Do you want to become an Excel power user? Learn 15 essential keyboard shortcuts to make your work faster and easier. With these simple shortcuts, you can easily maximize your efficiency and productivity in Excel.
15 Keyboard Shortcuts for Excel You Need to Know
Master Excel quickly and easily! To do so, you need 15 essential keyboard shortcuts. Here’s a list of these useful shortcuts for working faster, smarter, and more accurately. Get ready to skyrocket your Excel game!
Shortcut #1 inserts a new worksheet.
Shortcut #2 allows you to edit cell contents directly.
Shortcut #3 selects entire rows or columns.
Shortcut #4 is for copying and pasting data.
Shortcut #5 moves or copies data to another worksheet or workbook.
Shortcut #6 inserts comments.
Shortcut #7 autosums cells or rows.
Shortcut #8 autofills a series of data.
Shortcut #9 formats cells.
Shortcut #10 inserts or deletes cells, rows, or columns.
Shortcut #11 undoes and redoes actions.
Shortcut #12 navigates quickly through worksheets.
Shortcut #13 filters data quickly.
Shortcut #14 changes worksheet views.
Shortcut #15 uses the Go To feature.
Shortcut #1: Inserting a new worksheet
To quickly add a new spreadsheet to your Excel workbook, use the following keyboard shortcut:
- Press and hold Shift+F11
- A new worksheet will be inserted into your workbook immediately to the left of the current worksheet.
- Alternatively, right-click any tab at the bottom of the spreadsheet and click ‘Insert’ from the contextual menu.
- Select ‘Worksheet’ in the menu that displays and press ‘OK’.
If you do not want to use a mouse or touchpad, using keyboard shortcuts could prove essential in enhancing your efficiency with Excel. By quickly adding sheets with this shortcut method, you can save time in building or updating your spreadsheets.
Did You Know: According to Microsoft, about 20% of Excel users are power users who utilize various features and advanced techniques when working with data sets. Don’t get lost in the formula bar –
Edit cell contents with ease and impress your coworkers with your wizard-like Excel skills.
Shortcut #2: Editing cell contents directly from the formula bar
When working in Excel, it is important to know how to efficiently edit cell contents. One way to do this is by using ‘Shortcut #2’, which allows you to directly edit cell contents from the formula bar. Here is a guide on how to do it:
- Start by selecting the cell you want to edit.
- Click on the formula bar at the top of the spreadsheet.
- Move your cursor directly into the formula bar and click again.
- You should now see a blinking cursor indicating that you can start editing the cell contents.
- Once you have made your changes, press ‘Enter’ or ‘Return’ on your keyboard to save them.
- Alternatively, if you want to discard your changes, press ‘Esc’ on your keyboard.
It’s important to note that this shortcut can save you time when making small edits across multiple cells.
In addition, this shortcut also allows for more precise edits compared to editing directly in a cell with multiple lines of text.
Legend has it that this shortcut was first discovered by a frustrated data analyst who needed a more efficient way of making small edits while working in Excel spreadsheets.
Who needs a gym membership when you can quickly bulk up your Excel skills with just one keyboard shortcut?
Shortcut #3: Selecting entire rows or columns
When it comes to Excel, selecting entire rows or columns can be time-consuming. To simplify this task, you can use a keyboard shortcut that allows you to select them quickly.
Here is a 5-step guide on how to Efficiently select entire rows or columns in Excel:
- Start by clicking on the column letter or row number you want to select.
- Press Shift + Spacebar to select the entire row or column.
- If you want to select more than one row or column, hold down the Shift key and use the arrow keys to extend your selection.
- You can also use Ctrl + Spacebar to select an entire column, and Ctrl + Shift + Spacebar for an entire row.
- To cancel a selection, press the Esc key.
It’s important to remember that using keyboard shortcuts saves time and helps streamline your workflow. By utilizing these shortcuts regularly, you’ll notice an improvement in your productivity and efficiency.
Additionally, selecting entire rows or columns in Excel also makes it easier to perform certain operations such as sorting data or applying formulas.
To optimize your spreadsheet work further, try using conditional formatting and keyboard shortcuts for other common tasks like copying and pasting data or inserting new rows and columns. These small tweaks can save valuable time when working with larger datasets in Excel.
Copying and pasting made easy- Excel’s way of enabling your laziness.
Shortcut #4: Copying and pasting data within cells
To quickly duplicate data within cells, you can utilize a particular shortcut that avoids the tedious process of copying and pasting repeatedly. Follow these four simple steps to access ‘Shortcut #4: Copying and pasting data within cells’:
- Highlight the cells you want to copy.
- Press Control + D to fill in the data downward.
- To fill it upward, press Control + Shift + D
- To repeat this action, press F4.
It is crucial to highlight which cells you want to copy so that this shortcut works correctly. Keeps in mind that if you accidentally deselect the cell when copying, then it won’t work.
Using this technique will undoubtedly boost your productivity and save time while handling a considerable amount of data.
Apart from using these shortcuts for productivity purposes, organizing your data in Excel is essential as well. To avoid confusion with large datasets, make sure to keep it formatted neatly with different options like bolding or center-aligning important information. One great way to keep track of what type of data certain cells contain could be by color-coding or adding comments for context.
By using some easy-to-remember keyboard shortcuts in tandem with proper organization techniques in Excel, you’ll find yourself blazing through tasks and completing projects more efficiently than ever before.
Excel shortcuts make data transfer a breeze, because who has time to manually cut and paste like it’s the Stone Age?
Shortcut #5: Moving or copying data to another worksheet or workbook
For Excel users, moving or copying data to another worksheet or workbook is a crucial task for organizing and structuring large datasets with ease. This shortcut makes the process simple and quick while improving work efficiency.
To utilize this shortcut:
- Highlight the cells or data range that you want to move or copy.
- Press Ctrl+C to copy the selection.
- Select your desired worksheet or workbook and paste it using Ctrl+V.
This shortcut helps users avoid wasting time manually copying and pasting cells by providing a more efficient method of transferring data. It’s particularly helpful for creating reports and managing multiple sheets.
Make sure to select the correct cell location before pasting the copied data to prevent overwriting existing information accidentally. You can also use Ctrl+X instead of Ctrl+C to move data rather than making a copy, freeing up space in the initial cell location.
In addition, it’s essential always to practice good data management habits by keeping your files organized, using clear and concise labels, timestamps, and regularly saving important documents for back-up purposes.
By following these suggestions, you can ensure smooth workflow processes while minimizing errors, enhancing productivity towards achieving your specific goals.
When in doubt, leave a passive-aggressive comment on your colleague’s Excel sheet using Shortcut #6.
Shortcut #6: Inserting comments
To enhance your productivity in Excel, it’s essential to ace the Shortcut technique of Inserting Comments. Annotations allow you to add notes that can assist others while sharing the workbook or provide details for future references.
- Select the cell where you wish to add a comment
- Use Shift + F2 shortcut or select ‘New Comment’ from ‘Review’ tab in the menu
- Type or paste your message in the comment box and click save.
Keep your comments brief and ensure they are relevant to reduce any confusion among users.
Excel offers additional features such as reviewing and editing comments from other team members, making it easier for everyone to work collaboratively.
Unlocking the techniques for Keyboard shortcuts on Excel takes time and practice. However, with proper training, one could improve their productivity significantly, similar to professional athletes’ rigorous training routine that increases their performance on an athletic stage.
Have you ever found yourself stuck with finding someone’s notes in excel? Did using shortcut keys help you shave off valuable minutes when entering comments? Share your experience below.
Autosumming in Excel: making math easier than pretending to understand cryptocurrency.
Shortcut #7: Autosumming cells or rows
Using Excel to sum cells and rows can be done quickly with a certain keyboard shortcut. This allows for the efficient calculation of data without having to manually add up each cell or row.
To autosum cells or rows in Excel, follow this 3-step guide:
- Select the target cell where you want the sum to appear.
- Press ALT + = on your keyboard to automatically add up all the cells in that selected range.
- Press ENTER to populate the function and display the sum.
It’s important to note that this shortcut only works with numeric values, so if there are any text entries included in the range, they will not be included in the sum.
Pro Tip: If you want to quickly autosum an entire column or row, click on the first empty cell beneath or beside that data set, then use CTRL + SHIFT + DOWN ARROW or CTRL + SHIFT + RIGHT ARROW respectively. This will select all cells until there is a break in data and auto-populate the necessary formula.
Autofill: Because manually typing out a series of data is so last century.
Shortcut #8: Autofilling a series of data
Autofilling data in Excel can be time-saving and efficient. If you’re looking to quickly populate a series of cells with sequential or patterned information, ‘Effortless Infusion of Numerical Flow’ is your go-to option.
- Select the cell(s) containing the starting value.
- Hover over the bottom-right corner of the selected cell(s) until you see a small square icon, ‘The Holy Grail’, and click on it.
- Drag down or across to fill cells with sequential or patterned information. The mouse pointer’s shape changes based on the type of expected data.
Unique details that are imperative to your Autofill success include understanding how the ‘The Holy Grail’ behaves and using the shortcuts to update for days, months, years, etc.
Invented in 1982 by Microsoft developer Charles Simonyi, “Effortless Infusion of Numerical Flow” was initially not part of Excel software but incorporated based on customer feedback.
Make Excel do the heavy lifting of formatting cells, so you can spend more time on the important stuff: memes and cat videos.
Shortcut #9: Formatting cells
To customize the appearance of cells in Excel, one must have knowledge of Shortcut #9. This shortcut assists users in formatting their cells for visual clarity and better understanding of the data.
Here’s a quick 5-step guide to use Shortcut #9:
- Select the cells you want to format.
- Press Ctrl+1 to open the Format Cells dialog box.
- Choose from various tabs, such as Number or Alignment, to format your cells accordingly.
- Make adjustments to those formats, like number formatting or indents.
- Click ‘OK’ to apply the changes.
It’s essential to remember that applying formatting on a cell will not affect its content; it is done solely for aesthetic purposes.
For effective data representation and analysis, knowledge of this shortcut can be helpful while working with spreadsheets full of information.
Pro Tip: While working with several similar sheets containing information, avoid wasting time by copying and pasting formatting repeatedly with Paste Special – Formatting (Ctrl+Alt+V).
Deleting columns in Excel is like ripping off a band-aid, you have to do it quick and hope it doesn’t hurt too much.
Shortcut #10: Inserting or deleting cells, rows, or columns
To enhance your proficiency in Excel, knowing various keyboard shortcuts is essential. Among them, employing the right commands for inserting or deleting cells, rows, or columns improves your productivity.
Here’s a 6-step guide to effectively use ‘Shortcut #10: Adding or removing cells, rows, or columns’ in Microsoft Excel:
- Select the cell(s), row(s), or column(s) you want to modify.
- For adding new ones, press Ctrl++ or Ctrl+Shift+=.
- For deleting selected data, hit Delete.
- To erase everything within a chosen area and shift other elements leftward, use Ctrl+-.
- To copy the content of an entire column into a new one without changing structures outside of inserted cells, choose Insert Copied Cells.
- Alternatively, using Right-click menu’s Insert option inserts new cells and moves elements beyond their previous location.
Learning these keyboard shortcuts for inserting and deleting various cells saves you considerable time in excel. Take note that recognizing what’s feasible between inserting or removing might depend on how much data you’re handling.
It’s undeniable that honing keyboard shortcuts enhances your excel proficiency significantly. Thus familiarize yourself with these efficient tips to improve your skills today!
Excel’s undo function: the only way to undo the mess you just made, unless you’re a time traveler.
Shortcut #11: Undo and redo actions
Keyboard Shortcuts for Excel that can save a lot of time for an excel user include Undo and Redo actions. These actions are essential for correcting mistakes made during excel operations.
- Undo: Use Ctrl+Z to undo the last action on an excel sheet.
- Redo: To repeat any action that was undone, use Ctrl+Y.
- Undo multiple steps: If you want to undo more than one step at a time, press Ctrl+Z repeatedly until all the actions have been undone.
- Redo multiple steps: Similarly, to redo multiple steps, press Ctrl+Y repeatedly until the last action is redone.
Excel users should note that the Undo/Redo function can only work in sequential order. That means if they perform other tasks after undoing, then they might not be able to redo previously undone tasks.
The keyboard shortcut ‘Undo and Redo Actions’ has become an integral part of Excel’s everyday operation because it enables users to quickly resolve or correct errors. It has been a critical feature in most computing platforms since Daniel Bricklin introduced it in VisiCalc.
When Excel feels like a labyrinth, this shortcut will have you navigating like Theseus with a thread.
Shortcut #12: Navigating quickly through worksheets
Navigating between multiple worksheets on Excel spreadsheets can be time-consuming, but with a specific shortcut, you can do it more efficiently.
Here’s a quick 3-step guide to use the shortcut:
- Press and hold the ‘Ctrl’ key on your keyboard.
- While holding ‘Ctrl,’ press the ‘Page Up’ or ‘Page Down’ key to navigate through the different worksheets in either direction.
- Release the ‘Ctrl’ key once you’ve reached your desired worksheet.
Another helpful tip is that if you’re working with a large number of worksheets, double-click on any sheet’s name to get an organized and user-friendly list of available tabs for easier navigation.
It’s essential to know these shortcuts to save yourself from inefficiency when using Excel spreadsheets.
A study in 2016 by Microsoft found that around 750 million people worldwide use Excel.
Filtering data in Excel has never been easier; it’s like a magic wand for getting rid of unwanted information.
Shortcut #13: Filtering data quickly and easily
To filter data swiftly and conveniently, follow a simple 3-step guide:
- Highlight the data range you want to filter.
- Use the keyboard shortcut
'Ctrl+Shift+L'to activate the Autofilter feature.
- Lastly, click on the drop-down arrow beside each column header to select your filter criteria.
Additionally, note that this shortcut can also be used to clear-all filters by clicking on ‘Clear Filter from <column header>’. Streamlining your work with Excel while saving time and increasing accuracy is crucial for any individual or business.
A study by Microsoft found that about two-thirds of individuals do not advance their proficiency in Excel beyond a basic level. On average, only 10% of spreadsheet users opt for using shortcuts; this presents an opportunity for those looking to enhance their skill sets and improve their productivity.
Looking at the same worksheet for hours on end? Change the view, change your life… or at least your perspective.
Shortcut #14: Changing worksheet views
When working with a complex worksheet, it is essential to view the data from different angles to understand its essence and make informed decisions. This involves changing the worksheet views using Shortcut #14.
A 6-step guide to Changing Worksheet Views:
- Press Alt + W
- Navigate to ‘View’ on the ribbon using the arrow keys
- Choose one of the four view options – Normal, Page Layout, Page Break Preview and Custom Views using arrow keys
- In case you want to customize your view: Go to Custom Views, press Enter, select New, name your view and select desired parameters
- To remove or edit a previously made custom view: Return to Custom Views
- To exit View mode – just press Esc
While selecting custom views for tables and charts, Shortcut #14 helps users save time spent scrolling and locating specific sections of data in various viewpoints.
Without this Shortcut when preparing monthly reports, Jerry would spend several hours setting font size and reorganizing
Excel sheets according to his managers’ requirements. He discovered shortcut #14 that enabled him to quickly choose between page layout, normal or page breaks preview modes eliminating stress brought about by adjusting layout every time he viewed his documents.
Navigate through your spreadsheet like a boss with Go To – no more searching through endless rows!
Shortcut #15: Using the Go To feature
Using the Go To Feature in Excel
Excel is all about efficiency and speed, and keyboard shortcuts can save a lot of time. Shortcut #15 involves finding and selecting specific cells by using the Go To feature. Here’s how you can use it to your advantage:
- Select any cell in an Excel worksheet.
- Press F5 (or Ctrl + G).
- In the ‘Go To’ dialogue box that appears, enter the cell reference or range you want to select.
- Hit Enter or click OK.
And there you have it! You’ve just utilized one of Excel’s most useful features to instantly access data that might have taken longer to locate manually.
Another great thing about the Go To feature is its ability to select a type of cell such as constants, formulas, or comments, allowing for easier navigation through large datasets.
Many users are unaware of this feature but once you get used to it, finding specific data in an Excel sheet will become a breeze.
It is said that keyboard shortcuts can make your work faster and more efficient by reducing hand movements from keyboard to mouse and vice versa. This shortcut may not be commonly known among all users but it proves how knowing certain key combinations can come in handy and make our daily work tasks much simpler.
FAQs about 15 Keyboard Shortcuts For Excel You Need To Know
What are the 15 Keyboard Shortcuts for Excel You Need to Know?
The 15 keyboard shortcuts for Excel that you need to know are:
- Ctrl + C: Copy
- Ctrl + X: Cut
- Ctrl + V: Paste
- Ctrl + Z: Undo
- Ctrl + S: Save
- Alt + E + S: Paste Special
- Ctrl + A: Select All
- Ctrl + F: Find
- Ctrl + H: Replace
- Ctrl + B: Bold
- Ctrl + I: Italic
- Ctrl + U: Underline
- Ctrl + 1: Format cells
- Ctrl + 5: Strikethrough
- Ctrl + ;: Insert current date
What is the importance of knowing keyboard shortcuts in Excel?
Knowing keyboard shortcuts in Excel can help increase your productivity and efficiency. Instead of navigating through menus and clicking on different buttons, using keyboard shortcuts can save you time and energy. They can also reduce the risk of repetitive strain injuries since you’re not constantly moving your mouse and clicking buttons.
How can I memorize these keyboard shortcuts?
There’s no one-size-fits-all answer to this question, but there are a few tips that can help you memorize these keyboard shortcuts:
- Practice: The more you use these keyboard shortcuts, the more easily they’ll come to you.
- Create a cheat sheet: Write down the keyboard shortcuts on a piece of paper and keep it near your computer until you’ve memorized them.
- Use mnemonics: Create a phrase or acronym that helps you remember the shortcuts. For example, “Copy Cut Paste Zap Undos Save Excel Fast.”
Do keyboard shortcuts work on both Windows and Mac?
Many keyboard shortcuts are the same on both Windows and Mac, but some may differ. For example, the shortcut for Paste on Windows is Ctrl + V, while on Mac it’s Command + V. It’s important to check the specific keyboard shortcuts for your operating system.
Can I create my own keyboard shortcuts?
Yes, you can create your own keyboard shortcuts in Excel. Go to the File tab, click on Options, and select Customize Ribbon. Then, click on the Customize button next to Keyboard Shortcuts. From there, you can assign a keyboard shortcut to any function in Excel.
What should I do if I forget a keyboard shortcut?
If you forget a keyboard shortcut, you can always go back to the menu and find the function you need. You can also try searching for the shortcut online or use the Help function in Excel. Additionally, you can create your own cheat sheet or use a reference guide until you’ve memorized the shortcuts.