You need to move your custom Excel setup to a new computer. Manually recreating all your preferences is time-consuming and error-prone. Excel stores your personalized settings in a configuration file. This article explains how to export these settings and import them on another PC.
Key Takeaways: Exporting and Importing Excel Settings
- Excel.officeUI file: This file contains all customizations for the Quick Access Toolbar and the ribbon.
- Excel Options registry key: This Windows registry key holds most settings from File > Options.
- Import Customization File: Use this command in Excel on the new PC to load your saved ribbon and toolbar layout.
Understanding What Excel Settings You Can Transfer
Excel does not have a single built-in export feature for all settings. Your configuration is split between two main locations. The first is the Excel.officeUI file. It saves your ribbon and Quick Access Toolbar modifications, like added buttons and hidden tabs.
The second location is the Windows registry. When you change settings in File > Options, Excel writes them to a specific registry key. This includes options for formulas, proofing, saving, and advanced display settings. You cannot transfer some elements, like recently used file lists or cached account information, for security reasons.
Prerequisites Before Exporting
Ensure Excel is closed on the source PC. You need administrator rights to export the registry key. Also, confirm the version of Excel on the new PC matches the version on the source PC. Transferring settings between different major versions, like Excel 2019 and Microsoft 365, may not work correctly.
Steps to Export Your Excel Configuration
Follow these steps to locate and save your settings from the source computer.
- Find and copy the Excel.officeUI file
Open File Explorer and paste this path into the address bar: %AppData%\Microsoft\Excel. Look for a file named Excel.officeUI. Select it and press Ctrl+C to copy it. Paste it to a USB drive or cloud storage folder you can access from the new PC. - Open the Windows Registry Editor
Press the Windows key + R, type regedit, and press Enter. Click Yes if prompted by User Account Control. This opens the Registry Editor. - Navigate to the Excel Options key
In the Registry Editor, use the left pane to navigate to this path: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Excel\Options. The “16.0” corresponds to Office 2016, 2019, and Microsoft 365. For older versions, the number may be 15.0 or 14.0. - Export the registry key
Right-click on the Options folder in the left pane. Select Export from the menu. In the save dialog, choose a location like your USB drive. Name the file Excel_Settings.reg. Ensure Save as type is set to Registration Files and click Save.
Steps to Import Settings on the New PC
After moving the files, configure Excel on the destination computer.
- Copy the Excel.officeUI file to the new PC
Move the copied Excel.officeUI file from your USB drive to the same folder on the new PC: %AppData%\Microsoft\Excel. If asked to replace an existing file, choose Yes. - Import the registry file
Navigate to the saved Excel_Settings.reg file on the new PC using File Explorer. Double-click the .reg file. Click Yes on the security warning, then OK on the confirmation dialog. This merges the settings into the new PC’s registry. - Open Excel and verify the import
Launch Excel on the new PC. Check that your Quick Access Toolbar and ribbon look correct. Go to File > Options and verify a few settings, like those in the Formulas and Save categories, match your old setup.
Common Mistakes and Limitations
Excel Opens With a Blank Ribbon After Import
This happens if the Excel.officeUI file is corrupted or from a mismatched version. Close Excel and rename the existing Excel.officeUI file to Excel.officeUI.old. Restart Excel to generate a new default file. Then, try copying your backup file again.
Some Settings Did Not Transfer From File > Options
Certain advanced settings, like those for editing or web options, may be stored elsewhere. Re-apply these few settings manually on the new PC. Also, check that you exported the correct registry key version number matching your new Excel installation.
Security Warning When Importing the .REG File
Windows displays this for any registry file from an external source. It is safe if you created the file yourself. Ensure you trust the source before clicking Yes. Importing registry files from unknown sources can harm your system configuration.
Manual Export vs. Office Configuration Tool Comparison
| Item | Manual Export (This Guide) | Office Customization Tool (OCT) |
|---|---|---|
| Primary Use | Individual user migrating their own settings | IT administrators deploying Office to many users |
| Complexity | Medium, requires registry editing | High, requires creating configuration XML files |
| Transferred Settings | Ribbon, QAT, and most File > Options settings | All user settings plus installation defaults and features |
| Best For | One-time transfer to a personal new PC | Standardized company-wide Office deployment |
You can now use your familiar Excel environment on a new computer. The process involves copying one file and one registry key. For future transfers, keep a backup of your Excel_Settings.reg file in a secure location. An advanced tip is to use the Windows Task Scheduler to create a weekly backup task that automatically copies your Excel.officeUI file to a cloud folder.