CHAPTER 2 Flashcards
The Command System
The Command System describes different approaches by which the user can execute actions in Excel. These include the following:
a) Ribbon System
b) Quick Access Toolbar (QAT)
c) Programming (macros)
The Ribbon System
The ribbon system refers to the collections (or strips) of command buttons. There are several ribbons available. Similar to worksheets being identified by a tab with the name for the worksheet, each ribbon is
headed by a tab at the top of the workbook. Each ribbon groups appropriate functionalities. When a workbook opens, the default tab is the ‘HOME’ tab. The user goes from ‘HOME’ to other ribbons.
Within any ribbon, the commands are organized in groups. For example, font name, font size, font color, and related commands are grouped in the Font group.
Numerous ribbons, each with several groups of commands, and each group having many commands make for a rich environment. This also
means that we have a large number of controls. With so many controls, it is difficult to remember each command and its location. We can make
this easier for ourselves through customization.
Customizing a ribbon in Excel
We can customize the ribbon to suit our requirements and usage style
Minimizing the ribbon
We can adjust the display of the ribbon to show:
a) No ribbon
b) Ribbon tabs only
c) Ribbon tabs + commands
These functionalities can be accessed by the commands on the top right of the Excel window.
Remove button from a ribbon
We cannot remove buttons from the default Excel groups in a ribbon. However, we can remove an entire default group. We can also remove individual buttons from a custom group in a ribbon.
Customizing the ribbon
We can access the options to customize a ribbon in one of two ways.
a) Keyboard: ALT - F, T, C
b) Mouse: Right-click any tab -> “Customize the ribbon”
c) FILE -> Options -> “Customize Ribbon”
Adding an existing button to a tab
Excel has a large number of commands and buttons available. Not all these buttons are shown in the tabs. In fact, Excel groups a number of commands as ‘Commands Not in the Ribbon’.
We can add a button that is available but not shown presently. However, Excel does not permit us to modify built-in groups in the ribbon. We can neither remove buttons from, nor add buttons to, an
existing group. Hence, if we want to add a button, we need to create a custom group. We can then add the button to the custom group. The custom group can be created within an existing ribbon or added to a new ribbon (that we create).
Adding a custom tab or a custom group
We can add a tab or group to the existing ribbon system. Each tabs can have one or more groups of commands. Grouping commands keeps our tab organized.
To add a tab or a group:
a) Right click any tab -> “Customize the ribbon”
b) From the options shown in the window on right, right
click any tab
c) Choose Add new tab or Add new group as desired
We can add buttons only after we have created a group.
To add a button to a new group:
a) Select the button that needs to be added to the
new group and drag to new group
b) Click OK
c) The ribbon will now show the new button in the
new group
Removing a button from a ribbon
There are a couple of options available to remove buttons. We can “Reset all customization” this will help you remove all customizations made to the tabs, groups and the Quick Access Toolbar (QAT), or we can
use “Reset only selected ribbon tabs” this will remove all the customizations on a particular ribbon tab”. These options must be used when we want to remove customizations in bulk.
We cannot remove individual buttons from the default (= built-in) Excel groups in a ribbon. However, we can remove the whole default Excel group as well as individual buttons from a custom group in a ribbon.
To remove entire built-in group or individual buttons from custom group:
a) Go to customize ribbon window
b) Click on the group ( or individual button in a
custom group) that you wish to remove
c) Click on Remove
Customizing the Quick Access Toolbar (QAT)
The QAT can be positioned above or below the ribbon. The QAT comes with a few commonly used commands. However, the user can these remove
existing commands from the QAT, add/or a command (from any ribbon) to the QAT. The QAT can simultaneously have multiple commands from different ribbons. In effect, the QAT provides the user with a ribbon of commands that are relevant to the user.
To add a command to the QAT:
a) Right click on the command that you wish to add
b) Click on ‘Add to Quick Access Toolbar’
To remove a command from the QAT:
a) On the QAT, right-click on the command that you
wish to remove
b) Click on ‘Remove form Quick Access Toolbar’
Adding or removing a command from the QAT does not have any effect on the availability of the command in its original location.
Besides the QAT and the ribbon, Excel offers the user other areas for customization, e.g., in Excel’s file system.
Which of the following statements is FALSE about the ribbon?
a) Each ribbon can be customized by adding new
groups of functions: TRUE
b) You can add a button to a default group: FALSE
A custom group of commands can be:
a) Created within an existing ribbon
b) Added to a new ribbon
What does the command “Reset only selected ribbon tabs” accomplish?
Removes all customizations in a selected ribbon
Which of the following is FALSE?
a) QAT stands for ‘Quick Access Toolbar: TRUE
b) The default buttons on the QAT can be removed:
TRUE
c) The QAT can be positioned above or below the
ribbon: TRUE
d) Adding a command to the QAT changes the
availability of the command in its original location:
FALSE
We can minimize the ribbon to show:
a) No ribbon
b) Ribbon tabs only
