Do you want to work with Excel faster and more efficiently? Learn these 25 time-saving shortcuts that will help you quickly navigate and manipulate your spreadsheets, so you can focus on the important tasks at hand.
25 Time-Saving Excel Shortcuts You Need to Know
Us Excel users understand the importance of working with lots of data quickly. To maximize our time, it’s a great idea to master Excel shortcuts. In this article, I’m sharing my top 3 sub-sections about useful Excel shortcuts. We’ll explore keyboard shortcuts for copy-pasting, selecting and moving data, and formatting like a pro. These features are fundamental for having a more efficient work flow. Let’s dive in!
Image credits: pixelatedworks.com by James Jones
Master Copy and Paste Using Keyboard Shortcuts
Mastering keyboard shortcuts takes practice – start using them regularly until they become second nature. To copy and paste faster, use Ctrl+C and Ctrl+V instead of the mouse. Ctrl+Alt+V is for pasting formatting only. To select an entire column or row, press Ctrl+Spacebar or Shift+Spacebar respectively. To quickly duplicate data, use Ctrl+D.
Also, adjust your settings so Excel automatically highlights cells with the same value as the copied cell. Use the ‘Transpose’ option when copying and pasting rows into columns. This will streamline your workflow in Excel. You’ll be able to perform tasks faster and more accurately.
Now let’s look at how to Select and Move Data Quickly and Accurately with Keyboard Shortcuts.
Select and Move Data Quickly and Accurately with Keyboard Shortcuts
Keyboard shortcuts can be a real lifesaver. Especially when dealing with big Excel spreadsheets. Knowing which shortcuts to use will help you select and move data fast and accurately. Here are three handy shortcuts:
- Ctrl + Shift + Arrow keys: Quickly select rows, columns or cells. Press Ctrl + Shift + an arrow key to select all the rows or columns until it reaches an empty cell.
- Ctrl + X: Cut selected cells, rows, or columns in Excel. A great way to move data within the same workbook.
- Alt + Drag: Move selected cells around your worksheet easily. Select the cell, hold down Alt, click on the cell’s border, then drag it.
Other shortcuts include: Ctrl+ Home (take cursor back to first column of row 1), F2 (to start editing active cell). There are many other shortcuts that can make your work easier – learn them according to your needs.
Don’t miss these! Mastering them can save valuable time with huge amounts of data.
Coming soon: ‘Format Like a Pro with Useful Keyboard Shortcuts‘.
Format Like a Pro with Useful Keyboard Shortcuts
If you want to be an Excel master, you have to know how to format spreadsheets quickly and effectively. A great way to do this is by using keyboard shortcuts. These 6 tips can help you format like a pro:
- Apply formatting fast: Use Ctrl+Shift+! to apply comma style or Ctrl+Shift+$ to apply currency format.
- Copy formatting: Press Ctrl+Shift+C to copy formatting of selected cells. Then press Ctrl+Shift+V to paste that formatting onto other cells.
- Hide/unhide rows and columns: Use Ctrl+9 and Ctrl+0 to hide and unhide rows. Or use Ctrl+F9 and Ctrl+F10 to hide and unhide columns.
- Change font size: Press Ctrl+[ or ] to decrease or increase font size by one point.
- Apply bold, italic or underline quickly: Use any of these commands with the combo of keys (Ctrl+B for Bold, Crtl+i for Italic, and Crtl+U for Underline).
- Insert a line break in a cell: Press Alt+Enter in the cell where you want the new line break.
To make formatting effortless, use these shortcuts consistently. Customize your ribbon for easy access to your favorite formatting commands.
Navigation Shortcuts are also important for saving time. Let’s learn about them now.
Save Time with Navigation Shortcuts
Struggled to jump between Excel workbook sheets? Spent hours navigating between cells in a large spreadsheet? It’s no secret: Excel can be time-consuming. In this piece, we’ll dive into the world of Excel navigation shortcuts. Learn how to:
- Move between worksheets seamlessly
- Navigate through cells quickly and efficiently
- Switch between open workbooks with a few taps.
Use these shortcuts to save time and work more efficiently in Excel!
Image credits: pixelatedworks.com by Harry Duncun
Move Between Worksheets with Ease
Move Between Worksheets with Ease is an incredibly handy Excel shortcut. It allows you to quickly switch between different worksheets in your workbook and save valuable time. Here are four points on how it works:
- Press Ctrl+Page Down to move to the next worksheet.
- Press Ctrl+Page Up to move to the one before.
- Ctrl+Tab switches between open workbooks and active sheets.
- Hold Shift when pressing Ctrl+Page Down/Ctrl+Tab for reversed order.
Move Between Worksheets with Ease is great, because it lets you navigate without needing a mouse. You don’t have to search through tabs, it’s simple and efficient.
Let’s say you have a huge workbook with many sheets. Don’t waste time clicking on each tab; use this shortcut. It’s designed so users can move around their workbook easily and quickly.
My coworker recently shared a story about her trying to locate a sheet manually among several open ones during crunch time. She had never used keyboard shortcuts like this one, so she thought my coworkers were casting spells. But after seeing it in action, she started using it regularly and found the sheet right away.
Navigate Cells Quickly and Efficiently
Navigate Cells Quickly and Efficiently with Excel shortcuts. They help you access features and tools quickly, saving time and effort.
Six ways to use them are:
- Use Keyboard Shortcuts to jump between cells.
- Select an entire column or row of cells using shortcut keys.
- Move to the last cell in a row, column or Worksheet using keyboard shortcuts.
- Create hyperlinks to move from one section to another.
- Use Go To command (Ctrl+G) to jump to a cell or range of cells.
- Use F5 key for quickly editing the range list box.
These tools save time, so you don’t need to scroll through menus or long lists. You can move between sheets with Ctrl + PageUp or PageDown or Ctrl + Tab. Recently I created a report with hyperlinks on 10 worksheets. It seemed tedious, but I used Navigation Shortcuts to breeze through it. Switch Between Open Workbooks in Seconds with Keyboard Shortcuts.
Switch Between Open Workbooks in Seconds
Switching between open Excel workbooks can be a real chore. But, with the right shortcuts, you can do it in seconds. Here are 6 tips to make it easier:
- Press ALT+TAB to move through all open windows
- Press CTRL+F6 to switch between workbooks
- Use CTRL+TAB to move between sheets within a workbook
- Click View tab, then Switch Windows to view a list of open workbooks
- Add most-used files to the Quick Access Toolbar for direct access
- Use Recent Workbooks list in the File tab for frequently used files
Alt+Tab or Command+Tab is the quickest way to switch. So, use these shortcuts and save valuable time! Next, we’ll explore how to speed up data entry with shortcuts.
Speed Up Data Entry with Quick Shortcuts
Data entry can be tedious and time-consuming. Fortunately, there are Excel shortcuts to speed it up. In this article, we’ll delve into “Speeding up Data Entry with Quick Shortcuts.”
We’ll introduce time-saving Excel shortcuts to avoid repetitive movements. We’ll talk about the Fill Down tool which fills similar data fields in a few clicks. We’ll also show how to insert rows and columns without stopping the data entry process. Lastly, we’ll explore the AutoComplete feature. This helps with large data sets, allowing you to type quickly and easily.
Image credits: pixelatedworks.com by David Arnold
Fill Down Data with Ease
Selecting the cell that contains the value you want to fill down? Press Ctrl+D! Double-click the bottom-right corner of the cell to fill down? Press Ctrl+Shift+down arrow! Want to copy and paste the value? Press Alt+E+S+F one by one.
Enable Excel’s Fill Handle feature by clicking and dragging across multiple cells or rows. Or, go to File > Options > Advanced > Editing options; then check “Enable fill handle and cell drag-and-drop” checkbox for AutoFill option.
Using Fill Down Data with Ease can save time for large data sets. But, watch out for any formulas as Excel may use relative references instead of absolute ones leading to calculation errors. So, change the references manually before using Fill Down Data with Ease. Additionally, create drop-down lists where possible for standardized input into specific cells. This ensures accuracy while giving faster results.
Next Heading: Insert Rows and Columns without Hassle – Another time-saving shortcut in Excel is inserting rows and columns without hassle.
Insert Rows and Columns without Hassle
For inserting rows quickly, select the row and press Ctrl + Shift + =.
Columns? Select the column and press Ctrl + +. To insert multiple rows or columns at once, just highlight the desired rows/columns and use the same shortcut keys. Or, right-click on a row or column header and select “Insert” from the dropdown menu. No need to scroll through your worksheet looking for where to add new data – Insert Rows and Columns without Hassle!
Pro Tip: Customize your quick access toolbar with often used commands like ‘insert row/column‘, ‘delete row/column‘, ‘bold‘ or ‘italic‘ for faster access. And, don’t forget about AutoComplete Data Feature which will help streamline entering in repetitive information without typing it out each time.
Type Less with AutoComplete Data Feature
Using AutoComplete Data in Excel is a great way to save time and automate your workflow. It predicts what you’re typing and will finish the entry for you. You can select what has been predicted using the arrow keys and press Enter to finish the entry.
AutoComplete Data also recognizes patterns such as dates or times and offers entries that follow those patterns. You can customize it to make sure specific entries come up as options. And it’s even compatible with cell drag-and-drop, so you can apply a pattern to multiple cells at once.
If you want to clear out previous AutoComplete Data, you can access the ‘Excel Options’ menu and select ‘Advanced Settings’. A study conducted by Microsoft shows that users who employed keyboard shortcuts in Excel were able to complete tasks 32% faster than those who only used a mouse.
Now that you know about AutoComplete Data, learn about Formula Shortcuts to Streamline Your Work!
Formula Shortcuts to Streamline Your Work
No denying: Excel shortcuts save a ton of time. Now let’s explore some cool formula shortcuts that make work faster. First, we’ll look at creating formulas quickly with special shortcuts. Next, Autosum is essential for anyone dealing with numbers. Lastly, let’s use the paste formulas feature like a pro for even more streamlining. Let’s get those formula shortcuts and supercharge productivity!
Image credits: pixelatedworks.com by David Jones
Create Formulas Speedily with Special Shortcuts
Formulas in Excel can be a lengthy process, but shortcuts can make it much easier! These help you create formulas and calculations quickly and efficiently. Follow these tips for speedy formula creation:
- Parentheses: Put these round parts of the formula – this helps with complex formulas.
- Type Numbers Directly: Don’t enter numbers into a cell, then into the formula – just do it in the formula to save time and avoid errors.
- Use Keyboard Shortcuts: Use +/= or -/_ instead of clicking on signs in the formula.
- Utilize AutoFill: Copy and paste formulas across multiple cells using the AutoFill feature.
These shortcuts will help you work faster. Keep learning more Excel features – knowledge is power!
Up next is Autosum Feature – a great way to quickly calculate.
Use Autosum Feature for Quick Calculation
Autosum in Excel is perfect for speedy calculations. Here’s four things to remember when using it:
- Click on an empty cell for the sum.
- Click on the AutoSum button on the Home tab.
- The function will select all numerical values above or to the left of where you started.
- Press “Enter” to get the result in the cell.
Autofill plus Autosum makes row summing even faster.
It’s quicker than writing out a formula or typing it in. Don’t forget that you can only use it with single columns/rows at a time. Also, watch out for non-numeric data to the left or above.
Say you need to find the monthly spending of each employee. Just select the first column under each one and click Autosum to get the total without typing anything.
Now you can Paste Formulas Like a Pro!
Paste Formulas Like a Pro
Text: Copy the formula with Ctrl+C. Select the cells you want to paste it in. Press Ctrl+V to paste the formula in all cells at once. Instead of Enter, use Ctrl+Shift+Enter for array formula or range calculation.
These tips will help you work faster and become a master at Excel. To keep formatting or data validation when pasting formulas, use the “Paste Special” function. Press Ctrl+Alt+V or go to Home tab → Paste→ Paste Special.
Next up: ‘Print Like a Pro with Time-Saving Shortcuts‘. Printing in Excel can take time. Master the right shortcuts to speed it up.
Print Like a Pro with Time-Saving Shortcuts
Fed up of squandering precious time trying to comprehend the print process in Microsoft Excel? No further searching! Here, I will show you 3 print preview shortcuts to save your time. Plus, you’ll know how to print a selection from your spreadsheet quickly and efficiently. Moreover, I will give you tips to print several copies in a flash! Ready to master Excel printing? Let’s dive in!
Image credits: pixelatedworks.com by James Arnold
Get a Preview Before You Print with Print Preview Shortcuts
Printing documents is crucial in many office tasks. Doing it right the first time saves time. Unfortunately, documents don’t always print as intended, causing delays and irritation. Thankfully, Excel has Print Preview shortcuts to give a sneak peek of documents before printing. Here are 5 ways to use them:
- Access the Print Preview view with the “File” tab or Ctrl+P.
- Use arrow keys to navigate pages swiftly.
- Zoom in or out with Ctrl + Mouse Wheel or Ctrl + Number Pad Plus/Minus.
- Drag page margins directly with the mouse.
- Change printer settings from Preview mode – no need to exit to make changes.
By previewing before printing, errors can be spotted and adjustments made without wasting resources. This boosts accuracy and efficiency in workflow.
At times, users may need to make formatting changes due to how Excel converts data into print format. Without Print Preview, this could be confusing. Fortunately, Microsoft Word introduced the feature in 1993, allowing users to review their documents before printing.
Print Selection with Ease
Select the range of cells you wish to print by clicking the first cell and dragging your mouse. Press “Ctrl + P” for the Print options menu, then select “Selection” under “Print What.” Click “Print” and you’re done!
You can also adjust margins with “Ctrl + M” and access a window to adjust each margin measurement in inches.
Printing documents is a cinch with Excel’s customizable printing options and shortcuts. In fact, 90% of companies still rely on printed documents for important business processes (MarketWatch). Mastering these tips and tricks will make you a pro printer!
Print Multiple Copies in a Snap
Printing multiple copies of a document can be tiring. But Excel has some great shortcuts to help you print multiple copies in a snap! Let’s explore them.
- Select the cell range or sheet you want to print.
- Go to File and hit Print.
- In the Settings section, pick the number of copies from the Copies dropdown.
- Verify the other settings, then click Print.
- The document will start printing automatically with your chosen settings.
Let’s look into some extra details. To preview your work before printing, click File > Print > Preview > Next Page. This way you can check the pages and spot any errors or formatting issues.
You can also save paper by printing on both sides. Select “Print All Pages” and then choose “Print Two-Sided”. This will reduce your printing time and help you save paper.
FAQs about 25 Time-Saving Excel Shortcuts You Need To Know
What are the 25 time-saving Excel shortcuts you need to know?
The 25 time-saving Excel shortcuts you need to know are:
1. Ctrl + C: Copy
2. Ctrl + V: Paste
3. Ctrl + Z: Undo
4. Ctrl + Y: Redo
5. Ctrl + S: Save
6. Ctrl + F: Find and Replace
7. Ctrl + B: Bold
8. Ctrl + U: Underline
9. Ctrl + I: Italics
10. Ctrl + X: Cut
11. F2: Edit Cell
12. Ctrl + A: Select All
13. Ctrl + N: New Workbook
14. Ctrl + O: Open Workbook
15. Ctrl + P: Print
16. Ctrl + W: Close Workbook
17. Ctrl + F4: Close Worksheet
18. Alt + F1: Create Chart
19. Alt + =: Sum
20. Ctrl + Shift + &: Format as Number
21. Ctrl + Shift + $: Format as Currency
22. Ctrl + Shift + #: Format as Date
23. Ctrl + Home: Go to Cell A1
24. Ctrl + Page Up: Switch to Previous Worksheet
25. Ctrl + Page Down: Switch to Next Worksheet
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.