Quick Guide to the Excel 2019 Worksheet Window

By Greg Harvey

Part of Excel 2019 For Dummies Cheat Sheet

To help you get your bearings, here’s a quick rundown on the different components of the Excel 2019 Worksheet window, from left to right and from top to bottom:

  • The top row of the Excel window to the left of the centered filename contains the Quick Access toolbar with its default AutoSave, Save, Undo, and Redo command buttons. You can customize this toolbar to contain other commands that you frequently use.
  • To the right of the filename and your username on the top row, you find the Ribbon Display Options command button (to control how the Ribbon tabs on the row below and the Ribbon commands on the currently selected tab in the area beneath that are displayed) followed by three window option buttons: Minimize, Restore Down (which becomes Maximize when you click it), and Close.
  • The second row of the Excel worksheet window starts out with the File menu button that switches you from the worksheet view to the Backstage View with a list of commands for doing all sorts of file related things, including getting information on the current workbook file and printing it). Press the Esc key to close the Backstage view and switch back into the regular worksheet view.
  • Immediately right of the File menu button, you find the built-in tabs of the Excel Ribbon, Home through Help. To display the command buttons associated with a particular Ribbon tab, simply click its tab name. Like the Quick Access toolbar, you can customize the Ribbon to modify the display of the tabs and add tabs for other Excel commands that you frequently use.
  • At the end of the second row, to the right of the Ribbon tabs, you find the Tell Me text box (with the magnifying glass icon) to get active help on about how to do anything in Excel 2019. This is followed by the Share button used to share a workbook file saved on your OneDrive or SharePoint site with clients and coworkers.
  • The third row, below the Ribbon, starts out with the Name Box that displays the column letter and row number address (as in A1, address of the first cell of the worksheet) of the current cell — that is, the cell that contains the cell cursor in the worksheet area displayed below. If the current cell is part of a range to which you have assigned a range name, that name appears in the Name Box instead of the cell address.
  • The Name Box is followed by a group of three data entry command buttons: Cancel (to scrub the entry you were about to make in the current cell), Enter (to complete the data entry in the current cell), and Insert Function (with the fx icon, to create a formula using one of Excel’s many built-in computing functions in the current cell). The long text box to the immediate right of the Insert Function button is the Formula bar, which displays the contents of the entry you’re in the process of making or previously have made in the current cell.
  • Beneath the row containing the Name Box and Formula bar, you find the worksheet area where the contents of your spreadsheet and any charts and any other graphics added to the worksheet are displayed. This area takes up the major portion of the Excel worksheet window. It uses light gray gridlines to mark the boundaries of cells of the worksheet and is bordered at the top by a row of letters identifying the columns and on the left by a column of numbers identifying the rows. The number of the total cells displayed in the worksheet area at any one time depends upon the size and the resolution of your device’s display monitor as well as the current magnification setting in effect in Excel. You can use the vertical scroll bar located along the right border of the worksheet area and the horizontal scroll bar located in the lower-right along the bottom of the worksheet area to bring other unseen parts of the worksheet into view.
  • To the left of the horizontal scroll bar in the row at the bottom of the worksheet area, you find the New Sheet button (to add worksheets). To the left of this button, Excel displays tabs with the name of each worksheet in the current file (Sheet1). To the left of the first sheet tab, you find the Next Sheet and Previous Sheet buttons. If your Excel workbook contains so many worksheets that not all of its sheet tabs can be displayed, Excel adds scroll buttons (with . . .), which appear before the first and last sheet tab.
  • The very bottom (green) row of the Excel worksheet window is known as the Status bar. The current mode (Ready, Enter, Edit, and the like) is displayed on the far left. If you record a macro, Excel adds a Record Macro command button that appears to the immediate right of the Mode indicator. If you select a bunch of cells in the worksheet area that contains values, Excel displays the average, count, and sum of those values near the center of the Status bar. On the right side of the Status bar, you find three workbook views buttons — Normal, Page Layout, and Page Break Preview — followed by the Zoom control with Zoom Out (-) and Zoom In (+) buttons and Zoom slider to decrease or increase the magnification of the cells displayed in the worksheet area indicated as a percentage.