4 essential tips for managing Excel Ribbon
IT Tricks

4 essential tips for managing Excel Ribbon


Ribbon in Microsoft Excel has been introduced since Excel 2007. The ability to customize the Ribbon started to appear in Office 2010.

You can hide and show the ribbon, add commands to tabs on the ribbon, and even create your own tabs. Let’s find out through the following article!

How to manage Excel Ribbon effectively?

  • What is the Excel ribbon?
  • 1. How to hide and show the ribbon in Excel

    • Hide the Excel Ribbon
    • Display the Excel Ribbon
    • Automatically hide the Ribbon
  • 2. What to do if the Excel Ribbon disappears?
  • 3. Customize the Excel Ribbon

    • Add a new group to a tab on the Ribbon
    • Add a command to the new group
    • Add your own custom tabs
    • Rearrange tabs, groups, and commands
    • Hide tabs on the Excel Ribbon
    • Rename items on the Ribbon
    • Use icons instead of text on the ribbon
  • 4. Reset customizations in Excel

What is the Excel ribbon?

The Excel ribbon is a strip of icons above the spreadsheet area that looks like a complicated toolbar, replacing menus and toolbars in earlier versions of Excel 2003.

Above the ribbon are tabs, like Home, Insert and Page Layout. Clicking on a tab activates the tab’s toolbar. Each group contains icons, representing different commands. For example, when Excel opens, tab Home will show common commands grouped by function, like tools Clipboard and format Font.

Font

Some buttons open up a menu with additional options. For example, the lower part of the button Paste in the group Clipboard, will open a menu with additional paste options.

Paste

Each group has a button in the lower right corner that opens a dialog containing additional options related to that group. For example, the dialog button on the Font group opens the dialog box Font Settings.

Font Settings

1. How to hide and show the ribbon in Excel

Users can hide and show the Excel ribbon (also known as collapsed ribbon) to maximize the space available for the workbook. This is especially useful if you have a laptop with a small screen.

Hide the Excel Ribbon

To hide the ribbon, click the up arrow button in the lower right corner of the ribbon.

You can also double-click one of the tabs on the ribbon or click Ctrl + F1 to hide the ribbon.

Ctrl+F1

Another way to collapse or hide the ribbon is to right-click on the ribbon and select Collapse the Ribbon. Place a check mark next to the option Collapse the Ribbon to collapse the ribbon when you’re not using it.

Collapse the Ribbon

When the ribbon is hidden, only tabs are visible. Click a tab to temporarily show the ribbon. When you click a button or command on a tab, the ribbon is hidden again.

Hide the Ribbon

Display the Excel Ribbon

To permanently show the ribbon again, double-click a tab or press the Excel keyboard shortcut Ctrl + F1 Again.

You can also click a tab to temporarily show the ribbon. Then, click the pin icon in the lower right corner of the ribbon.

Another way to permanently show the ribbon is to right-click on the tab bar and click Collapse the Ribbon again to deselect this option.

Displays the ribbon

Automatically hide the Ribbon

If you have limited screen space, you can automatically hide the entire ribbon, including the tabs.

To automatically hide the ribbon and tabs, click the button Ribbon Display Options in the upper right corner of the Excel window and select Auto-hide Ribbon.

Option Show Tab hides the ribbons but shows tabs.

To show tabs and ribbons again, select Show Tabs and Commands.

Automatically hide

To show the ribbon when it’s automatically hidden, move your mouse to the top of the Excel window until you see a green bar and click on it.

Green bar

The ribbon will appear on the worksheet. Click a tab and then click a command. The ribbon will automatically hide. To permanently display the ribbon and tabs, select Show Tabs and Commands from the button Ribbon Display Options.

Show forever

2. What to do if the Excel Ribbon disappears?

If your Excel ribbon disappears, chances are it’s just temporarily hidden. The ribbon can be unhidden in Excel as described in the section Display the Excel Ribbon above if you just see the name of the tab appear.

If the workbook takes up the entire screen and you don’t see the ribbon or the tabs, then the ribbon is in mode Auto-hide (Auto hide). See section Automatically hide the ribbon above to learn how to get back the ribbon.

3. Customize the Excel Ribbon

Microsoft added the ability to customize the ribbon in Excel 2010. You can do things like:

  • Rename and rearrange tabs and groups across tabs
  • Hide tabs
  • Add and delete groups on existing tabs
  • Add custom tabs and groups that contain commands you want easy access to

But you can change the default commands, like change their name or icon, completely remove or change the order of default commands.

To customize the ribbon, right-click on the ribbon and select Customize the Ribbon. You can also go to File > Options > Customize Ribbon.

Custom

Add a new group to a tab on the Ribbon

All commands on the ribbon must be in a group. To add commands to an existing built-in tab, you must first create a new group on that tab.

You can also add commands to groups on your own custom tab, and how to do it will be in later.

On the screen Customize the Ribbon in the dialog box Excel Options, choose Commands Not in the Ribbon from the drop-down list Choose commands. You may want some of the commands in this list to be available on the ribbon.

Add a new group

Guaranteed Main Tabs selected in the drop-down list Customize the Ribbon on the right.

To add commands to an existing tab, you must first create a new group on that tab. You can add commands to the above existing groups Main Tabs. For example, we will add a command to the tab Home. So choose tab Home in the list on the right and then click New Group below the list.

New Group

The new group is added at the bottom of the list of groups on the tab Home with the default name New Group. From Custom is added to the end of the new group names to help you keep track of your custom groups created. But from Custom does not show up on the tab.

To rename the new group, select it and click Rename.

Enter a name for the new group in the box Display name on the dialog box Rename.

Rename

When the Excel window is too narrow to show the names of the groups on the ribbon, only the icons are displayed. You can choose the display icon for your new group from the Symbol box. Then, press OK.

Ok

Add a command to the new group

Now you can add commands to the new group. Make sure the new group is selected on the right. Then, click on the command you want to add to the list of commands on the left. Then, click Add.

Add

The command is added to the tab in the new group you created.

Press OK to close the dialog box Excel Options.

Excel Options

Because the new group is added at the bottom of the list of groups on the tab Home, it will show up on the far right side of the tab.

You can add new groups anywhere on a tab. But first, let’s learn how to add a new custom tab to the ribbon.

Add custom tabs

Add your own custom tabs

In addition to adding groups and commands to the built-in tabs, you can create your own custom tabs. For example, if you create some frequently used macros, you can create a custom tab for your macros to make them easier to access.

Add your own tab

You can also use custom tabs to gather the commands you use frequently in one convenient place.

Set of commands

Rearrange tabs, groups, and commands

You can arrange tabs and groups in any order you want. Commands already on the built-in tabs can be rearranged. But you can rearrange any commands added to custom groups on built-in or custom tabs.

To move tabs, groups, or commands, access the section Customize the Ribbon on the dialog box Excel Options.

In the list on the right, select the tab, group, or command in a custom group you want to move. Then, click the up or down arrow to the right of the list to move it to a new location.

Reorganize

The custom tab can be placed where it’s most convenient for you on the ribbon.

Set custom tab

Hide tabs on the Excel Ribbon

If there are some tabs you don’t use, you can hide them.

Right click on the ribbon and select Customize the Ribbon.

On the right side, uncheck the boxes for any tabs you want to hide. Then press OK.

Click Ok

Rename items on the Ribbon

In addition to giving custom tabs and groups separate names, you can also rename existing groups on the built-in tabs. however, the existing commands on the ribbon cannot be renamed.

On the right side of the screen Customize the Ribbon on the dialog box Excel Options, Select the group you want to rename and click the option Rename below the list.

On the dialog box Rename, enter the desired name and press OK. Now the group will show up with the name you chose.

Change name

New name

Use icons instead of text on the ribbon

If you’re on a laptop with a small screen, you can reserve some room on the ribbons by removing text from the commands you add to custom groups and using only the icons for them. You can remove text from the built-in commands on the main tab. Also, you have to remove text from all icons in a custom group, not just some of them.

On the screen Customize the Ribbon in the dialog box Excel Options, Right click on the group you want to change and select Hide Command Labels.

Use icons

Commands in custom groups are now visible without text.

The text disappeared

4. Reset customizations in Excel

If you’ve made a lot of customizations to the Excel Ribbon and want to go back to the default settings, you can reset your customizations.

To reset a tab, select it from the list on the right on the screen Customize the Ribbon in the dialog box Excel Options. Then, click Reset and choose Reset only selected Ribbon tab.

To reset all tabs on the ribbon, press Reset and choose Reset all customizations. Note that this option also resets the Quick Access Toolbar. Please choose Yes on the confirmation dialog.

Quick Access Toolbar

Confirm

Customize the Excel ribbon to save time and be a tool to work more efficiently. But it’s just one of the simpler ways to improve productivity in Excel.

Good luck!

See more:

  • 8 convenient tools in Excel you may not know
  • How to add the Developer tab to the Ribbon in Microsoft Word
  • Backup and restore the Office 2010 Ribbon toolbar

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