Click the Formulas tab to displays its commands. Press the Alt key. Note the access-key letters that now appear on the File menu, Quick Access toolbar options, and the Ribbon tabs.
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Type W to display the contents of the View tab and then type VG to remove the check mark from the Gridlines check box in the Show Group. Click the Gridlines check box to select it again and redisplay the gridlines in the worksheet. As you may have noticed, the Ribbon takes up quite of bit of screen space that is otherwise used to display worksheet data.
You can take care of this by setting Excel to minimize the Ribbon each time you select one of its commands to display only the tab names. Click the Minimize the Ribbon button the one with the caret symbol to the immediate left of the help button with the question mark icon. Excel immediately minimizes the Ribbon to display only the seven tab names and the Minimize the Ribbon button changes to the Expand the Ribbon button indi- cated by the caret symbol pointing downward.
Click Data on the minimized Ribbon. Excel expands the Ribbon to display all of the Data tab command buttons.
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Click anywhere in the worksheet area to minimize the Ribbon once again. The only problem with this minimized Ribbon arrangement is that the temporarily expanded Ribbon covers the first three rows of the worksheet. This makes it very difficult to work with data at the top of the worksheet. For that reason, as well as to help you get comfortable with unfamiliar Ribbon commands, you will work with the Ribbon expanded at all times in all remaining exercises in this workbook. The Ribbon now remains fully displayed at all times as you select any of its tabs and command buttons without ever obscuring any part of the worksheet display.
Adding a custom tab to the Excel Ribbon Excel enables you to customize the Ribbon by creating a custom tab to which you can then add your own groups of commands. When you create a custom tab, Excel automatically assigns an available hot key to it. Make sure that Excel is running and an empty Sheet1 worksheet is active on your computer monitor see Chapter 2 for information on launching Excel. Excel displays the Customize the Ribbon panel in the Excel Options dialog box. This panel is divided into two list boxes: Popular Commands on the left side and Main Tabs on the right side see Figure Click the View tab check box in the Main Tabs list box to select it and then click the New Tab button.
This custom tab and group appear between the View tab and the Developer tab in the Main Tabs list box.
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Excel opens the Rename dialog box where you can replace the generic New Tab display name with a descriptive name. Adding commands to groups on your custom tab After you add a custom tab to the Excel Ribbon, you can then start adding the commands you want to appear on this tab. Just as with the standard Ribbon tabs, the commands you add on your own custom tab are arranged in groups. When you first create a custom tab, it contains only a single, generic New Group Custom into which to add your commands.
You can, however, add other groups to the custom tab using the New Group command button as well as give these groups their own descriptive names using the Rename command button. Before you start this exercise, make sure that the Excel Options dialog box is still open with a Misc Custom tab appearing in the Main Tabs list box between View and Developer.
Excel opens the Rename dialog box where you can replace the generic New Group name with your own descriptive name. Click the drop-down button to the right of Popular Commands in the Choose Commands From drop-down list box at the top of the left side of the Customize the Ribbon panel and then click Commands Not in the Ribbon. Excel now displays an alphabetical list of commands that are not currently on the Ribbon in the list box on the left. Click the Form button in this Commands Not in the Ribbon list box and then click the Add command button.
Click the OK button to close the Excel Options dialog box. The custom Misc tab you just created now appears at the end of the Excel Ribbon.
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The Misc tab is selected, displaying its sole Form button in the single Data Form group. Click the Home tab to select it. The options on this pull-down menu enable you to quickly customize the command buttons on this toolbar.
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In addition, you can change the placement of the toolbar by moving it down so that it appears immediately below the Ribbon and above the Formula bar. The Quick Access toolbar with its three command buttons and the Customize Quick Access Toolbar button now appears immediately above the Formula bar. Excel adds the Quick Print button to the Quick Access toolbar that you can click to send the current worksheet to the printer. Using command options that appear in the Excel Options dialog box, you can add buttons for any of the commands that appear on the various tabs of the Ribbon as well as some Excel commands that remain completely unavailable until you add them to the Quick Access toolbar.
To reorder the buttons on the toolbar, you click its command button in the Customize Quick Access Toolbar list box and then click the Move Up or Move Down buttons with the black triangles pointing up and down, respectively until the selected button is in the desired position.
Click the drop-down button on the Choose Commands From drop-down list box and then click the Commands Not in the Ribbon option on its drop-down menu. The Choose Command From list box now contains only command buttons that are not found on the various tabs of the Excel Ribbon. Click the AutoFormat command option in the Choose Commands From list box the one with the lightning bolt on top of a small table and then click the Add button. The AutoFormat command option is now listed at the very bottom of your Customize Quick Access Toolbar list box, indicating that it is now the last button on the Quick Access toolbar.
You may have to scroll down the list of command options in the Choose Commands From list box in order to select and add the Draw Borders, Form, and the different Speak Cells command options to the Quick Access toolbar. Click the New command option in the Customize Quick Access Toolbar list box to select it and then click the Move Up button the one with the black triangle pointing upward until New is the first command in this list four times.
Use the same technique to move the Open command button up until it appears between the New and the Save button. The only other thing you need to do is to divide them into groups by adding a vertical bar called a separator. Click the Print Preview and Print command option in the Customize Quick Access Toolbar list box to select it and then click the Separator option at the very top of the Choose Commands From list box to select this option.
Click the Add button. Your customized Quick Access toolbar now contains four groups of command buttons created by the three Separator options that appear after the Print Preview and Print command option, Redo command option, and the Form command option. Click OK to close the Excel Options dialog box. Check the buttons on your customized toolbar against those shown in the toolbar in Figure The final version of your customized Quick Access toolbar now appears once again above the Ribbon to the immediate right of the File menu. As a result of doing the exercises in this chapter, you will have practice in launching Excel, moving around a new spreadsheet, the many aspects of doing data entry, and, most importantly, saving your work.
Launching Excel Excel is only one of the primary application programs included as part of Microsoft Office In order to be proficient in its use, you need to be familiar with all the various ways of launching the program. How many ways are there to start Excel ?
Can I have Excel launch automatically each time I start my computer? Copy the Microsoft Excel option to the Startup submenu on the All Programs menu by holding down the Ctrl key as you drag this option from the Microsoft Office menu to the Startup menu. Exercise Adding Excel Shortcuts to the Windows Desktop and Quick Launch Toolbar In Exercise , you add the Microsoft Excel program icon to your Windows desktop and the Windows 7 taskbar the Quick Launch toolbar in earlier Windows versions and then launch Excel using each of these two methods: 1.
Excel closes and the Microsoft Excel program name is added to the Windows Start menu as a recently opened application. Click Start on the Windows taskbar and then type exc in the Search box before you right-click Microsoft Excel at the top of the Start menu. Excel adds a program shortcut icon called Microsoft Excel to the desktop. You can then launch Excel by double-clicking this program shortcut on the Windows desktop. Drag the Microsoft Excel program shortcut icon to the Quick Launch toolbar and then drop this icon on to the bar some place in between its displayed buttons.
As soon as you drop the icon on the Windows Taskbar or Quick Launch toolbar, Windows pastes a copy of the Excel program shortcut on the toolbar. You can then launch Excel by clicking this Excel button on the Windows taskbar. Practice launching Excel by double-clicking the Excel program shortcut on the Windows desktop and then exiting the program. Then launch Excel again, this time by clicking the Excel button on the Windows taskbar. You can leave Excel running for Exercise Opening a New Workbook Each time you launch Excel using any method other than double-clicking an Excel workbook file icon , a new workbook containing three blank worksheets opens.
You can build your new spreadsheet in this workbook, using any of its sheet pages. If you want to start work on a spreadsheet in another workbook, click the New command button on your customized version of the Quick Access toolbar assuming that you performed Exercise in Chapter 1. Excel opens the Available Templates panel in the Backstage View where you can click the template or file to use see Figure Figure The Available Templates panel in the Backstage View enables you to create a new workbook file from an installed template. A template is a particular type of Excel file designed to automatically generate new workbooks that use both its data and formatting.
Excel template files use the filename extension. Switch back to Book1 notice the change in the Excel program title bar and then close the workbook. Notice what happens to Book2 when you close Book1. Leave Book2 open for the next exercise. To switch back to Book2, click the Book2 icon or thumbnail on the taskbar so that Sheet1 of Book2 is selected.
If necessary, launch Excel and, in the program title bar, note that Book1 is the current workbook file.