Are you constantly pressed for time? These 15 Excel shortcuts will save you precious time and help you become a productivity powerhouse. Become an Excel expert and start saving time now!
Essential Keyboard Shortcuts
Busy professionals know the value of time. That’s why I’m always searching for tools and techniques to better my workflow. Excel is one of my favorites! In this section, we’ll focus on one aspect: keyboard shortcuts. We’ll explore the most important ones for every Excel user. Plus, I’ll give you tips on customizing your own. Ready to take your Excel game to the next level? Grab your keyboard!
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Master the essential keyboard shortcuts
Cut, Copy, Paste? Ctrl+X/Ctrl+C/Ctrl+V!
Undo Action? Ctrl+Z!
Select All? Ctrl+A!
Mastering these shortcuts makes you a pro at spreadsheets. They cut down repetitive tasks by half!
Using these commands helps reduce errors too. For example, Ctrl+Z can fix mistakes without redoing everything.
Not mastering these shortcuts means lower efficiency compared to those who’ve taken the time to learn them. Missed deadlines could happen if you’re not fast enough.
Now, let’s talk about customizing your own shortcuts for greater efficiency.
Customize your own shortcuts for efficiency
Click the File tab, then click Options and Customize Ribbon. In the box, pick the command you want to create a shortcut for. Type the keys in the box under “Press new shortcut key”. Excel will alert you if it is already assigned. Click “Assign” and then OK. You’re all set with your new custom keyboard shortcut!
Creating shortcuts can be tricky, but it’s worth it to boost efficiency. You can also move commands between computers using XML files. To recall what keys are used for commands or macros – go to Options > Customize Ribbon > Keyboard Shortcuts.
Pro Tip: When transferring files between devices, remember to check off the box labeled “Export all customizations”. This will include all your personal hotkeys in the XML file. Now, let’s talk about Formatting Mastery.
As a busy pro, mastering Excel shortcuts can save you time and streamline your workflow. This article dives into Formatting Mastery – the art of using custom cell formats. It’s divided into 3 sub-categories: creating custom cell formats, using custom number formats to display data, and mastering custom date formats. With these techniques, you can design clear and organized worksheets that communicate info efficiently.
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Create effective and efficient custom cell formats
Creating efficient and effective custom cell formats is a must-know skill for pros who use Excel. Here are some tips to help you master this:
- Use shortcuts: Excel provides many shortcuts for quickly and easily formatting cells. For instance, if you want to adjust the font size, select the cell or cells and use Ctrl + Shift + > or <.
- Use conditional formatting: This feature allows you to highlight specific data, depending on certain criteria. For example, you can set up a rule to make all values above a certain threshold appear in red.
- Use custom number formatting: You can display numbers with different symbols, add leading zeros to numbers and more. You can even make a custom number format that displays all negative values in parentheses instead of a minus sign.
- Use styles: Excel has built-in styles for formatting cells quickly and consistently. You can also create your own custom styles.
- Use data validation: This feature lets you control the type of data entered into particular cells. For instance, you can set up a rule that only allows whole numbers between 1 and 100.
By using effective and efficient custom cell formats, you can make your worksheets easier to read and comprehend. This saves time for anyone who works with your spreadsheets.
Pro Tip: Always keep your formatting consistent throughout your workbook. This will make it easier for others to find the information they need.
Now, let’s look at how you can gain expertise with custom number formats in Excel.
Gain expertise with custom number formats
Start by selecting the cells to be formatted.
Right-click on the chosen cells and click on “Format Cells…”.
Then, select the “Number” tab in the pop-up dialogue box.
Enter your preferred formatting criteria in the “Custom” category.
Using custom number formats is an essential but often overlooked feature of Excel. It helps display numbers just the way you want, making them easier to understand and differentiate between decimals and negative numbers.
Formatting numbers correctly can make working with large data sets simpler. For example, you can apply color coding rules to figures based on their value or categories, such as sales volumes, profits, or accounts payable.
In addition to improving data comprehension, mastering custom number formats reduces errors when exporting to other documents, like invoices or reports. To avoid manual edits after export, optimize cell formats beforehand.
One way to perfect custom number formats is to use “placeholders.” This makes it easier to display zeros instead of leaving them blank, so users won’t think it’s a null value.
Now that we’ve mastered custom number formats, let’s move on and explore another crucial aspect of Excel – mastering custom date formats for saving time.
Master custom date formats for time-saving
Customize dates to save time and have more control over how data is displayed! Select the cell, press Ctrl+Shift+1 to open Format Cells dialog box. Choose “Custom” from Category list in Number tab. Type the format code in Type box. E.g. mm/dd/yyyy for standard date format, h:mm AM/PM for time with AM/PM notation.
Use an asterisk (*) as placeholder character. E.g. mmm*dd*yyyy will display Sept19th2022 if typed in A1. Insert separators using backslashes (\\). E.g. dd\\/mm\\/yyyy will show Day/Month/Year order instead of Month/Day/Year. Square brackets () include optional parts of your format. E.g. h:mm:ss displays hours & minutes; [h]:mm:ss shows total hours passed.
Custom date formats can help showcase data perfectly tailored to your needs. You can save time & have greater control over data presentation. Plus, it’s invaluable for large data sets & working with deadlines. Now, let’s move onto Navigation Tricks!
Ever had trouble finding a certain cell or row in an Excel spreadsheet? You know time is valuable and productivity is important. Here’s some smart navigation tips to help you zip around your spreadsheet. The arrow keys are the classic way to go, but here’s some other less known ways. Use the “Tab” key to hop between cells. Or use the “Enter” key to quickly move down a column. Now you can get around your Excel like a pro!
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Navigate Excel with ease using arrow keys
Arrow keys are useful for navigating Excel. You can move quickly and use your keyboard without taking your hands off. This is great for large data sets and making quick changes.
Ctrl+arrow keys also come in handy when dealing with spreadsheets imported from other sources. These often have blank cells or non-contiguous ranges.
Practice moving between cells and selecting multiple cells at once. This will help you become faster at working and making changes.
Some Excel power users prefer keyboard shortcuts and avoid clicking on menus and using the mouse. This increases productivity and reduces strain on the wrist.
Arrow key navigation has been in Microsoft Office products since 1995 – over 25 years! This shows how important it is for developers to create efficient navigation methods.
One more tip: Use the Tab key for uninterrupted cell hopping.
Use the Tab key for uninterrupted cell hopping
Fed up with having to move your mouse or pressing the arrow keys? Then, “Use the Tab key for uninterrupted cell hopping” is your go-to navigation trick! Here’s how it works in 6 easy steps:
- Select the cell you want to start in.
- Hit the Tab key on your keyboard.
- The cursor will jump to the next cell on the right of the selected one.
- Press Tab again and it’ll jump to the second cell from there.
- Keep doing this until you reach the last cell in the row.
- If you want to go back left, hold down Shift+Tab and move between cells in reverse order.
Using this is way faster than manually selecting every single cell. Plus, it ensures you won’t make any accidental omissions. This method also allows you to move through all cells with just one keystroke – no interruptions!
By mastering this technique, you’ll get a big productivity boost. Shortcuts like ‘Use the Tab key for uninterrupted cell hopping‘ can make the difference when it comes to meeting deadlines and staying on top of your game.
Don’t miss out on maximizing your Excel efficiency by not using these helpful tips! Push yourself further and improve your skills.
On to the next handy navigational trick – ‘Make efficient use of Enter key to move down a column‘.
Make efficient use of Enter key to move down a column
Enter key to the rescue!
Save time and be more productive while dealing with large data sets by making smart use of the Enter key. Instead of switching from keyboard to mouse or arrow keys as you navigate through columns and rows, these shortcuts make it easy to perform quick actions.
For instance, if you must enter dates when each employee’s project is due in a spreadsheet, use Ctrl+Enter to quickly fill out all the fields without double-entry or manually copying and pasting.
You can also press Shift+Enter to edit the previous cell’s entry, or Ctrl + Up Arrow to go back up several rows. If you need to jump to the last row in your data set, press Ctrl + Down Arrow.
These techniques in Excel help professionals streamline their workflow and boost productivity.
Smart Data Handling
Sick of spending hours on data entry and management? Good news! We’ve got great Excel tricks in the Smart Data Handling section. This section is divided into three useful parts:
- Copy-pasting hacks that speed up transferring data.
- AutoSum – quickly calculate sums in a jiffy.
- Flash Fill – separate data easily with a couple of clicks.
These features will change your data work forever!
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Quick and easy data copy-pasting hacks
The classic copy-pasting shortcut is Ctrl+C and Ctrl+V. Ctrl+D is available for fast format copying while Ctrl+’\\ does copying of the cell above. F2 can be used for quick cell editing. Right-click drag-and-drop offers multiple options for copying data.
No need to spend hours copy-pasting hundreds or thousands of rows. With these shortcuts, it’s done in seconds! Memorize them one by one and make your workflow more efficient. Don’t miss out on these time-saving techniques – start using them now!
Also, try out AutoSum to help you crunch numbers quickly.
Simplify your work with AutoSum feature
AutoSum is super simple to use! Just select the range of cells you want to add up and click the AutoSum button. A formula will appear in the cell beneath the range, showing the sum of all the numbers. Press Enter and you’re done!
But AutoSum isn’t just for adding – it’s also great for calculating averages and percentages. Select a range of data with sales figures for various products and AutoSum will help you work out how much each product contributed to your total revenue for the year.
First, click AutoSum. Then, select ‘Average’ from the drop-down list in the Function Library toolbar and press Enter.
You can also use keyboard shortcuts to make AutoSum even quicker. Instead of Copy & Paste (Ctrl+C & Ctrl+V), press Alt+E+S then Enter.
Excel has lots of helpful features like formatting and sorting, which make daily tasks much faster. Want to take your productivity up a notch? Check out the Flash Fill feature!
Work smarter, not harder with Flash Fill feature
Flash Fill is a great time-saver for busy Excel users. Instead of doing the data by hand, it can automatically fill in info based on the patterns it recognizes. Here are five things Flash Fill can do:
- Split data into separate columns
- Merge data from different columns
- Change case format
- Remove spaces between or at the end of text characters
- Extract numbers from cells containing both numbers and characters
Using Flash Fill is easy, you don’t need programming skills or tech expertise. It’ll save time that would have been spent doing manual work. Plus, Flash Fill is accurate because it uses smart algorithms to recognize patterns.
A friend told me about needing to format over 3,000 rows of data. She had to get names and addresses out of a spreadsheet. I suggested Flash Fill and it made her task much simpler and faster.
Now let’s look at formulas and functions – another amazing Excel tool. Automate complex calculations with data analysis, planning, forecasting and more. Stay tuned for tips on how to become an Excel ninja!
Power of Formulas and Functions
You know the value of time and efficiency. To get the most out of Excel, you need to use formulas and functions. Here are 3 ways to do this:
- The SUM function adds loads of data quickly.
- The IF function helps you make better decisions.
- Lastly, VLOOKUP is great for handling data in Excel.
Let’s dive in!
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Use the highly efficient SUM function
When using Excel, you can save time and effort by taking advantage of the SUM function. To use it, select the cells you want to add up and either press Alt + =, or click on the AutoSum button.
This feature has more advanced uses too. For example, you can use the SUMIF function to ignore certain cells within a range, such as those containing text. If you need to specify criteria for which cells should be added together, use SUMIFS instead.
Finally, you can use the SUMPRODUCT function with an array formula to calculate running totals. By mastering these variations of ‘SUM,’ busy professionals can streamline their spreadsheet calculations and get more done in less time.
Make the most of the IF function for better decision making
Make use of the ISBLANK function alongside IF to create rules around empty cells. For example, display a certain message or value in another cell if the cell is blank.
Remember, the IF function is case-sensitive. So, spell all text strings correctly, and ensure they are formatted consistently.
IF can enhance decision making by enabling automation of sorting and filtering based on criteria. Nested formulas and logical operators give you the chance to make even more complicated rules for analysis.
Pro Tip: Don’t type out long formulas manually. Use Excel’s formula bar or VBA code instead, to simplify the analytics process.
Become an expert in VLOOKUP function for smarter data handling
VLOOKUP is a powerful function that busy pros must master for smarter data handling. Here are 6 points to consider when becoming an expert:
- Understanding syntax: Master the 4 arguments- lookup value, table array, column index number, and range lookup.
- Exact match vs. approximate match: Choose between exact match or approximate match as per data requirements. Exact match will only return a result if an exact value is found. Approximate match returns the closest value if none is found.
- Combining with other functions: Combine VLOOKUP with IF and ISERROR for better results. E.g. Use ISERROR to return custom messages or values when VLOOKUP returns #N/A error.
- Creating dynamic ranges: Use named ranges and table references instead of cell references for dynamic ranges- easier to read and maintain.
- Sorting data correctly: Important for VLOOKUP as it searches for values based on their relative position in a sorted list or table. Incorrect sorting may return wrong results.
- Debugging errors: Common errors include #N/A, #REF!, and #VALUE!. Knowing how to debug these errors saves time and avoids frustration.
The benefits of VLOOKUP are numerous- it allows you to quickly find and extract specific data from large sets. VLOOKUP eliminates the need for manual lookups and saves time. It was first introduced in Excel 3.0 back in 1990 and is now one of the most widely used functions for advanced data analysis.
FAQs about 15 Excel Shortcuts For The Busy Professional
What are the 15 Excel Shortcuts for the Busy Professional?
The 15 Excel Shortcuts for the Busy Professional are as follows:
- Ctrl + Shift + L – Apply filters to a range of cells.
- Ctrl + Shift + $ – Apply currency formatting to a range of cells.
- Ctrl + Spacebar – Select the entire column.
- Shift + Spacebar – Select the entire row.
- Ctrl + D – Copy data from the cell above.
- Ctrl + R – Copy data from the cell to the left.
- Ctrl + ; – Enter the current date.
- Ctrl + Shift + : – Enter the current time.
- Ctrl + Home – Move to cell A1.
- Ctrl + End – Move to the last cell in the worksheet.
- Ctrl + Page Up – Move to the previous worksheet.
- Ctrl + Page Down – Move to the next worksheet.
- Alt + = – Sum a range of cells.
- Ctrl + Shift + ~ – Apply general formatting to a range of cells.
- Ctrl + Shift + # – Apply date formatting to a range of cells.
What are the benefits of using these shortcuts?
Using these shortcuts can save time and increase productivity for busy professionals who frequently work with Excel. By memorizing and utilizing these shortcuts, users can quickly perform common tasks and navigate through their spreadsheets efficiently.
How can I start using these shortcuts?
Users can start using these shortcuts by practicing and memorizing them. It may take some time to get used to the new commands, but the effort will pay off in the long run. It may also be helpful to create a cheat sheet with the shortcuts and keep it at hand while working on a spreadsheet.
Are there any other Excel shortcuts that I should know?
Yes, there are many other Excel shortcuts that can be useful for various tasks. Some examples include:
- Alt + A + W + E – Create a new worksheet.
- F4 – Repeat the last action.
- Ctrl + K – Insert a hyperlink.
- Ctrl + F – Open the Find and Replace dialog box.
How can I customize Excel shortcuts?
Users can customize Excel shortcuts by accessing the “Customize Ribbon” or “Customize Keyboard” options in the “Options” menu. From there, users can assign new commands or change existing ones to different key combinations.
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.