Understanding the Excel Ribbon: A Complete Guide for Beginners

In the following image, you can see the Ribbon. The Home tab is selected: you can see the available features and commands.

Ribbon Area

Click on image for clearer view

 


What Is the Excel Ribbon?

The Excel Ribbon is a graphical toolbar having all the Excel commands divided into groups. The groups are also divided into different tabs to make the Excel interface user-friendly. The tabs are named based on tasks or activities: “Home,” “Insert,” “Page Layout,” “Formulas,” “Data,” “Review,” etc.


How to Show the Ribbon Commands in Excel?

 

1. Double Click Any Tab

To show the Ribbon groups:

Step 1:

  • Place your cursor on any of the tabs.

Step 2:

  • Double-click to view the group of commands under each tab.

Double Click to Show Ribbon

  • You can hide them again by double-clicking.

Note: If you want to keep the Excel ribbon hidden, click a tab. The ribbon will be displayed. Use the command(s) and click any tab again or the spreadsheet area. The ribbon will be hidden.


2. Using a Keyboard Shortcut

  • Press Ctrl + F1 (Ctrl + fn + F1 for laptop users) to show the groups on the Ribbon.

If you use a MAC, press Cmd + R.


3. Unchecking the ‘Collapse the Ribbon’ Command

Step 1:

  • Right-click a tab.

Step 2:

  • Uncheck Collapse the Ribbon, as shown below.

Observe the GIF:

Unchecking Collapse the Ribbon Command


4. Using the ‘Always show Ribbon’ Command in the Ribbon Display Options 

Step 1:

  • Click a tab to display the groups.

Step 2:

  • Go to the drop-down at the right side of the Ribbon.

Step 3:

  • Select Always show Ribbon.

Use of Always Show Ribbon Command

This command reduces the visible worksheet area. You may select Show tabs only and see the commands by selecting the corresponding tab.


5. Pin the Ribbon (Always Show Feature)

In your Excel sheet only the tabs are visible. Whenever you select a tab, the groups become visible, but clicking somewhere else causes the groups to hide.

Ribbon Groups Are Hidden

To pin the Ribbon:

  • Select the tab.
  • Select the Pin icon at the right side of the Ribbon.

Pinning Ribbon

The Ribbon will always be displayed.

Note: If you are using an older version of Excel, you will find a pushpin icon at the top right corner of the workbook: Ribbon Display Options beside the Minimize icon.

Select Show Tabs or Show Tabs and Commands. Choosing Show Tabs and Commands will display the groups.

Show Tabs by Ribbon Display Options


How to Hide the Ribbon Commands?

  •  If you press Ctrl + F1, the ribbon commands will be hidden.

What Are the Elements of the Excel Ribbon?

1. Tabs

The ribbon has 9 tabs by default:  Home, Insert, Draw, Page Layout, Data, Formulas, View, and Review. Each tab consists of multiple groups. Each group contains related commands.

For example, if you click the Home tab, you can see several groups of commands, such as Font, Number, Alignment, etc.

You can add a new tab or create your custom tab on the ribbon.

Groups Under the Home Tab

Click on image for a clearer view


2. Groups

In each tab, you will find several groups of related commands. These groups are like smaller sections within the tab. Each group is separated by a vertical gray line. For example, in the Home tab, you will find Clipboard, Font, Number, Alignment, Styles, Cells, Editing, etc. .

 

Commands Under the Number Group

Click on image for a clearer view


3. Commands

In each group, you will find a set of related commands. Each command is assigned to perform a specific task.

For example, if you click  Bold  (B), it will bold the content.

Bolding Font


4. Drop-Down Menus for a List of Commands

You will see drop-down lists of commands on the ribbon.

For example, if you click Merge and Center, you will see more commands in the list: Merge & Center, Merge Across, Merge Cells, and Unmerge Cells.

Command Menu of Ribbon

When you minimize the Excel window, all the commands are arranged in visible drop-down menus.

Minimizing Area of Workbook Turns Number Group to Drop Down


5. Dialog Launcher

A group may have more commands than it can fit on the ribbon. In such cases, you will see a small arrow at the corner of the group.

Click this arrow to open a dialog box with all the commands related to that group.

 

Dialog Launcher


What Are the Tabs on the Excel Ribbon?

1. File Tab

It’s the first tab on the Excel ribbon. You will find all the workbook and worksheet-related commands in this tab.

Options Under the File Tab


2. Home Tab

The Home tab has formatting, editing, and working tools. You can change fonts, adjust alignment, add or remove rows/columns, apply different styles, and do basic calculations.

Home Tab

Click on image for a clearer view


3. Insert Tab

The Insert tab lets you add different things to your spreadsheet, like tables, charts, pictures, sparklines, 3D maps and shapes. You can also insert links, comments, text, and special symbols.

Insert Tab

Click on image for a clearer view


4. Draw Tab

The Draw tab helps you create or modify drawings, shapes, and diagrams. You can draw, resize, format shapes, and arrange them.

Draw Tab

Note: The Draw tab is not always available on the Ribbon by default. You can display it by customizing the ribbon.


5. Page Layout Tab

In the Page Layout tab, you can adjust your spreadsheet and view it. You can change the page orientation, set margins, apply themes, add headers and footers, view gridlines, and control printing options.

Page Layout Tab

Click on image for a clearer view


6. Formulas Tab

The Formulas tab is where you find functions and tools to perform calculations and analyze data. It has pre-built functions, Name Manager, Formula Auditing group, etc. You can also create your own formulas and check for formula errors.

Formulas Tab

Click on image for a clearer view


7. Data Tab

The Data tab helps you manage and analyze data. You can import and export data, sort and filter it, remove duplicates, set rules for data validation, add data type, etc. You also view and manage the queries and connections in the workbook.

Data Tab

Click on image for a clearer view


8. View Tab

The View tab allows you to change how your Excel window looks.

You can switch between different views, zoom in and out, arrange windows, and hide or show gridlines, the formula bar, and headings.

View Tab

Click on image for a clearer view


9. Review Tab

In the Review tab you can checking and proofread your spreadsheet. You can perform spell checks, add comments, protect your workbook, and track changes.

Review Tab

Click on image for a clearer view


10. Developer Tab

The Developer tab is not visible by default but can be enabled. It provides advanced features like creating and running macros, designing forms, and accessing the VBA editor.

Developer Tab

Click on image for a clearer view


11. Contextual Ribbon Tab

The contextual tab in Excel is displayed when you select charts, pictures, shapes, tables, pivot tables, etc. It shows specific commands related to the selected item, allowing you to perform actions and make adjustments.

There’s a table in the dataset below. If you select the table, a contextual tab named Table Design is displayed.

Contextual Tab for Table

Click on image for a clearer view


12. Help Tab

The Help tab gives you access to information and resources to help you use the program. It has two groups: Help and Community.

Help Tab

Click on image for a clearer view


How to Customize the Excel Ribbon?

i. Repositioning Tabs and Groups on the Excel Ribbon

To change the position of the Insert tab:

  • Hover your cursor on the ribbon >> right-click >> select Customize the Ribbon…
  • Select the Insert tab.
  • Click and hold the down arrow button until the tab reaches the new position.
  • Click OK.

Using Arrow Buttons to Reposition Insert Tab

Repositioning can also be done by dragging the tab. Observe the GIF:

Dragging Tab to Reposition


ii. Adding More Built-in Tabs to the Excel Ribbon (e.g. Adding the Developer Tab)

By default, the Developer tab is not available on the Excel Ribbon. To display it:

  • Right-click the ribbon and click Customize the Ribbon…
  • Check Developer in Customize Ribbon >> click OK.

Adding Developer Tab to Ribbon


iii. Creating Custom Tabs on the Ribbon

  • Right-click the ribbon and click Customize the Ribbon…
  • Select a tab. Your new custom tab will be displayed beside this tab. Here, the Insert tab.
  • Click New Tab and a new tab and group will be created in the Insert tab.

Adding New Custom Tab

How to Rename a Custom Tab or Group?

  • Select the new tab, right-click it and choose Rename in the Context Menu.

Renaming Tab from Context Menu

You can also use the Rename button.

  • Enter a name in the Rename dialog box and click OK.

Renaming Custom Tab

  • You can rename the group in the tab.

How to Insert Commands in Custom Groups?

  • Select the commands and drag them to the group.
  • Click OK.

Dragging Commands to Group

You can also click the Add button to insert commands.

Using Add Button to Insert Commands

 


iv. Removing Custom Tabs from the Ribbon

  • Click the tab name and click << Remove.

Removing Tab from Ribbon

You can also remove groups.

You cannot remove a default tab like the Home or Insert tab. But you can hide them by unchecking the Tabs in Customize the Ribbon.

Hiding Tabs from Ribbon


How to Reset Excel Ribbon

In the Excel Options:

  • Select Reset beside the Customizations section.
Resetting ribbon

Click on the image for a clearer view

  • Choose one of the two options and Excel will reset your ribbon.

How to Include Excel Add-ins on the Ribbon

  • Open the Excel Options window by selecting File >> Options.
  • Select Add-ins >> Go.

Selecting Excel Add-ins Feature

  • Select an Add-in. If you don’t find an Add-in in the Add-ins list, download it from the Excel Add-ins Store.

Checking an Add-in from Add-ins List

Here, the Analysis Toolpak Add-in was checked. By clicking OK, this Add-in is displayed on the Ribbon.

Analysis Toolpak Add-ins Appeared in the Ribbon

 


Excel Ribbon: Knowledge Hub


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Meraz Al Nahian
Meraz Al Nahian

Md. Meraz Al Nahian has worked with the ExcelDemy project for over 1.5 years. He wrote 140+ articles for ExcelDemy. He also solved a lot of user problems and worked on dashboards. He is interested in data analysis, advanced Excel, statistics, and dashboards. He also likes to explore various Excel and VBA applications. He completed his graduation in Electrical & Electronic Engineering from Bangladesh University of Engineering & Technology (BUET). He enjoys exploring Excel-related features to gain efficiency... Read Full Bio

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