Excel gives you two powerful ways to bring your favorite commands closer: the custom Ribbon and the Quick Access Toolbar (QAT). They look similar at first glance, but they serve different purposes and shine in different scenarios.
This guide explains the differences, shows when to use each, and helps you design a setup that actually matches how you work.
Ribbon vs Toolbar – Quick Comparison
| Feature | Custom Ribbon | Quick Access Toolbar (QAT) |
|---|---|---|
| Location | Large strip across the top, organized into tabs and groups | Small row of icons above or below the Ribbon |
| Best for | Organizing lots of related commands into logical workflows | Instant access to a small set of ultra-frequent actions |
| Capacity | Many commands, multiple groups, multiple tabs | Limited space – works best with 5–12 commands |
| Visual size | Large buttons, labels, and group headings | Small icons (text only as tooltip) |
| Keyboard access | Alt + letter sequences (KeyTips) per tab and command | Alt + number (Alt+1, Alt+2, …) based on position |
| Team sharing | Export/import customization file; great for standardizing teams | Also exportable; ideal for sharing a “power user” setup |
| Learning curve | Higher – you design structure (tabs, groups, labels) | Lower – you just pin favorite commands |
| Typical usage | Full “workspace” for a role (Finance, Reporting, Data Cleaning) | Shortcuts bar for repetitive actions (Save, Paste Values, Filter) |
What Is a Custom Ribbon?
The Ribbon is the main strip of commands at the top of Excel, divided into tabs (Home, Insert, Data, etc.). A custom Ribbon means:
- Adding your own tabs (for example, “Financial Modeling”)
- Creating custom groups inside those tabs (“Input”, “Formatting”, “Audit”)
- Placing hand-picked commands, macros, and tools in those groups
- Renaming, reordering, and hiding built-in tabs if needed
Think of a custom Ribbon as a workbench for a specific role or process. It’s ideal when you want to guide yourself or a team through standard steps in a workflow.
Strengths of a Custom Ribbon
- Great for many related commands: You can add dozens of commands without clutter.
- Clear structure: Tabs → groups → commands makes sense for new team members.
- Training and onboarding: You can name groups to match your process (“Clean Data”, “Validate”, “Publish”).
- Team standardization: Export once, then import on every team member’s computer.
- Macro integration: Custom buttons can trigger complex VBA macros with friendly labels and icons.
Limitations of a Custom Ribbon
- Slower to access single commands compared to the QAT (more mouse travel).
- Overkill if you only need a few frequent commands.
- Design effort: Requires some thought to structure tabs and groups well.
What Is the Quick Access Toolbar?
The Quick Access Toolbar (QAT) is a small row of icons above or below the Ribbon. It’s always visible, no matter which Ribbon tab is active.
The QAT is your personal toolbox for actions you repeat constantly during the day.
Strengths of the QAT
- Always visible: Doesn’t change when you switch Ribbon tabs.
- Extremely fast: Single-click access or keyboard (Alt+1, Alt+2, Alt+3, …).
- Simple to customize: Right-click any command → “Add to Quick Access Toolbar”.
- Perfect for repetitive micro-tasks: Save, Paste Values, Freeze Panes, Format Cells, etc.
Limitations of the QAT
- Limited space: Too many icons makes it hard to find anything.
- No big labels: Icons only; names appear only as tooltips.
- Not ideal for teaching workflows: It’s just a flat list, no clear grouping like Ribbon tabs.
When to Use a Custom Ribbon
Use a Custom Ribbon When:
- You want to create a role-based workspace (for finance, reporting, analytics, auditing).
- You’re designing a standard process for others to follow.
- Your team uses many specialized commands/macros that don’t fit well in built-in tabs.
- You often explain steps to colleagues and want the Ribbon to mirror your instructions.
- You need clear labels and grouping, not just icons.
Example: Financial Modeling Tab
Imagine creating a custom tab called “Modeling” with groups like:
- Inputs: Named Ranges, Data Validation, Form Controls
- Logic: IF, INDEX/MATCH helpers, Error Checks, Circularity Check
- Audit: Trace Precedents/Dependents, Show Formulas, Go To Special
- Output: Print Titles, Page Setup, Export to PDF
A new analyst on your team can open Excel, click the Modeling tab, and immediately see the tools you want them to use—organized in the same order you’d teach them.
When to Use the Quick Access Toolbar
Use the QAT When:
- You want sub-second access to a handful of commands.
- You rely heavily on keyboard shortcuts (Alt+1, Alt+2, etc.).
- You perform the same actions hundreds of times a day.
- You want your shortcuts available on every Ribbon tab.
Example: Power User QAT Setup
A typical power user QAT might include:
- Save
- Undo / Redo
- Paste Special (values)
- Format Cells
- Freeze Panes
- Filter
- Sort Ascending / Sort Descending
- Clear Formats
With this setup:
- Alt+1 – Save
- Alt+2 – Undo
- Alt+3 – Paste Values
- Alt+4 – Format Cells
You can stay on the keyboard almost all day.
How the Custom Ribbon and QAT Work Best Together
You don’t have to choose one. The best setup uses both for different layers of your workflow.
Think of it like this:
- Custom Ribbon = your workflow map (what you do in a typical project)
- QAT = your favorite tools drawer (what you do every few seconds)
Practical combined strategy:
- Put workflow-specific commands on a custom tab (for example, “Clean”, “Validate”, “Publish”).
- Put universal micro-actions on the QAT (Save, Undo, Paste Values, Format Cells, Filter).
- Use QAT for speed and Ribbon for structure.
Which Should You Use for Your Scenario?
1. You’re an analyst who lives in Excel all day
Recommendation:
- Create a custom Ribbon tab for your analysis workflow (data import, cleaning, modeling, reporting).
- Use the QAT for ultra-frequent commands (Paste Values, Format Cells, Filter, Freeze Panes).
2. You manage a team and want everyone aligned
Recommendation:
- Design a team Ribbon with groups that match your process (Input, Check, Approve, Publish).
- Export and share customizations so everyone has the same tab.
- Optionally provide a QAT template for power users, but focus standardization efforts on the Ribbon.
3. You’re a casual user doing basic tasks
Recommendation:
- Skip custom Ribbon for now.
- Use the QAT only – add a few commands you click constantly.
- If your work later becomes more specialized, then invest in a custom Ribbon.
Common Mistakes (and How to Avoid Them)
Mistake 1: Putting everything on the QAT
When you add 25 icons to the QAT, it becomes slower than the Ribbon.
Fix: Limit QAT to 5–12 commands. Move the rest into a custom Ribbon tab.
Mistake 2: Creating a custom Ribbon with no structure
Dropping random commands into a single custom tab without groups just creates a messy extra “Home” tab.
Fix: Organize by groups that match tasks, not by command type. For example:
- Instead of: “Formatting”, “Formulas”, “Data”
- Use: “Prepare Data”, “Review Model”, “Publish Report”
Mistake 3: Expecting macros to travel with the Ribbon
Importing a Ribbon customization on another computer does not copy your macros.
Fix: Distribute macros via Personal.xlsb or a shared XLAM add-in, then share the Ribbon export file.
Mistake 4: One setup for everything
Trying to design a single configuration that works equally well for heavy analysts, casual users, and managers usually pleases nobody.
Fix: Start with a core team Ribbon, then let power users add their own QAT customizations on top.
How to Decide Quickly: Ribbon or Toolbar?
Ask two simple questions for each command:
- How often do I use this?
- Is it part of a larger workflow or just a standalone action?
Then apply this rule:
- If you use it hundreds of times per day and it’s a single action → put it on the QAT.
- If it belongs to a step in your process (for example, “Validate Model”) → put it on a custom Ribbon tab in a clearly named group.
Summary
The Excel custom Ribbon and Quick Access Toolbar are not competitors—they’re complements:
- Use the custom Ribbon to design structured, role-based workspaces and guide workflows.
- Use the Quick Access Toolbar for your fastest, most repetitive actions.
- Combine both for the best experience: Ribbon for structure, QAT for speed.
Start small: add a few key commands to your QAT, create a simple custom tab for your main tasks, and refine over time. Within a few days, you’ll wonder how you ever used Excel with the default interface alone.
