Join Mark Swift for an in-depth discussion in this video Toolbars and menus, part of Excel 2003 Essential Training.
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Now let's take a moment and look at the user interface, the menus, and toolbars that are associated with Microsoft Excel 2003. At the very top of our screen you'll see the title bar. The title bar indicates when you're in the suite, exactly what application you're running, and also what file you have open currently. It says Book1 because we have an unsaved blank document in front of us right now. Below the title bar is our menu bar and within the menu bar, you'll find all of the tools and options that are available to you to access features within Microsoft Excel. You'll notice at the bottom of some of these menus that there's a small blue circle with a double arrow. If you touch that circle, it will expand the menu to show you more features that are maybe not often used. Microsoft Excel is very intelligent in its ability to offer you the tools that you use on a regular basis and it does that by sorting their priorities. The more often you go to a menu and utilize a tool, the more often it'll appear on top outside of the collapsed list, but if you're looking for feature that you can't find, you can click on those double arrows to expand the menu, or simply go to a menu that is not yet expanded, and you'll notice now that I've expanded one, they're all expanded. So let me reset that. And if you hover on that menu for few moments, Microsoft Excel will offer to expand that menu for you, assuming that you're searching for something that you're not seeing. Below the menu bar we have a couple of the toolbars, beginning with the Standard toolbar. Standard because it has your New, Open, Save, Spellcheck, Cut, Copy, Paste, Undo, all of these standard features that you expect to find in any modern application. Next door to the Standard toolbar, we have our Formatting toolbar, and these are only two of many, many toolbars that we have at our disposal, but these are the common two that you're going to see. Other toolbars may appear as you use certain features or functions or as Microsoft Excel senses you heading in a direction that you may need that. Some of these toolbars have more features on them than what you can see. For example this little tag at the end of the Standard toolbar, you can just click on that for toolbar options, and you'll notice that there are a number of features that are listed here that aren't currently visible on my Standard toolbar. I have a couple of ways of remedying this or I don't need to remedy this at all. For example, if I want to use the Zoom dialog box, I can drop it down from here, change my zoom level the 50% and it changes. Notice that the Zoom dialog box now appears on the Standard toolbar. Microsoft Excel is attempting to accommodate my common use of the program by giving me the tools that I need.
This is relatively new. It's something that came with the 2003 Suite and it's Microsoft's continuing attempt to make the user experience better. I can also arrange my toolbars differently so that I can see more of the tools on each toolbar without having to worry about the space issue. For example, these four dots at the beginning, you notice I get my move handles as soon as I hover over those dots. I can click and drag the Formatting toolbar to take up most of the space on my screen, or I can click and drag it straight down, so that it has its own line to operate on, and I can place it there. Now as I use various features that are currently hidden inside of these toolbars, I can add or remove buttons, customizing that, looking at the Formatting toolbar. Everything that is checked right now is currently visible. Anything that's not checked is not visible, because I haven't used it. If I am going to use it, for example Formatting Cells, now that's available here on my toolbar. So I can quickly customize exactly how it looks and by doing this, you can see I have enough screen real estate, I can probably get those two to fill up my entire screen.
By default, Excel is trying to keep those side by side and keep as much screen real estate as available for you to look at your spreadsheet and work with your data. There's also a menu option that I can access to control those toolbars. I go up to Tools > Customize and you can see Toolbars, Commands and Options. I can turn on and off several toolbars here. I'll show you a faster way of doing that in a moment. If we go to Options you can see that it's checked to Show Standard and Formatting toolbars on two rows. That's because I've already dragged them onto two rows. If I remove that checkbox, and say Close, it's going to jump those back up to a single row, which is the default. If you want to access your toolbars, any toolbar, you can look for an empty space up here beside the menu bar, right-click and then simply choose to turn on the toolbar that you want to use at this time. This toolbar is currently floating inside of your window on top of your spreadsheet, so you can click and drag it up into a space if you want to dock that. You can place it differently. You can add buttons to it. Obviously there'll be things that aren't being shown. Well not so much for this one. This is a very small toolbar. And you can easily close it by simply dragging it out again and hitting the close button, or right-clicking on this list and removing the check that would have been there beside that toolbar had I been using it. Below the toolbars we have our Formula bar. You're going to see the importance of this as we get further into the lesson. We have our Name Box. The Name Box is also important. You'll see that we currently have one area of our spreadsheet selected, and that name appears up here. We'll talk more about that as we go. I think I'm going to reset my view, pretty quick too.
Zoom, 100%, OK. Of course, I could have done that up here in the Standard toolbar, but I wanted to show you the View menu. And over here on the right-hand side we have our Task pane. We'll be talking about that in a little while. In the bottom left-hand corner of our screen, we have the tab scroll buttons that allow us to move around our spreadsheet quickly, and we have our spreadsheet tabs which allows you to move from sheet to sheet, and we'll discuss that in a moment. We should talk about the differences between a workbook and worksheet. Simply put, and you'll see this in action more as we go, a workbook is this entire document. It's the file that gets saved to your hard drive when you click Save, and that workbook is analogous to a file folder. That file folder is something that may contain sheets or documents, and those documents are equivalent to a worksheet. The book is represented here by the filename and the worksheet is represented here on these tabs. As you can see I currently have three worksheets. Now, the spreadsheet itself, which you can see here, all divided up into nice little sections for us, and I should note that these divisions, the gray lines, those will not appear when you print, not in their current state. You can tell Excel to print those for you, but that's a discussion for another time. The spreadsheet itself extends far beyond the boundaries of our screen. We can currently see from column A through to column L, with just a hint that there's some more hiding over here. Well, if I use a secret keyboard combination and these keyboard shortcuts and more to follow, will appear both in a file in your student folders and I'll be mentioning them throughout the training. So if you want to start taking notes, you can do that. So if I tap a certain key combination, I can move over one full screen, so you could see A and L, now you can see M to X, and I'll keep moving over several screens, and you'll see how the letters compound and keep moving side to side to side. You may ask, Well how many columns are there in a spreadsheet? In a single sheet in Excel, you have 256 columns. Now that's a lot of information, but it's increased when you consider how many rows you have, and I can quickly go to a row here. I'm just going to type in its name. There is the first column A, and the furthest row down. That's 65,536 rows of information. So if you can see approximately 32 rows at a time, you can imagine how many hundreds and hundreds of screens are available to you within each spreadsheet. That's why they call it a spreadsheet. It spreads far beyond the boundaries of your screen. It can contain an enormous amount of data, and it's all available for you to apply quick and easy calculations on so that you can visualize your information more easily.