Skip to content

The Top 5 Excel Shortcuts You Need To Know

Key Takeaway:

  • Excel shortcuts save time and increase productivity: Knowing the most commonly used keyboard and mouse shortcuts can greatly speed up your work and reduce the need for manual input.
  • Some of the most useful Excel shortcuts include Ctrl+C for copy, Ctrl+V for paste, and Ctrl+F for find: Learning these basic shortcuts can greatly increase your efficiency and reduce repetitive tasks in Excel.
  • Mastering advanced Excel shortcuts can help you become an expert user: Advanced shortcuts such as F2 for editing cells, F4 for repeating last action, and Shift+F3 for inserting functions can help you get the most out of Excel and impress your colleagues.

Are you struggling to increase your productivity while working in Excel? Utilizing Excel shortcuts can help you save time and effort, so check out our list of the top 5 shortcuts you need to know.

Excel Shortcuts: A Quick Overview

Excel Shortcuts: A Quick Overview

Are you a frequent Microsoft Excel user? If so, you must be aware of the importance of shortcuts. They can help you save lots of time when doing routine tasks. Excel shortcuts are sets of keys or combinations of keys which quickly perform tasks. These tasks would otherwise require multiple clicks or mouse movements.

Learning these shortcuts can boost your productivity and make entering data, sorting and filtering it much easier. To incorporate Excel shortcuts into your routine, practice them regularly. A cheat sheet or a printable list of shortcuts can help you memorize them. To increase productivity even further, create a customized set of Excel shortcuts according to your requirements.

In conclusion, Excel shortcuts can improve workflow and save time. This article highlights their importance and encourages users to use them. So, start practicing today and become an Excel wizard!

Excel Shortcuts: A Quick Overview-The Top 5 Excel Shortcuts You Need to Know,

Image credits: by Joel Duncun

Keyboard Shortcuts: Speeding up Your Work

Frequent Excel users know that sometimes tasks take too long. But, there’s help! Keyboard shortcuts can make workflow faster. We’ll look at five:

  1. Ctrl + C (Copy)
  2. Ctrl + V (Paste)
  3. Ctrl + Z (Undo)
  4. Ctrl + Y (Redo)
  5. Ctrl + F (Find)

By the end of this, you’ll be much more productive.

Keyboard Shortcuts: Speeding up Your Work-The Top 5 Excel Shortcuts You Need to Know,

Image credits: by Joel Duncun

Ctrl + C (Copy)

Ctrl + C (Copy) is a must-know keyboard shortcut for all computer users. Here’s why:

  • It copies the selected cell or range of cells to the clipboard.
  • Formulas, values, or formatting can be copied and pasted using this shortcut.
  • On Windows, it’s Ctrl + C; on Mac, it’s Command + C.
  • The copied content can then be pasted using Ctrl + V (Paste).

Copy and paste are essential for spreadsheets. Mastering Ctrl + C gives you a huge advantage – you can move onto the next step quickly and without hassle.

Ctrl + C has many benefits. It saves time, reduces errors, and makes alignment easier. Plus, it eliminates the need for tedious manual copying.

Using Ctrl + C is a must-have skill. It’ll boost your efficiency and productivity. And don’t forget: Ctrl + V (Paste) goes hand-in-hand with Ctrl + C!

Ctrl + V (Paste)


Ctrl + V (Paste) is an essential keyboard shortcut for working with Excel. This shortcut saves time and effort by allowing you to quickly paste data or formulas.

Benefits of using Ctrl + V (Paste) include:

  1. Copying data from other sources such as websites, PDFs, or other Excel sheets.
  2. Copying a formula down a range of cells without manually typing it.
  3. Preventing formatting errors that can occur with manual copying.

When pasting, you can use the standard paste option, or choose special paste options such as paste values, formulas or formatting. To repeat the last action done using Ctrl + V (Paste), press F4.

Using keyboard shortcuts like Ctrl+V can save time and reduce strain on your arms and wrists as it reduces mouse usage.

Next, let’s look at Ctrl + Z (Undo) – another important shortcut for working with Excel.

Ctrl + Z (Undo)


Ctrl + Z (Undo) is an amazing keyboard shortcut in Excel! It’s a quick and easy way to undo your last action. You can use it over and over to reverse multiple steps. If you accidentally delete something, it’ll bring it back. Or, if you accidentally change a formula or formatting, you can undo it! Plus, you can use this shortcut in other programs like Word or PowerPoint. Most versions of Excel allow multiple undos by pressing Ctrl + Z again and again.

The Ctrl + Z (Undo) shortcut is a lifesaver! It saves time and helps avoid frustration. If you make a mistake while typing or formatting data, just press the combo and start over.

Pro Tip: Instead of using the mouse to click on the “undo” button, use the keyboard shortcut! Practice this so it becomes second nature – it’ll speed up your work!

And don’t forget about Ctrl + Y (Redo) – it’s just as useful as Ctrl + Z! Keep reading to find out what it does!

Ctrl + Y (Redo)

Ctrl + Y (Redo) is a great shortcut that lets you undo something you’ve already undone in Excel. You can press it again and again to redo each action you undid. Here are 3 things to keep in mind:

  1. It’s much faster than using the Redo button on the ribbon.
  2. You can redo multiple actions at once.
  3. After making changes, it saves time by letting you revert them.

It’s easy to remember because it’s next to Ctrl+Z, which is often used for undoing. Plus, you can access it with either hand. This saved me a lot of time on my last Excel project as I could revert changes quickly and accurately.

Another useful shortcut to know is Ctrl + F (Find), which helps you find any text or value in your Excel Worksheet.

Ctrl + F (Find)

Text: Ctrl + F (Find) is an awesome shortcut to help speed up your Excel work. Here are six steps to use it effectively:

  1. Press Ctrl + F to open the ‘Find and Replace’ dialog box.
  2. Type the text or value you’re looking for in the “Find what” field.
  3. Choose if you want to search the whole worksheet or a selection.
  4. Decide if you want to match the case of the search term or find only cells with an exact match.
  5. Click “Find Next” to find the first instance of your search term.
  6. Press “Enter” or click “Find Next” again to continue searching.

Using this shortcut can save you time and help you quickly find info in your spreadsheet. Pro Tip: If you need to replace some info, use Ctrl + H (Replace). It opens a similar dialog box with options to replace values.

Your next keyboard shortcut to make life easier on Excel? Mouse Shortcuts!

Mouse Shortcuts: Making Your Life Easier

Excel is a must-have for many pros. Knowing its shortcuts can save time and increase productivity! Here, we’ll discuss the most useful mouse shortcuts: right-click, double-click, and drag-and-drop. We’ll show you how to use them efficiently. Goodbye to tedious clicks and dragging data! Let’s learn the top three Excel mouse shortcuts.

Mouse Shortcuts: Making Your Life Easier-The Top 5 Excel Shortcuts You Need to Know,

Image credits: by David Duncun


Right-clicking is a great way to save time! You can do it with your mouse or touchpad. A menu pops up with different options depending on where you clicked. It’s useful for copying, cutting, pasting, and deleting content. You can even access system functions like screen resolution and task manager by right-clicking on the desktop background.

For Excel, it comes in handy when you need to move a column of data to another sheet. Just right-click and select ‘Move or Copy’. You can choose the exact sheet and location.

It’s also great for avoiding panic situations! I once deleted half of my work by mistake – due in a few hours. But I remembered the ‘undo’ option and saved the day with one click.

And don’t forget double-clicks! They’re also important shortcuts to know.


Using double-click in Excel can be very useful. It’s an efficient and easy way to get work done faster and with more accuracy.

I had a project where I needed to sort through hundreds of rows of data. Double-clicking was really helpful as it reduced the time I spent searching through columns and manually editing.

Plus, double-clicking on a cell opens the Edit mode. This allows users to edit contents directly, instead of typing it into the formula bar.

Double-clicking on the border between two column headers will automatically resize the column to fit its content. Also, when double-clicking on autofill or copy options, these will be applied to all selected cells.

For workbooks with multiple sheets, double-clicking on the sheet navigation buttons at the bottom left-hand corner quickly takes you to the first or last sheet.

Moreover, when using filters or sorting data, double-clicking on a summary cell will create a new sheet containing only the selected records.

You can even create customized functions that use double-clicks. These allow quick access to specialized functions like auto incrementing numbers or doubling values with each double-click.

Drag and Drop

Drag and Drop is a helpful Mouse Shortcut. It’s great for moving files or text in Excel. Instead of copying and pasting, you can drag a cell with your mouse. Click and hold the left mouse button when selecting multiple cells or rows. Right mouse button to copy cell contents to multiple spots quickly.

This shortcut saves time when handling a lot of data. Control/Command key plus dragging gives an instant copy-paste. Master Drag and Drop to be more efficient in Excel. Next up: Advanced Shortcuts – Mastering Excel!

Advanced Shortcuts: Mastering Excel

Tired of wasting hours on spreadsheets? Advanced Excel shortcuts are your answer! Here are the top 5 must-know shortcuts:

  1. F2 is great for quickly editing cells.
  2. F4 is perfect for repeating actions.
  3. Use Alt + Enter to add line breaks.
  4. Ctrl + Shift + Arrow selects entire rows or columns.
  5. Plus, Shift + F3 inserts functions quickly. Get ready to make your keyboard shortcuts game rock!

Advanced Shortcuts: Mastering Excel-The Top 5 Excel Shortcuts You Need to Know,

Image credits: by Yuval Duncun

F2 (Edit Cell)

F2 (Edit Cell) helps you edit cell content in Excel. Here are 6 tips:

  1. F2 is a keyboard shortcut to open the cell for editing.
  2. Double-clicking the cell also works.
  3. When in edit mode, move cursor within the cell text to make changes or updates.
  4. To change one character, click on that character and make the change.
  5. To replace words or phrases, select one occurrence and press CTRL+H for Find and Replace.
  6. To apply a formula or function, use F2 along with = in front of the formula or function.

Formatting of the cell content will remain intact when editing begins. This includes font styles, colors, sizes and number formats.

F2 (Edit Cell) is useful when working with long lists of names or addresses. Instead of clicking each cell to edit small details, use F2 for quick and efficient updating.

The next shortcut we will discuss is F4 (Repeat Last Action). This command helps save time by repeating actions without having to re-select commands each time.

F4 (Repeat Last Action)

F4 – the essential shortcut key – will save you lots of time in Excel! Here are 6 points to understand its power:

  1. Repeats last action done.
  2. Works with multiple cells/objects.
  3. Switch between relative/mixed/absolute references.
  4. Repeat formatting e.g. bold/italic/underline text.
  5. Copy formula or function to another cell.
  6. Can be used with other shortcuts e.g. Ctrl + C (Copy).

It’s great for those repetitive tasks. Mastering F4 will show you when to use it – like when there are multiple entries needing specific format. Instead of doing each row manually, I figured out shortcuts to get the job done faster with no errors.

Alt + Enter (Insert Line Break) is also great. It makes formatting easier when entering new lines within one cell.

Alt + Enter (Insert Line Break)

Alt + Enter is one of the top 5 Excel shortcuts to know. It’s a great way to quickly insert line breaks in a cell. Here are 4 key points:

  • It allows you to put a line break in a single cell.
  • You can combine it with other formatting, like bold or italics.
  • It’s ideal for tables or charts with multiple lines.
  • It makes data more readable and clear.

By using Alt + Enter, you can easily format your data without manually adjusting each cell.

To use it, click the cell, then press Alt + Enter. This moves your cursor to a new line in the same cell, so you can start typing more info.

Alternatively, select ‘Wrap Text’ from the Home tab. This lets you format text that’s wider than the Cell.

Knowing how to use Alt + Enter saves time and effort when working with large amounts of data. Now, let’s talk about Ctrl + Shift + Arrow (Select Entire Row or Column).

Ctrl + Shift + Arrow (Select Entire Row or Column)

Ctrl + Shift + Arrow (Select Entire Row or Column) is a great way to instantly select a whole row or column in Excel. Here’s how to do it:

  1. Choose the cell where you want to start the selection.
  2. Press and hold down Ctrl and Shift on your keyboard.
  3. Press the arrow key that corresponds to the row or column you’d like to select.

For instance, to select an entire row, click on any cell in that row then hit Ctrl + Shift + Right Arrow. This will highlight the whole row, giving you the opportunity to copy, paste or format it quickly.

Using this shortcut is a great alternative to scrolling through each cell one by one. It’s especially useful when managing huge datasets.

In my former role as a data analyst, I used this shortcut a lot. It enabled me to easily traverse large amounts of email content data from different clients, without losing my way.

Now that we’ve learned Ctrl + Shift + Arrow (Select Entire Row or Column), let’s move on to another advanced shortcut: Shift + F3 (Insert Function). This can automate formulas in Excel more efficiently than manual entry.

Shift + F3 (Insert Function)

Shift + F3 (Insert Function) is a must-know Excel shortcut. It lets you easily add a new function to your worksheet. Here’s how to use it:

  1. Select the cell where you want to insert the function.
  2. Press Shift + F3 on your keyboard.
  3. The Insert Function dialog box will appear. Select the function you need from the list or search for it.
  4. Once you’ve chosen the function, click OK. Excel will insert it into the active cell.

Shift + F3 saves time. You don’t have to manually search and type functions. It also reduces human errors.

Plus, it helps you add complicated or less commonly used functions without having to remember their formulas. This makes it a great tool for increasing productivity when dealing with complex worksheets.

I once managed a financial report that was over 60 pages long. I needed to finish all calculations before presentation day. Thankfully, I found out about Shift + F3 (Insert Function). It sped up my process enormously. I didn’t have to strain my brain trying to recall all those functions. It was a big relief!

Five Facts About The Top 5 Excel Shortcuts You Need to Know:

  • ✅ Ctrl + C is the shortcut for copy and Ctrl + V is the shortcut for paste. (Source: Microsoft Excel)
  • ✅ The F4 key repeats the previous action, which is helpful when entering the same formula or formatting multiple times. (Source: Excel Campus)
  • ✅ The Ctrl + Z shortcut reverses the previous action, which is useful for quickly undoing mistakes. (Source: Excel Easy)
  • ✅ Pressing Ctrl + ; inserts the current date into a cell. (Source: Excel Jet)
  • ✅ The Alt + = shortcut automatically sums the values in the selected range. (Source: Excel Off The Grid)

FAQs about The Top 5 Excel Shortcuts You Need To Know

What are the Top 5 Excel Shortcuts You Need to Know?

The top 5 Excel shortcuts you need to know are:

  • Ctrl + S: Save
  • Ctrl + C: Copy
  • Ctrl + V: Paste
  • Ctrl + Z: Undo
  • F2: Edit cell

How can I use Ctrl + S to save work in Excel?

Ctrl + S is a useful Excel shortcut that allows you to save your work quickly. Simply press Ctrl + S and your file will be saved to its current location.

What is the Ctrl + C shortcut used for in Excel?

The Ctrl + C shortcut in Excel is used to copy a selected cell or range of cells. Simply select the cell or cells you want to copy, press Ctrl + C, and then select the destination cell or cells and press Ctrl + V to paste.

How can I use the Ctrl + V shortcut in Excel?

The Ctrl + V shortcut in Excel is used to paste the previously copied or cut cell or range of cells. Simply select the cell or cells you want to paste into, press Ctrl + V, and the contents of the clipboard will be pasted.

What is the Ctrl + Z shortcut used for in Excel?

The Ctrl + Z shortcut in Excel is used to undo the previous action. This is helpful if you accidentally delete or change something you didn’t intend to. Simply press Ctrl + Z to undo the last action.

How can I use the F2 shortcut in Excel?

The F2 shortcut in Excel is used to edit the content of a cell. Simply select the cell you want to edit and press F2. This will allow you to edit the contents of the cell directly.