MICROSOFT EXCEL 2013 INTERFACE

Element Description
Title bar Displays the name of the workbook and the program.
Minimize, Restore Down/Maximize Close buttons Controls the program window. Use the Minimize button
to hide the window. Use the Restore Down/Maximize
button to adjust the size of the window. Use the Close
button to exit Excel.
Quick Access Toolbar Contains frequently used commands that are
independent of the tab displayed on the Ribbon.
Ribbon Contains all the commands related to managing
workbooks and working with workbook content.
Formula bar Displays the data or formula stored in the active cell. It
can also be used to enter or edit a formula, a function, or
data in a cell.
Name box Displays the active cell address or the name of the
selected cell, range, or object.
Workbook window Displays a portion of the worksheet.
Sheet tabs Each tab represents a different worksheet in the
workbook. A workbook can have any number of sheets,
and each sheet has its name displayed on its sheet tab.
Scroll bars Used to move downward through a worksheet.
Status bar Displays various messages as well as the status of the
Num Lock, Caps Lock, and Scroll Lock keys on the
keyboards.
View Shortcuts toolbar Used to display the worksheet in a variety of views, each
suited to a specific purpose.
Zoom Level button Zoom slider Used to change the magnification of the worksheet.
The Ribbon – The Ribbon runs along the top, contains all the Excel tools, and is organized into three parts:

Tabs – represent a general activity area.

Groups – show related tools (commands) together.

Commands – a button, expandable menu, or a box for entering related information.

The Quick Access Toolbar – The Quick Access Toolbar lets you access common commands no matter which
tab is selected. You can customize the commands depending on your preference.

The Undo command “takes back” any changes made to the document.
The File Menu contains actions at the file level. Click the green “File” tab to the far left of the tabs. From the
“backstage” area you can create a new workbook, Open an existing one, save changes to the current
workbook, Save As a different file with a different name, Print the current workbook, and other options. Click
the “back arrow” at the top to exit the backstage area.

The Title Bar shows the name of the program and your document. (Top-most bar in program window.) Excel
documents, known as workbooks, have a temporary title, Book1, until you “Save As” with a different name. To
the far-right on the Title Bar is the Help Menu and Ribbon Display options.

Ribbon Display Options allow you to see more or less of the Ribbon and the work area, as a result.

The Name Box is below the ribbon and names the cell in which you’re currently working.

The Formula Bar – The instructions for performing calculations are called formulas and appear in the formula
bar.

The Spreadsheet is below the name box and formula bar. It is a large grid of boxes known as cells. Each cell
has an address (also known as a cell reference) that will be displayed in the name box when the cell is clicked.
A cell’s address consists of its column letter and row number. Excel identifies the selected cell (also known as
the active cell) with a dark green outline. Most work in Excel is done in the cells.

Every Workbook has worksheets (spreadsheets). Every worksheet has the following:

 COLUMNS represented by letters across the top

 ROWS represented by numbers down the side
 CELLS are the individual boxes such as cell A1

MOUSE POINTER STYLES

Pointer Example Description
The white plus sign will select a single cell
to enter data, retype data or delete text
from the selected cell. This pointer is also
useful for selecting a range of cells.

The white arrow will drag the contents of

the selected cell to a new location (drag
and drop).
The black plus sign activates the fill handle
of the selected cell and will fill the
adjoining cells with some type of series,
depending on the type of data (e.g., a
formula or date) is in the beginning cell.

SPREADSHEET NAVIGATION

Method Description
Mouse pointer Use the mouse pointer to select a cell.
Scroll bars Use the horizontal and vertical scroll bars to move around the spreadsheet to view
columns and rows not currently visible. Click the mouse pointer once the desired cell
is visible.
Arrow keys Use the left ←, right →, up ↑, and down ↓ arrows to move accordingly among cells.
Enter Press the Enter key to move down one cell at a time.
Tab Press the Tab key to move one cell to the right.
Ctrl+home Moves the cursor to cell A1.
Ctrl+end Moves the cursor to the last cell of used space on the worksheet, which is the cell at
the intersection of the right-most used column and the bottom-most used row (in
the lower-right corner).
End + arrow key Moves the cursor to the next or last cell in the current column or row which contains
information.
ADJUST COLUMN WIDTH
 Method Description
Dragging method Move the cursor up to the column heading area and point to the vertical line to
the right of the column that you want to change. When the cursor becomes a
"plus sign" with horizontal arrows, press the mouse button and drag in either
direction to resize the column. Release the mouse button to accept the new size.
Double click to auto fit Move the cursor up to the column heading area and point to the vertical line to
the right of the column that you want to change. When the cursor becomes a
"plus sign" with horizontal arrows, double click to AutoFit this one column
Autofit a range Use the mouse to select the range of cells that needs to be adjusted and on the
Home ribbon in the Cells group, choose Format, and the select the AutoFit
Column Width option.

CREATE FORMULA
Symbol Meaning
= equals - used to begin a calculation
+ addition
- subtraction
* multiplication
/ division
^ exponentiation
( open parenthesis - used to begin a grouping
) close parenthesis - used to close a grouping
HOME TAB

CLIPBOARD

Paste - The button will paste the current contents from the clipboard.
Cut - (Ctrl + X). Cuts the current selection to the clipboard.
Copy - (Ctrl + C). Copies the current selection to the clipboard.
Format Painter - Copies the format from a cell (or range) allowing it to be pasted
elsewhere.

FONT

Name Description
Font Provides a list of all the available fonts
Font size Lets you adjust the character size
Increase font size Increases the font size of the current selection to the next larger size in the Font
Size box.
Decrease font size Decreases the font size of the current selection to the next smaller size in the
Font Size box.
Bold Toggles bold on the current selection.
Italic Toggles italics on the current selection.
Underline The button toggles bold on the current selection.
Borders The button applies a border to the current selection.
Fill Color The button applies a colour to the background of the current selection.
Font Color The button changes the colour of the font of the current selection.
ALIGNMENT

Name Description
Top Align  Align text to the top of the cell.
Middle Align Align text to the center of the cell.
Bottom Align Align text to the bottom of the cell.
Orientation Rotates the current selection to a diagonal angle or a vertical angle.
Wrap Text Wraps the text so it is displayed on multiple lines.
Align Left  Aligns data to the left edge of the cell.
Center Aligns data to the middle of the cell.
Align Right Aligns data to the right edge of the cell.
Decrease Indent Decreases the indent by 1 or removes the indent completely.
Increase Indent Increases the indent by 1.
Merge & Center The button joins the selected cells and centers the contents in the new
cell.

NUMBER

Name Description
Number Format Provides a list of all the available number formats. The built-in
number formats are: General, Number, Currency, Accounting,
Short Date, Long Date, Time, Percentage, Fraction, Scientific and
Text.
Accounting Number Format The button applies your 'default' accounting number format to
the current selection.
Percent Style Applies the percent number format to the current selection.
Comma Style Applies the comma style number format to the current selection.
Increase Decimal Adds one decimal place to the current selection.
Decrease Decimal Removes one decimal place from the current selection.
STYLES

Conditional Formatting - Provides access to conditional formatting commands which can be used to apply cell
formatting automatically.
Format as Table - This applies a Table Style to the current selection and defines it as a table.
Cell Styles - This applies a cell style to the current selection.

CELLS

Insert - The button always inserts cells into the current selection, shifting cells down.
Delete - The button always deletes the current selection shifting cells up.
Format - Provides an assortment of useful commands that apply to rows, columns and sheets.

Editing

AutoSum - Exactly the same command can be found on the Formulas Tab.

Fill - Lets you fill the selection in any direction and into any range of adjacent cells.
Clear - Removes everything from the current selection or remove particular items by expanding the drop-
down.
Sort & Filter - Sorts the currently selected data or current region into ascending or descending order and lets
you add filters to reduce the number of visible rows.
Find & Select - The drop-down contains the commands: Find, Replace, Go To, Go To Special, Formulas,
Comments, Conditional Formatting, Constants, Data Validation, Select Objects and Selection Pane.
INSERT TAB

TABLES

PivotTable - Displays the "Create PivotTable" dialog box.

Recommended PivotTables - Displays the "Recommended PivotTables" dialog box. This shows a list of
customized pivot tables that are best for your data.

Table - Displays the "Create Table" dialog box. When you define your data as a table it makes it easier to sort,
filter and apply formatting.

ILLUSTRATIONS

Pictures - Displays the "Insert Picture" dialog box allowing you to browse to a file.
Online Pictures Find and insert pictures from a variety of online sources.
Shapes - The drop-down contains the commands: Recently Used Shapes, Lines, Rectangles, Basic Shapes, Block
Arrows, Equation Shapes, Flowchart, Stars and Banners and Callouts.
Icons - Displays the "Insert Icons" dialog box. Insert an icon to visually communicate using symbols.
3D Models - Insert a 3D model so you can rotate it and see it from all angles.

SmartArt - Displays the "Choose a SmartArt Graphic" dialog box which lets you choose from the following
different types of SmartArt: List, Process, Cycle, Hierarchy, Relationship, Matrix, Pyramid, Picture and
Office.com.
Screenshot - The drop-down contains the commands: Available Windows and Screen Clipping.
Clip Art - Toggles the display of the Clip Art task pane to let you insert drawings, movies, sounds, photos etc.
ADD-INS

Get Add-ins - Displays the Office Add-ins window allowing you to see all the add-ins in the Office store.
My Add-ins - Displays the Office Add-ins window showing you all the add-ins you have currently installed.

CHARTS
You can quickly display the "Insert Chart" dialog box by selecting your data and clicking on the dialog box
launcher in the bottom right corner of the group. If a chart is active the "Change Chart Type" dialog is
displayed.

Recommended Charts - Displays the "Insert Chart" dialog box

Column or Bar - The drop-down contains the commands: 2-D Column, 3-D Column, 2-D Bar, 3-D Bar and More
Column Charts.
Line or Area - The drop-down contains the commands: 2-D Line, 3-D Line, 2-D Area, 3-D Area and More Line
Charts.
Pie or Doughnut - The drop-down contains the commands: 2-D Pie, 3-D Pie, Doughnut and More Pie Charts.
Hierarchy - The drop-down contains the commands: Treemap, Sunburst and More Hierarchy Charts.
Statistic - The drop-down contains the commands: Histogram, Box and Whisker and More Statistical Charts.
Scatter XY or Bubble - The drop-down contains the commands: Scatter, Bubble and More Scatter Charts.
Waterfall or Stock - This drop-down contains the commands: Waterfall (Added in 2016), Funnel, Stock,
Surface, Radar and More Stock Charts.
Combo - The drop-down contains the commands: Combo and Create Custom Combo Chart.
PivotChart - The button displays the "Create PivotChart" dialog box.

TOURS
3D Map - The button displays the "Power Maps for Excel" window.

SPARKLINES

Line - Displays the "Create Sparklines" dialog box which lets you insert a line chart within a single cell.
Column - Displays the "Create Sparklines" dialog box which lets you insert a column chart within a single cell.
Win/Loss Displays the "Create Sparklines" dialog box which lets you insert a win/loss chart within a single cell.

FILTERS

Slicer - Filter dates in your Tables. Exactly the same command can be found on the Table Tools - Design Tab.
Timeline - Filter dates in your tables, pivot tables and pivot charts.

LINKS
Link - Displays the "Insert Hyperlink" dialog box.

Hyperlink - Renamed to Link in 2017.

COMMENTS

Comment - Insert a note into the active cell.

TEXT

Text Box - Inserts a textbox that can be positioned anywhere on the page.
Header & Footer - Switches to Page Layout view and automatically puts your cursor in the header box. This
will then display the "Header & Footer Tools - Design" contextual tab. To exit just click out of the header or
footer.
WordArt - Gives you a choice of Word Art styles to insert.
Signature Line - The button inserts a signature line that specifies the individual who must sign.

Object - Displays the "Object" dialog box allowing you to insert embedded objects.

SYMBOLS
Equation - The drop-down contains the commands: Area of Circle, Binomial Theorem, and Expansion of a Sum,
Fourier series and Insert New Equation.
Symbol - Displays the "Symbol" dialog box.
PAGE LAYOUT

THEMES

Themes - Changes the overall look and feel of your workbook including colors, fonts and effects.

Colors - Displays a list of all the available colors and lets you change the colour component of the active
theme.

Fonts - Displays a list of all the available fonts and lets you change the font component of the active theme.

Effects - Displays a list of all the available effects and lets you change the effect component of the active
theme.

PAGE SETUP

Margins - Lets you choose from one of your built-in margin settings or lets you customize your own.

Orientation - Drop-Down. Lets you switch between Portrait and Landscape.

Size - Lets you select from all the different available paper sizes. The More Paper Sizes displays the "Page
Setup" dialog box, Page tab.

Print Area - This drop-down contains the commands: Set Print Area and Clear Print Area.
Breaks - This drop-down contains the commands: Insert Page Break, Remove Page Break and Reset All Page
Breaks.

Background - Displays the "Sheet Background" dialog box to let you add a background image to the back of a
worksheet. This caption changes to 'Delete Background' if an image is assigned to the active worksheet.

Print Titles - Displays the "Page Setup" dialog box, Sheet tab. This allows you to enter rows or columns to
repeat.

SCALE TO FIT

Width - Choice of 1 to 9 pages. The combo box contains Automatic, 1 to 9 pages and More Pages. The More
Pages displays the "Page Setup" dialog box, Page tab. Provides a shortcut to (Page Setup) (Page tab, Scaling).

Height - Choice of 1 to 9 pages. The combo box contains Automatic, 1 to 9 pages and More Pages. The More
Pages displays the "Page Setup" dialog box, Page tab. Provides a shortcut to (Page Setup) (Page tab, Scaling).

Scale - Changes the page scale in increments of 5%. Provides a shortcut to the (Page Setup) (Page tab, Scaling).

SHEET OPTIONS

Gridlines View - Toggles the display of gridlines on the active worksheet. Provides a shortcut to (Page Setup)
(Sheet tab, "Gridlines").
Gridlines Print - Toggles whether the gridlines are printed. Provides a shortcut to (Excel Options) (Advanced
tab, "Show gridlines").

Headings View - Toggles the displays of row and column headers on the active worksheet. Provides a shortcut
to (Excel Options) (Advanced tab, "Show row and column headers").

Headings Print - Toggles whether the row and column headers are printed. Provides a shortcut to (Page Setup)
(Sheet tab, "Row and column headings").
ARRANGE

Bring Forward - The button brings the selected object forward one level.

Send Backward - The button brings the selected object back one level.

Selection Pane - Displays the Selection Task Pane.

Align - This drop-down contains the commands: Align Left, Align Center, Align Right, Align Top, Align Middle,
Align Bottom, Distribute Horizontally, Distribute Vertically, Snap to Grid, Snap to Shape, View Gridlines.

Group - This drop-down contains the commands: Group, Regroup and Ungroup.

Rotate - Rotate or flip the selected object. Drop-Down. This drop-down contains the commands: Rotate Right
90, Rotate Left 90, Flip Vertical, Flip Horizontal and More Rotation Options.
FORMULAS TAB

Function Library

Insert Function - Displays the "Insert Function" dialog box allowing you to search for a particular function or
display the list of functions by category.

AutoSum - The button inserts the Sum formula into the cell calculating the sum of the cells directly above.

Recently Used - Provides quick access to the 10 functions you recently used.

Financial - Provides quick access to all the functions in the financial category.

Logical - Provides quick access to all the functions in the Logical category.

Text - Provides quick access to all the functions in the Text category.

Date & Time - Provides quick access to all the functions in the Date & Time category

Lookup & Reference - Provides quick access to all the functions in the Lookup & Reference category.

Math & Trig - Provides quick access to all the functions in the Math & Trigonometry category.

More Functions - Displays a drop-down providing access to the statistical, engineering, cube, information,
compatibility, and web categories.
Defined Names

Name Manager - Displays the Name Manager Dialog box.

Define Name - The button displays the "New Name" dialog box.

Use in Formula - The drop-down contains a list of all the named ranges in the workbook (25 with scrolling) and
Paste Names. The Paste Names command displays the "Paste Name" dialog box.

Create from Selection - Displays the "Create Names from selection" dialog box. This enables you to name a
selected range of cells using a row or column title that you've entered.

Formula Auditing

Trace Precedents - Displays arrows that indicate what cells affect the value of the currently selected cell.

Trace Dependents - Displays arrows that indicate what cells are affected by the value in the currently selected
cell.

Remove Arrows - The button removes all the arrows drawn by the trace precedents and trace dependents.

Show Formulas - Toggles the display of the formulas rather than the result.

Error Checking - The button displays the "Error Checking" dialog box.

Evaluate Formula - Displays the "Evaluate Formula" dialog box. This allows you to step through a formula
calculation.

Watch Window - Displays the Watch Window. Allows you to view the contents of cells and their results as you
make changes.
Calculation

Calculation Options - The drop-down lets you quickly change the calculation setting in the active workbook
between Manual, Automatic and Automatic except for Data Tables.

Calculate Now - Provides a shortcut to the (Excel Options) (Calculation tab, "Calc Now"). This option no longer
appears on the Excel Options dialog box.

Calculate Sheet - Provides a shortcut to the (Excel Options) (Calculation tab, "Calc Sheet"). This option no
longer appears on the Excel Options dialog box.

Solutions

Euro Conversion - Launch the Euro Conversion Wizard.

Euro Formatting - Apply Euro formatting to the selected cells.

Quick Conversion - Perform quick conversions.

DATA TAB

Get & Transform Data

In Excel 2013 and 2010 this functionality was made available by installing the Power Query add-in.

Get Data - Discover, connect and combine data from multiple sources.

From Text/CSV - Import data from a text, comma-separated value or formatted text (space delimited) file.

From Web - Import data from a web page.

From Table/Range - Create a new query linked to the selected table. If the selected range is not part of a
table, it will be converted into a table.

Recent Sources - Manage and connect to recent sources.

Existing Connections - Import data from common sources.

Queries & Connections

Refresh All - The button updates all the information in the active workbook coming in from external sources.
Queries & Connections - Displays the "Workbook Connections" dialog box. Data connections are links to data
sources outside of this workbook.

Properties - This is only enabled when you select a cell that has been populated using an external connection.

Edit Links - Displays the "Edit Links" dialog box.

Data Types

Sort & Filter

Sort A to Z - Sorts data alphabetically from A-Z and numerically from the lowest number to the highest.

Sort Z to A - Sorts data alphabetically from Z-A and numerically from the highest number to the lowest.

Sort - Displays the "Sort" dialog box.

Filter - Toggles filtering on the current selection.

Clear - Clears the filter and sort for the current selection.

Reapply - Reapplies the filter and sort to the current selection.

Advanced - Displays the "Advanced Filter" dialog box.

Data Tools

Text to Columns - Displays the "Convert Text to Columns Wizard" dialog box.

Flash Fill - Automatically fills in values. 

Remove Duplicates - Displays the "Remove Duplicates" dialog box. 

Data Validation - The button displays the "Data Validation" dialog box.

Consolidate - Displays the "Consolidate" dialog box. 

Relationships - Allows you to create or edit relationships between tables to show related data from different
tables on the same report.

Manage Data Model - Opens the Power Pivot window. You must enable the Data Analysis add-ins to enable
this feature. 

Forecast

What-If Analysis - Drop-Down. The drop-down contains the commands: Scenario Manager, Goal Seek and
Data Table. In 2013 this was in the Data Tools group. 

Forecast Sheet - Displays the "Create Forecast Worksheet" dialog box that lets you forecast your timeline
data.
Outline

Group - The button lets you group a selection of rows and columns.

Ungroup - The button lets you remove the outlines from the current rows and columns.

Subtotal - Automatically insert subtotals for the selected rows.

Show Detail - Expand a collapsed group of cells.

Hide Detail - Collapse a group of cells.

Analyze

Solver - This is only displayed if you have the Solver add-in loaded. Displays the "Solver Parameters" dialog
box.

Data Analysis - This is only displayed if you have the Analysis-ToolPak add-in loaded. Displays the "Data
Analysis" dialog box.
REVIEW TAB

Proofing

Spelling - Displays the "Spelling" dialog box. Allows you to check the spelling on the active worksheet.

Research - Toggles the display of the Research Task Pane.

Thesaurus - Toggles the display of the Research task pane defaulting the research service to the thesaurus.

Accessibility

Check Accessibility - Displays the Accessibility Checker Task Pane. This identifies any aspects of your workbook
that could be altered to assist people with disabilities.

Insights
Smart Lookup - Displays the Smart Lookup Task Pane. This is powered by Bing and provides wiki articles and
top related searches from the web.

Language

Translate - Toggles the display of the Research task pane defaulting the research service to the translation.

Comments

New Comment / Edit Comment - Inserts a comment at the active cell.

Delete - Deletes the selected comment.

Previous Comment - Moves to the previous comment in the active workbook.

Next Comment - Moves to the next comment in the active workbook.

Show Comments - Toggles the display of the Comments task pane.

Show/Hide Comment - Toggles the display of the comment in the active cell.

Show All Comments - Toggles the display of comments in the active workbook (all worksheets).

Show Ink - Show or hide ink in the active workbook. This is tablet specific.
Notes

Notes - The drop-down contains the commands: New Note, Previous Note, Next Note, Show/Hide Note, Show
All Notes and Convert to Comments.

Changes

Protect and Share Workbook - Displays the "Protect Shared Workbook" dialog box.

Track Changes - The drop-down contains the commands: Highlight Changes and Accept/Reject Changes.

Protect

Protect Sheet - Displays the "Protect Sheet" dialog box.

Protect Workbook - The drop-down displays the following commands: Protect Structure and Windows as well
other Restrict Permission options.

Allow Edit Ranges - Allows specific users to edit certain ranges in a workbook or sheet. Before using this
option you need to define your security settings using the Protect Sheet command. This command is disabled
when the worksheet is protected.

Unshare Workbook - This is disabled by default. If you open a workbook that is currently being shared using
the legacy "Share Workbook" feature this button will become enabled, allowing you to unshare the workbook.
Shared workbooks have been replaced with Co-Authoring. Press the 'Share' button in the top right corner to
display the Share Task Pane. Workbooks must be saved to an online location.

Share Workbook - Allows multiple users to work in a workbook at the same time. The workbook should be
saved to a shared drive. Workbooks containing tables cannot be shared. Displays the "Share Workbook" dialog
box.
VIEW TAB

Workbook Views

Normal - Displays the worksheet in the normal view. There is also a shortcut to this view in the bottom right
corner of the status bar.

Page Break Preview - Used for adjusting page breaks. There is also a shortcut to this view in the bottom right
corner of the status bar.

Page Layout - Displays the worksheet as it will appear on a printed page. Displays a very useful horizontal and
vertical ruler plus you can add/change headers and footers, check margins, row/column headings and scaling
options. Not to be confused with Print Preview. There is also a shortcut to this view in the bottom right corner
of the status bar.

Custom Views - Displays the "Custom Views" dialog box.

Full Screen - Displays the workbook in full screen mode. Press Esc to return to the normal screen.

Show

Ruler - Toggles the display of the horizontal and vertical rulers. This is only available when you are in Page
Layout view. You can change the units displayed from the (Excel Options, Advanced tab)(Display, Ruler Units).
By default the ruler displays the default units that are specified in the control panel, regional settings. These
units can be either inches, centimeters or millimeters.

Gridlines - Toggles the display of gridlines on the active worksheet.

Formula Bar - Toggles the display of the formula bar.

Headings - Toggles the display of the heading rows.

Message Bar - Displays the message bar allowing any required actions to be completed.

Zoom

Zoom - Displays the "Zoom" dialog box.

100% - Zoom the workbook to 100% of its normal size.

Zoom to Selection - Zoom the worksheet to display just the currently selected cells.

Window

New Window - Creates a new window of your current workbook.

Arrange All - Tile all open windows side by side on the screen.

Freeze Panes - The drop-down contains the commands: Freeze Panes, Freeze Top Row and Freeze First
Column.

Split - Splits the window into multiple resizable panes which allow you to have multiple views of the same
workbook.

Hide - Hides the current workbook or window.

Unhide - Displays the "Unhide" dialog box allowing you to unhide a workbook or window.

View Side by Side - View two workbooks side by side to allow you to compare their contents.
Synchronous Scrolling - Synchronize the scrolling of two windows so they scroll together. The View Side by
Side option must be switched on for this command to be enabled.

Reset Window Position - Reset the window position of the two windows being compared so that they share
the screen equally. The View Side by Side option must be switched on for this command to be enabled.

Save Workspace - Displays the "Save Workspace" dialog box. This allows you to save the layout of all the
workbooks that are currently open so this layout can be reopened at a later date.

Switch Windows - The drop-down contains a list of all the workbooks/windows that are currently open.

Macros

Macros - The button is a shortcut to View Macros which displays the "Macro" dialog box displaying all the
available macros.