Technology

Time Saving MS Excel ShortCut Farmula’s for your daily work life

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This article is a quick run through about MS Excel shortcuts you should know. I hope you find a few that save you time today. Leave a comment below if I missed any you think should be in this list. – Rahul Setia

minus1. Navigate Inside Worksheets
Arrow KeysMove one cell up, down, left, or right in a worksheet.
Page Down/Page UpMove one screen down / one screen up in a worksheet.
Alt+Page Down/Alt+Page UpMove one screen to the right / to the left in a worksheet.
Tab/Shift+TabMove one cell to the right / to the left in a worksheet.
Ctrl+Arrow KeysMove to the edge of next data region (cells that contains data)
HomeMove to the beginning of a row in a worksheet.
Ctrl+HomeMove to the beginning of a worksheet.
Ctrl+EndMove to the last cell with content on a worksheet.
Ctrl+fDisplay the Find and Replace dialog box (with Find selected).
Ctrl+hDisplay the Find and Replace dialog box (with Replace selected).
Shift+F4Repeat last find.
Ctrl+g (or f5)Display the ‘Go To’ dialog box.
Ctrl+Arrow Left/Ctrl+Arrow RightInside a cell: Move one word to the left / to the right.
Home/EndInside a cell: Move to the beginning / to the end of a cell entry.
Alt+Arrow DownDisplay the AutoComplete list e.g. in cell with dropdowns or autofilter.
EndTurn ‘End’ mode on. In End mode, press arrow keys to move to the next nonblank cell in the same column or row as the active cell. From here use arrow keys to move by blocks of data, home to move to last cell, or enter to move to the last cell to the right.

minus2. Work with Data Selections
minusSelect Cells
Shift+SpaceSelect the entire row.
Ctrl+SpaceSelect the entire column.
Ctrl+Shift+* (asterisk)Select the current region around the active cell.
Ctrl+a (or ctrl+Shift+spacebar)Select the entire worksheet or the data-containing area. Pressing ctrl+a a second time then selects entire worksheet.
Ctrl+Shift+Page UpSelect the current and previous sheet in a workbook.
Ctrl+Shift+oSelect all cells with comments.
Shift+Arrow KeysExtend the selection by one cell.
Ctrl+Shift+Arrow KeyExtend the selection to the last cell with content in row or column.
Shift+Page Down/Shift+Page UpExtend the selection down one screen /up one screen.
Shift+HomeExtend the selection to the beginning of the row.
Ctrl+Shift+HomeExtend the selection to the beginning of the worksheet.
Ctrl+Shift+EndExtend the selection to the last used cell on the worksheet (lower-right corner).
minusManage Active Selections
F8Turn on extension of selection with arrow keys without having to keep pressing shift.
Shift+F8Add another (adjacent or non-adjacent) range of cells to the selection. Use arrow keys andshift+arrow keys to add to selection.
Shift+BackspaceSelect only the active cell when multiple cells are selected.
Ctrl+BackspaceShow active cell within selection.
Ctrl+. (period)Move clockwise to the next corner of the selection.
Enter/Shift+EnterMove active cell down / up in a selection.
Tab/Shift+TabMove active cell right / left in a selection.
Ctrl+Alt+Arrow Right/Ctrl+Alt+Arrow LeftMove to the right / to the left between non-adjacent selections (with multiple ranges selected).
EscCancel Selection.
minusSelect inside cells
Shift+Arrow Left/Shift+Arrow RightSelect or unselect one character to the left / to the right.
Ctrl+Shift+Arrow Left/Ctrl+Shift+Arrow RightSelect or unselect one word to the left / to the right.
Shift+Home/Shift+EndSelect from the insertion point to the beginning / to the end of the cell.

 

minus3. Insert and Edit Data
minusUndo / Redo Shortcuts
Ctrl+zUndo last action (multiple levels).
Ctrl+yRedo last action (multiple levels).
minusWork with Clipboard
Ctrl+cCopy contents of selected cells.
Ctrl+xCut contents of selected cells.
Ctrl+vPaste content from clipboard into selected cell.
Ctrl+Alt+vIf data exists in clipboard: Display the Paste Special dialog box.
Ctrl+Shift+[+]If data exists in clipboard: Display the Insert dialog box to insert blank cells.
minusEdit Inside Cells
F2Edit the active cell with cursor at end of the line.
Alt+EnterStart a new line in the same cell.
EnterComplete a cell entry and move down in the selection. With multiple cells selected: fill cell range with current cell.
Shift+EnterComplete a cell entry and move up in the selection.
Tab/Shift+TabComplete a cell entry and move to the right / to the left in the selection.
EscCancel a cell entry.
BackspaceDelete the character to the left of the insertion point, or delete the selection.
DeleteDelete the character to the right of the insertion point, or delete the selection.
Ctrl+DeleteDelete text to the end of the line.
Ctrl+; (semicolon)Insert current date.
Ctrl+Shift+: (colon)Insert current time.
Ctrl+tShow all content as standard numbers. (So 14:15 becomes 14.25 etc for the entire file) To undo press ctrl + t again
minusEdit Active or Selected Cells
Ctrl+dFill complete cell down (Copy above cell).
Ctrl+rFill complete cell to the right (Copy cell from the left).
Ctrl+”Fill cell values down and edit (Copy above cell values).
Ctrl+’ (apostrophe)Fill cell formulas down and edit (Copy above cell formulas).
Ctrl+lInsert a table (display Create Table dialog box).
Ctrl+-Delete Cell/Row/Column Menu
Ctrl+- with row / column selectedDelete row / delete column.
Ctrl+Shift++Insert Cell/Row/Column Menu
Ctrl+Shift++ with row / column selectedInsert row/ insert column.
Shift+F2Insert / Edit a cell comment.
Shift+f10, then mDelete comment.
Alt+F1Create and insert chart with data in current range as embedded Chart Object.
F11Create and insert chart with data in current range in a separate Chart sheet.
Ctrl+kInsert a hyperlink.
enter (in a cell with a hyperlink)Activate a hyperlink.
minusHide and Show Elements
Ctrl+9Hide the selected rows.
Ctrl+Shift+9Unhide any hidden rows within the selection.
Ctrl+0 (zero)Hide the selected columns.
Ctrl+Shift+0 (zero)Unhide any hidden columns within the selection*.
Ctrl+` (grave accent)Alternate between displaying cell values and displaying cell formulas. Accent grave /not a quotation mark.
Alt+Shift+Arrow RightGroup rows or columns.
Alt+Shift+Arrow LeftUngroup rows or columns.
Ctrl+6Alternate between hiding and displaying objects.
Ctrl+8Display or hides the outline symbols.
Ctrl+6Alternate between hiding objects, displaying objects, and displaying placeholders for objects.
*Does not seem to work anymore in Excel 2010. Detailed explanation here: http://superuser.com/questions/183197/whats-the-keyboard-shortcut-to-unhide-a-column-in-excel-2010 why.
minusAdjust Column Width and Row Height
Note: there are no default shortcuts for this, but workaround through access keys from previous versions
Alt+o, caAdjust Column width to fit content. Select complete column with Ctrl+Space first, otherwise column adjusts to content of current cell). Remember Format, Column Adjust.
Alt+o, cwAdjust Columns width to specific value: Option, Cow, width
Alt+o, raAdjust Row height to fit content: Option, Row, Adjust
Alt+o, reAdjust Row height to specific value: Option, Row, Height

 

minus4. Format Data
minusFormat Cells
Ctrl+1Format cells dialog.
Ctrl+b (or ctrl+2)Apply or remove bold formatting.
Ctrl+i (or ctrl+3)Apply or remove italic formatting.
Ctrl+u (or ctrl+4)Apply or remove an underline.
Ctrl+5Apply or remove strikethrough formatting.
Ctrl+Shift+fDisplay the Format Cells with Fonts Tab active. Press tab 3x to get to font-size. Used to bectrl+shift+p, but that seems just get to the Font Tab in 2010.
Alt+’ (apostrophe / single quote)Display the Style dialog box.
minusNumber Formats
Ctrl+Shift+$Apply the Currency format with two decimal places.
Ctrl+Shift+~Apply the General number format.
Ctrl+Shift+%Apply the Percentage format with no decimal places.
Ctrl+Shift+#Apply the Date format with the day, month, and year.
Ctrl+Shift+@Apply the Time format with the hour and minute, and indicate A.M. or P.M.
Ctrl+Shift+!Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.
Ctrl+Shift+^Apply the Scientific number format with two decimal places.
F4Repeat last formatting action: Apply previously applied Cell Formatting to a different Cell
minusApply Borders to Cells
Ctrl+Shift+&Apply outline border from cell or selection
Ctrl+Shift+_ (underscore)Remove outline borders from cell or selection
Ctrl+1, then Ctrl+Arrow Right/Arrow LeftAccess border menu in ‘Format Cell’ dialog. Once border was selected, it will show up directly on the next Ctrl+1
Alt+t*Set top border
Alt+b*Set bottom Border
Alt+l*Set left Border
Alt+r*Set right Border
Alt+d*Set diagonal and down border
Alt+u*Set diagonal and up border
*In Cell Format in ‘Border’ Dialog Window
minusAlign Cells
Alt+h, arAlign Right
Alt+h, acAlign Center
Alt+h, alAlign Left

 

minus5. Formulas and Names
minusFormulas
=Start a formula.
Alt+=Insert the AutoSum formula.
Shift+F3Display the Insert Function dialog box.
Ctrl+aDisplay Formula Window after typing formula name.
Ctrl+Shift+aInsert Arguments in formula after typing formula name. .
Shift+F3Insert a function into a formula .
Ctrl+Shift+EnterEnter a formula as an array formula.
F4After typing cell reference (e.g. =E3) makes reference absolute (=$E$4)
F9Calculate all worksheets in all open workbooks.
Shift+F9Calculate the active worksheet.
Ctrl+Alt+F9Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.
Ctrl+Alt+Shift+F9Recheck dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated.
Ctrl+Shift+uToggle expand or collapse formula bar.
Ctrl+`Toggle Show formula in cell instead of values
minusNames
Ctrl+F3Define a name or dialog.
Ctrl+Shift+F3Create names from row and column labels.
F3Paste a defined name into a formula.

 

minus6. Manage Multipe Worksheets
Shortcuts to delete, rename, or move worksheets are based on the old Excel 2003 menus which still work in Excel 2010.
Shift+F11/Alt+Shift+F1Insert a new worksheet in current workbook.
Ctrl+Page Down/Ctrl+Page UpMove to the next / previous worksheet in current workbook.
Shift+Ctrl+Page Down/Shift+Ctrl+Page UpSelect the current and next sheet(s) / select and previous sheet(s).
Alt+o then h rRename current worksheet (format, sheet, rename)
Alt+e then lDelete current worksheet (Edit, delete)
Alt+e then mMove current worksheet (Edit, move)

 

minus7. Manage Multiple Workbooks
F6/Shift+F6Move to the next pane / previous pane in a workbook that has been split.
Ctrl+F4Close the selected workbook window.
Ctrl+nCreate a new blank workbook (Excel File)
Ctrl+Tab/Ctrl+Shift+TabMove to next / previous workbook window.
Alt+SpaceDisplay the Control menu for Main Excel window.
Ctrl+F9Minimize current workbook window to an icon. Also restores (‘un-maximizes’) all workbook windows.
Ctrl+F10Maximize or restores the selected workbook window.
Ctrl+F7Move Workbook Windows which are not maximized.
Ctrl+F8Perform size command for workbook windows which are not maximzed.
Alt+F4Close Excel.

 

minus8. Various Excel Features
Ctrl+oOpen File.
Ctrl+sSave the active file with its current file name, location, and file format.
F12Display the Save As dialog box.
f10 (or alt)Turn key tips on or off.
Ctrl+pPrint File (Opens print menu).
F1Display the Excel Help task pane.
F7Display the Spelling dialog box.
Shift+F7Display the Thesaurus dialog box.
Alt+F8Display the Macro dialog box.
Alt+F11Open the Visual Basic Editor to create Macros.

 

minus9. Work with the Excel Ribbon
Ctrl+F1Minimize or restore the Ribbon.s
Alt/F10Select the active tab of the Ribbon and activate the access keys. Press either of these keys again to move back to the document and cancel the access keys. and then arrow left or arrow right
Shift+F10Display the shortcut menu for the selected command.
Space/EnterActivate the selected command or control in the Ribbon, Open the selected menu or gallery in the Ribbon..
EnterFinish modifying a value in a control in the Ribbon, and move focus back to the document.
F1Get help on the selected command or control in the Ribbon. (If no Help topic is associated with the selected command, the Help table of contents for that program is shown instead.)

 

minus10. Data Forms
Tab/Shift+TabMove to the next / previous field which can be edited.
Enter/Shift+EnterMove to the first field in the next / previous record.
Page Down/Page UpMove to the same field 10 records forward / back.
Ctrl+Page DownMove to a new record.
Ctrl+Page UpMove to the first record.
Home/EndMove to the beginning / end of a field.

 

minus11. Pivot Tables
Arrow KeysNavigate inside Pivot tables.
Home/EndSelect the first / last visible item in the list.
Alt+cMove the selected field into the Column area.
Alt+dMove the selected field into the Data area.
Alt+lDisplay the PivotTable Field dialog box.
Alt+pMove the selected field into the Page area.
Alt+rMove the selected field into the Row area.
Ctrl+Shift+* (asterisk)Select the entire PivotTable report.
arrow keys to select the cell that contains the field, and then alt+Arrow DownDisplay the list for the current field in a PivotTable report.
arrow keys to select the page field in a PivotChart report, and then alt+Arrow DownDisplay the list for the current page field in a PivotChart report.
EnterDisplay the selected item.
SpaceSelect or clear a check box in the list.
Ctrl+tab ctrl+Shift+Tabselect the PivotTable toolbar.
enter then arrow down /Arrow UpOn a field button: select the area you want to move the selected field to.
Alt+Shift+Arrow RightGroup selected PivotTable items.
Alt+Shift+Arrow LeftUngroup selected PivotTable items.

 

minus12. The Rest
minusDialog Boxes
Arrow KeysMove between options in the active drop-down list box or between some options in a group of options.
Ctrl+Tab/Ctrl+Shift+TabSwitch to the next/ previous tab in dialog box.
SpaceIn a dialog box: perform the action for the selected button, or select/clear a check box.
Tab/Shift+TabMove to the next / previous option.
a … zMove to an option in a drop-down list box starting with the letter
Alt+a … alt+zSelect an option, or select or clear a check box.
Alt+Arrow DownOpen the selected drop-down list box.
EnterPerform the action assigned to the default command button in the dialog box.
EscCancel the command and close the dialog box.
minusAuto Filter
Alt+Arrow DownOn the field with column head, display the AutoFilter list for the current column .
Arrow Down/Arrow UpSelect the next item / previous item in the AutoFilter list.
Alt+Arrow UpClose the AutoFilter list for the current column.
Home/EndSelect the first item / last item in the AutoFilter list.
EnterFilter the list by using the selected item in the AutoFilter list.
Ctrl + Shift + LApply filter on selected column headings.
minusWork with Smart Art Graphics
Arrow KeysSelect elements.
EscRemove Focus from Selection.
F2Edit Selection Text in if possible (in formula bar).
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About the author

Rahul Setia

Rahul Setia was born and raised in the Kaithal, Haryana. He worked at brands like Jabong, ProProfs etc. He was also in the List of Top 100 Social Media Influencer's 2019 by Status Brew. He lives in Delhi/NCR and is a Digital Gig & Founder of Websites i.e TechBlogCorner.com, ViralMasalla.com, DealorCoupons.com.
Follow me on: LinkedIn, @rahulsetia007 and Facebook.

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