Are you looking to save time while working with spreadsheets? Then learn the 20 shortcut keys of MS Excel to improve your efficiency. You will be able to quickly create, format and analyze data with these shortcut keys.
I’m an enthusiastic Microsoft Excel user and I know: using keyboard shortcuts can make a huge difference in saving time and working better. In this article, we look at the various keyboard shortcuts in Excel. These will help you work smarter, not harder.
First, let’s look at a few shortcuts that help with entering data quickly. After that, I’ll show you how to select cells, make edits, and go through worksheets quickly. When you use these shortcuts, you’ll be surprised at how much more productive you can be with Excel.
Image credits: pixelatedworks.com by Joel Woodhock
Easily entering data with shortcut keys
Ah, the magical keyboard shortcuts of Excel! Press ‘Enter’ to move to the next cell below. Hold down the ‘Ctrl’ key to reach the end of a row or column. Quickly insert the current date or time by pressing ‘Ctrl + ;’ or ‘Ctrl + Shift + ;’. Add a dollar sign to a number with ‘Ctrl + Shift + $’. Select all cells in your data set with ‘Ctrl + A’.
These are just a few of the shortcuts that can help you zip through tedious tasks like copying and pasting, formatting cells, adjusting column widths and heights.
No more typewriters and paper spreadsheets! Now we can perform calculations in MS Excel swiftly and accurately with keyboard shortcuts.
Discover even more ways to speed up your workflow with our upcoming article, ‘Time-saving ways to select cells in Excel‘.
Time-saving ways to select cells in Excel
Click and Drag: Select a range of cells by clicking on one, drag the mouse pointer over the desired range and release it.
Shift + Arrow: Use arrow keys with Shift held down to expand the selection in the direction you want.
Ctrl + A: This shortcut selects all cells in a worksheet.
Ctrl + Spacebar: Press Ctrl+Spacebar to select an entire column.
Shift + Spacebar: Press Shift+Spacebar to highlight an entire row.
Select Non-Adjacent Cells: To select non-adjacent cells or ranges, hold Ctrl and select each cell/range separately.
Reduce time wastage by combining these methods to suit your style. For example, it’s faster to select multiple columns by holding down column headers.
Double-click any cell reference in your formula to select its corresponding range of data. It comes in useful when managing large sheets.
Mastering a few shortcut keys can improve productivity. Let’s look at efficient editing techniques!
Editing cells efficiently with shortcut keys
F2 key? Use it to edit the content of a selected cell. Want to insert current date or time? Use Ctrl+; (semicolon) or Ctrl+Shift+; (semicolon) respectively. F4 key? Repeat the last action you did!
Using shortcuts can save time and reduce errors. Plus, you can format data quickly – like bold/italic formatting, borders around cells etc.
Needn’t take long to learn them. Get familiarised and you’ll complete tasks in a jiffy! PCMag.com’s article, ‘10 Secret Keyboard Shortcuts You Need to Know’ says mastering shortcuts boosts speed, focus, and prevents frustration.
Let’s move on to ‘Navigating worksheets with shortcuts’ now!
Navigating worksheets with shortcut keys
Navigating worksheets with shortcuts? Get ahead of the game! Fast and efficient navigation on MS Excel can be done by using the arrow keys or Ctrl + PgUp/PgDn. Plus, name each sheet with descriptive information and enable ‘worksheet tabs’ for easy visualization of all sheets in the workbook. Now, you’re ready to master basic navigation shortcuts and make life easier for everyone who uses Excel worldwide!
Looking for more shortcuts to speed up your work? Formatting shortcuts are another set of keyboard shortcuts that make working on Excel faster and simpler.
MS Excel user? Enhance productivity! Master the shortcut keys. Let’s delve into the formatting shortcuts. I’ll share some lesser-known tips. Apply font styles, add borders and format numbers in clicks. Use shortcut keys to align data without manually clicking and dragging every cell. These shortcuts will save you a significant amount of time. Trust me!
Image credits: pixelatedworks.com by James Jones
Aligning data quickly with shortcut keys
Master these shortcuts to increase your efficiency in Excel! ‘Ctrl + 1‘ brings up the Format Cells dialog box quickly. ‘Ctrl + Alt + V‘ pastes special formulas or values directly into a cell. ‘Alt + H, A, C‘ centers text vertically and horizontally. Aligning data manually can take away valuable time. Impress your colleagues with your speed and skill. Fun fact: Microsoft Excel was first released in 1985! Now, let’s explore more ways to make your work in Excel go more smoothly – applying font styles with shortcut keys!
Applying font styles with shortcut keys
Using shortcut keys is a great way to speed up the formatting process when working with large datasets. For example, you can use Ctrl + B to make text bold, Ctrl + U to underline it, Ctrl + I to italicise it, and Ctrl + Shift + > or < to increase or decrease the font size.
This feature is incredibly useful, as it eliminates the need to navigate through multiple menus just to get the desired font style. It also helps in creating a professional look for spreadsheets and presenting data in a visually appealing manner.
Moreover, MS Excel’s newer versions have made it easier to apply formatting shortcuts, which allows users to save time and be more productive.
Finally, certain keyboard combinations can also help in adding or removing custom borders around cells or ranges within a worksheet.
Adding and removing borders with shortcut keys
Add borders with shortcut keys by selecting the cells or group of cells and pressing “Alt + H + B“, then choosing the desired border type from the drop-down menu.
Remove borders with “Alt + H + B + No Border“.
To add a thin line border around each cell, select them and press “Ctrl + Shift + 7“. For removing these borders, select the cells and press “Ctrl + Shift + _“.
Using these shortcut keys saves time formatting worksheets. Also, these keys aren’t limited to basic cell borders – use them to apply diagonal lines, outline frames, box styles and more.
Lastly, use shortcut keys to format numbers for efficient data entry and analysis.
Formatting numbers with shortcut keys
Formatting your data can give it a professional look. This can be done with just one command by using the following shortcuts:
- CTRL+SHIFT+$ formats cell(s) as currency.
- CTRL+SHIFT+% formats cell(s) as percentages.
- CTRL+SHIFT+# formats cell(s) as date.
- CTRL+SHIFT+! adds comma separators to a number.
- CTRL+SHIFT+0 (zero) shows decimal places in negative numbers.
ALT+E+S then selecting N will clear all formats from the current selection or pressed cells.
Using these shortcuts regularly saves time and increases productivity. Explore them today! This will free up some extra time for other activities and reduce stress.
Next, we’ll look at ‘Navigation Shortcuts’.
Are you an avid Microsoft Excel user? Shortcut keys can boost your productivity! Let’s look at some of the most useful navigation shortcuts in Excel.
First, we’ll explore those that help you move around a worksheet.
- Use Arrow Keys to move one cell in the direction of the arrow.
- Pressing Ctrl + Arrow Key jumps to the last cell in the row or column.
- Home moves to the beginning of the current row. Ctrl + Home moves to the beginning of the worksheet.
- End moves to the last cell in the current row. Ctrl + End moves to the last cell of the worksheet.
- Pressing Ctrl + G or F5 opens the Go To dialog box to jump to a specific cell or range.
Next, shortcuts that let you switch between worksheets.
- Use Ctrl + Page Up to move to the previous worksheet.
- Press Ctrl + Page Down to move to the next worksheet.
- Use Ctrl + Tab to toggle between active worksheets.
Finally, learn how to navigate between workbooks with just your keyboard.
- Press Ctrl + F6 to move to the next workbook window.
- Use Ctrl + Shift + F6 to move to the previous workbook window.
- Alt + Tab switches to another open application, but you can hold Alt and continue tapping Tab to toggle between open Excel workbooks only.
Supercharge your navigation skills in Excel now!
Image credits: pixelatedworks.com by David Jones
Quickly moving around a worksheet with shortcut keys
To maximize efficiency when working on Excel, make sure to use shortcuts! These shortcuts help you do multiple tasks at once, making work easier.
Typing in shortcuts is like muscle memory training. If you focus on using shortcuts when giving commands in Excel, eventually it will become second nature.
A true story– I used to manually prepare financial reports without any knowledge of Excel. After taking online tutorials and practicing with Excel, mastering shortcuts and other tricks helped me greatly improve my efficiency.
Navigating between worksheets with shortcuts is key to using Excel like a pro!
Navigating between worksheets with shortcut keys
For faster navigating between worksheets, you can use custom shortcut keys. To do this, go to File > Options > Customize Ribbon > Keyboard Shortcuts > Categories and select Workbook, then Commands and choose Next Sheet/Previous Sheet.
Using these shortcuts saves time and improves your productivity. It’s also helpful when presenting data, as you can switch between sheets quickly. Moreover, it reduces errors in data entry or analysis. Quickly compare data across sheets without needing to scroll manually.
Next, you can navigate between workbooks with shortcut keys. That’s another way to save time and increase efficiency in Excel.
- Ctrl + PgUp or Ctrl + PgDn: Navigate between sheets in a workbook.
- Alt + F1: Create a chart of the current sheet on a new sheet.
- F6: Cycle through worksheet panes and views, including multiple windows for the same workbook.
- Ctrl + Shift + Page Up or Ctrl + Shift + Page Down: Select all sheets in the current direction from the active sheet.
- Ctrl + F6: Move focus between several open workbooks.
Navigating between workbooks with shortcut keys
Do you have multiple Excel files open for a project? Shortcut keys can help you switch between them quickly and easily! Hit Ctrl+Tab to switch between all opened Excel files. Press Ctrl+F6 to switch between open workbooks in the current Excel window. And Ctrl+Shift+F6 will switch to the previous workbook. Plus, Alt+W then G then H will activate the Go To dialog box, where you can select a specific worksheet or cell within an open workbook.
Experimenting with different shortcut combinations is key for finding what works best for you. It can improve your workflow and save you time in the long run. I remember when I was clicking tabs to switch between Excel files and it was frustrating. But once I learned about navigating with shortcut keys, my productivity improved drastically.
Function Shortcuts are another set of shortcuts that can help you become more proficient in Excel.
I’m an Excel enthusiast; always seeking ways to increase my speed and save time while working with large datasets. Keyboard shortcuts are great for this! Especially when it comes to the functions available in Excel. So let’s explore! Function-related shortcuts like inserting, summing, averaging and counting values with a few keystrokes.
Get ready to become a pro data handler! Buckle up!
Image credits: pixelatedworks.com by Joel Arnold
Easily inserting functions with shortcut keys
Alt+= is a shortcut key that allows you to insert the SUM function into a cell. Ctrl+1 opens the Format Cells dialog box quickly, allowing you to change cell formatting such as font, number format, and alignment. Pressing F2 enables you to edit any selected cell easily, which is very helpful when editing long cell values.
Using these, and many other shortcuts, can aid in improving work efficiency and completing tasks faster. These shortcuts also minimize errors and maintain accuracy.
It is clear that using shortcut keys is a great way to work faster in MS Excel. According to Microsoft’s study, “people who use keyboard shortcuts can complete regular workplace tasks up to 25% faster than those who rely on a mouse.”
Another shortcut, ‘Quickly summing values with shortcut keys’, can also help reduce errors when working with complex spreadsheets.
Quickly summing values with shortcut keys
Microsoft Support’s official website explains how Function Shortcuts can simplify data entry terminology, providing better data management results with enhanced power under your fingertips.
Alt + Equal Sign (=) allows you to quickly insert the SUM function to any given cell or selection of cells.
Highlight your desired cells and press Alt + Shift + Right Arrow to select the entire row, or Alt + Shift + Down Arrow to select an entire column.
Hold down the Control key to sum only specific cells in a range.
For quick summarization of columns within a table, use Ctrl + Shift + T to apply or remove the total row from a table.
These shortcuts save time and energy to get work done faster!
Averaging values with shortcut keys
Want to quickly calculate averages? Memorize these shortcut keys!
Press Alt + ‘H’, then ‘A’, then ‘V’, and ‘G’ to get the Average function.
For visible cells in a filtered table, press Alt + ‘H’, then ‘A’, then ‘V’, and ‘L’ to get the Average option.
Highlight a cell containing a formula, then press Ctrl + D to fill down and copy the formula to all cells below it.
Use AutoSum (Alt + ‘=’) to quickly add up selected cells and display their average value in one step.
Calculating averages with shortcut keys can help speed up your data analysis workflow.
Counting values with shortcut keys
Counting values with keyboard shortcuts is a great way to quickly tally numerical data. For example, an accountant at a financial company preparing EBITDA reports for investors could save hours of work by using shortcuts to calculate daily profits or losses.
The user can select a range of cells or columns, press ALT + = together, and the answer will be displayed in another cell automatically. This shortcut works with numbers and hidden digits, blank cells, plus and minus signs, and duplicates.
If you need to use the formula multiple times, it will select several columns for calculation without needing to select them individually. The counting function also works with other functions such as summing or finding averages. Press Alt + Shift + F10 to display a few options available.
Finally, if you wish to customize the actual keyboard shortcuts displayed in your Ribbon menu or Quick Access toolbar, use ALT+F+T&Q for Customizing Keyboard Shortcuts manually.
Do you use MS Excel daily and desire to be more productive? Me too! One method of doing that is using shortcut keys. We have discussed 20 of them in this article.
Let us discuss the miscellaneous shortcuts. We will break it into three sections:
- Inserting/deleting rows/columns with shortcut keys
- Adding comments with shortcut keys
- Inserting hyperlinks with shortcut keys
With these shortcuts, you can work faster and smarter using Excel.
Image credits: pixelatedworks.com by James Duncun
Inserting and deleting rows/columns with shortcut keys
Inserting a new row or column? Select it and use “Ctrl + Shift + +”. Deleting? Select and then use “Ctrl + -“. Right-click the selection to access the functions too. Keep in mind, any data within the row/column will be lost unless you copy/cut it elsewhere first. Shortcuts can make work faster and more accurate.
Want new rows/columns to always appear in the same spot? Go to File > Options > Advanced > Insert Cut Cells > Select “Shift cells down” or “Shift cells right”. This will automatically adjust the data accordingly.
For multiple rows/columns at once, select them before using the shortcut key. Need to add comments? Use shift+F2 to open a comment box on the selected cell – enter info without cluttering your spreadsheet!
Adding comments with shortcut keys
Shortcut keys make adding comments to cells much faster than using the right-click menu or the ribbons at the top of the screen. This requires less navigation through windows. Try these four shortcut combinations for quick access – Alt + R, A, C or Alt + H, M, W or Shift + F2.
This shortcut key method is so fast that you don’t have to switch between mouse and keyboard. Just click any cell that needs additional explanation and insert your notes quickly without interrupting your workflow.
If you’re busy with multiple tasks on your computer, shortcuts in MS Excel will help you work faster. Adding comments is only one example – check out the available shortcuts!
As an office administrator who uses over 100 excel sheets per day, I know how important shortcuts are. Adding comments with shortcut keys saves me time and helps me stay focused.
Finally, let’s look at inserting hyperlinks with shortcut keys.
Inserting hyperlinks with shortcut keys
Inserting hyperlinks using shortcut keys in Excel is easy! Just select the cell where you want it, press “Ctrl” and “K” simultaneously. Input the address of the website or file you want to link to in the “Insert Hyperlink” dialog box that appears, and click “OK“. By right-clicking, you can modify its appearance.
Editing and removing existing hyperlinks is just as simple. Select the cell with the link and press “Ctrl” and “K” again. This will open the “Edit Hyperlink” dialog box, where you can make your changes.
Using shortcut keys to insert and manipulate hyperlinks can save you lots of time when working with spreadsheets. So, start exploring this feature today and enhance your productivity!
FAQs about 20 Shortcut Keys Of Ms Excel
What are the 20 shortcut keys of MS Excel?
The 20 shortcut keys of MS Excel are:
- Ctrl+C – copy selected cells
- Ctrl+X – cut selected cells
- Ctrl+V – paste copied or cut cells
- Ctrl+S – save the current file
- Ctrl+Z – undo the last action
- Ctrl+Y – redo the last action
- Ctrl+F – find and replace
- Ctrl+H – find and replace with options
- Ctrl+A – select all cells
- Ctrl+B – apply bold formatting to selected cells or text
- Ctrl+I – apply italic formatting to selected cells or text
- Ctrl+U – apply underline formatting to selected cells or text
- Ctrl+P – print the current file
- Ctrl+N – create a new file
- Ctrl+O – open an existing file
- Ctrl+T – create a new table
- Ctrl+K – insert a hyperlink
- Ctrl+1 – format cells
- Ctrl+Shift+; – enter the current time
- Ctrl+Shift+: – enter the current date
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.