Customize the Ribbons and the Quick Access Toolbar

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1 Customize the Ribbons and the Quick Access Toolbar The Quick Access Toolbar that comes with Office 2007 only contains a few buttons (Save, Undo and Redo). You can customize it by adding shortcut buttons for tasks you use frequently. And starting in Access 2010, you can also add buttons to the Ribbons. Click the File tab and click Options at the lower left, or click the drop down arrow beside the Quick Access Toolbar and choose More Commands from the drop-down menu. The Excel Options box opens. In the pane at the left of the dialog box, click Customize Ribbon or Quick Access Toolbar. Two list boxes appear; the one on the left shows a list of available commands. Use the dropdown box to choose from a subset such as Commands Not in the Ribbon, or select All Commands and browse through all of them. Click a command to select it. The right hand list shows the chosen destination and lists the commands already on it. If customizing the Quick Access Toolbar, simply click the Add button to move the selected command to the toolbar. Rearrange the commands on the toolbar by selecting a command and clicking the up and down arrow buttons to the right of the list. If customizing a Ribbon, first click the New Group button to create a group on the ribbon to hold the custom commands. Then add commands the same way as for the Quick Access Toolbar. Restore the original set of commands by clicking Reset below the buttons list. Use custom number formats 1. Select the cells, rows or columns you wish to affect, then click the dialog box launcher on the Number group. The Format Cells dialog box will launch. 2. Click Custom on the Number tab. In the Type box, delete the current code and enter the codes to produce the format you want. A complete list of format codes can be obtained from the Help/Office Assistant button, but several are listed below: Page 1 of 6

2 Symbol Stands For Symbol Stands For # Displays significant digits only mmm months as Jan-Dec 0 any digit (not necessarily significant) d days as numbers with no leading zeros, thousands separator ddd days as Sun-Sat m months as numbers with no leading yyyy years as mm zeros April as 4 months as numbers with leading zeros April as 04 [Red] Number appears in the color specified (choose from Black, Blue, Cyan, Green, Magenta, Red, White, or Yellow) 3. You can enter up to four codes, separated by semicolons. The first code s format is applied to positive numbers, the second to negative numbers, the third to zero values and the fourth to text entries. 4. Custom number formats are saved in the workbook in which they are created. They don t apply in other workbooks. Experiment with custom number formats like the ones below: Custom Number Format code What you type in What you see ### ### ddd mmm d, yyyy 6/3 Wed Jun 3, 2009 $0.00" Refund";[Red]$-0.00" Payment" 172 $ Refund $0.00" Refund";[Red]$-0.00" Payment" (in red) $ Payment [Blue];[Green];[Red];[Magenta] 42 (in blue) 42 [Blue];[Green];[Red];[Magenta] -128 (in green) 128 [Blue];[Green];[Red];[Magenta] 0 (in red) 0 [Blue];[Green];[Red];[Magenta] Fred Fred (in magenta) Conditional Formatting Conditional formatting is another way to format cells depending on their contents. Select the cells you want to affect, click the Conditional Formatting button and select a category. Highlight Cells Rules change the appearance of cells depending on criteria you enter; for example you could choose Greater Than from the pop-out menu and enter 10 as the number. Excel would put special formats on all selected cells whose value was greater than 10. Top/Bottom Rules apply special formats to the top or bottom 10 values, or the top or bottom 10% of values (these numbers are adjustable). Page 2 of 6

3 Data Bars, Color Scales and Icon Sets were new in Office They give a visual indicator of the size of the number in a cell relative to the other cells in the range you formatted. Data Bars superimpose a colored bar graph over the cells, with the height of the bar proportional to the relative size of the number. Color Scales shade the cells with various colors based on their relative size. Icon Sets display symbols like arrows showing whether a number is on the high, middle or low end of the selected range. Clicking Manage Rules at the bottom of the Conditional Formatting menu lets you edit rules and set up specific, custom rules to suit your needs. Remove conditional formatting by selecting the cells and clicking Conditional Formatting. Choose Clear Rules (at the bottom of the menu) and Clear Rules from Selected Cells or from the Entire Sheet, as you prefer. Hide rows or columns Select the row(s) or column(s) you want to hide. On the Home Ribbon, click the Format button in the Cells group, then click Hide & Unhide and choose the Hide Rows or Hide Columns command. Reveal hidden rows or columns Select the rows or columns on both sides of the hidden ones. (If you have hidden Row 1 or Column A, type Ctrl+A to select the entire sheet.) Click the Format button, then click Hide & Unhide and choose Unhide Rows or Unhide Columns. Keep row and column labels visible as you scroll Click the View tab to reveal the View Ribbon. To freeze the top row (Row 1) or the first column (Column A), click the Freeze Panes button in the Window group and choose Freeze Top Row or Freeze First Column from the drop-down menu. To freeze any other set of rows and/or columns, click the first cell you do NOT want frozen. This will be below the rows you want frozen and to the right of the columns you want frozen. (For example, to freeze rows 1-5 and columns A-D, click cell E6.) Click the Freeze Panes button and choose Freeze Panes from the menu. When you scroll, the frozen rows and columns will stay visible as the remaining cells scroll. When there are frozen panes, the top choice on the Freeze Panes menu changes to read Unfreeze Panes. Click here to unfreeze your panes. Page 3 of 6

4 Add new worksheets to the workbook To add a single worksheet, click the Insert Worksheet tab to the right of your last worksheet s tab. To add several worksheets at once, group the number of worksheets desired (see below) and click the arrow below the Insert button on the Home Ribbon in the Cells group. Choose Worksheet from the drop-down menu. Rearrange worksheet order Click a worksheet s tab, then drag it to change the position of that sheet in the workbook. A small downward-pointing triangle appears to mark the location the sheet will be moved to. Grouped worksheets can be moved as a unit. Rename worksheets Double click on the worksheet tab. The worksheet name should now be highlighted. Type the new worksheet name. Press the Enter key to return to the active cell. Copy a worksheet Click the tab of the worksheet you want to copy, then hold the CTRL key and drag the tab to the right. You will drag off a copy of the worksheet; drop the new sheet where you want it to appear. Alternate method: Right click the tab of the desired worksheet, and choose Move or Copy Sheet from the pop-up menu. On the box that appears, click the Create a Copy checkbox, and choose the sheet in front of which the new one should appear. To copy a sheet to another workbook, open the destination book before starting the process. On the box, choose the destination book from the box marked To Book: at the top. Delete worksheet(s) Select the worksheet(s) you wish to delete. On the Home Ribbon, click the dropdown arrow under the Delete button in the Cells group. Choose Delete Sheet from the menu. On the pop-up warning box, click Delete. Note: YOU CANNOT RESTORE A DELETED SHEET BY CLICKING UNDO! Page 4 of 6

5 Protect particular cells in a worksheet By default all cells in a worksheet are Locked, which means that if you turn on protection these cells cannot be changed. 1. Make sure this setting is in place by selecting all cells in worksheet (type Ctrl+A) and clicking the dialog box launcher in the Font, Alignment, or Number group on the Home Ribbon. Click the Protection tab, and make sure the Locked check box is checked. 2. Select the cells that the users need to be able to type in (use Ctrl+click to select individual cells that are not adjacent). Click the dialog box launcher again and click the Protection tab. Now click the Locked check box to clear it. These cells now cannot be protected. Note: You can also unlock cells from the Format menu on the Home Ribbon by selecting them, then clicking FormatLock Cell. None of this means anything until you complete step 3: 3. Click the tab to view the Review Ribbon. In the Changes group, click Protect Sheet. On the box that pops up, choose which options to allow the users (Select Locked Cells, Select Unlocked Cells, and Format Cells should normally be selected, at least). Click OK. Group worksheets Click the tab of the first worksheet you want to group. Hold the Shift key and click the tab of the last worksheet. All selected tabs will now appear white, and the Title Bar will be marked [Group]. To group all of the worksheets in a workbook, right click on any worksheet tab and choose Select All Sheets from the pop-up menu. Ungroup worksheets Click the tab of a worksheet that is not part of the group. If you have grouped all the worksheets in the workbook, click the tab of a worksheet that is not on top. Make changes to multiple worksheets in a workbook with identical setups Say you have several identical worksheets that you created by making copies of an original sheet. How do you make changes without having to change every sheet separately? Group the worksheets you want to change. On the top (visible) sheet, make any changes desired, including fill colors, borders, typing, column or row widths, or auto formats. The changes you make will Page 5 of 6

6 be applied to all the grouped worksheets. (Be careful if you already have data typed in new data will replace old data on all of the grouped sheets.) Practice Exercises: 1. Customize your Quick Access Toolbar by adding the following buttons a. From the Commands Not in Ribbon list add Insert or Remove Page Break and Strikethrough b. From the View Tab list add Freeze Panes c. From the File Tab list add Print Preview and Print. d. Arrange the new buttons on the Toolbar in any order you want using the up and down arrows. Click OK to view the new ribbon. (When done, either keep the new buttons if you like, or reset the toolbar according to the instructions on page 1.) 2. Create a custom new ribbon tab and name it with your name. Excel automatically creates an empty group ( New Group ) on your ribbon; rename it Printing and add a Print Preview and Print button to it. 3. Open a new workbook and format one column with each of the following custom number formats: a. Display as and as b. Display as and as c. Display 6/16/09 as Thu, Jun 16 d. Display 42 in green and -42 in blue 4. Go to this website and download the workbook named Advanced Excel Practice - Workbooks. (For users of earlier versions of Microsoft Word, I have included a copy of the file in the old format as well.) a. Make a copy of Sheet1. b. Rename the new worksheet you just made Libraries. Freeze the panes so you can see the top row and the left column at all times when you scroll. c. Group the two worksheets. Make the top row and the left column bold, and shade them in a color. Ungroup the worksheets and verify that both of them have the same formatting. d. Arrange the sheets in the workbook in alphabetical order. e. On the Libraries sheet, select the column labeled Location Zip Code. Using conditional formatting, color the top 10 zip codes green with dark green text. Clear the conditional formatting from the Zip Code column and replace it with Data Bars (choose any color). What happens if you add an Icon Set as well as the Data Bars? f. Hide the column containing the number of employees. Hide the 29 rows for the Cleveland Public Library. How do you display these rows and columns again? g. Click on the sheet named Grades. Protect the cells containing the formulas (G4:G14 and A16:G18) and allow changes to the cells containing the information about the students (A4:F14). Protect the sheet. Change Marian s project grade to 83. Try to delete the formula in cell G10. What happens? Page 6 of 6

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