Excel Insert tab-Ribbon and Tabs

Mastering Excel Insert Tab – Ribbon and Tabs

Unleashing the Power of the Interface, Efficient Navigation, Command Access, and workflows for Excel users

“Unlock the full potential of document creation with our guide to mastering the Insert tab. Learn how to effortlessly add images, shapes, charts, links, and more, transforming your documents into professional works of art.”

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What is Insert tab do?

The “Insert” tab in Microsoft Excel is a section of the Excel ribbon that contains various commands and tools for adding different types of content and objects to your Excel worksheets. The Insert tab is a fundamental part of Excel’s interface, and it allows you to enhance your worksheets by adding elements such as charts, images, shapes, tables, hyperlinks, and more.

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1. Table:

Allows you to convert a range of data into a structured table. Creating a table offers several benefits, including improved data management, sorting, filtering, and formatting. Tables provide a structured way to organize and manipulate data, making it easier to work with and analyze large datasets.

  1. Structured Data: Tables organize your data into rows and columns, providing a structured layout.
  2. Automatic Formatting: Tables automatically apply consistent formatting to headers, rows, and columns, making your data more visually appealing.
  3. Dynamic Ranges: As you add new data to the table, Excel expands the table’s range to accommodate the new entries.
  4. Column Headers: Tables include built-in column headers that allow you to sort, filter, and refer to columns by their header names.
  5. Filtering and Sorting: You can easily filter and sort data within a table using the filter arrows in the header row.
  6. Formulas: Tables automatically extend formulas down columns, making it easier to perform calculations on related data.
  7. Structured References: Tables allow you to use structured references in formulas, which are more intuitive and less error-prone.
  8. Easy Total Row: You can add a total row to a table that displays summary calculations, like sum, average, etc.


2. Chart:

Allows you to create different types of charts to visually represent your data. Charts are a powerful tool for data analysis and interpretation, and Excel offers a wide variety of chart types to choose from. When you click on the “Charts” button in the “Insert” tab, you will be presented with several chart types to choose from, such as column, line, pie, bar, area, scatter, and more. Once you select the chart type you want to use, a new chart will be created in your worksheet, and you can then customize it according to your needs.

  1. Change the chart type: You can easily change the chart type or switch to a different chart type altogether from the “Design” tab.
  2. Add data labels: Data labels can help identify specific values or series in the chart.
  3. Customize the chart axis: You can format the horizontal and vertical axis and their scaling to better illustrate your data.
  4. Add a chart title and legend: Adding a descriptive title and a legend can help make your chart more informative.
  5. Change the chart style: There are various chart styles available in Excel and you can choose the one that suits your preference.


3. Illustrations:

Allows you to add visual elements such as pictures, shapes, charts, and SmartArt graphics to your worksheet.

  1. Pictures: You can insert pictures from your computer, online sources, or from a screenshot. Once inserted, you can resize and format the picture as needed.
  2. Shapes: Excel includes a variety of shapes that you can add to your worksheet, such as rectangles, circles, arrows, and more. You can also customize the fill color, border color, and other properties of the shapes.
  3. Charts: Excel includes a variety of chart types, such as column, line, pie, and bar charts. You can use these charts to visualize and analyze your data.
  4. SmartArt graphics: SmartArt graphics are pre-designed visual templates that you can use to create diagrams, flowcharts, and other types of graphics. Simply choose the type of SmartArt graphic you want to use and customize it with your own text and formatting.



4. Sparklines:

Allows you to create miniature charts within single cells to visually represent your data. Sparklines are tiny line, column or win/loss charts that can help you quickly highlight trends or patterns in your data. You can use them to show trends, changes or variations in your data over time or across different categories.

  1. Select the cell or range of cells where you want to insert the Sparklines.
  2. Click on the “Sparklines” command in the “Insert” tab.
  3. In the “Create Sparklines” dialog box, select the type of Sparkline you want to create: Line, Column, or Win/Loss.
  4. In the “Data Range” box, select the range of data that you want to use for the Sparkline.
  5. In the “Location Range” box, select the cell where you want to place the Sparkline.
  6. Click “OK” to create the Sparkline.


5. Hyperlink:

Allows you to create clickable links in your worksheet that can take you to other locations within the same worksheet, to another worksheet or workbook in the same file, or to a web page or file on your computer.

  1. Select the cell or object that you want to add a hyperlink to.
  2. Click on the “Hyperlink” command in the “Insert” tab.
  3. In the “Insert Hyperlink” dialog box, select the type of link you want to create: “Existing File or Web Page”, “Place in This Document”, or “Create New Document”.
  4. If you chose “Existing File or Web Page,” enter the URL or browse to the file you want to link to. If you chose “Place in This Document”, select the worksheet or cell you want to link to. If you chose “Create New Document,” enter a name for the new document.
  5. Click “OK” to create the hyperlink.


6. Text:

The “Text” feature in Excel, which is located under the “Insert” tab, provides several options for inserting various types of text-based elements into your worksheet.

  1. Insert text box: You can use this feature to insert an editable text box into the worksheet. The text box can be moved and resized as needed, and you can customize the font, size, and color of the text.
  2. Add header or footer: As mentioned earlier, you can use the Header & Footer feature to add headers or footers to the worksheet.
  3. Add WordArt: You can use the WordArt feature to add stylized text to the worksheet. You can choose from various styles and customization options, including font, size, color, and effects.
  4. Add a hyperlink: You can use the “Hyperlink” feature to add a hyperlink to the worksheet. This can be used to link to a different worksheet, a website or file, or even a specific cell within the worksheet.
  5. Add a text box with formatting: You can use this option to create a new text box with predefined formatting, such as a title or a subtitle.


7. Header & Footer:

Allows users to add customizable headers and footers to their Excel worksheets. Headers and footers are areas at the top and bottom of each printed page that can display information such as page numbers, the date and time, the document’s title, and other important details.

  1. Add pre-designed headers and footers: Excel provides a variety of pre-designed headers and footers that you can choose from, such as Simple, Elegant, or Formal.
  2. Insert page numbers: You can easily insert page numbers into the header or footer of your document by using the “Page Number” command in the Header & Footer Tools tab.
  3. Customize headers and footers: With the Header & Footer feature, you can customize and format the text in the header and footer sections of your worksheet. You can change the font, size, and color of the text, and you can also insert images, logos, and other graphics.
  4. Design a custom header or footer: If you want to create a unique header or footer, you can use the “Edit Header” or “Edit Footer” command to open the Header & Footer Tools tab and create a custom design.

header and footer

8. Symbol:

Allows users to insert a wide range of symbols, special characters, and other non-standard characters into their worksheets.
You can select from a wide range of symbol sets, such as Latin, Greek, and Cyrillic alphabets, mathematical symbols, arrows, currency symbols, and more.

  1. Insert symbols: You can insert various symbols, such as copyright symbols, trademark symbols, mathematical operators, and currency symbols, into your Excel worksheets.
  2. Customize symbols: You can customize the size and font of symbols to better suit your needs.
  3. Use shortcut keys: You can use shortcut keys to insert commonly used symbols quickly.
  4. Create a custom symbol: You can create your own custom symbol and save it for future use.


9. Add-ins:

Add-ins in Excel are software programs that provide additional features and functionalities beyond what is already available in the application. Add-ins can be developed by Microsoft or third-party software publishers and can be purchased, downloaded, and installed in Excel to provide various new capabilities.

  1. Extend functionality: Add-ins can add new tools to Excel such as custom functions, macros, and charts.
  2. Increase productivity: Add-ins can automate repetitive tasks, simplify complex processes, and help users work more efficiently.
  3. Provide additional data sources: Add-ins can connect to external data sources such as databases, cloud storage, or ERP systems, allowing users to work with their data without leaving Excel.
  4. Enhance collaboration: Add-ins can facilitate collaboration among users by enabling real-time co-authoring, file sharing, and communication features.
  5. Offer specific tools: Add-ins can provide specific tools for certain types of users, such as financial analysts, data scientists, or marketers, to help them perform their work more efficiently.

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10. Filter and Sort:

Quickly add filter arrows to your column headers, making it easy to sort and filter data.

  1. Filtering: Filtering allows you to selectively display rows in your Excel data based on specific criteria. This is useful when you want to focus on a subset of your data that meets certain conditions. You can apply filters to columns containing text, numbers, dates, and more.
  2. Sorting: Sorting helps you rearrange the rows in your data based on the values in one or more columns. This can help you organize your data in ascending or descending order, making it easier to analyze and work with.

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11. PivotTable:

It allows you to summarize, manipulate, and analyze large amounts of data from a table or range of data in a more structured and understandable format. Pivot tables are particularly useful for turning raw data into meaningful insights without the need for complex formulas or coding.

  1. Source Data: You start with a table of data that typically includes rows of individual records and columns of data attributes.
  2. Summarization: With a pivot table, you can summarize this data by dragging and dropping the relevant attributes into different sections of the pivot table interface.
  3. Rows, Columns, Values, Filters: Pivot tables have four main areas:
    • Rows: These represent the categories or attributes you want to group your data by. Each unique value in the row field becomes a separate row in the pivot table.
    • Columns: Similar to rows, columns help you segment data horizontally.
    • Values: These are the data points you want to summarize, often using functions like sum, average, count, etc.
    • Filters: Filters allow you to narrow down the data that’s displayed in the pivot table based on specific criteria.
  4. Data Manipulation: You can rearrange and modify the placement of fields in the pivot table to quickly view data from different perspectives. This can help reveal trends, patterns, and relationships that might not be immediately obvious in the raw data.
  5. Dynamic Interaction: Pivot tables are dynamic and interactive. You can easily change the data fields, move them around, and apply filters to see different slices of data in real-time.
  6. Automatic Updates: If the source data changes or is updated, pivot tables can be refreshed to reflect those changes without needing to recreate the entire table.

pivot table

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These are just a few examples of the features available under the Insert tab. The Insert tab provides a wide range of tools that help you enhance the visual appeal and functionality of your Excel worksheets, making it easier to present and analyze data effectively.  From charts that bring data to life in visual form, to images and shapes that add a creative touch, the Insert tab empowers users to go beyond the basic spreadsheet. With tools for creating tables, embedding objects, adding hyperlinks, and even annotating with text boxes, this tab transforms Excel into a dynamic platform for data presentation and analysis. By mastering the features within the Insert tab, users can effortlessly elevate their Excel documents, turning them into comprehensive, insightful, and visually appealing resources for a wide range of professional and personal purposes.

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