the newly added tab, Group or Command and click on the remove option.
Hide a Tab:
Untick the check box next to the tab that you want to hide and click ok.
Things to remember:
- You cannot reduce the size of the ribbon, the size of the text or the command icons on the ribbon.
- You cannot add the commands to default groups. Commands can be added to only custom groups (newly added groups).
- Commands cannot be removed from default groups but you can delete the default groups from default tabs.
- Only the customs tab can remove but you cannot remove the default tabs. If you want you can hide the default tabs.
Reset The Ribbon Back To Default Settings:
If you want to remove the customizations you have made to Ribbon and restore the default settings click on reset and select reset all customizations. Now the default settings will be restored.
When you click the reset the customizations, you’ll lose all your prior ribbon and Quick Access toolbar customizations.
Import / Export Customizations:
You can Export and Import customizations you have done to Ribbon using the Export/Import option from Customize the Ribbon window.
Import customization file: Upload the customization file to replace the present customizations and settings on the Ribbon and Quick Access Toolbar.
Export all customizations: You can export all your customizations and settings on the Ribbon and Quick Access Toolbar to a file. Select a location and click on save.
When you import a ribbon customization file, you’ll lose all the prior customizations that you’ve made on the ribbon and the Quick access toolbar.