Understanding the Basics of an Excel Screen

Know parts of Excel so you can be more productive

If you are new to Microsoft Excel, the terminology can be a little confusing. Learn about the Excel interface and how each part is used to help you get the job done. While each version may be different, most of this information applies to earlier versions of Excel.

The instructions in this article apply to Excel 2016, 2013, 2010, and 2007.

Excel 2016 interface

Some minor changes or colors may occur in an older version of Excel.

Active cell

When you click on a cell in Excel, active cell marked with a green outline. You enter data active cell † To move to another cell and make it active, click it with the mouse or use the arrow keys on your keyboard.

File tab

tab File first appeared in Excel 2010; this is a replacement for office buttons in Excel 2007. Like the old File menu, the Options tab is File mainly related to file management, such as opening new or existing spreadsheet files. , save, print, and a new feature introduced in Excel 2010: Save and send Excel files as PDF.

Formula bar

Formula bar is located above the worktop; this area displays the contents of the active cell. Formula bar can also be used to enter or edit data and formulas.

Name field

Located next to the formula bar Field name displays a cell reference or the name of the currently active cell.

Column and rows

columns on the sheet are arranged vertically and each is indicated by a letter in the column heading.

strings are placed horizontally on the sheet and are identified by a number in the row header.

together letter column and number lines create a cell reference. Each cell on the worksheet can be identified with this combination of letters and numbers, such as A1, F456, or AA34.

sheet tabs

On the tab sheet at the bottom of the sheet is the name of the current sheet, such as Sheet1.

Switch between sheets by clicking tab the sheet you want to open. Renaming a sheet or changing the color of a tab can make it easier to keep track of data in large spreadsheet files.

Add sheet

Right next to the sheet tabs is the Add sheet icon, represented by a plus sign (+). By clicking the icon Add sheet , add another sheet. (You can also use two keyboard shortcuts to add a new sheet: Shift+F11 And Alt+Shift+F1 †

Quick Access Toolbar

Quick Access Toolbar can be configured to save frequently used commands. Click the down arrow at the end of the toolbar to display the toolbar options.

ribbon

ribbon is a series of buttons and icons located above the workspace. ribbon consists of a number of tabs such as: File † At home And formulas † Each tab contains a number of related functions and options. Introduced in Excel 2007, ribbon has replaced the menus and toolbars in Excel 2003 and earlier.

cell

cells – These are right-angled rectangles located in the central part of the sheet. Here are some important things to know about cells:

• Data entered into a table is stored in a cell. Each cell can only hold one piece of data at a time.

• A cell is the intersection of a vertical column and a horizontal row.

• Each cell on a worksheet can be identified by a cell reference, which is a combination of letters and numbers, such as A1, F456, or AA34.

column letters

columns on the sheet are arranged vertically and each is indicated by a letter in column header †

Line numbers

strings are placed horizontally on the sheet and are identified by a number in the row header.

Ribbons Tabs

Ribbon tabs are part of the horizontal ribbon menu, which contains links to various program functions. Any tab, for example At home † page layout And formulas contains a number of related functions and options that are activated by clicking on its icon.

status bar

status bar located horizontally along the bottom of the screen, it can be configured to display a number of options, most of which provide the user with information about the current worksheet, the data in the worksheet, and the user’s keyboard.

• The information includes information about whether the keys are enabled or disabled. Caps Lock † scroll lock and N um Lock †

• The status bar also includes a slider Scale that allows users to change the sheet magnification.

Zoom slider

Located in the lower right corner of the Excel screen, zoom slider used to change the magnification of the sheet while dragging slider back or forward or by pressing the buttons Decrease And increase at both ends of the slider.

Office Button – 2007

Only available in Excel 2007 if you click . click office button a drop-down menu will open with a number of options, such as: Open † Save And seal † Options in the menu office button same as the options in the menu File in other versions of Excel.