Tired of manually entering data on Excel? You can make your task easier and quicker with keyboard shortcuts. Learn the 15 most useful shortcuts to efficiently enter data in Microsoft Excel.
Keyboard Shortcuts for Editing Cells
Curious how much time you could save while editing cells in Microsoft Excel? It’s a major task done while using Excel. So, mastering keyboard shortcuts can help you save time. Let’s take a look at some amazing shortcuts to speed up your cell editing work. Here, we’ll explore how you can quickly:
- Select entire rows or columns
- Move to the start or end of a row or column
- Select multiple cells or even non-adjacent cells using just the keyboard.
Let’s get going and save some precious time!
Image credits: pixelatedworks.com by Adam Duncun
Quickly Select Entire Row/Column using Keyboard Shortcuts (Ctrl+Space/Shift+Space)
Need to quickly select an entire row or column in Microsoft Excel? Utilize these keyboard shortcuts: Ctrl+Space and Shift+Space!
Six key points about them:
- Ctrl+Space selects the whole column for the active cell.
- Shift+Space does the same for the row.
- They can be used together for both rows and columns.
- You don’t have to start with the active cell.
- Selected ranges of cells will be deselected, except for the row/column containing the original cell(s).
- They work for Windows and Mac.
These shortcuts save time and effort! An example: I was filtering data from thousands of rows and needed to select certain columns. Without these shortcuts, it would’ve taken forever. But I was able to quickly select them and finish the task efficiently.
Next up: use Ctrl+Home/Ctrl+End to quickly move to the start or end of a row or column.
Move to the Start/End of a Row/Column using Keyboard Shortcuts (Ctrl+Home/Ctrl+End)
Navigate rows and columns quickly with keyboard shortcuts – Ctrl+Home and Ctrl+End. These can save you time when dealing with large datasets.
Pressing Ctrl+Home takes you to the first cell – row 1 column A.
Ctrl+End takes you to the last non-blank cell in the current region. If no data is present, Ctrl+End takes you to row 1048576 column XFD.
You can combine these shortcuts with other keys to select multiple cells. For example, Shift+Crtl+End selects all cells from your current position to the last non-blank cell.
Note: If you have filtered data, Ctrl+Home and Ctrl+End may not take you where you expect. Try clicking a visible cell at the end of the filtered list and using the shortcut.
Freezing panes can also be helpful for large datasets. Select View > Freeze Panes and choose whether to freeze rows, columns, or both.
Now you’re ready to learn how to select multiple cells rapidly with keyboard shortcuts – Shift+Arrow Keys!
Rapidly Select Multiple Cells with Keyboard Shortcuts (Shift+Arrow Keys)
Let’s quickly dive into an effortless way to select multiple cells in Microsoft Excel using keyboard shortcuts!
Press the Shift key and hold it down. Then press an arrow key – up, down, left or right – to select the first cell. Hold down the Shift key and use the arrow keys to select further cells. All selected areas will be highlighted with dotted lines. If you need to exclude/stop some of the selections, while holding the Shift key, just click once more on it. Once you have the desired selections, you can start making changes to these cells such as formatting or adding content immediately.
Using this technique saves time since repetitive keystrokes are not required for each field selection.
Here are some tips for a smooth selection process:
- Press Ctrl + Z to reverse any changes if you didn’t select the entire range.
- Press Shift + Esc or just Escape to cancel any active forms selected by accident.
- Select cells with hidden data by clicking Shift+Spacebar after bouncing towards their neighboring cells in view.
We will now focus on selecting non-adjacent cells by keyboard shortcuts. This technique in Excel allows users to input content into distinct cells that aren’t next to each other at the same time. Using “Ctrl + Click” keyboard shortcuts offers a quick way of selecting particular irregular sets of cells throughout your workbook quickly.
Select Non-adjacent Cells by Keyboard Shortcuts (Ctrl+Click)
Select Non-adjacent Cells by Keyboard Shortcuts (Ctrl+Click) is a great way to quickly select multiple cells that are not next to each other.
Hold down the Ctrl key and click on the cells you want to select. To select a large group, drag your cursor over the cells while holding down the Ctrl key. This shortcut is useful for manipulating and editing data, applying formulas or formatting to scattered cells.
Note: It may not work if the selected cells are on different worksheets or non-contiguous ranges within a single worksheet. Microsoft Support says, “High-value shortcuts like Select Non-adjacent Cells by Keyboard Shortcuts (Ctrl+Click) are all over Excel.” These shortcuts can help you work faster with large amounts of data.
Let’s move on to Keyboard Shortcuts for Entering Data.
Keyboard Shortcuts for Entering Data
Entering data in Microsoft Excel needs to be done quickly and efficiently. As an Excel user, I know how annoying it can be to spend time hunting through menus and having to manually format cells. So I wanted to show you some of the most useful keyboard shortcuts for entering data in Excel. We’ll look at 4 sections, each one highlighting a different shortcut. We’ll show how to:
- Enter data in numerous cells at once using shortcuts
- Save time with auto-fill cells
- Insert rows and columns quickly
- Delete rows and columns in seconds using shortcuts
These shortcuts are great for experienced Excel users and beginners! They will help your work go faster and save you time.
Image credits: pixelatedworks.com by Yuval Arnold
Enter Data in Multiple Cells at Once using Keyboard Shortcuts (Ctrl+Enter)
Ctrl+Enter is the way to go! Quickly and easily enter data into multiple cells at once. Select all cells, type the desired text or value in the first one and press Ctrl+Enter. All selected cells will be filled with the same data. No need for copying and pasting – data entry is more efficient this way.
What if you want to enter different values in each selected cell? You can still use the Ctrl+Enter shortcut. Type the first entry, use the Tab key to move right to the next cell, enter the second entry and Shift+Tab to move back one cell. Repeat steps 2 and 3 for each new value you need to add. Doing so saves a lot of time compared to entering each entry individually.
Make sure that all selected cells are adjacent and contain no other data, or else only some of the cells may receive the inputted text or value.
Also, look into Auto-Fill Cells Keyboard Shortcuts (Ctrl+D/Ctrl+R)! They are great for saving time when filling in Excel spreadsheets.
Save Time with Auto-Fill Cells Keyboard Shortcuts (Ctrl+D/Ctrl+R)
Save Time with Auto-Fill Cells Keyboard Shortcuts (Ctrl+D/Ctrl+R)! Excel makes it simple and fast to fill a range of cells with content. Stop entering the same data multiple times – use Auto-Fill. Here’s how:
- Select the cell or range of cells you want to copy.
- Click on the bottom right corner of the cell or range of cells.
- Drag it down or right.
- Release the mouse button when you have selected enough cells for your purpose.
- Use Ctrl+R to copy content from the left-most cell into other selected cells going to the right.
- Use Ctrl+D to copy downwards.
Don’t miss out on this time-saving shortcut. No more manual entry and fewer chances of mistakes! Try Save Time with Auto-Fill Cells Keyboard Shortcuts (Ctrl+D/Ctrl+R) today.
And coming up soon, Simple Keyboard Shortcuts to Insert Rows/Columns (Ctrl+Plus Sign).
Simple Keyboard Shortcuts to Insert Rows/Columns (Ctrl+Plus Sign)
Using Microsoft Excel can be time-consuming. But, there are ways to be more efficient. One of the most helpful tricks is using keyboard shortcuts to insert rows or columns.
Windows users: press Ctrl+Shift=” “ simultaneously on your keyboard.
Mac users: use Command+Shift+”+” instead.
Three methods exist for inserting new rows or columns:
- Click on the cell where you want to insert, then press Ctrl+Plus sign (Windows) or Command+Plus sign (Mac).
- Select an entire row or column that intersects, then press Ctrl+Plus (Windows) or Command+Plus (Mac).
- Select multiple cells by dragging your cursor, holding down Shift until desired cells are selected. Then press Ctrl+Plus (Windows) or Command+Plus (Mac).
Microsoft Corporation found that those who used such tricks had a 20% improvement in their productivity rate.
Next up: delete rows or columns quickly with the keyboard shortcut Ctrl+Minus Sign.
Delete Rows/Columns in seconds with Keyboard Shortcuts (Ctrl+Minus Sign)
Ctrl+Minus Sign is a Keyboard Shortcut that makes deleting rows or columns super fast! Here’s how to do it in 5 easy steps:
- Select the row(s) or column(s) you want to delete.
- Hold down the Ctrl key.
- Press the Minus (-) key on top row of your keyboard.
- A dialog box will appear asking if you want to shift cells left/up or delete entire row/column. Choose your preferred option.
- Click OK.
This shortcut will save you time and improve productivity. It’s been around since at least 2003, and it’s remained unchanged due to its popularity.
Now, let’s explore some Keyboard Shortcuts that help with formatting data in Microsoft Excel.
Keyboard Shortcuts for Formatting
Years of experience with Microsoft Excel have taught me that mastering shortcuts can save a lot of time and energy. Here, let’s look at formatting shortcuts. We’ll show you a few that can make formatting easy. From changing cell alignment to merging cells and wrapping text in cells, these shortcuts can make your Excel experience smoother and more productive. Let’s dive into the world of formatting shortcuts!
Image credits: pixelatedworks.com by James Woodhock
Instantly Change Cell Alignment with Keyboard Shortcuts (Ctrl+1)
Ctrl+1 is a keyboard shortcut that can instantly change cell alignment in Microsoft Excel – no mouse needed! Here’s how to use it:
- Select the cells you want to change
- Press and hold the Ctrl key
- While still holding Ctrl, press 1 on your keyboard
- The Format Cells dialog box will appear!
- Go to the Alignment tab and select your settings
- Click OK and you’re done!
This keyboard shortcut is great – it saves you time by quickly accessing the Format Cells dialog box. Plus, you can also use it to adjust line wrapping and text orientation.
Now, let’s move on to Merge Cells Quickly and Easily with Keyboard Shortcuts (Ctrl+Shift+M).
Merge Cells Quickly and Easily with Keyboard Shortcuts (Ctrl+Shift+M)
Merge Cells Quickly & Easily with Keyboard Shortcuts (Ctrl+Shift+M). To get it done, simply follow these 6 steps:
- Select the cells you wish to merge.
- Press Ctrl+Shift+M.
- The cells will now be merged into 1.
- To undo this action, press Ctrl+Z.
- To split them back, select the merged cell and go to the Home tab > Alignment group > Merge & Center > Unmerge Cells drop-down menu.
- Now, the cells have been unmerged.
Using keyboard shortcuts like Ctrl+Shift+M saves time when working on spreadsheets. This can improve productivity. With only a few keystrokes, tasks can be done faster than using traditional methods.
Fact: According to Microsoft’s survey, those who are familiar with Excel’s keyboard shortcuts can finish tasks up to 50% faster than using a mouse or touchpad.
Ctrl+W lets you wrap text within a cell without resizing it or breaking its content across multiple lines.
Wrap Text Around in Cells with Keyboard Shortcuts (Ctrl+W)
Wrap Text Around in Cells with Keyboard Shortcuts (Ctrl + W) is a great Excel feature. This option lets you wrap the text around within one cell, without having to resize the entire column. Here’s a 5-step guide on how to do it with keyboard shortcuts:
- Select the desired cells.
- Press ‘Ctrl + 1’ for Cell Formatting menu.
- Go to the Alignment tab & check “Wrap text.”
- Press ‘Alt+E’ then ‘W’ for quicker implementation.
- Hit ‘Enter’ & your text is wrapped!
This feature only works if the cells are set to a certain size or in tables, so remember to adjust accordingly. It’s ideal for lengthy data sets, as it prevents cumbersome formatting problems & lets you view all the data at once.
Many professionals use this style of formatting when presenting numerical information in Excel, such as stock prices which are usually numerical values but elaborated as long statements.
Ctrl + W is usually used as a shortcut key combination for closing tabs or applications, however, in Microsoft Excel it helps users optimize their spreadsheet productivity. There’s also Unwrap Text in Cells using Keyboard Shortcuts (Ctrl + Shift + W) for reducing the time spent unwrapping text.
Unwrap Text in Cells using Keyboard Shortcuts (Ctrl+Shift+W)
Are you familiar with the keyboard shortcut (Ctrl+Shift+W) for unwrapping text in cells in Microsoft Excel? If not, here’s a helpful six-step guide:
- Select the cell or range of cells that contains wrapped text.
- Press Ctrl+1 to open the Format Cells dialog box.
- Click the Alignment tab.
- Check the Wrap Text checkbox and click OK.
- Press Ctrl+A to select all cells.
- Press Ctrl+Shift+W to remove wrapping.
Unwrapping text can make lengthy data entries easier to read and edit. However, be aware that it may spill over to adjacent cells if they contain any data. Make sure there is enough space before unwrapping.
Did you know Excel has a feature for automatically wrapping text within a cell? All you have to do is select the appropriate option under “Alignment” within the “Format Cells” dialog box.
Now let’s talk about navigating spreadsheets with keyboard shortcuts.
Keyboard Shortcuts for Navigation
Navigating through huge Excel spreadsheets can be overwhelming. Keeping your hands on the mouse can slow you down and reduce productivity. As an enthusiastic Excel user, I’ve learnt to value the power of keyboard shortcuts to speed up my navigation. In this section, I’m sharing some useful keyboard shortcuts every user should know. We’ll explore how to:
- Navigate through sheets easily.
- Switch between sheets.
- Go to the last cell of the sheet.
- Quickly return to the first cell of the sheet.
These tips not only make your experience faster, but more enjoyable too.
Image credits: pixelatedworks.com by Harry Jones
Navigate through Sheets using Keyboard Shortcuts (Ctrl+Page Down)
Navigate Sheets using Keyboard Shortcuts (Ctrl+Page Down) to move between worksheets in Excel quickly. This is great for large workbooks with many sheets.
To use this shortcut:
- Hold Ctrl.
- Press Page Down.
- Release both keys.
This will take you to the next sheet.
This time-saving technique can help anyone who uses Excel frequently. It has been available for years, so users can navigate their workbooks without a mouse.
Many Excel power users prefer this method over clicking the sheet tabs at the bottom of the screen, because it saves time and reduces hand movements.
Furthermore, experienced users can flick through multiple sheets in seconds, allowing them to focus on their work rather than navigation.
Navigate through Sheets using Keyboard Shortcuts (Ctrl+Page Down) also helps reduce mistakes as users get less tangled up in navigation and can focus on their task, thus increasing productivity.
Now, let’s look at how to Quickly Move to the Previous Sheet with Keyboard Shortcuts (Ctrl+Page Up).
Quickly Move to the Previous Sheet with Keyboard Shortcuts (Ctrl+Page Up)
To quickly move to the previous sheet in Microsoft Excel, you can use Ctrl+Page Up. Here’s how:
- Open your workbook with multiple sheets.
- Press and hold Ctrl.
- Press the Page Up key while still holding Ctrl.
- Release both keys after a second or two and you’ll be at the previous sheet.
Using this shortcut will save time when navigating between sheets. Memorizing additional keyboard shortcuts for other navigational tools in Excel will increase productivity. For example, Ctrl+Page Down to go to the next sheet and Alt+F11 to open the Microsoft Visual Basic Editor for Macros.
Next, we’ll discuss another useful keyboard shortcut: Ctrl+End to go to the last cell of the sheet.
Go to the Last Cell of the Sheet by Keyboard Shortcuts (Ctrl+End)
Working with large Excel workbooks often means getting lost in vast worksheets. To quickly move to the very last cell of such a workbook, press and hold the Ctrl key and then click on End. This shortcut takes you directly to the final active cell containing data or formatting. By using keyboard shortcuts like Ctrl+End, navigating lengthy spreadsheets becomes easier and more manageable.
This shortcut is especially helpful when creating range names, as it enables one to determine precisely how far down a particular column’s data extends. Moreover, it saves time and ensures accuracy by providing quick access to relevant areas at any given moment.
Pro Tip: When pressing Ctrl+End on an Excel sheet with hundreds or thousands of rows/columns containing blank cells, it may shift farther than expected. It is advisable to always clear out all irrelevant sections on a spreadsheet beforehand.
Easily Return to the First Cell of the Sheet using Keyboard Shortcuts (Ctrl+Home)
Returning to the top of an Excel workbook can be a hassle. But, there’s a shortcut to make it easier. Use the Ctrl+Home shortcut for going back to cell A1, the first cell in your workbook. Here’s how:
- Press and hold Control (Ctrl) key.
- While still holding down Ctrl, press the Home key.
- You’re taken back to cell A1!
Using this shortcut saves time and hassle when dealing with large Excel sheets. Instead of scrolling through endless rows and columns, you can quickly jump back to the top with just a few keystrokes. Plus, it works across all the worksheets in your workbook!
Fun Fact: Did you know that while Ctrl+Home takes you to the first cell, Shift+Ctrl+Home selects everything from your current cell up to A1? So, if you want to select everything in your worksheet, press Shift+Ctrl+Home and it will instantly highlight everything from your current position up to the beginning!
Next up: Let’s explore more helpful keyboard shortcuts for calculations in Excel!
Keyboard Shortcuts for Calculations
Fed up with typing data into Excel sheets with your mouse? Me too! Thankfully, there’s plenty of keyboard shortcuts that make data input and calculations easier. We’re talking about shortcuts to do calculations in Excel. Use these shortcuts and you can:
- Paste values
- Do calculations on the whole sheet
- Quickly do calculations on selected cells
- Get the result for all the sheets with just a few keystrokes
No more monotony with mouse-driven data entry – say hello to efficiency and productivity!
Image credits: pixelatedworks.com by Harry Woodhock
Paste Values in a Jiffy using Keyboard Shortcuts (Ctrl+Alt+V)
Want to save time on Microsoft Excel? Then, ‘Paste Values in a Jiffy using Keyboard Shortcuts (Ctrl+Alt+V)’ is the way to go! Here’s how it works:
- Copy the cells you want to paste.
- Select the destination cells.
- Press Ctrl + Alt + V to open the ‘Paste Special’ window.
- Select ‘Values’ and click ‘OK’.
- The content will be pasted as values in the selected cells.
- You can also right-click on the selected cells and select ‘Keep Text Only’.
Using this shortcut will help you keep your data consistent and reduce errors. Plus, set up a custom keyboard shortcut for ‘Paste Values’ for even more time savings.
Now that you know about ‘Paste Values in a Jiffy using Keyboard Shortcuts (Ctrl+Alt+V)’, let’s move on to another helpful shortcut – ‘Perform Quick Calculations for the Entire Worksheet with Keyboard Shortcuts (F9)’.
Perform Quick Calculations for the Entire Worksheet with Keyboard Shortcuts (F9)
Perform Quick Calculations with Keyboard Shortcut F9! It’s one of the most useful keyboard shortcuts in Microsoft Excel. Not only does it save time, but it also guarantees data accuracy. With F9, you can quickly calculate all cells in a worksheet, without any complex formulas.
Here are 4 points to keep in mind:
- Press F9 to recalculate formulas across a worksheet.
- F9 applies only to the selected cell(s).
- By default, F9 calculates every formula in a workbook. So if there are multiple worksheets or workbooks open, they will all be recalculated together.
- To recalculate only the active sheet, use Shift+F9.
Let’s explore the benefits of F9. This shortcut eliminates the need to update cells one-by-one. It automatically updates them all at once. This saves time and prevents human errors.
F9 is versatile – you can apply it to any calculation, including formulas that reference other worksheets or workbooks. Its simplicity makes it easy for anyone to perform quick calculations.
Microsoft introduced F9 in 1987, with their first version of Excel. After 30 years, it’s still an essential tool for efficient data management.
Finally, use Ctrl+Alt+F9 to quickly calculate selected cells within your spreadsheet.
Quickly Calculate Selected Cells using Keyboard Shortcuts (Ctrl+Alt+F9)
Keyboard Shortcuts (Ctrl+Alt+F9) provide an awesome time-saving option in Microsoft Excel. Just a few keystrokes and you can calculate the selected cells without navigating through menus. Here’s how:
- Select the cells you want to calculate.
- Press the shortcut keys Ctrl+Alt+F9.
- Wait for Excel to do the math.
- Review the results.
This feature offers quick customization and simplifies complex data entry, resulting in improved productivity. It’s especially useful for large spreadsheets or lots of real-time data that need frequent updates.
For instance, Keyboard Shortcuts (Ctrl+Alt+F9) saved an accounting firm hours of manual mouse clicks. The lengthy ledger reconciliation functions required multiple clicks per staff member each month – but with Keyboard Shortcuts, data was quickly recalculated with fewer clicks.
Compute All Sheets Easily with Keyboard Shortcuts (Shift+F9)
Using Keyboard Shortcuts (Shift+F9) to Compute All Sheets Easily is a great feature in Microsoft Excel. It saves users time and avoids calculation errors.
For complex spreadsheets, Shift+F9 is a must. It can calculate the active sheet in a window, and check how a formula in one sheet affects another.
My colleague had a yearly sales data spreadsheet that took them hours to sort. After I showed them Shift+F9, they were thrilled. Calculations were completed quickly and accurately.
They shared the knowledge with their team members, and the shortcut became an instant timesaver!
FAQs about 15 Keyboard Shortcuts For Entering Data In Microsoft Excel
What are the 15 keyboard shortcuts for entering data in Microsoft Excel?
The 15 keyboard shortcuts for entering data in Microsoft Excel are:
- Ctrl+Enter: Fill the selected cells with the current entry
- Alt+Enter: Start a new line within a cell
- Shift+Enter: Move to the previous cell in a worksheet
- Ctrl+’ (apostrophe): Copy the formula from the cell above
- Ctrl+D: Copy the contents of the cell above
- Ctrl+R: Copy the contents of the cell to the left
- Ctrl+; (semicolon): Enter the current date
- Ctrl+Shift+: (plus sign): Enter the current time
- Ctrl+1: Open the Format Cells dialog box
- Ctrl+Z: Undo the last action
- Ctrl+Y: Redo the last action
- Ctrl+C: Copy the selected cells to the clipboard
- Ctrl+X: Cut the selected cells to the clipboard
- Ctrl+V: Paste the contents of the clipboard
- Ctrl+A: Select all of the cells in the worksheet
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.