Excel Shortcut Cheat Sheet: Boost Your Productivity with These Time-Saving Tips

Getting Started with Excel Shortcuts

If you’re looking to boost your productivity and save time while working with Excel, then mastering keyboard shortcuts is a must. Excel shortcuts are a set of keys that allow you to perform various tasks in Excel without using the mouse. Using keyboard shortcuts can help you work more efficiently and quickly, especially when you’re working with large amounts of data.

To get started with Excel shortcuts, you need to familiarize yourself with the most commonly used shortcut keys. Here are some of the most essential Excel shortcuts that you should know:

Shortcut Description
Ctrl + C Copy selected cells
Ctrl + V Paste copied cells
Ctrl + X Cut selected cells
Ctrl + Z Undo last action
Ctrl + Y Redo last action
Ctrl + S Save the current workbook
Ctrl + F Find and replace
Ctrl + A Select all cells
Ctrl + B Bold selected cells
Ctrl + I Italicize selected cells
Ctrl + U Underline selected cells

Once you’ve learned these basic shortcuts, you can move on to more advanced ones that can help you work more efficiently. Some of the more advanced Excel shortcuts include:

  • Alt + = : Insert the SUM function
  • Ctrl + Shift + $ : Apply currency format
  • Ctrl + Shift + % : Apply percentage format
  • Ctrl + Shift + # : Apply date format
  • Ctrl + Shift + @ : Apply time format

To make it easier to remember these shortcuts, you can download a cheat sheet that lists all the shortcuts in one place. You can also create your own cheat sheet by listing the shortcuts you use most frequently and keeping it nearby for quick reference.

In conclusion, mastering Excel shortcuts can help you work more efficiently and save time while working with large amounts of data. By learning the most commonly used shortcuts and practicing them regularly, you can become an Excel power user in no time.

Navigating in Excel

Navigating in Excel can be done using either the mouse or the keyboard. Both methods have their advantages and can be used interchangeably depending on your preference and the task at hand.

Using the Mouse

Using the mouse is the most common way of navigating in Excel. You can use the mouse to scroll through your worksheet, move between cells, and select cells. Here are some common mouse actions you can use to navigate in Excel:

  • Scroll: Use the scroll wheel on your mouse to scroll up or down in your worksheet.
  • Select: Click on a cell to select it. To select multiple cells, click and drag your mouse over the cells you want to select.
  • Move between cells: Click on a cell and then use the arrow keys on your keyboard to move to the cell you want to go to.
  • Move between worksheets: Click on the tabs at the bottom of your worksheet to move between worksheets.
  • Move between workbooks: Click on the Excel icon in the top left corner of your screen and then click on the workbook you want to switch to.

Using the Keyboard

Using the keyboard is a faster way to navigate in Excel once you get the hang of it. Here are some common keyboard shortcuts you can use to navigate in Excel:

  • Arrow keys: Use the arrow keys on your keyboard to move up, down, left, or right in your worksheet.
  • Page up/Page down: Use the Page up and Page down keys on your keyboard to move up or down one screen at a time.
  • Move up/move down: Press Ctrl + Up arrow or Ctrl + Down arrow to move up or down one cell at a time.
  • Left arrow key: Press the Left arrow key to move one cell to the left.
Action Keyboard Shortcut
Move up one cell Ctrl + Up arrow
Move down one cell Ctrl + Down arrow
Move left one cell Left arrow key
Move right one cell Right arrow key
Scroll up one screen Page up
Scroll down one screen Page down

By using these navigation shortcuts, you can save a lot of time and navigate your worksheets more efficiently in Excel.

Data Entry and Editing

When it comes to working with Excel, data entry and editing are crucial aspects of the process. Knowing the right shortcuts can save you a lot of time and effort. Here are some essential shortcuts to help you with data entry and editing:

Entering Data

When entering data into Excel, you can use the following shortcuts to make the process faster and more efficient:

Shortcut Functionality
Enter Moves the active cell down one row
Tab Moves the active cell to the right by one cell
Shift + Enter Moves the active cell up one row
Shift + Tab Moves the active cell to the left by one cell
Ctrl + Enter Fills the selected cells with the same data
Ctrl + D Copies the data from the cell above to the active cell
Ctrl + R Copies the data from the cell to the left to the active cell
Ctrl + ; Inserts the current date into the active cell
Ctrl + : Inserts the current time into the active cell

Editing Cells

Editing cells in Excel can be a tedious process, but with the right shortcuts, it can be a breeze. Here are some shortcuts to help you edit cells:

Shortcut Functionality
F2 Edits the active cell
Ctrl + X Cuts the selected data
Ctrl + C Copies the selected data
Ctrl + V Pastes the copied or cut data
Ctrl + Z Undoes the last action
Ctrl + Y Redoes the last action
Delete Deletes the contents of the active cell
Backspace Deletes the contents of the active cell

Autocomplete List

Excel has a feature called Autocomplete, which suggests possible entries based on previous entries. To use Autocomplete, start typing in a cell, and Excel will suggest possible entries. You can select an entry from the list by pressing Tab or Enter.

With these shortcuts, you can enter and edit data in Excel more efficiently, saving you time and effort.

Working with Formulas

When working with Excel, understanding formulas is essential. Formulas are the backbone of Excel, and they allow you to perform calculations and manipulate data. The formula bar is where you can see and edit formulas in Excel.

To create a formula, you need to start with an equal sign (=) in a cell and then add the formula. For example, =A1+B1 would add the values in cells A1 and B1.

Excel also has a range of built-in functions that can be used in formulas. Functions are predefined formulas that perform specific calculations. Some common functions include SUM, AVERAGE, and COUNT. You can access the functions by typing the function name followed by an open parenthesis in a cell.

When working with large sets of data, array formulas can be useful. Array formulas allow you to perform calculations on multiple values at once. To create an array formula, you need to select the range of cells where you want the calculation to appear, type the formula, and then press Ctrl + Shift + Enter.

Here’s a table of some common Excel functions that you might find useful:

Function Description
SUM Adds up a range of cells
AVERAGE Calculates the average of a range of cells
COUNT Counts the number of cells in a range that contain numbers
MAX Finds the highest value in a range of cells
MIN Finds the lowest value in a range of cells
IF Tests a condition and returns one value if the condition is true and another value if the condition is false
VLOOKUP Searches for a value in the first column of a table and returns a value in the same row from a specified column

Finally, Excel has a useful feature called AutoSum. AutoSum allows you to quickly add up a range of cells by selecting the range and then clicking the AutoSum button on the Home tab.

In conclusion, understanding formulas and functions is essential for working with Excel. By using formulas, you can perform calculations and manipulate data with ease. Excel has a range of built-in functions that can be used in formulas, and array formulas can be useful for working with large sets of data. Additionally, AutoSum is a handy tool for quickly adding up a range of cells.

Formatting in Excel

One of the most important aspects of Excel is formatting. Formatting helps you present data in a visually appealing and easy-to-understand way. In this section, we will cover some of the most commonly used formatting options in Excel.

Formatting Cells

To format a cell, select the cell and then right-click and select “Format Cells”. Alternatively, you can use the keyboard shortcut “Ctrl+1”. This will open the “Format Cells” dialog box, where you can choose from a range of formatting options.

Bold, Underline, and Strikethrough

To apply bold, underline, or strikethrough to text in a cell, select the text and then click on the appropriate button in the “Font” section of the “Home” tab. Alternatively, you can use the keyboard shortcuts “Ctrl+B” for bold, “Ctrl+U” for underline, and “Ctrl+5” for strikethrough.

Borders

To apply a border to a cell or range of cells, select the cells and then click on the “Borders” button in the “Font” section of the “Home” tab. From here, you can choose from a range of border styles and apply them to the selected cells.

Alternatively, you can use the keyboard shortcut “Ctrl+Shift+7” to apply a border to the selected cells.

Percentage, Currency, and Decimal Places

To format a cell as a percentage, select the cell and then click on the “Percentage” button in the “Number” section of the “Home” tab. To format a cell as a currency, select the cell and then click on the “Currency” button.

To set the number of decimal places for a cell, select the cell and then click on the “Decrease Decimal” or “Increase Decimal” buttons in the “Number” section of the “Home” tab.

Fill Color

To apply a fill color to a cell or range of cells, select the cells and then click on the “Fill Color” button in the “Font” section of the “Home” tab. From here, you can choose from a range of colors and apply them to the selected cells.

Alternatively, you can use the keyboard shortcut “Alt+H+H+N” to open the “Fill Color” menu.

Table

Formatting Option How to Apply
Bold Select text and click “Bold” button or use “Ctrl+B”
Underline Select text and click “Underline” button or use “Ctrl+U”
Strikethrough Select text and click “Strikethrough” button or use “Ctrl+5”
Borders Select cells and click “Borders” button or use “Ctrl+Shift+7”
Percentage Select cell and click “Percentage” button
Currency Select cell and click “Currency” button
Decimal Places Select cell and click “Increase Decimal” or “Decrease Decimal” button
Fill Color Select cells and click “Fill Color” button or use “Alt+H+H+N”

View and Display Options

When working in Excel, it’s important to have control over how your data is displayed on the screen. The View tab in Excel provides a variety of options for customizing your display preferences. Here are some of the most commonly used options:

  • Full Screen: This option will maximize the Excel window to fill your entire screen, hiding all other windows and toolbars. To activate full screen mode, press the F11 key on your keyboard.

  • Maximize: This option will maximize the Excel window to fill the available space on your screen, but will still allow other windows and toolbars to be visible. To activate maximize mode, click the maximize button in the top right corner of the Excel window.

  • Gridlines: This option will display or hide the gridlines that separate cells in your worksheet. To toggle gridlines on or off, go to the View tab, click the Gridlines checkbox.

  • Outline: This option will display or hide the outline of your data. To toggle outlines on or off, go to the View tab, click the Outline checkbox.

  • Freeze Panes: This option will lock rows or columns in place so that they remain visible as you scroll through your worksheet. To freeze panes, go to the View tab, click the Freeze Panes dropdown, and select the Freeze Panes option.

  • Zoom: This option will adjust the size of your worksheet on the screen. To zoom in or out, go to the View tab, click the Zoom dropdown, and select the desired zoom level. You can also use the keyboard shortcut Ctrl + Mouse Wheel to quickly zoom in or out.

Table

Here’s a table summarizing the different view and display options available in Excel:

Option Description
Full Screen Maximizes the Excel window to fill your entire screen
Maximize Maximizes the Excel window to fill the available space on your screen
Gridlines Displays or hides the gridlines that separate cells in your worksheet
Outline Displays or hides the outline of your data
Freeze Panes Locks rows or columns in place so that they remain visible as you scroll through your worksheet
Zoom Adjusts the size of your worksheet on the screen

Working with Rows and Columns

When working with Excel, you will often need to manipulate rows and columns to organize your data. Knowing the right shortcuts can save you a lot of time and effort. Here are some useful shortcuts for working with rows and columns:

Shortcut Function
Ctrl + Shift + + Opens the Insert menu to insert rows or columns based on the selected range.
Ctrl + – Opens the Delete menu to delete rows or columns based on the selected range.
Shift + Spacebar Selects the entire row of the active cell.
Ctrl + Spacebar Selects the entire column of the active cell.
Ctrl + Shift + 9 Unhides the selected rows.
Ctrl + Shift + 0 Unhides the selected columns.
Alt + Shift + Right Arrow Groups selected columns.
Alt + Shift + Down Arrow Groups selected rows.

To insert a new row or column, select the row or column where you want to insert the new one, and use the Ctrl + Shift + + shortcut. You can also use the Insert menu to insert a new row or column.

Similarly, to delete a row or column, select the row or column you want to delete and use the Ctrl + – shortcut. You can also use the Delete menu to delete a row or column.

To select an entire row, use the Shift + Spacebar shortcut. To select an entire column, use the Ctrl + Spacebar shortcut. This can be useful when you want to apply formatting or formulas to an entire row or column.

If you have hidden rows or columns that you want to unhide, use the Ctrl + Shift + 9 shortcut to unhide the selected rows, or Ctrl + Shift + 0 to unhide the selected columns.

Finally, you can group rows or columns together for easier navigation and organization. Use the Alt + Shift + Right Arrow shortcut to group selected columns, or Alt + Shift + Down Arrow to group selected rows.

By using these shortcuts, you can work more efficiently and effectively with rows and columns in Excel.

Utilizing the Excel Ribbon and Menu

Excel is a powerful tool that can be used to perform a wide range of tasks. To make the most of Excel, it is important to know how to use the Ribbon and Menu. The Ribbon is a set of tabs that contain commands and options for working with Excel. The Menu is a list of commands that can be accessed by clicking on the File tab.

Using the Ribbon

The Ribbon is organized into tabs, such as Home, Insert, Page Layout, Formulas, Review, and Data. Each tab contains groups of related commands and options. For example, the Home tab contains groups for Clipboard, Font, Alignment, Number, and Styles. To access a command or option, simply click on the appropriate tab and then click on the desired group.

Key Tips

Key Tips are a useful feature that can help you navigate the Ribbon more quickly. To activate Key Tips, press Alt. This will display a series of letters and numbers on the Ribbon. Press the corresponding letter or number to access the desired tab or command.

Context Menu

The Context Menu is a quick way to access frequently used commands. To access the Context Menu, right-click on a cell or object. This will display a list of commands that are relevant to the selected cell or object.

Using the Menu

The Menu is a list of commands that can be accessed by clicking on the File tab. The Menu contains commands for opening, saving, printing, and sharing files, as well as options for customizing Excel and accessing Help.

Quick Access Toolbar

The Quick Access Toolbar is a customizable toolbar that provides quick access to frequently used commands. To add a command to the Quick Access Toolbar, right-click on the command and select Add to Quick Access Toolbar.

Ctrl+F1

Ctrl+F1 is a keyboard shortcut that can be used to hide or show the Ribbon. This can be useful when you need more space to work with your Excel worksheet.

Table

Entity Description
Ribbon A set of tabs that contain commands and options for working with Excel.
Menu A list of commands that can be accessed by clicking on the File tab.
Quick Access Toolbar A customizable toolbar that provides quick access to frequently used commands.
Key Tips A feature that can help you navigate the Ribbon more quickly.
Context Menu A quick way to access frequently used commands.
Ctrl+F1 A keyboard shortcut that can be used to hide or show the Ribbon.

Special Excel Functions

In addition to the common Excel functions, there are some special functions that can help you save time and work more efficiently. Here are a few functions you should know:

F11 Key

The F11 key is a shortcut to create a chart in Excel. Simply select the data you want to chart, and press F11. Excel will create a default chart on a new sheet.

Function Keys

The function keys (F1 to F12) have various functions in Excel, depending on the context. Here are some of the most useful ones:

  • F2: Edit the active cell
  • F4: Repeat the last action
  • F5: Go to a specific cell
  • F7: Spell check the active worksheet
  • F9: Calculate all worksheets in all open workbooks
  • F11: Create a chart
  • F12: Save the active workbook

Transpose

The Transpose function is a useful tool when you need to switch the orientation of your data. For example, if you have a row of data that you want to turn into a column, you can use the Transpose function to do so. Here’s how:

  1. Select the data you want to transpose.
  2. Right-click and select Copy.
  3. Right-click where you want to paste the transposed data and select Paste Special.
  4. Check the Transpose box and click OK.

Subscript

The Subscript function is used to make text appear smaller and below the normal text line. This is useful for chemical formulas, mathematical equations, and other scientific notations. Here’s how to use it:

  1. Select the text you want to subscript.
  2. Press Ctrl + 1 to open the Format Cells dialog box.
  3. Select the Font tab.
  4. Check the Subscript box and click OK.

Table

Here’s a table summarizing the special Excel functions discussed in this section:

Function Shortcut Description
F11 Press F11 key Create a chart
Function Keys Varies Various functions depending on context
Transpose Right-click, Paste Special, Transpose Switch orientation of data
Subscript Ctrl + 1, Font tab, Subscript Make text smaller and below normal text line

Knowing these special Excel functions can help you work more efficiently and save time. Try incorporating them into your workflow to see how they can benefit you.

Print and Save Options

When working with Excel, you may want to print or save your work for later use. Excel provides several options to help you print and save your work.

Print Options

To print your Excel worksheet, you can use the Print command. You can access the Print command by clicking on the File tab and selecting Print. Alternatively, you can use the keyboard shortcut Ctrl + P.

Once you have selected the Print command, you will see the Print options. Here, you can choose the printer, the number of copies, and the pages you want to print. You can also choose to print the entire workbook or just the active sheet.

If you want to preview your worksheet before printing, you can use the Print Preview command. You can access the Print Preview command by clicking on the File tab and selecting Print Preview. Alternatively, you can use the keyboard shortcut Ctrl + F2.

Save Options

To save your Excel worksheet, you can use the Save command. You can access the Save command by clicking on the File tab and selecting Save. Alternatively, you can use the keyboard shortcut Ctrl + S.

Excel also provides the Save As command, which allows you to save your worksheet with a different name or in a different location. You can access the Save As command by clicking on the File tab and selecting Save As. Alternatively, you can use the keyboard shortcut F12.

When using the Save As command, you can choose the file format you want to save your worksheet in. Excel provides several file formats, including Excel Workbook, PDF, and CSV.

Table of Print and Save Options

Action Command Shortcut
Print File > Print Ctrl + P
Print Preview File > Print Preview Ctrl + F2
Save File > Save Ctrl + S
Save As File > Save As F12

In conclusion, Excel provides several options for printing and saving your work. You can use the Print command to print your worksheet and the Save command to save your worksheet. If you want to preview your worksheet before printing, you can use the Print Preview command. If you want to save your worksheet with a different name or in a different location, you can use the Save As command.

Find and Replace Function

The Find and Replace function in Excel is a powerful tool that can save you a lot of time when you need to make changes to a large amount of data. It allows you to quickly search for specific text or values and replace them with new ones. Here’s how you can use this function:

  1. To open the Find and Replace dialog box, press the Ctrl + H keyboard shortcut. Alternatively, you can click on the Find & Replace button in the Editing group on the Home tab.

  2. In the Find and Replace dialog box, enter the text or value you want to search for in the Find what field.

  3. If you want to search for a specific format, click on the Options button and then click on the Format button. In the Find Format dialog box, select the format you want to search for.

  4. In the Replace with field, enter the new text or value you want to replace the old one with.

  5. If you want to replace all occurrences of the old text or value, click on the Replace All button. If you want to replace them one by one, click on the Replace button.

  6. If you want to search for the next occurrence of the old text or value, click on the Find Next button.

  7. If you want to cancel the Find and Replace operation, click on the Cancel button.

Here’s a table that summarizes the keyboard shortcuts you can use when working with the Find and Replace function in Excel:

Action Keyboard Shortcut
Open Find and Replace dialog box Ctrl + H
Find next occurrence Enter
Replace current occurrence Alt + R
Replace all occurrences Alt + A
Close dialog box Esc

In conclusion, the Find and Replace function is a useful tool that can help you quickly make changes to large amounts of data in Excel. By using the keyboard shortcuts and following the steps outlined above, you can save time and be more efficient in your work.

Other Useful Excel Shortcuts

In addition to the commonly used Excel shortcuts, there are several other shortcuts that can save you time and make your work more efficient. Here are some other useful Excel shortcuts:

  • Close: To close a workbook, you can use the shortcut Ctrl+W. This is a quick and easy way to close a workbook without having to navigate to the File menu.

  • Comment: To add a comment to a cell, you can use the shortcut Shift+F2. This allows you to quickly add a comment without having to navigate to the Review tab.

  • Name: To name a cell or range, you can use the shortcut Ctrl+F3. This is a quick way to name cells or ranges without having to navigate to the Formulas tab.

  • Comma: To add a comma to a number, you can use the shortcut Ctrl+Shift+1. This is a quick and easy way to format numbers with commas without having to navigate to the Home tab.

  • General: To remove any formatting from a cell, you can use the shortcut Ctrl+Shift+~. This is a quick and easy way to remove formatting without having to navigate to the Home tab.

  • Percentage: To format a number as a percentage, you can use the shortcut Ctrl+Shift+5. This is a quick and easy way to format numbers as percentages without having to navigate to the Home tab.

  • Options: To access Excel options, you can use the shortcut Alt+F, T, O. This is a quick and easy way to access Excel options without having to navigate to the File menu.

  • Hyperlink: To insert a hyperlink, you can use the shortcut Ctrl+K. This is a quick and easy way to insert a hyperlink without having to navigate to the Insert tab.

  • Text: To format text as bold, you can use the shortcut Ctrl+B. This is a quick and easy way to format text as bold without having to navigate to the Home tab.

  • Spacebar: To select a cell, you can use the shortcut Shift+Spacebar. This is a quick and easy way to select a cell without having to use the mouse.

  • Align Center: To align text in the center of a cell, you can use the shortcut Ctrl+E. This is a quick and easy way to align text in the center without having to navigate to the Home tab.

  • Clear Contents: To clear the contents of a cell, you can use the shortcut Delete. This is a quick and easy way to clear the contents of a cell without having to navigate to the Home tab.

  • Copy and Paste: To copy and paste a cell or range, you can use the shortcut Ctrl+C and Ctrl+V. This is a quick and easy way to copy and paste without having to navigate to the Home tab.

  • Format Painter: To copy formatting from one cell to another, you can use the shortcut Ctrl+Shift+C and Ctrl+Shift+V. This is a quick and easy way to copy formatting without having to navigate to the Home tab.

  • Freeze Pane: To freeze panes, you can use the shortcut Alt+W, F, F. This is a quick and easy way to freeze panes without having to navigate to the View tab.

  • Paste Values: To paste values, you can use the shortcut Alt+E, S, V. This is a quick and easy way to paste values without having to navigate to the Home tab.

Using these shortcuts can save you time and make your work more efficient. Below is a table summarizing the shortcuts discussed in this section.

Shortcut Function
Ctrl+W Close
Shift+F2 Comment
Ctrl+F3 Name
Ctrl+Shift+1 Comma
Ctrl+Shift+~ General
Ctrl+Shift+5 Percentage
Alt+F, T, O Options
Ctrl+K Hyperlink
Ctrl+B Text
Shift+Spacebar Spacebar
Ctrl+E Align Center
Delete Clear Contents
Ctrl+C, Ctrl+V Copy and Paste
Ctrl+Shift+C, Ctrl+Shift+V Format Painter
Alt+W, F, F Freeze Pane
Alt+E, S, V Paste Values

Include a table

Authors

  • James Davis

    Tech geek, excel super-user, software guru, and your go-to guy for all things digital. James has spent over a decade diving deep into the latest software and gadgets, making tech jargon easy for the rest of us. When he's not geeking out over the newest release, he's probably hunting for some new Excel tips as James spent 7 years perfecting his excel skills!

  • Collin Bennett

    eagle-eyed fact-checker at the heart of every post's accuracy. In an age where information is abundant and mistakes are costly, Samuel stands as the gatekeeper of truth for all Excel-related content. His meticulous approach ensures that every formula, every function, and every data-driven insight is both precise and verifiable.

  • Robert Miller

    Meet Robert James Miller, the meticulous editor at CostOfIncome, where precision meets passion. While his editorial skills have consistently elevated the platform's content, it's his profound expertise in Excel that sets him apart. Robert doesn't just know Excel; he commands it, transforming complex data into insightful narratives. His depth of understanding has not only aided in streamlining operations at CostOfIncome but has also positioned him as the go-to guru for all things Excel-related.

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