Lesson 1.2 : MS Excel Interface and Ribbon

Objective:

Welcome to Lesson 1.2, where we will cover a detailed exploration of the MS Excel interface, a foundation for anyone navigating the Excel environment. This lesson will be focused on the Ribbon. It is an essential tool designed to simplify the  access of various features in Excel. By understanding the Ribbon, you’ll utilize a powerful interface that improves efficiency in spreadsheet management. To remind you in previous lesson, we discussed the intro of MS Excel.

Understanding the MS Excel Interface:

The Microsoft Excel or MS Excel interface is designed for efficient navigation and task execution, featuring tabs like File, Home, Insert, Page Layout, Formulas, Data, Review, and View. These tabs organize various commands and tools for easy access.

Figure : Microsoft Excel interface once the software is opened.

The Excel workspace or MS Excel interface comprises following essential components:

• Ribbon: The Ribbon is a dynamic toolbar situated at the top of the Excel window. It contains tabs that categorize commands and features, providing a streamlined way to interact with the software.
• Quick Access Toolbar: This customizable toolbar allows users to add frequently used commands for quick access, enhancing workflow efficiency.
• Formula Bar: Located above the worksheet, the Formula Bar displays and allows the editing of cell contents and formulas.
• Worksheet: The primary working area, consisting of rows, columns, and cells, where data entry, manipulation, and analysis occur.

Figure: MS Excel interface essential components

So, understanding MS Excel interface is the first step towards mastering this powerful spreadsheet software. Let’s break it down into manageable sections, starting with the most prominent element: the ribbon.

The Microsoft Excel Ribbon:

The Microsoft Excel ribbon is like a super toolbar located at the top of the MS Excel interface window. It’s made up of tabs and icons that help you easily discover and use commands for different tasks. Imagine it as a high-tech toolbox designed to make your Excel experience smoother.

Back in the day, before Excel 2007, we used to have toolbars and menus to find our way around. But then, Microsoft introduced the ribbon, giving us a more organized and efficient way to access features.

As Excel evolved, so did the ribbon. In Excel 2010, Microsoft went a step further and allowed users to personalize the ribbon. This means you can customize it to fit your needs, making your Excel journey even more personalized and user-friendly.

Main Tabs: The main tabs, including Home, Insert, Page Layout, Formulas, Data, Review, and View, group related functions together. 

The following tabs appear on the Ribbon Panel of MS Excel interface: 

1. Home
2. Insert 
3. Page Layout 
4. Formulas 
5. Data 
6. Review 
7. View

Contextual Tabs: These tabs dynamically appear based on the selected object or task, offering context-specific tools and options. For example, the Table Design tab and the chart design that appears on the Excel ribbon when the respective object is selected.

Figure: Contextual tab

Tabs on the Ribbon:

    Home Tab:

• Clipboard Commands: Cut, Copy, and Paste functions enable the seamless movement or duplication of data within a worksheet, as well as between different worksheets or workbooks.
• Font Formatting: Customize text appearance using commands such as font style, size, color, bold, italic, underline, and strikethrough.
• Alignment Options: Adjust the alignment of text within cells with commands for horizontal and vertical alignment, text wrap, and indentation.
• Number Formatting: Format numeric values efficiently using commands for currency, date and time, percentage, and scientific notation.
• Styles Application: Apply predefined styles to cells for a consistent and professional look, including styles like Title, Heading, and Total.
• Cell Management: Efficiently manage cells with commands for inserting or deleting cells, hiding or unhiding rows and columns, and merging cells as needed.
• Editing Functions: Streamline data editing within cells using commands such as Find and Replace, Clear, and Undo and Redo.

Figure: Home tab

Insert Tab:

• Tables and Data Structures:
  • Tables: Create and format tables for organized data representation.
  • PivotTable: Enable pivot tables for dynamic data analysis.
  • Recommended Charts: Suggestions for charts based on the data provided.

• Illustrative Elements:
  • Images: Insert images into spreadsheets.
  • Shapes: Add shapes to enhance visual representation.
  • SmartArt: Include SmartArt graphics for better data visualization.
  • Charts: Insert various chart types for data representation.

• Add-ins and Customization:
  • Custom Add-ins: Incorporate personalized or third-party add-ins for enhanced functionalities.
  • Store and Office Add-ins: Access additional features or tools through the Microsoft Store or Office Add-ins.

• Chart Creation and Customization:
  • Column, Line, Pie, and Scatter Charts: Create and format different types of charts based on data visualization needs.

• Miniature Charts – Sparklines:
  • Line, Column, and Win/Loss Sparklines: Generate and format small charts that fit within individual cells for compact data visualization.

• Data Filtering:
  • Sort and Filter: Organize and filter data within tables or specified ranges for easier analysis and viewing.

Figure: Insert tab

Page Layout Tab:

• Theme Customization:
  • Themes: Apply or customize themes to change the overall look of a worksheet or workbook, including colors, fonts, and effects.

• Page Setup:
  • Page Layout Adjustments: Modify page layout settings, including margins, orientation, size, and print area.

• Scale to Fit:
  • Adjusting Worksheet Scale: Resize the worksheet to fit a specific number of pages by adjusting the width or height of printed pages.

• Sheet Options:
  • Gridlines, Headers, and Footers: Add or remove gridlines, headers, and footers for better document structure.
  • Object Visibility Control: Manage the visibility of objects such as shapes and charts within the sheet.

• Object Arrangement:
  • Object Alignment and Layering: Arrange and align objects within the worksheet using commands like Bring to Front, Send to Back, and Align Left.

Figure: Page Layout tab

Formulas Tab:

• Function Library:
  • Built-in Functions: Insert and work with a variety of built-in Excel functions like SUM, AVERAGE, and IF.

• Defined Names:
  • Named Ranges and Formulas: Create and manage named ranges and formulas for better organization.

• Formula Auditing:
  • Formula Trace and Evaluation: Trace and evaluate formulas using commands like Trace Precedents, Trace Dependents, and Evaluate Formula.

• Calculation Settings:
  • Control Calculation: Manage Excel’s calculation settings, including Automatic or Manual calculation and the use of Data Tables.

• Formula Bar:
  • Formula Display and Editing: Adjust the display and editing options of the Formula Bar, including Show Formula or Show Functions.

Figure: Formula tab

Data Tab:

• Get & Transform Data:
  • Import and Transform: Commands for importing and transforming data from external sources, including Query Editor, Data Model, and From Other Sources.

• Sort & Filter:
  • Data Organization: Sort and filter data within tables or ranges with commands like Sort A-Z, Sort Z-A, and Filter by Color.

• Data Tools:
  • Data Management: Utilize commands for working with data, such as Data Validation, Remove Duplicates, and Text to Columns.

• Outline:
  • Data Structuring: Create and manipulate data outlines using commands like Group and Ungroup, and Subtotal.

• What-If Analysis:
  • Scenario Analysis: Perform What-If analysis on data under different scenarios using commands like Goal Seek, Data Tables, and Scenario Manager.

Figure: Data tab

Review Tab:

• Proofing:
  • Spelling and Grammar Check: Commands for checking and correcting the spelling and grammar of text, along with the management of custom dictionaries.

• Comments:
  • Comment Management: Add, view, and manage comments within a worksheet, and control the display and formatting of comments.

• Changes:
  • Change Tracking: Commands for tracking and managing changes made to a worksheet, including accepting or rejecting changes and comparing different versions of a workbook.

• Compare:
  • Workbook Comparison: Commands for comparing and merging different versions of a workbook or worksheet.

• Protect:
  • Worksheet or Workbook Protection: Commands for protecting a worksheet or workbook, including password-protecting cells and restricting access to specific users or groups.

Figure: Review tab

View Tab:

• Workbook Views:
  • View Options: Change the workbook view with commands like Normal, Page Layout, and Page Break Preview.

• Show:
  • Element Display: Toggle the display of elements within a worksheet, such as Gridlines, Headings, and Formula Bar.

• Zoom:
  • Zoom Control: Adjust the zoom level of a worksheet using commands like Zoom In, Zoom Out, and Fit to Window.

• Window:
  • Window Management: Manage multiple views or windows of a workbook with commands like Split, Freeze Panes, and New Window.

• Macros:
  • Macro Recording and Editing: Record or edit macros within a workbook, and manage the security and settings for macros.

Figure: View tab

Customizing the Ribbon:

• Demonstrates how users can personalize their Excel experience by customizing the Ribbon. 
• This includes adding or removing tabs and commands to align with individual preferences and workflow needs.

How: Access Ribbon Customization:

• Right-click on any empty space on the ribbon and then a menu will appear. Select “Customize the Ribbon.

Figure: Customize Ribbon

Keyboard Shortcuts:

• Introduction to commonly used keyboard shortcuts for quick navigation and task execution.
• Ms-Excel shortcuts
  • Ctrl+N: To open a new workbook.
  • Ctrl+O: To open a saved workbook.
  • Ctrl+S: To save a workbook.
  • Ctrl+C: To copy the selected cells.
  • Ctrl+V: To paste the copied cells.
  • Ctrl+X: To cut the selected cells.
  • Ctrl+W: To close the workbook.
  • Delete: To remove all the contents from the cell.
  • Ctrl+P: Prints the workbook.
  • Ctrl+Z: Undoes the last action.

By the end of Lesson 1.2, you should have a solid understanding of the MS Excel interface and the Ribbon, enabling them to navigate the software effectively and efficiently utilize its diverse features for data manipulation and analysis.