How to work with the microsoft excel toolbar and get the most out of? Step-by-step guide

By default, Microsoft Excel is considered the main spreadsheet program used in the office environment . Which consists of an arrangement of rows and columns specially designed to be able to carry out various office tasks, especially those that are based on accounting and administration.

Thus, it is considered an ideal tool to manage data effectively, as well as to analyze and manage it, in order to meet certain objectives. Considering that, it contains numerous functions and tools with which it is simple to carry out different actions, according to the requirements of the users. Even through Excel, each individual has the ability to personalize their experience to the maximum .

That is why this Microsoft program has a utility known as the “toolbar” and is useful for acquiring an optimal user experience. Reason why, in this post, we will show you which with the main sections of the toolbar and some interesting tricks to get the most out of it .

What are all the sections of the Microsoft Excel toolbar and what are they for?

Also known as the “quick access toolbar” or “button bar”, the Excel toolbar consists of a utility that serves as a meeting point for the command icons that are used most frequently in the program, basically . In other words, it allows you to make the execution of routine commands faster and easier. Therefore, in general terms, these icons can be used for file management, editing, printing, formatting and calculation .

Taking into consideration that, by default, it is located at the top of the Microsoft Excel ribbon and is a fully customizable bar. Thus, the great strength of the Excel button bar is that it supports the possibility of being easily configured, depending on the needs of each person.

Thus, it will be possible to add the commands you want and thereby avoid a long search from the tabs that are available in the options bar. Now, in a specific way, you will ask yourself what are each and every one of the sections that the Microsoft Excel toolbar contains.

Therefore, below, we proceed to mention them and tell you what they are, so that you can become more familiar with this spreadsheet software utility in its 2016 version:


It is a specific icon that is available in the “File” tab of the program and basically offers the possibility of opening a new document of the program . In other words, it is used to access another Excel window and not to open a new spreadsheet of the same file.

To open

In this case, it is also an icon that is part of the File menu on the standard toolbar and allows access to an Excel file that has been previously saved on the computer . So, from the same program, you will be able to access one of its documents, without having to search the folders on the computer .


Without a doubt, this icon is one of the most emblematic of the Microsoft Excel toolbar and, as its name implies, it is used to save the file that is active at that precise moment . Taking into account that, this option also corresponds to the menu of the File tab.

Send by e-mail

If, on a regular basis, you must send your Excel files via email, it is best to activate this section in the toolbar. Which, specifically, is responsible for sharing the document in question with another person via email . Thus, it will not be necessary to open your email account through an additional window to carry it out.

Fast printing

To make direct prints of your Microsoft Excel document, it is advisable to use this option that you can activate directly from the program’s toolbar. Thus, it will be much faster and more effective to obtain your file in physical format .

Print preview and Print

Unlike many users who choose to make quick prints of their digital files, there are many others who prefer to get a preview of it before obtaining it in physical and for them, it is advisable to enable this section of the Excel button bar . Which allows you to see what you are going to print before approving said action .


This option works as a spell checker with which it will be easier and faster to optimize your Excel document , at the grammar level. Since, it is in charge of checking the spelling of the entire file, in order to improve any existing errors. Consequently, it is always recommended to use this button.


In short, this option available on the spreadsheet program toolbar has the same function as the keyboard shortcut “Ctrl + Z” . Which means that it undoes the actions that have been done recently and for that reason, it is classified as a very emblematic icon on the toolbar .


It is a utility that simply takes care of redoing those actions that, by mistake or for any reason, have been eliminated from the “Undo” button . Consequently, it is also one of the main icons on the Microsoft Excel toolbar .

Ascending order

As Excel is mainly used to manage numerical data, it contains a utility that allows you to organize these numbers in ascending order . In other words, it automatically orders them from smallest to largest and, therefore, it is a practical tool for students and professionals who use this software.

Descending order

Through this icon available on the toolbar, you can organize any amount of numerical data in descending order or from highest to lowest . Of course, as well as the option above, it is also extremely useful to activate this icon from the toolbar .

Mouse / touch mode

Basically, what this tool allows is to optimize the space between the commands . So if you activate the option to use it with the mouse, you will be able to see the ribbon and the commands in a standard way . While, if you enable the option to use it with a touch device, you will get more space to optimize its use .

Excel tips to get the most out of the toolbar

Although it is true, the toolbar offers the possibility of adding functions so that the user can have them with a single click and this means that it was designed with the aim of simplifying the experience for people who work with Excel .

For this reason, fortunately, there are several tricks with which it is simple to get more out of this utility, and then we explain what they are:

Create custom taskbar

You may want to create new toolbars in order to organize your commands in a better way or to add buttons that perform certain custom actions.

In this case, you will have to carry out the following steps:

  • To start, go to the toolbar of the program and right-click on it. Then, from the available options, select “Customize Quick Access Toolbar .
  • After that, in the new window that appears, click on the option “Quick Access Toolbar” .
  • Now, in the box that says “Customize the Quick Access Toolbar”, you simply have to choose the icons you want to keep in your custom toolbar and click “Add” .
  • Finally, when you have added all the utilities to be displayed in the button bar, click “OK” and thus new options will be displayed in that tool (depending on your requirements).

Add calculator from toolbar

This trick basically consists of adding a quick access to the Windows Calculator directly from the Excel button bar .

To do this, the procedure to be carried out consists of:

  • From any document in the spreadsheet program, go to the toolbar at the top and click the arrow icon that corresponds to “Customize Quick Access Toolbar .
  • Then, when the menu opens, select the option “More commands” at the bottom.
  • Now, once the corresponding dialog box opens, you will be able to see all the elements available in the list and there, you must search for the calculator .
  • Once that is done, click on the “Calculator now” selection, press the “Add” button and, finally, click on “OK” at the bottom.

Include icons to the toolbar from the ribbon

Apart from adding icons to the toolbar by itself, you can also carry out this action through the Microsoft Excel ribbon . So, if you see any function there that you are interested in having on hand to be able to use it quickly.

For this you can add it in a few steps :

  • From any tab in the options bar, proceed to look for the tool that catches your attention and keep it on the software toolbar.
  • Once you get it, click the right mouse button on its icon and among the options available in the menu that appears, click on “Add to quick access toolbar .
  • Once this is done, the function will be displayed immediately in the program’s button bar . Which, by default, is at the top of the window.

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