Many Excel users find the default ribbon layout inefficient for their daily tasks. The ribbon contains all commands, but they are spread across multiple tabs. You can customize the ribbon to group your most-used tools together. This article explains how to rearrange tabs and create a personalized workspace.
Key Takeaways: Rearranging the Excel Ribbon
- File > Options > Customize Ribbon: Opens the main dialog box for adding, removing, and reordering ribbon tabs and groups.
- New Tab and New Group buttons: Creates a completely custom tab or adds a new command section within an existing tab.
- Rename and Reset buttons: Changes the display name of any element or restores the ribbon to its original default layout.
Understanding Excel Ribbon Customization
The Excel ribbon is the toolbar at the top of the application window. It organizes commands into tabs like Home, Insert, and Formulas. Each tab contains related groups, such as the Font and Alignment groups on the Home tab. Customization allows you to change this default organization to fit your workflow.
You need no special software or add-ins to rearrange the ribbon. The feature is built into Excel for Windows. You can reorder existing tabs, create new ones, and populate them with any command from Excel’s library. Your customizations are saved to your Windows user profile and will appear each time you open Excel.
What You Can Customize
You have control over two main elements: tabs and groups. Tabs are the top-level categories visible on the ribbon. Groups are the labeled sets of buttons within each tab. You cannot move individual buttons outside of a group, but you can create a new group and add specific buttons to it. You can also hide default tabs you never use.
Steps to Rearrange and Customize the Ribbon
Follow these steps to modify your ribbon layout. Start with Excel open.
- Open the customization dialog
Click File in the top-left corner. Select Options from the left menu. In the Excel Options window, click the Customize Ribbon category on the left. - Reorder existing tabs
On the right side, you will see a list under Customize the Ribbon. This list shows all main tabs. Select a tab name, like Formulas, and use the Up and Down arrow buttons on the far right to change its position in the ribbon. - Create a new custom tab
Click the New Tab button below the list. A new tab called New Tab (Custom) will appear, containing one New Group (Custom). Select your new tab and click the Rename button. Enter a name like My Tools and click OK. - Add commands to your custom group
Ensure your new group is selected. On the left side, choose commands from the Choose commands from dropdown list, such as All Commands. Find a command like Paste Values, select it, and click the Add >> button. The command will be placed into your selected group. - Save and apply changes
Click OK at the bottom of the Excel Options window. Your ribbon will immediately update. Your new My Tools tab will appear with the commands you added.
Adding a Popular Command to the Quick Access Toolbar
For a single command you use constantly, add it to the Quick Access Toolbar above the ribbon. Right-click any command on the ribbon and select Add to Quick Access Toolbar. This is faster than creating a full custom tab for one button.
Common Mistakes and Limitations to Avoid
Customizations Not Saving or Appearing
If your ribbon resets to default, your Excel or Windows profile may be corrupted. Ensure you click OK to close the Excel Options window; clicking Cancel discards changes. Customizations are per-user, so they will not appear if you sign into a different Windows account on the same computer.
Cannot Find a Specific Command
Some commands are only available in certain contexts. In the Customize Ribbon dialog, set the Choose commands from dropdown to All Commands. This shows an alphabetical list of every available command, including many not on the default ribbon. Scroll to find the one you need.
Accidentally Removing a Default Tab
To restore a default tab you unchecked and hid, return to File > Options > Customize Ribbon. At the bottom of the dialog, click the dropdown next to Customizations and choose All Tabs. Find the missing tab in the right-hand list, check its box, and click OK.
Default Tabs vs Custom Tabs: Key Differences
| Item | Default Tabs (Home, Insert, etc.) | Custom Tabs |
|---|---|---|
| Origin | Pre-installed with Excel | User-created |
| Edit Permission | You can hide but not delete them | You can rename, delete, or modify them fully |
| Content | Fixed groups of related commands | Any command from any Excel feature |
| Reset Option | Restored by Reset button | Deleted by Reset button unless exported |
| Portability | Available on all Excel installations | Must be exported as a file to transfer |
You now have a ribbon organized for your specific tasks. Use the Import/Export feature in the Customize Ribbon dialog to save your layout as a file. Try creating a tab dedicated to your weekly reporting tasks with commands for PivotTables, formatting, and printing. Press Alt to display keyboard shortcuts for every ribbon command, making your custom workspace even faster to use.