Customizing the Quick Access Toolbar and Ribbon in Excel

Ok, lets talk about customizing the Quick Access Toolbar and the Ribbon.  These two features are one of the best ways to streamline workflow in excel and I highly recommend them as a Best Practice.  I also recommend placing the Quick Access Toolbar below the Ribbon as a Best Practice.  Placing the Quick Access Toolbar below the Ribbon gives you more room on the Toolbar (it will not run into the Title Bar at the top of the operating window) and makes it slightly easier to read.  To show the Quick Access Toolbar below the Ribbon, simply right-click the Toolbar and select “Show Quick Access Toolbar Below the Ribbon”.

The purpose of customizing the Quick Access Toolbar is that you can load the toolbar up with the commands you commonly use, saving yourself time and energy from having to switch from Tab to Tab to find the commands you need.  You may add individual commands to the Quick Access Toolbar or you may add entire Groups to the Quick Access Toolbar.

The easiest way to add a command to the Quick Access Toolbar is to right-click it’s button on the Ribbon and select “Add to the Quick Access Toolbar”.  To add a Group to the Quick Access Toolbar, hover over the name of the Group with your mouse, right-click and choose “Add to Quick Access Toolbar”.  Similarly you may remove a command or group the same way.  Simply right-click the command or Group on the Quick Access Toolbar and choose “Remove from Quick Access Toolbar”.

The option to customize the Quick Access Toolbar is available in Office 2007, Office 2010 and Office 2013.

Customizing the Ribbon (only available in Office 2010 and Office 2013) allows you to create your own Tabs and Groups in Excel and be even more specific in how you organize commands on the Ribbon.  By creating your own Tabs and Groups, you can combine all your most commonly used commands together and have them right at your fingertips.

To Create and Name a New Tab

  • Right-click the Ribbon
  • Select Customize the Ribbon
  • The Customize Ribbon dialog box will launch
  • Click “New Tab” from the bottom, right-hand corner of the dialog box
  • A new Tab will be created and by default, one new Group will be created as well
  • Make sure the New Tab is selected and click Rename from the bottom, right-hand corner of the dialog box
  • Rename the Tab
  • Click OK when done

To Create a New Group

By default, when you create a New Tab, Excel will create one New Group as well.  To add additional Groups to the Tab you have created:

  • Ensure the Tab you have created is selected
  • Click New Group from the bottom, right-hand corner of the dialog box
  • A New Group will appear under the Tab you have created

To Re-Name a New Group

  • Select the Group you have created
  • Click Rename from the bottom, right-hand corner of the dialog box
  • Rename the Group.  You can ignore all the symbols above, you don’t have to use them if you don’t want to.
  • Click OK when done

To Populate a New Group

  • Ensure the New Group you have created is selected
  • Select a command from the category listing on the left hand side of the dialog box
  • Click the Add button in the middle of the dialog box
  • Repeat the process until you have all the commands added to the Group
  • Click OK when done

 

This entry was posted in: MS Excel Tips.
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