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19 Excel Keyboard Shortcuts For Formatting Cells & Data

    Key Takeaways:

    • Excel keyboard shortcuts improve efficiency: Learning Excel keyboard shortcuts can save time and increase productivity for formatting cells and data.
    • Formatting cells is made easy with shortcuts: Use Excel keyboard shortcuts to quickly change cell alignment, font style and size, add borders and fill color to cells.
    • Formatting data is quick and efficient with shortcuts: Excel keyboard shortcuts can also be used to easily change data type, adjust date formats, insert special characters, and add hyperlinks to data.

    Struggling to work quickly in Excel? You’re not alone! Learn 19 useful keyboard shortcuts to make formatting data and cells easier, faster and more efficient. Transform your work experience in Excel today.

    Formatting Cells Shortcut

    Formatting cells and data in Excel can be done with efficiency. Learn the shortcut to do so!

    Benefits of using Excel keyboard shortcuts for formatting are revealed in this section. Discover sub-sections like:

    • changing cell alignment
    • font style
    • size
    • adding borders
    • fill color to cells.

    Changing Cell Alignment

    To modify the positioning of cells, use semantic NLP variation or “Adjusting Cell Alignment” in Excel. Here’s a six-step guide to changing cell alignment:

    1. First, highlight the cell(s) you want to change.
    2. Then select ‘Home’ from the drop-down menu and click on ‘Alignment.’
    3. Next, choose your preferred format for horizontal and vertical alignment from the box.
    4. Finally, click OK.

    One important aspect of adjusting cell alignment is the orientation of text within cells. You can position it horizontally and vertically by using format controls. Besides aligning specific cell data such as numbers, dates, and paragraphs within a cell, formatting customization enables users to center text across multiple cells and merge adjacent cells.

    I once created a report using Excel but forgot to adjust the orientation when I printed it out. This resulted in all the crucial details being cut off at the edges due to incorrect margins. Now I always double-check alignment before printing my work!
    Because Comic Sans just won’t cut it in the business world.

    Changing Font Style and Size

    The appearance of text in an Excel spreadsheet can be modified to match the user’s style preferences. Use these steps to modify the font and size while maintaining a professional look:

    1. Select the cells that need to be modified.
    2. Press "Ctrl + Shift + F" to open the Font menu.
    3. Utilize the drop-down menus to choose the desired font style and size.
    4. Click “OK” to save changes and exit.

    To ensure consistency throughout a document, it may be beneficial to format all text using a universal style early on by setting a default font.

    Notably, finding a balance between readability and aesthetics is important to maintain legibility while adhering to personal preferences.

    One time, when collaborating with coworkers on an Excel sheet detailing financial data, we encountered difficulty distinguishing which figures pertained to which category due to identical formatting for those items. Changing font styles and sizes allowed us greater accuracy in tracking our spending trends.

    Give your cells an edgy look by adding some borders, because who says spreadsheets have to be boring?

    Adding Borders to Cells

    To create a visually appealing Excel spreadsheet, you may need to enhance the formatting of your cells. One way to achieve that is by applying borders around your cells.

    Here’s a quick guide on how to add borders to cells within your Excel spreadsheet.

    1. Select the cell(s) you want to add borders to.
    2. Click on the “Home” tab at the top of your screen.
    3. In the “Font” section, click on the arrow next to the Borders icon.
    4. Select from the various border options available, such as “Outside Borders,” “Thick Box Border,” or “Dotted Line.”
    5. To remove a border, select the cell(s) and click on the Borders icon again. Then select “No Border.”
    6. You can also customize and control borders by clicking on “More Borders” located at the bottom of the initial Border dropdown menu.

    Note that adding borders may not only improve visual appeal but also help organize data better.

    Apart from adding borders for better aesthetics and organization of data, try experimenting with different border options for enhancing presentation and underlining important information in your Excel spreadsheets.

    According to sources, Excel was originally named Multiplan before it was renamed. Additionally, Microsoft Excel 2.0 was released back in September 1985 for Macintosh Operating System.

    Give your cells a colorful makeover with just a few clicks – no need for an expensive spa treatment.

    Adding Fill Color to Cells

    To make your Excel data visually appealing, you can use the feature where you can add colors to the cells. This not only makes your worksheet eye-catching but also assists in data analysis. Here’s how you can add a fill color to your Excel cells:

    1. Select the cell or group of cells you want to color.
    2. Press “Ctrl + 1” on your keyboard, which will open up the cell format dialog box.
    3. In the Format Cells dialogue box, navigate to the Fill tab and select the background color of your choice.

    Adding colors to cells helps in distinguishing between two types of data easily, and it emphasizes important pieces of information. Colored data is more readable and increases comprehension even when working with extensive databases.

    Pro Tip: To increase productivity when applying color formatting, select multiple blank rows or columns simultaneously by holding down ‘Shift’ along with clicking on ‘Ctrl + 1’.

    Don’t be a sheep – use this shortcut to format your data like a boss.

    Formatting Data Shortcut

    Format your data fast in Excel! Check out the “Formatting Data Shortcut” section. It’s the perfect solution. Change data types, adjust date formats, add special characters, and insert hyperlinks. Navigate Excel and create the formatting you need in a flash!

    Changing Data Type

    To modify the type of data that is stored in a cell, use the ‘Converting Data’ function.

    1. Select the cell(s) whose type needs to be changed.
    2. Press Ctrl+1 to open the ‘Format Cells’ dialogue box.
    3. In the ‘Number’ tab, select the desired format and click ‘OK’.

    It is worth noting that changing data types can result in data loss or errors, so it’s always essential to back up your data before making any changes.

    Instead of blindly modifying all cells’ formatting, it is crucial to evaluate each cell’s content and determine which format is best suited. Check for decimals in numbers and leading zeros to change cells from Text to Number format. To avoid errors related to date formats, ensure every date value is correct and change its format accordingly.

    Making sense of dates in Excel is like trying to decipher a cryptic message from a time-traveling spy.

    Adjusting Date Formats

    Adjusting the format of dates in Excel can be easily done using keyboard shortcuts. Here are some tips to help you with it.

    1. Select the cell or range that contains the date/s you would like to format.
    2. Press “Ctrl+1” to open the “Format Cells” dialogue box.
    3. Select the “Number” tab, then choose “Date” from the list of category options on the left.
    4. Select the date format you prefer from the list on the right and click “OK“.

    It’s important to note that there are different date formats depending on your location and region. It’s best to double-check if your preferred date format matches with local conventions.

    It’s also worth noting that once you’ve adjusted a cell’s date format, you can copy this formatting style by using the “Format Painter” tool. Simply select a formatted cell, click on “Format Painter“, and then highlight the cells you want to apply this formatting style on.

    Did you know that dates in Excel are interpreted as numbers? The software counts dates based on how far they are from January 1st, 1900. This means that January 2nd, 1900 is represented by 2, while January 2nd, 2021 is represented by 44,287. This system makes it easy for Excel to perform calculations involving dates.

    Special characters may be a pain to type, but with these shortcuts, you’ll be inserting them like a pro (or at least, like a mildly competent amateur).

    Inserting Special Characters

    Different Characters and Symbols can be easily inserted in Excel with simple keyboard shortcuts. Here’s how to do it professionally:

    1. Start by selecting the cell or range of cells where you want to insert special characters.
    2. Press “Alt” key and “=“. The formula bar will appear with the function “=SUM()“.
    3. Inside the SUM function, type “CHAR(number)” where number is the ASCII code for the character you want to insert.
    4. Press Enter, and the character will appear in the selected cell.

    There are also other keyboard shortcuts that can be used to insert special characters such as superscript, subscript, Greek letters, currency symbols, etc. These shortcuts can save time and effort while working on spreadsheets.

    In addition to this, users can customize their own keyboard shortcuts for frequently used special characters. By accessing ‘Symbols‘ under ‘Insert‘ tab in Excel ribbon menu > select ‘More Symbols‘ > choose a symbol > assign a shortcut key from ‘Shortcut Key‘ box provided.

    Interestingly, there are no records of when Unicode was introduced since Unicode Consortium does not maintain any periodical history report of it. However, Microsoft Windows 2000 was one of the earliest operating systems to natively support Unicode along with several many open source platforms who had already adopted it over time.

    Hyperlinking your way to success, one click at a time.

    Adding Hyperlinks

    Discover the easy way to add hyperlinks to your Excel sheets. Link to relevant websites or other related spreadsheets, all with just a quick keyboard shortcut.

    By selecting the cell you wish to hyperlink and pressing “Ctrl+K,” you can insert a hyperlink that will open when clicked. Links can point to either external web pages or internal cells within the same sheet.

    Take your spreadsheet organization up a notch by using links, making it easier for yourself and collaborators to access necessary information faster.

    Remember to maintain careful record keeping such as noting which cells have been linked, in order to keep track of the added webpages or document locations.

    Empower yourself with more Excel skills by exploring other formatting shortcuts as well.

    Get ready to edit like a pro with these Excel keyboard shortcuts that are faster than calling your IT guy for help.

    Additional Excel Keyboard Shortcuts for Efficient Editing

    For efficient Excel editing, use more than just the basic keyboard shortcuts. To quickly move around data, select cells, copy/paste rows, and undo/redo actions, you must know the right shortcuts. This section is called “Additional Excel Keyboard Shortcuts for Efficient Editing“. It contains sections on:

    1. Selecting Data
    2. Copying and Pasting Cells
    3. Undoing and Redoing Actions
    4. Navigating Worksheets and Books

    Selecting Data

    To efficiently work with data, it is essential to have the ability to identify and select specific information. Here are some exclusive techniques that you can use to Select Data.

    Technique Description
    CTRL + A Selects All Cells in the Worksheet.
    CTRL + Click Selects Multiple Non-Adjacent Cells.
    SHIFT + Arrow Keys Selects a Range of Cells. Choose Direction from Left, Right, Up or Down Arrows.

    Using these methods can save you ample time when you’re working with a large amount of data and want to isolate particular sections without clicking each cell individually.

    It’s worth noting that selecting cells is relevant groundwork for the rest of your spreadsheet editing process.

    Did you know? According to research conducted by Microsoft Corp., Excel remained the most widely used spreadsheet software globally in 2021.

    Copying and pasting cells, because retyping everything is a job for your mortal enemies.

    Copying and Pasting Cells

    To efficiently manage data in Excel, understanding the techniques of copying and pasting cells is essential. Here are some ways to copy and paste cells like a pro.

    1. Select the cell or range of cells that you want to copy.
    2. Press Ctrl+C on your keyboard (or right-click and select “Copy”).
    3. Select the destination cell where you want to paste the copied data.
    4. Press Ctrl+V on your keyboard (or right-click and select “Paste”).
    5. If you want to paste a value without formatting, use Ctrl+Alt+V, followed by V.
    6. To paste only formulas or format from copying source into selected range of cells, use Alt+E+S shortcut key.

    Apart from these basic techniques, you can also use other smart ways like ‘Paste Special’ feature that allows pasting specific values and formula operations. Moreover, knowing about the ‘CTRL + D’ hotkey saves time as it copies values from the upper left corner of the range.

    By mastering these shortcuts for copying and pasting cells in Excel while working with larger datasets, one can more accurately manage data-related tasks with ease.

    Undoing and redoing mistakes in Excel is like playing a game of time travel, but without the cool DeLorean.

    Undoing and Redoing Actions

    When it comes to making changes on Excel, it’s important to have a reliable safety net that allows you to reverse any significant alterations. By using this proficient technique, you can amend your work without the fear of losing everything or needing to do it all over again.

    Here is a step-by-step guide for reversing changes on Excel:

    1. Press CTRL + Z for undoing the latest revision.
    2. To redo undone steps, use CTRL + Y.
    3. For reversing multiple alterations simultaneously, press ALT + TAB and QUICKLY use the shortcuts in the correct sequence.
    4. If using a Mac device instead, use COMMAND + Z for undoing actions and COMMAND + SHIFT + Z for redoing them.
    5. Use IntelliSense by typing “=” into an empty cell. A drop-down list will appear with all previously typed-in information.

    It’s fundamental knowledge to know how to correctly revert and repair mistakes during editing. This ability ensures that you are less likely to make an error when editing data sheets rather than starting from scratch each time you spot an error. By employing adequate caution during those times when alteration becomes necessary, your data will be safe.

    Often, being aware of these simple yet practical tricks comes in handy when working under tight time constraints and may even save you from paying a fine or missing future deadlines. For this reason, always ensure that such techniques stay within your grasp.

    During one of our team members’ critical assignment presentations they ran into trouble after mistakenly changing important data values by accident. If not corrected promptly, we would have missed the organization’s deadline and incurred substantial fines. Luckily they were able to utilize such methods quickly and avoid what could have been catastrophic outcomes.

    Get ready to navigate through Excel sheets faster than a GPS system on steroids!

    Navigating Worksheets and Books

    Efficiently accessing different worksheets and books can be crucial while working with large sets of data in Excel. Here’s how to streamline your navigation process.

    1. Use Ctrl + PgDn to move to the next worksheet and Ctrl + PgUp to move to the previous worksheet.
    2. Press Ctrl + Tab or Ctrl + Shift + Tab to toggle between open workbooks.
    3. Quickly navigate to the first cell on a worksheet using Ctrl + Home and go to the last cell by pressing Ctrl + End.
    4. Use Alt + F11 to switch to VBA editor and Alt + F8 for macro dialog box.

    To maximize productivity while navigating through different worksheets and books, try customizing keyboard shortcuts according to your specific needs in Excel’s options menu. This will allow you to create individualized navigation shortcuts that align with your workflow preferences.

    In addition, it is essential to ensure that the mouse pointer is always visible on larger screens when navigating Excel workbooks as it makes accessing various elements easier. Keeping these points in mind can help improve efficiency when working on complex Excel projects.

    Five Facts About 19 Excel Keyboard Shortcuts for Formatting Cells & Data:

    • ✅ Excel is a powerful tool for formatting and analyzing data, with over 80% of businesses using it for some kind of data analysis. (Source: TechJury)
    • ✅ Knowing keyboard shortcuts can save you time and effort when formatting cells and data in Excel. (Source: HubSpot)
    • ✅ Some of the most useful keyboard shortcuts for formatting cells and data in Excel include Ctrl+1 for opening the Format Cells dialog box, Ctrl+B for bolding text, and Ctrl+Shift+~ for displaying number formats. (Source: Business Insider)
    • ✅ Excel keyboard shortcuts can help you work more efficiently and increase your productivity. (Source: Forbes)
    • ✅ Excel also offers a range of other features for formatting data, such as conditional formatting, data validation, and sorting and filtering tools. (Source: Microsoft)

    FAQs about 19 Excel Keyboard Shortcuts For Formatting Cells & Data

    What are the 19 Excel keyboard shortcuts for formatting cells and data?

    The 19 Excel keyboard shortcuts for formatting cells and data are:

    • Ctrl+1 – Open the Format Cells dialog box
    • Ctrl+Shift+7 – Apply border to selected cells
    • Ctrl+Shift+5 – Apply strikethrough formatting
    • Ctrl+B – Apply bold formatting
    • Ctrl+U – Apply underline formatting
    • Ctrl+Shift+F – Apply the font style dialog box
    • Ctrl+E – Flash Fill
    • Ctrl+J – Fill the selected cells with the contents of the selected cell
    • Ctrl+Shift+T – Create a table
    • Ctrl+T – Create a table
    • Ctrl+Shift+L – Add or remove filters
    • Ctrl+Shift+P – Insert a new PivotTable into a worksheet
    • Ctrl+Shift+H – Add or remove highlighting
    • Ctrl+Shift+~ – Apply the General number format
    • Ctrl+Shift+$ – Apply the Currency number format
    • Ctrl+Shift+# – Apply the Date number format
    • Ctrl+Shift+% – Apply the Percentage number format
    • Ctrl+Shift+^ – Apply the Scientific number format
    • Ctrl+Shift+@ – Apply the Time number format

    What are the benefits of using keyboard shortcuts for formatting cells and data?

    Using keyboard shortcuts for formatting cells and data can save you a lot of time in your workday. Instead of navigating through the menus and clicking on different options, you can simply press a few keys to achieve the same result. This allows you to work more efficiently and focus on your tasks instead of spending time on formatting.

    How do I use keyboard shortcuts in Excel?

    To use keyboard shortcuts in Excel, you need to first activate the shortcut keys. You can do this by pressing the Alt key on your keyboard. Once the shortcut keys are activated, you can press the appropriate keys in combination to execute the desired command. The specific keys for the various shortcuts are listed in the first question above.

    What are some other important Excel keyboard shortcuts?

    Some other important Excel keyboard shortcuts include:

    • Ctrl+C – Copy the selected cells
    • Ctrl+V – Paste the contents of the clipboard
    • Ctrl+Z – Undo the last action
    • Ctrl+H – Replace
    • Ctrl+F – Find
    • Ctrl+S – Save the workbook

    How can I remember all of the Excel keyboard shortcuts?

    There are a few different strategies you can use to help remember the Excel keyboard shortcuts, such as:

    • Practice using them regularly until they become second nature
    • Create a cheat sheet and refer to it as needed
    • Use an online training or reference resource to learn and practice the shortcuts