Understand the Basic Excel 2013 Screen Elements

Learn about the most important parts of the Excel interface

Colleagues working in Excel
Image Source / Getty Images

If you are relatively new to using Excel 2013 for spreadsheets, you may not know the purpose of everything on the screen. Chances are, you'll find simpler or more effective ways to work with your spreadsheets once you find out more about the interface and its tricks. Here's a quick look at the parts of Excel 2013.

Excel 2013 Screen Elements

Excel 2013 Screen Elements
Excel 2013 Screen Elements. © Ted French

The Excel screen is filled with possibilities. After you learn what each section is for, you'll be cranking out professional-looking spreadsheets in no time.

Active Cell

The active cell is recognized by its green outline. Data is always entered into the active cell. Different cells can be made active by clicking on them with the mouse or by using the arrow keys on the keyboard.

Add Sheet Icon

Clicking on the Add sheet icon next to the Sheet tab at the bottom of the screen adds another worksheet. (You can also use two keyboard shortcuts to add a new worksheet: Shift + F11 and Alt + Shift + F1)

Cell

Cells are the rectangular boxes located in the central area of a worksheet. Some important notes to know about cells include:

  • Data entered into a worksheet is stored in a cell. Each cell can hold only one piece of data at a time.
  • A cell is the intersection point of a vertical column and a horizontal row.
  • Each cell in the 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 run vertically on a worksheet, and each one is identified by a letter in the column header.​

Formula Bar

Located above the worksheet, this area displays the contents of the active cell. The formula bar can also be used for entering or editing data and formulas.

Name Box

Located next to the formula bar, the Name Box displays the cell reference or the name of the active cell.

Quick Access Toolbar

The Quick Access toolbar allows you to add frequently used commands — click on the down arrow at the end of the toolbar to display available options.

Ribbon

The Ribbon is the strip of buttons and icons located above the worksheet. When clicked on, these buttons and icons activate the various features of the program. First introduced in Excel 2007, the ribbon replaced the menus and toolbars found in Excel 2003 and earlier versions.

Ribbon Tabs

Ribbon tabs are part of the horizontal ribbon menu that contains links to various features of the program. Each tab –such as Home, Page Layout, and Formulas – contains a number of related features and options that are activated by clicking on the appropriate icon.

The File Tab

The File tab was introduced in Excel 2010, replacing the Excel 2007 Office Button, and it works differently than the others tabs. Instead of having its options display on the horizontal ribbon, clicking on the File tab opens a drop-down menu on the left side of the screen.

  • This tab contains items that are mostly related to file and document management, such as opening new or existing worksheet files, saving, and printing.
  • The Options item, which is also located on the menu, is used to alter the look of the program as a whole by choosing which screen elements to display, such as scroll bars and gridlines; it also contains options for activating a number of settings including automatic recalculation of worksheet files and choosing which languages to use for spell check and grammar.

Row Numbers

Rows run horizontally in a worksheet and are identified by a number in the row header.

Sheet Tabs

By default, there is one worksheet in an Excel 2013 file, but you can add additional sheets. The Sheet tab at the bottom of a worksheet tells you the name of the worksheet, such as Sheet1 or Sheet2.

Status Bar

The Status Bar, which runs horizontally along the bottom of the screen, can be customized to display a number of options, most of which give the user information about the current worksheet, data the worksheet contains, and the user's keyboard.

  • Information includes whether the Caps Lock, Scroll Lock, and Num Lock keys are turned on or off.
  • The status bar also contains the Zoom slider, which allows users to alter the magnification of a worksheet.

Zoom Slider

  • Located in the bottom right corner of the Excel screen, the Zoom slider is used to change the magnification of a worksheet when you drag the slider box back and forth or click on the Zoom Out and Zoom In buttons located at either end of the slider.

Earlier Versions of Excel

If you aren't using Excel 2013, one of these articles may contain the information you are looking for in order to master your version's interface: