Excel Shortcut Keys

What are Excel Shortcut Keys?

Microsoft Excel, a widely-used spreadsheet application, allows users to manage and analyze large datasets through its powerful features and functions. One of the key elements contributing to the efficiency of Excel is the availability of shortcut keys designed to streamline common tasks and minimize manual steps.

These shortcut keys consist of specific key combinations that trigger specific actions within the application. For instance, using Ctrl+C and Ctrl+V allows users to copy and paste content quickly, while Alt+Enter inserts a line break within a cell.

Other useful shortcuts include Ctrl+Z for undoing changes, Ctrl+S for saving the workbook, and F2 for editing a selected cell. Additionally, Excel provides numerous shortcuts for formatting, such as Ctrl+1 to open the Format Cells dialog box and Ctrl+Shift+~ to apply the General number format.

Need for Excel Shortcuts

The need for Excel shortcuts arises from the desire to optimize productivity, minimize manual effort, and reduce the likelihood of errors in spreadsheet tasks. These shortcuts enable users to swiftly perform common actions, navigate within workbooks, and manipulate data with ease. Users can bypass multiple steps by utilizing shortcut keys, allowing them to focus on the more critical aspects of data analysis and presentation. Furthermore, Excel shortcuts lead to a consistent workflow, helping users maintain accuracy and efficiency even when working with complex datasets. Ultimately, mastering these shortcuts saves time and enhances one's overall proficiency in this powerful spreadsheet application.

General Excel Shortcut Keys

Here is a list of available Excel shortcut keys that can help improve efficiency and productivity when working with spreadsheets:

• Ctrl+N: Create a new workbook
• Ctrl+O: Open an existing workbook
• Ctrl+S: Save the current workbook
• Ctrl+W: Close the current workbook
• Ctrl+Z: Undo the last action
• Ctrl+Y: Redo the last action
• Ctrl+X: Cut selected cells or content
• Ctrl+C: Copy selected cells or content
• Ctrl+V: Paste copied cells or content
• Ctrl+F: Open the Find dialog box
• Ctrl+H: Open the Find and Replace dialog box
• Ctrl+P: Open the Print dialog box
• Ctrl+A: Select all cells in the current worksheet
• Ctrl+G: Open the Go To dialog box
• F2: Edit the active cell
• F4: Toggle between absolute and relative references when editing a cell formula
• F5: Open the Go To dialog box
• F7: Open the Spell Check dialog box
• Ctrl+1: Open the Format Cells dialog box
• Ctrl+T: Create a table from the selected data
• Ctrl+Shift+L: Apply or remove filters from the selected header row
• Alt+Enter: Insert a line break within a cell
• Shift+Space: Select the entire row of the active cell
• Ctrl+Space: Select the entire column of the active cell
• Ctrl+Arrow keys: Navigate to the edge of the current data region

Workbook Shortcut Keys

An Excel workbook is a powerful tool that allows users to organize, analyze, and visualize data in a structured and efficient manner. Consisting of one or more worksheets, each workbook provides a platform to store, manipulate, and present information through a grid of cells organized into rows and columns. Workbooks enable seamless integration of various data types, including text, numbers, and dates, while offering robust calculation and formatting capabilities.

Here is a list of workbook-specific shortcut keys in Excel that can help you efficiently manage and navigate through multiple workbooks:

• Ctrl+N: Create a new workbook
• Ctrl+O: Open an existing workbook
• Ctrl+S: Save the current workbook
• Ctrl+W: Close the current workbook
• Ctrl+F6: Switch between open workbooks
• Ctrl+Tab: Navigate through open workbooks in the same application window
• Ctrl+Shift+F6: Switch between open workbooks in reverse order
• Alt+F4: Close the Excel application and all open workbooks
• Ctrl+Shift+N: Move or copy the active worksheet to a new workbook
• Ctrl+K: Insert a hyperlink in the active cell
• Alt+Shift+F1: Insert a new worksheet
• Ctrl+Page Up: Navigate to the previous worksheet in the current workbook
• Ctrl+Page Down: Navigate to the next worksheet in the current workbook
• Ctrl+Shift+Page Up: Select the current and previous worksheets
• Ctrl+Shift+Page Down: Select the current and next worksheets
• Alt+F8: Open the Macro dialog box to view, run, or edit macros in the current workbook
• Alt+F11: Open the Visual Basic for Applications (VBA) editor

Cell Formatting Shortcut Keys

Cell formatting in Excel is a versatile feature that allows users to enhance the appearance, readability, and interpretation of data within individual or group cells. By applying various formatting options, such as font style, size, color, borders, and cell shading, users can emphasize specific data points, convey cell relationships, and improve the overall presentation.

In addition to aesthetic improvements, Excel offers specialized formatting options, like number, date, and time formats, which enable accurate representation and interpretation of data. Conditional formatting is another powerful tool, as it allows users to automatically apply formats based on predefined criteria or formulas, highlighting trends, outliers, or specific conditions within the data.

Here is a list of shortcut keys in Excel specifically for cell formatting to help you efficiently enhance the appearance and readability of your data:

• Ctrl+1: Open the Format Cells dialog box, where you can access various formatting options
• Ctrl+B: Toggle bold formatting for the selected cell(s)
• Ctrl+I: Toggle italic formatting for the selected cell(s)
• Ctrl+U: Toggle underline formatting for the selected cell(s)
• Ctrl+5: Toggle strikethrough formatting for the selected cell(s)
• Alt+H, H: Open the Fill Color menu to apply cell shading
• Alt+H, B: Open the Border menu to apply borders to the selected cell(s)
• Ctrl+Shift+~: Apply the General number format
• Ctrl+Shift+!: Apply the Number format with two decimal places and thousands separator
• Ctrl+Shift+@: Apply the Time format (hh: mm AM/PM)
• Ctrl+Shift+#: Apply the Date format (mm/dd/yyyy)
• Ctrl+Shift+$: Apply the Currency format with two decimal places
• Ctrl+Shift+%: Apply the Percentage format with no decimal places
• Alt+H, F, C: Open the Font Color menu to change the font color of the selected cell(s)
• Alt+' (apostrophe): Copy the format from the cell above the active cell

Row and Column Formatting Shortcut Keys

Row and column formatting in Excel empowers users to efficiently organize and present data by adjusting the dimensions and appearance of rows and columns. These modifications impact the entire row or column, ensuring consistency and improved readability across the spreadsheet.

Users can manually drag the row or column borders to tailor row heights or column widths or utilize the AutoFit feature to resize them automatically based on the content. Excel also allows users to hide or unhide rows and columns, a valuable tool for concealing sensitive data or decluttering a worksheet.

Microsoft Excel provides several keyboard shortcuts to help you quickly format rows and columns. Here are some common shortcut keys:

• AutoFit Column Width:

  • Select the column(s) you want to autofit.
  • Press Alt + H + O + I.

• Insert a new row:

  • Select the row where you want to insert a new row above it.
  • Press Ctrl + +.

• Insert a new column:

  Select the column where you want to insert a new column to the left. Press Ctrl + +.

• Delete a row:

  • Select the row(s) you want to delete.
  • Press Ctrl + -.

• Delete a column:

  • Select the column(s) you want to delete.
  • Press Ctrl + -.

• Hide a row:

  • Select the row(s) you want to hide.
  • Press Ctrl + 9.

• Hide a column:

  • Select the column(s) you want to hide.
  • Press Ctrl + 0.

• Unhide a row:

  • Select the row(s) surrounding the hidden row(s).
  • Press Alt + H + O + U + R.

• Unhide a column:

  • Select the column(s) surrounding the hidden column(s).
  • Press Alt + H + O + U + C.

Ribbon Excel Shortcut Keys

The Ribbon in Microsoft Excel is a user interface element that streamlines access to various tools, commands, and features in an organized manner. It was first introduced in Excel 2007 as a replacement for traditional menus and toolbars, offering a more intuitive and efficient way of working with Excel. The Ribbon consists of multiple tabs, such as Home, Insert, Page Layout, Formulas, Data, Review, and View, which group related commands and options together. Within each tab, the commands are further organized into sections called 'Groups,' which categorize functionalities based on their purpose. Users can customize the Ribbon by adding or removing tabs, groups, or commands to tailor it to their needs and preferences. The Ribbon lets users quickly locate and access essential Excel features, improving productivity and overall user experience.

You can use shortcut keys to access Ribbon and its various commands in Excel. Here's a list of shortcut keys to navigate and use the Ribbon effectively:

• Access the Ribbon: Press Alt or F10. This will highlight Ribbon's tabs; you can navigate using the arrow keys.

• Home tab: Press Alt + H.

• Insert tab: Press Alt + N.

• Page Layout tab: Press Alt + P.

• Formulas tab: Press Alt + M.

• Data tab: Press Alt + A.

• Review tab: Press Alt + R.

• View tab: Press Alt + W.

• Developer tab (if enabled): Press Alt + L.

• Tell Me/Search feature: Press Alt + Q.

Once you've accessed the desired tab using its shortcut key, you'll see letters or numbers assigned to each command within the tab. Press the corresponding key to activate the specific command.

Drag/ Drop Excel Shortcut Keys

Drag and drop is a feature in Excel that allows users to easily move or copy data, cell contents, or objects (such as charts or shapes) within a worksheet or between worksheets using the mouse. This feature is particularly helpful for quickly reorganizing data or adjusting your spreadsheet layout without manually cutting, copying, and pasting.

To use the drag-and-drop feature in Excel, follow these steps:

• Select the cell(s), range of cells, or object you want to move or copy.
• Position the mouse pointer over the edge of the selection (it will turn into a four-sided arrow for moving or a four-sided arrow with a small plus sign for copying).
• Click and hold the left mouse button.
• Drag the selected content to the desired location within the worksheet or to another worksheet.
• Release the mouse button to drop the content in the new location.
• To copy content while dragging and dropping, hold the Ctrl key while dragging the selected content. When you release the mouse button, a copy of the content will be placed in the new location, and the original content will remain unchanged.

Drag and drop is a convenient and efficient way to manipulate data in Excel, making it easier to reorganize, move, or copy content within your spreadsheet.

Drag and drop is primarily a mouse-based feature in Excel, so there are no specific keyboard shortcuts to initiate it. However, there are alternative keyboard shortcuts to cut, copy, and paste data within a worksheet or between worksheets, which can be used instead of drag and drop. Here are those shortcuts:

• Cut: Select the cell(s) or range of cells you want to move and press Ctrl + X.

• Copy: Select the cell(s) or range of cells you want to copy, and press Ctrl + C.

• Paste: Click on the destination cell where you want to move or copy the data and press Ctrl + V.

Navigation Excel Shortcut Keys

Navigation in Excel refers to moving around within a worksheet, between worksheets, or between different workbooks. Efficient navigation is crucial when working with Excel spreadsheets to help you quickly access and modify the data or elements you need. There are several Excel navigation methods, including using the mouse, keyboard shortcuts, or a combination of both.

Here are some common keyboard shortcuts for navigation in Excel:

• Move one cell up, down, left, or right: Use the arrow keys (↑, ↓, ←, →).

• Move to the beginning of the row: Press Home.

• Move to the beginning of the worksheet: Press Ctrl + Home.

• Move to the end of the worksheet: Press Ctrl + End.

• Move one screen up or down: Press Page Up or Page Down.

• Move one screen to the left or right: Press Alt + Page Up or Alt + Page Down.

• Move to the next or previous worksheet: Press Ctrl + Page Up or Ctrl + Page Down.

• Move to the next or previous workbook: Press Ctrl + Tab or Ctrl + Shift + Tab.

• Select a specific cell: Press Ctrl + G, type the cell reference (e.g., A1, B5), and press Enter.

• Go back to the last active cell: Press F5 and then press Enter.

Pivot Table Shortcut Keys

A Pivot Table in Excel is a powerful data analysis tool that allows you to summarize, manipulate, and extract insights from large datasets. It lets you quickly reorganize and filter your data, calculate totals, averages, or other aggregate functions, and create cross-tabulated summaries, all with just a few clicks.

PivotTables are particularly useful when working with large datasets because they allow you to analyze data more organized and flexibly. For example, you can easily change how your data is displayed by dragging and dropping fields to different areas of the Pivot Table, such as rows, columns, values, and filters.

To create a PivotTable in Excel, follow these steps:

• Click any cell within your dataset.
• Go to the 'Insert' tab on the Ribbon, and click 'PivotTable.'
• Excel will automatically select your dataset range in the 'Create PivotTable' dialog box. Next, choose where you want to place the Pivot Table: either in a new or existing worksheet.
• Click 'OK' to create the Pivot Table.

After creating the PivotTable, you can use the 'PivotTable Fields' pane to arrange your data fields in the desired layout. Drag fields into the Rows, Columns, Values, and Filters areas to organize and summarize your data as needed. You can also apply various formatting options, such as number or conditional formatting, to make your PivotTable more visually appealing and easier to understand.

Here are some useful keyboard shortcuts for working with PivotTables in Excel:

• Create a PivotTable from the selected data: Press Alt + N + V (This will open the 'Create PivotTable' dialog box. Excel will automatically select your dataset range, and you can choose where to place the PivotTable.)

• Select the entire PivotTable: Press Ctrl + A (when a cell inside the PivotTable is selected).

• Refresh the PivotTable: Press Alt + F5 (This will update the PivotTable with any changes made in the source data).

• Open the PivotTable Field List: Press Alt + J + T + L (This will display the 'PivotTable Fields' pane, where you can drag fields into the Rows, Columns, Values, and Filters areas).

• Group selected items in a PivotTable field: Press Alt + Shift + ↑ (This will create a new group containing the selected items).

• Ungroup selected items in a PivotTable field: Press Alt + Shift + ↓ (This will remove the selected items from their group).

• Expand or collapse an item in a PivotTable field: Press + or - on the numeric keypad (This will show or hide the details for an item in a grouped field).

• Move to the next field in the PivotTable: Press Tab.

• Move to the previous field in the PivotTable: Press Shift + Tab.

Active Cell Excel Shortcut Keys

In Excel, the active cell is the currently selected cell in a worksheet where data entry or modification takes place. The cell has the focus and is visually indicated by a bold border or outline around it. When you open a new Excel worksheet, the active cell is usually the top-left cell, A1, by default.

As you navigate through the cells in the worksheet using the arrow keys, mouse, or keyboard shortcuts, the active cell will change to reflect the new selection. When you start typing or inputting data, it goes into the active cell, and any existing content will be replaced.

Here are some useful keyboard shortcuts for working with the active cell in Excel:

• Edit the active cell: Press F2.

• Enter the current date in the active cell: Press Ctrl +;

• Enter the current time in the active cell: Press Ctrl + Shift + ;.

• Complete the entry in the active cell and move to the cell below: Press Enter.

• Complete the entry in the active cell and move to the cell above: Press Shift + Enter.

• Complete the entry in the active cell and move to the cell on the right: Press Tab.

• Complete the entry in the active cell and move to the cell on the left: Press Shift + Tab.

• Copy the content from the cell above the active cell: Press Ctrl + ' (single quotation mark).

• Copy the formula from the cell above the active cell: Press Ctrl + " (double quotation mark).

• Apply the general number format to the active cell: Press Ctrl + Shift + ~.

• Apply the currency format to the active cell: Press Ctrl + Shift + $.

• Apply the percentage format to the active cell: Press Ctrl + Shift + %.

• Apply the exponential number format to the active cell: Press Ctrl + Shift + ^.

• Apply the date format to the active cell: Press Ctrl + Shift + #.

• Apply the time format to the active cell: Press Ctrl + Shift + @.

• Clear the content of the active cell: Press Delete.

Selection Excel Shortcut Keys

Here are some useful keyboard shortcuts for selecting cells, ranges, and elements in Excel:

• Select the entire worksheet: Press Ctrl + A. (Press Ctrl + A again to select the entire workbook if necessary.)
• Select the entire active cell row: Press Shift + Space.
• Select the entire column of the active cell: Press Ctrl + Space.
• Select cells in a range: Hold down Shift and use the arrow keys (↑, ↓, ←, →) to extend the selection.
• Select non-adjacent cells: Hold down Ctrl and click on each cell you want to select.
• Select non-adjacent ranges: Select the first range, then hold down Ctrl and select additional ranges with the mouse.
• Select from the active cell to the beginning of the row: Press Shift + Home.
• Select from the active cell to the beginning of the worksheet: Press Ctrl + Shift + Home.
• Select from the active cell to the end of the row: Press Shift + End.
• Select from the active cell to the end of the worksheet: Press Ctrl + Shift + End.
• Select from the active cell to the last cell in the same column with data: Press Ctrl + Shift + ↓.
• Select from the active cell to the last cell in the same row with data: Press Ctrl + Shift + →.
• Select from the active cell to the first cell in the same column with data: Press Ctrl + Shift + ↑.
• Select from the active cell to the first cell in the same row with data: Press Ctrl + Shift + ←.
• Select the current array containing the active cell: Press Ctrl + /.

Select Special Excel Shortcut Keys

Here is a list of some special Excel shortcut keys that can help you work more efficiently:

• F2: Edit the selected cell.
• F4: Repeat the last action performed.
• Ctrl + Z: Undo the last action.
• Ctrl + Y: Redo the last action.
• Ctrl + D: Fill down, copying the contents of the selected cell to the cells below.
• Ctrl + R: Fill right, copying the contents of the selected cell to the cells to the right.
• Ctrl + Arrow keys: Navigate to the edge of the current data region.
• Ctrl + Shift + Arrow keys: Select cells in the current data region.
• Alt + =: Automatically create a formula to sum all cells above the current cell.
• Ctrl + 1: Open the Format Cells dialog box.
• Ctrl + Page Up/Page Down: Move to the previous or next worksheet.
• Ctrl + T: Convert a range of cells to a Table.
• Ctrl + Shift + L: Apply or remove the filter in the selected range.
• Ctrl + Spacebar: Select the entire column of the active cell.
• Shift + Spacebar: Select the entire active cell row.
• Ctrl + Shift + 0 (zero): Unhide the selected columns.
• Ctrl + Shift + 9: Unhide the selected rows.
• Alt + Enter: Insert a line break within a cell.
• Ctrl + Alt + V: Open the Paste Special dialog box.

Entering Data Excel Shortcut Keys

Here are some Excel shortcut keys for entering and editing data:

• Enter: Move to the next cell below the active cell after entering data.
• Tab: Move to the next cell to the right after entering data.
• Shift + Enter: Move above the active cell after entering data.
• Shift + Tab: Move to the cell to the left after entering data.
• F2: Edit the selected cell.
• Esc: Cancel the current cell entry.
• Ctrl + Enter: Enter the same data in all selected cells simultaneously.
• Alt + Enter: Insert a line break within a cell (while editing the cell).
• Ctrl + ; (semicolon): Enter the current date in the active cell.
• Ctrl + Shift + : (colon): Enter the current time in the active cell.

Borders Excel Shortcut Keys

In Excel, borders are lines or frames that visually separate and define the edges of a worksheet's cells, rows, or columns. They improve readability and presentation by adding structure and organization to your data. You can customize border styles, colors, and thicknesses to enhance the appearance of your spreadsheet.

Here are some Excel shortcut keys to apply and manage borders:

• Ctrl + 1: Open the Format Cells dialog box to set border styles, colors, and thicknesses.
• Alt + R: Apply or remove the outline border around the selected cells.
• Alt + D: Apply or remove a border to the bottom edge of the selected cells.
• Alt + U: Apply or remove a border to the top edge of the selected cells.
• Alt + L: Apply or remove a border to the left edge of the selected cells.
• Alt + R: Apply or remove a border to the right edge of the selected cells.
• Alt + H: Apply or remove a horizontal border between the selected cells.
• Alt + V: Apply or remove a vertical border between the selected cells.
• Alt + E: Apply or remove all borders in the selected cells.

Formulas Excel Shortcut Keys

In Excel, formulas are expressions used to perform calculations and manipulate data in cells. They enable users to automate tasks, analyze data, and make data-driven decisions. Formulas are typically composed of operators, cell references, functions, and constants, and they always begin with an equal sign (=).

Excel offers a vast library of built-in functions covering various categories such as mathematical, logical, statistical, text, date and time, financial, and more. Functions can be nested within each other to create more complex calculations. In addition, excel's formulas are dynamic, meaning they automatically recalculate when the data in referenced cells change.

Here are some Excel shortcut keys related to formulas:

• Alt + =: Automatically create a formula to sum all cells above the current cell.
• F4: Toggle between absolute and relative cell references in a formula while editing it.
• Ctrl + ` (backquote): Toggle between displaying cell values and formulas in the worksheet.
• Shift + F3: Open the Insert Function dialog box to search for and insert a function into the formula.
• Ctrl + Shift + Enter: Enter an array formula in the selected range (for more advanced calculations).
• F2: Edit the selected cell's formula (also useful for navigating formula elements).
• F9: Calculate and display the result of a selected part of a formula (while editing the formula, press Esc to cancel the change).
• Ctrl + Alt + F9: Force a full recalculation of all formulas in the workbook.
• Shift + F9: Calculate only the formulas in the active worksheet.

Dialog Boxes Excel Shortcut Keys

Here are some Excel shortcut keys to open various dialog boxes:

• Ctrl + 1: Open the Format Cells dialog box to format cells, including number formatting, alignment, font, borders, and fill.
• Ctrl + F: Open the Find dialog box, which allows you to search for specific text or values within the worksheet.
• Ctrl + H: Open the Replace dialog box, which lets you find and replace text or values in the worksheet.
• Shift + F3: Open the Insert Function dialog box to search for and insert a function into a formula.
• Alt + F11: Open the Visual Basic for Applications (VBA) editor, which allows you to create, edit, and debug macros and VBA code.
• Ctrl + F3: Open the Name Manager dialog box to create, edit, and manage named ranges in the workbook.
• Ctrl + Shift + F3: Open the Create Names dialog box, which lets you create named ranges from selected cells.
• Ctrl + T: Open the Create Table dialog box, which allows you to convert a range of cells into a formatted table.
• Ctrl + Alt + V: Open the Paste Special dialog box, which provides various paste options such as values, formulas, formats, and more.
• Alt + F8: Open the Macro dialog box to view, run, create, edit, or delete macros.

Visual Basic Editor Excel Shortcut Keys

The Visual Basic Editor (VBE) in Excel is an integrated development environment (IDE) used for creating, editing, and managing VBA (Visual Basic for Applications) code. VBA is a programming language that allows users to automate tasks, create custom functions, and develop more advanced solutions within Excel.

The VBE contains various components, such as the Project Explorer, which displays the VBA projects and their modules, and the Code Window, where you can write, edit, and debug VBA code. It also includes the Properties Window, which shows the properties of the selected objects, and the Immediate Window, which is useful for executing code on the fly and debugging.

Here are some Excel shortcut keys related to the Visual Basic Editor (VBE):

• Alt + F11: Open the Visual Basic Editor from Excel.
• Ctrl + R: Display or hide the Project Explorer within the VBE.
• F7: Open the Code Window for the selected object in the Project Explorer.
• Ctrl + G: Display or hide the Immediate Window used for code execution and debugging.
• F1: Open the Help window for the selected keyword or object in the VBE.
• Ctrl + S: Save the current VBA project.
• F2: Open the Object Browser, which displays the objects, properties, and methods available in the VBE.
• F8: Execute the VBA code step by step (Step Into) in debug mode.
• Shift + F8: Step over the current line of VBA code in debug mode (Step Over).
• Ctrl + Shift + F8: Run the VBA code until the next procedure is called (Step Out).
• F5: Run the current VBA project or selected procedure.
• Ctrl + Break: Stop the VBA code execution.