Is there a "complete" explanation of how to differentiate between Preferences and changes in the Ribbon

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Is there a "complete" explanation of how to differentiate between Preferences and changes in the Ribbon

James Palmer 240

I am having a real problem trying to understand why the values in Preferences - Calculation are being changed when I change the values in a workbook in Formulas - Calculation Options.

My confusion lies because of my assumption that Preferences should be for the application whereas Formulas - Calculation Options should be for the workbook, and any change that occurs in either location retains the values for any workbook created or opened after these changes have been saved (somehow).

Help would be greatly appreciated....preferably from someone who has experience with these features in Excel for Mac.

-jp

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Answer 1

Bob Jones AKA CyberTaz MVP 433.2K

Your logic is OK & is generally followed. Most of what is on the Ribbon is specific to the current workbook/worksheet & its content. However, the design emphasis has drifted heavily toward discoverability & in-your-face availability. The only explanation I can offer is that Microsoft has determined that a few Preferences are more frequently changed so they have incorporated them on the Ribbon for convenience. I'm not aware of any documentation.

Bob Jones AKA CyberTaz MVP 433.2K Reputation points

2026-02-22T19:58:35.1633333+00:00
I may have missed something but the only Preferences items I see are on the Ribbon are:

Calculation Options on the Formulas tab

Show Formulas on the Formulas tab

Gridlines & Headings on the Page Layout tab

The items in the Show tool on the View tab
James Palmer 240 Reputation points

2026-02-23T12:52:08.5033333+00:00

I think I understand your previous comment.

I continue to struggle with the Calculation Options in Formulas tab OR Preferences, when the values get saved and the effect of the change when opening a blank workbook or an existing one.

I will attempt to create more distinct questions about several specific behaviors that are causing me problems, but because there are multiple conditions that produce a confusing result for me, it is difficult to explain in one question.

I'm sorry (in advance) to have to post multiple questions for something so basic as changing from calculations from "Automatic" to "Manual", but the action produces multiple questions.

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Is there a "complete" explanation of how to differentiate between Preferences and changes in the Ribbon

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