Microsoft Office Tutorials and References
In Depth Information
A Tour of the Excel Window
A Tour of the Excel
• File isn’t really a toolbar tab, even though it appears first in the list. Instead, it’s
your gateway to Excel’s Backstage view, as described on page 367.
• Home includes some of the most commonly used buttons, like those for cutting
and pasting information, formatting your data, and hunting down important
bits of information with search tools.
• Insert lets you add special ingredients like tables, graphics, charts, and hyperlinks.
• Page Layout is all about getting your worksheet ready for the printer. You can
tweak margins, paper orientation, and other page settings.
• Formulas are mathematical instructions that you use to perform calculations.
This tab helps you build super-smart formulas and resolve mind-bending errors.
• Data lets you get information from an outside data source (like a heavy-duty
database) so you can analyze it in Excel. It also includes tools for dealing with
large amounts of information, like sorting, filtering, and subgrouping.
• Review includes the familiar Office proofing tools (like the spell checker). It also
has buttons that let you add comments to a worksheet and manage revisions.
• View lets you switch on and off a variety of viewing options. It also lets you pull
off a few fancy tricks if you want to view several separate Excel spreadsheet files
at the same time.
Note: In some circumstances, you may see tabs that aren’t listed here. Macro programmers and other
highly technical types use the Developer tab. The Add-Ins tab appears when you’re viewing workbooks
that were created in previous versions of Excel and used custom toolbars.
Gem in the roUGh
Collapsing the Ribbon
Most people are happy to have the ribbon sit at the top of
the Excel window, with all its buttons on hand. However,
serious number crunchers demand maximum space for
their data. They’d rather look at another row of numbers
than a pumped-up toolbar. If this describes you, then you’ll
be happy to find out you can collapse the ribbon, which
shrinks it down to a single row of tab titles, as shown Figure
14-9. To collapse it, just double-click any tab title. (Or, you
can click the tiny up-pointing icon that appears in the
topright corner of the ribbon, right next to the help icon.)
As soon as you click the button you want in the Home tab
(or click a cell in your worksheet), the ribbon collapses itself
again. The same trick works if you trigger a command in the
ribbon using the keyboard.
If you use the ribbon only occasionally, or if you prefer
to use keyboard shortcuts, it makes sense to collapse the
ribbon. Even when collapsed, the ribbon commands are
available—it just takes an extra click to open the tab. On
the other hand, if you make frequent trips to the ribbon or
you’re learning about Excel and like to browse the ribbon
to see what features are available, don’t bother collapsing
it. The two or three rows that you’ll lose are well worth it.
Even when the ribbon is collapsed, you can still use all its
features. All you need to do is click a tab. For example, if
you click Home, the Home tab pops up over your worksheet.