Introduction to Microsoft Excel User Interface

Microsoft entirely changed the user interface after the introduction of Office 2007, especially, in the Office 2013 and Office 2016 versions.

 

Ribbon & Ribbon Tabs

The ribbon in the MS Office is introduced with the release of MS Office 2007.

 

The new ribbon interface is entirely redesigned according to users requirement. If you are working on a smaller screen and you require more space on the screen. You can hide the ribbon. Double click the ribbon tab, for example “Home” tab, and repeating the same step will unhide the ribbon.

This can also be done through right mouse click. Just right click any of the tab on the ribbon and select “Collapse the Ribbon”, repeating the same step will unhide it back.

While in the hidden mode, click any tab to temporarily view the ribbon to select any shortcut on the ribbon.

KeyBoard Shortcut: Ctrl + F1

 

Title Bar

Just above the ribbon, you will find the name of the excel file, if file not saved, you will find “Book1”, “Book2” or “Book3”, depends upon the number of excel files you opened.

 

Quick Access Toolbar

At the left most of the title bar and the right of the Excel Logo, by default you will find three icons, Save, Undo and Redo.

 This is the only toolbar available in the latest Excel Version. You can also customize it as per your need. Just click on the down arrow at the right of the quick access toolbar, and select the available options from the list.

You need even more, select “More Commands…” from the list and select “All Commands”, you will find all options and shortcuts available in the Excel.

Just select it and click add button, when you have don selecting your choice of shortcuts, click “OK” and your Customized Quick Access Toolbar is ready to use.

 

Formula Bar & Name Box

Just below the ribbon we get “Formula Bar” and left of it there is a “Name Box”. 

Name box shows the address of the active cell, where “A” is the Column Letter whereas “1” is the Row Number of the Cell. The formula bar shows the Formula in the active cell. If the active cell does not contain any formula, then is shows the text / number if exist in the active cell.

Due to any reason your “Formula Bar” is not visible, then go to “View Tab” and check / click the “Formula Bar” if unchecked, you will get it back. 

KeyBoard Shortcut: Alt + w + vf

 

Worksheet Tab

An Excel file is also called Workbook and we can add as many worksheets as we can. In the Office 2013 or later version, by default there is only 1 worksheet available, but we can add more worksheets, just click on the “+” button, and you will see “Sheet2” and so on.

These arrow button is usable when number of sheets increased to such extent that the Horizontal Scroll bar covers it. If you have too many sheets that you needs to click arrow buttons too many times, then you can also right click the arrow buttons to get the list of Sheets, just select the desired sheet.

 

Status Bar

Just below the Sheet Tab, you will find the dark grey colored Status Bar.

At the very left “READY” is written, which means ready to do. When we click to edit any cell or Press “F2”, the status changes to “EDIT” and when we copy something it changes to “select destination and press enter or choose paste”.

 

When we select some ranges containing Numbers, the status bar show us some basic calculations like, Sum, Average, Count etc.

Status bar can also be used to change the view of the Excel Sheet.

There are 3 view options:

• ·      Normal View
• ·      Page Layout
• ·      Page Break Preview

The last feature of the Status bar is Zoom Control, just drag the toggle left or right and the Screen will zoom in and zoom out.

 

To get learn more, you can also watch our Youtube video.