You’ve spent hours customizing your Excel ribbon – adding custom tabs, organizing groups, and embedding your team’s most-used macros. Now you want everyone on your team to have the same setup without recreating it from scratch on every computer.

This guide shows you exactly how to export your ribbon customizations and share them with your entire team, plus advanced strategies for enterprise-wide deployment.

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Why Export and Import Ribbon Customizations?

Common scenarios where this is essential:

• Team standardization: Ensure all 15 analysts have identical ribbon layouts and macros
• New employee onboarding: New hires get your team’s custom setup in minutes, not days
• Computer replacement: Don’t lose your customizations when upgrading to a new workstation
• Office upgrade: Move your ribbon customizations from Excel 2019 to Excel 365
• Macro distribution: Share custom macros embedded in ribbon buttons across the organization
• Disaster recovery: Keep backups of your ribbon setup in case of system failure
• Compliance: Enforce standardized ribbon configurations across your department

Important distinction: Ribbon customizations are computer-specific, not file-specific. If you want the same ribbon on another computer, you must export and import the customization file. Simply sending someone your Excel file won’t transfer your ribbon setup.

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What Gets Exported and Imported?

Your export file includes:

• Custom ribbon tabs (new tabs you’ve created)
• Custom groups within tabs
• Commands you’ve added to the ribbon
• Quick Access Toolbar (QAT) customizations (unless you deselect this option)
• Keyboard shortcut assignments (if you’ve customized them)
• Tool icons and labels (custom names you’ve assigned)

What does NOT get exported:

• Macros themselves (only references to macros in your Personal.xlsb or XLAM files)
• Add-in files (you must distribute these separately)
• Workbook-specific content (data, formulas, etc.)

Critical: If your ribbon contains buttons that run macros, those macros must exist on the recipient’s computer (either in Personal.xlsb or a shared XLAM add-in file) for the buttons to work.

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Step 1: Export Your Ribbon Customizations

Basic Export (Ribbon + QAT):

1. Open Excel
2. Click File in the upper left corner
3. Click Options at the bottom of the menu
4. In the left sidebar, click “Customize Ribbon” (not “Quick Access Toolbar”)
5. At the bottom of the dialog, click the “Import/Export” button
6. From the dropdown that appears, select “Export all customizations”
7. A file browser dialog opens – choose a location to save your file
   • Recommended: Desktop or a shared network folder your team can access
   • Default filename: ExportedUIa.exportedUI (you can rename it)
8. Give it a descriptive name like: “TeamRibbon_2025.exportedUI” or “FinanceTeamSetup.exportedUI”
9. Click “Save”
10. Excel confirms the export – click “OK” to close the dialog

Your ribbon customizations are now saved as a .exportedUI file and ready to share.

What’s in the .exportedUI file?

The .exportedUI file is actually an XML file (you can open it with Notepad to see the code). It contains:

• Your ribbon structure in XML format
• References to macros and commands
• Button labels and descriptions
• QAT settings (if included)

For advanced users, you can edit this XML file directly to modify customizations before sharing (not recommended unless you understand XML structure).

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Step 2: Share the Export File with Your Team

Distribution methods:

• Email: Attach the .exportedUI file to an email (usually small file, 50-200 KB)
• Network share: Place on a shared folder or OneDrive that team members can access
• SharePoint: Upload to your team’s SharePoint site for version control
• Git/Repository: If your team uses version control, commit the file there

Instructions for your team:

When sharing with team members, include these instructions:

To apply this ribbon customization:

1. Download the file “TeamRibbon_2025.exportedUI” from [location]
2. Open Excel
3. Go to File > Options > Customize Ribbon
4. Click “Import/Export” button at the bottom
5. Select “Import customization file”
6. Find and open the file you downloaded
7. Excel will confirm – click OK
8. Your ribbon now matches the team setup

Important: Make sure you have the macro files (if needed) before importing. Ask your IT or your team lead for the macro file location.

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Step 3: Import Ribbon Customizations on Your Computer

Importing a customization file:

1. Open Excel
2. Click File
3. Click Options
4. In the left sidebar, click “Customize Ribbon”
5. At the bottom, click the “Import/Export” button
6. From the dropdown, select “Import customization file”
7. A file browser dialog opens
8. Navigate to the .exportedUI file you want to import
9. Click the file to select it
10. Click “Open”
11. Excel displays a confirmation dialog:
    • “This action will replace all current ribbon and Quick Access Toolbar customizations. Do you want to continue?”
12. Click “Yes” to confirm (or “No” to cancel)
13. Your ribbon customizations are now applied – click “OK” to close Options

Warning: Importing a customization file replaces all existing ribbon customizations. If you’ve already customized your ribbon, your old customizations will be deleted. Export your current setup first if you want to keep it.

After importing:

• Your ribbon will immediately update with the new customizations
• All new ribbon tabs, groups, and buttons are now visible
• If buttons reference macros, those macros must exist on your computer for them to work

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Important: Handling Macros in Ribbon Customizations

The macro problem:

When you export a ribbon that contains buttons linked to macros, the .exportedUI file only contains references to those macros, not the actual code. If the recipient doesn’t have the macro file, the buttons will show error messages.

Solution 1: Personal.xlsb Distribution

If your macros are stored in Personal.xlsb:

1. Export your ribbon customization as described above
2. Locate your Personal.xlsb file:
   • Windows: C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Excel\XLSTART\Personal.xlsb
   • Mac: ~/Library/Application Support/Microsoft/Excel/XLSTART/Personal.xlsb
3. Copy the Personal.xlsb file
4. Share it with your team members and have them replace their own Personal.xlsb (back it up first!)
5. Team members import the .exportedUI ribbon customization file
6. All buttons and macros now work

Note: Personal.xlsb is user-specific, so each person will have their own copy. Updates to the shared macros require re-distributing the Personal.xlsb file.

Solution 2: Shared XLAM Add-in (Recommended for Teams)

For better team collaboration, use a shared XLAM (Excel add-in) file that contains both ribbon customizations and macros:

1. Create a new workbook and write your macros in VBA
2. Save the file as YourTeamMacros.xlam (Excel Add-in format)
3. Place the XLAM file on a shared network folder that everyone can access
4. Each team member:
   • Opens Excel
   • Goes to File > Options > Trust Center > Trust Center Settings > Trusted Locations
   • Adds the network folder containing the XLAM to the Trusted Locations list
   • Goes to File > Options > Add-ins > Browse for the XLAM file
   • Selects the shared XLAM
5. The XLAM loads automatically when Excel starts, providing both the macros and ribbon customizations

Advantages of XLAM method:

• Single source of truth for macros (no copying Personal.xlsb files)
• Updates are automatic (when you update the XLAM, everyone gets the new version)
• Better for enterprise deployment
• Easier to manage and version control

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Version Compatibility: When Exports Don’t Work

Excel version mismatches:

Ribbon customizations exported from different Excel versions may not be fully compatible:

Scenario	Compatibility	Solution
Excel 2019 export imported into Excel 365	Usually works	No action needed
Excel 365 export imported into Excel 2019	May not work (365 has newer features)	Recreate customizations in 2019 or upgrade team
Excel 2016 export imported into Excel 2013	Often fails	Recreate or manually edit XML
Mac Excel export imported into Windows Excel	Should work	No action needed
Windows Excel export imported into Mac Excel	Should work	No action needed

Best practice: Ensure all team members are using the same Excel version before distributing ribbon customizations. If versions differ, test the import on a sample machine first.

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Troubleshooting: Export/Import Issues

Problem: “Import/Export button is greyed out”

Cause: You’re not in the “Customize Ribbon” section of Options.

Solution:

1. Go to File > Options
2. Specifically click “Customize Ribbon” in the left sidebar (not “Quick Access Toolbar”)
3. The Import/Export button should now be clickable

Problem: “Imported customization, but buttons don’t work”

Cause: The imported ribbon contains macro references, but the macro files aren’t available on your computer.

Solution:

1. Ask the person who exported the file which macros are needed
2. Get the Personal.xlsb or XLAM file from them
3. Place it in the correct location or add-in folder
4. Close and restart Excel
5. Ribbon buttons should now function

Problem: “Excel asks if I want to replace my current customizations”

Cause: You already have ribbon customizations, and importing a new file will overwrite them.

Solution:

1. If you want to keep your current setup, click “No” to cancel the import
2. If you want to use the new setup, click “Yes”
3. To preserve both, first export your current customizations, then import the new ones

Problem: “File won’t import – Excel says ‘invalid file'”

Cause: The .exportedUI file may be corrupted or from an incompatible Excel version.

Solutions:

• Ask the person who sent it to re-export and resend the file
• Try importing on a different computer to rule out local issues
• Check that the file hasn’t been accidentally renamed from .exportedUI to .txt or other format
• If Excel version differs significantly, manually recreate the customizations

Problem: “My ribbon customizations disappeared after an Office update”

Cause: Office updates occasionally reset ribbon customizations as a safety measure.

Solution:

1. If you exported your setup beforehand, simply re-import the file
2. If not, you’ll need to re-customize or contact your team lead for the export file

Prevention: Export your ribbon customizations quarterly and store backups on a shared drive or cloud storage.

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Advanced: Merging Multiple Ribbon Customizations

What if your team has multiple ribbon setups from different departments? You can merge them by editing the XML directly (advanced technique).

Manual XML merge (not recommended for beginners):

1. Right-click the .exportedUI file and open with Notepad
2. You’ll see XML code representing your ribbon
3. Copy the relevant sections from one file into another
4. Save the merged file
5. Import the merged file into Excel

Warning: XML editing is complex and errors can make the file unimportable. Only attempt this if you’re comfortable with XML syntax. Always back up your files first.

Better approach: Use a tool like Office RibbonX Editor (free, open-source) to merge customizations visually instead of editing raw XML.

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Best Practices for Team Deployment

1. Version your export files

Use descriptive filenames with dates:

• ✓ TeamRibbon_Finance_v2.0_Dec2025.exportedUI
• ✗ Ribbon.exportedUI

2. Document what’s included

Create a README file alongside your export:

TeamRibbon_Finance_v2.0 Contents:

• Custom “Analysis” tab with 3 groups: Data Tools, Statistical Functions, Automation
• Macros required: Personal.xlsb (v2.0) – get from shared drive
• Excel versions tested: 365, 2019, 2016
• Installation: Follow steps 1-7 in email
• Questions: Email [contact]

3. Store exports on a shared drive or SharePoint

Don’t rely on email chains. Keep a central repository where team members can always download the latest version.

4. Test before company-wide rollout

Always test the export/import on 2-3 sample machines before deploying to your entire department.

5. Create a “backup” export quarterly

Regularly export and save your current setup in case Office updates reset your customizations.

6. Maintain a log of changes

Keep track of what changed in each version:

TeamRibbon Changelog:

• v2.0 (Dec 2025): Added “QuickAnalysis” macro, reorganized groups
• v1.9 (Nov 2025): Removed deprecated “OldReports” button
• v1.8 (Oct 2025): Initial release

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Resetting Ribbon Customizations

If something goes wrong, you can reset your ribbon to Excel’s defaults.

Reset all customizations:

1. Go to File > Options > Customize Ribbon
2. Click the “Reset” button at the bottom
3. Select “Reset all customizations”
4. Excel warns you: “This action will delete all ribbon and Quick Access Toolbar customizations. Do you want to continue?”
5. Click “Yes” to confirm
6. Your ribbon is now reset to Excel defaults

Reset only the selected ribbon tab:

1. Go to File > Options > Customize Ribbon
2. In the right pane, click the custom tab you want to reset
3. Click the “Reset” button
4. Select “Reset only the selected ribbon tab”
5. Only that tab is reset; other customizations remain

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Summary: Export/Import Workflow

For the ribbon creator:

1. Customize your ribbon and macros
2. File > Options > Customize Ribbon > Import/Export > Export all customizations
3. Save the .exportedUI file
4. Share with team via email, network folder, or SharePoint

For team members:

1. Download the .exportedUI file
2. Ensure you have the required macro files (Personal.xlsb or XLAM)
3. File > Options > Customize Ribbon > Import/Export > Import customization file
4. Select the file and click Open
5. Your ribbon now matches the team setup

Key takeaways:

• Ribbon customizations are computer-specific, not file-specific
• Export creates a .exportedUI file (XML format)
• Importing replaces all existing ribbon customizations
• Macros must be distributed separately (Personal.xlsb or XLAM)
• Test compatibility before company-wide rollout
• Maintain version control and documentation
• Back up your customizations quarterly

By exporting and sharing your ribbon customizations, you empower your entire team to work more efficiently while maintaining consistency across the organization.