Microsoft Excel Keyboard Shortcuts

Microsoft Excel Keyboard Shortcuts



In this post, We will talk about Microsoft Excel keyboard shortcuts, function keys and some other common shortcut keys used in Microsoft Excel. Shortcut keys are those key combinations that when pressed together or in succession performs an action in the application. They are the easy way of executing Microsoft Excel commands especially when you are working with a huge database.

The keys listed below refers to the United States Keyboard Layout, hence take note of the following;

  1. If a shortcut requires you to press combination of two or more keys at the same time, I will separate the keys with a plus sign (+)
  2. If you have to press each key immediately after another, the key will be separated by a comma (,)
  3. These keys applies to the newer version of Microsoft Excel (2016, 2013, 2010, and 2007)
Navigation Keys Description
Arrow Keys These keys are made up of the UP, DOWN, LEFT and RIGHT arrows. They move the cell highlighter up, down, left or right in a workbook.
Page Down & Page Up While the Page Down moves one screen down in a workbook, the Page Up moves one screen up in a worksheet.
Alt+Page Down

Alt+Page Up

Moves the screen to the right once in a workbook

Moves the screen to the left once in a workbook

Tab

Shift+Tab

Moves the Cell-highlighter to right of the workbook

Moves the Cell-highlighter to the left of the workbook

Ctrl+Arrow Keys If there is content on the workbook, it will move you to the beginning and end of the row or column of the information depending on the arrow key used.

If there are no data, it will take the cell highlighter to the end of the Workbook both horizontally and vertically (Row and Column)

Home Move to the beginning of a row in a worksheet
Ctrl+Home Moves to the beginning of a worksheet
Ctrl+End Moves to the last cell with content on a worksheet
Ctrl+F Displays the Find and Replace dialog box with FIND tap already selected.
Ctrl+H This displays the Find & Replace dialog box with REPLACE tab selected.
Shift+F4 Repeats the last Find action (after the Find dialog box is closed)
Ctrl+G or F5 Displays the “Go To” dialog box
Alt+Down Arrow Displays the AutoComplete list. This happens in the cells with dropdowns or Autofilter
End Turns the End mode on. In the End mode, you can press an arrow key to move to the next non-blank cell in the same column or row as the active cell. If the cells are blank, pressing END followed by arrow key moves to the list cell in the row or column. END also selects the last command on the menu when a menu or submenu is visible.

 

Cell Selection Keys Description
Shift+Spacebar Select the entire row
Ctrl+Spacebar Select the entire column
Shift+Arrow Keys Extend the selection by one cell
Shift+Page Down or

Shift+Page Up

Extend the selection down one screen or up one screen
Shift+Home Extend the selection to the beginning of the row
Ctrl+Shift+Arrow Key Extend the selection to the last cell with content in row or column
Ctrl+A or

Ctrl+Shift+Spacebar or

Ctrl+Shift+*

Selects the entire worksheet. If the worksheet contains data, Ctrl+A selects the data-containing area only.
Ctrl+Shift+Home Extend the selection to the first cell of the worksheet
Ctrl+Shift+End Extend the selection to the last used cell on the worksheet (Lower-right corner).
F2 Edit Cell

Inside Text Block Keys Description
Tab Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialog box.
Shift+F8 Enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys.
F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection.
Enter Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default). In a data from, it moves to the first field in the next record. Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command. In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button).
Shift+Backspace Select only the active cell when multiple cells are selected
Ctrl+Backspace Show active cell within selection
Esc Cancels an entry in the cell or Formula Bar. Closes an open menu or submenu, dialog box, or message window. It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the ribbon and status bar again.

 

Edit Cells Keys Description
Ctrl+D This key works in a Highlighted Column. It copies the value from the cell above the active cell into the selected cells within the same column. It also copies the value from the cell above into all the selected cells.
Ctrl+R Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right.
Ctrl+ – Delete Cell, Row, Column Menu
Ctrl+Shift+ + Insert Cell, Row, Column Menu
Shift+F2 Insert or Edit a cell comment
Shift+F10, then M Delete Comment
Ctrl+K Insert a Hyperlink (for complete cell only)
Ctrl+9 Hide the selected rows
Ctrl+Shift+9 Unhide any hidden rows within the selection
F2 Edit the active cell with cursor at the end of the line
Alt+Enter Start a new line in the same cell
Shift+Enter Complete a cell entry and move up in the selection
Backspace Delete the character on the left of the insertion point, or delete the selection
Delete Delete the character to the right of the insertion point, or delete the selection
Ctrl+Delete Delete text to the end of the line
Ctrl+; (semicolon) Insert current date
Ctrl+Shift+: (colon) Insert current time
Ctrl+’ Duplicate value from Cell above into current Cell.

 

Excel Basic Keys Description
Shift+F10 Display the shortcut menu for the selected command (simulates right mouse button)
Ctrl+Z Undo last action
Ctrl+Y Redo last action
Ctrl+C Copy contents of selected cells
Ctrl+X Cut contents of selected cells
Ctrl+V Paste – insert the contents of the Clipboard at the insertion point and replaces any selection.
Ctrl+Alt+V If data exists in clipboard: Display the Paste Special dialog box

 

Format Cell Keys Description
Ctrl+1 (one) Open Format Cells dialog with last selection active
Ctrl+Shift+F Open Format Cells dialog with Font Tab active
Ctrl+B Apply or remove bold formatting
Ctrl+I Apply or remove italic formatting
Ctrl+U Apply or remove an underline
Ctrl+5 Apply or remove strikethrough formatting
Ctrl+Shift+~ Apply the General number format
Ctrl+Shift+1 Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative values
Ctrl+Shift+2 Apply the Time format with the hour and minute, and indicate AM or PM
Ctrl+Shift+3 Apply the Date format with the day, month, and year
Ctrl+Shift+4 Apply the Currency format with two decimal places
Ctrl+Shift+5 Apply the Percentage format with no decimal places
Ctrl+Shift+6 Apply the Scientific number format with two decimal places
F4 Repeat last formatting action: Apply previously applied Cell Formatting to a different Cell

 

Basic Border Keys Description
Ctrl+Shift+7 Apply outline border from cell or selection
Ctrl+Shift+_ (underscore) Remove outline borders from cell or selection

 

Formula Keys Description
= Start a formula
Alt+= Insert the AutoSum formula
Shift+F3 Display the Insert Function dialog box
Ctrl+Shift+A Insert Arguments in formula after typing formula name
Shift+F3 Insert a function into a formula
Ctrl+Shift+Enter Enter a formula as an array formula
F4 After typing cell reference (eg; =A5) makes reference absolute (=$A$5). Repeat if you want to toogle from absolute reference to parcial or complete removal (eg; $A$5 or A$5 or $A5 or return to A5).

 

Worksheet Keys Description
Ctrl+Page Down

Ctrl+Page Up

Move to the next/previous worksheet in current workbook
Shift+F11

Alt+Shift+F1

Insert a new worksheet in current workbook
Ctrl+Shift+Page Up

Ctrl+Shift+Page Down

Select the current and previous sheet.

Select the next sheet in a workbook.

F6 Move to the next pane in a workbook that has been split
Shift+F6 Move to the previous pane in a workbook that has been split
Ctrl+F4 Close the selected workbook window
Ctrl+N Create a new blank workbook (Excel File)
Ctrl+Tab Move to the next application or Workbook File
Ctrl+F9 Minimize current workbook window to an icon also restores (un-maximizes) all workbook windows
Ctrl+F10 Maximize or restores the selected workbook window
Ctrl+F7 Move Workbook windows which are not maximized
Ctrl+F8 Perform size command for workbook windows which are not maximized
Alt+F4 Close Excel

 

Excel Features Keys Description
Ctrl+O Open File
Ctrl+S Save the active file with its current file name, location, and file format
F12 Display the Save As dialog box
F10 or Alt Turns key tips ON or OFF
Ctrl+P Print File (opens print menu)
F1 Display the Excel Help task pane
F7 Display the Spelling dialog box
Shift+F7 Display the Thesaurus dialog box
Alt+F8 Display the Macro dialog box
Alt+F11 Open the Visual Basic Editor to create Macros
Ctrl+F1 Minimize or restore the Ribbons
F1 Displays the Excel Help task pane

 

Pivot Tables Pane Description
When working with pivot tables, the following Microsoft Excel keyboard shortcuts combinations will help you to quickly execute commands.
Arrow Keys Navigate inside Pivot tables
Home/End Select the first/last visible item in the list
Alt+C Move the selected field into the Column area
Alt+D Move the selected field into the Data area
Alt+L Display the PivotTable Field dialog box
Alt+P Move the selected field into the Page area
Alt+R Move the selected field into the Row area
Ctrl+Shift+* Select the entire PivotTable Report
Space Select or Clear a check box in the list
Ctrl+Tab Select the PivotTable toolbar
Alt+Shift+Arrow Right Group selected PivotTable items
Alt+Shift+Arrow Left Ungroup selected PivotTable items

 

Unpopular Keys Description
Ctrl+Shift+O Select all cells with comment
Ctrl+6 Alternate between hiding objects, displaying objects, and displaying placeholders for objects
F9 Calculate all worksheets in all open workbooks
Shift+F9 Calculate the active worksheet
Ctrl+Alt+F9 Calculate all worksheets in all open workbooks, regardless of whether they have changed since last calculation
Ctrl+Shift+U Toggle expand or collapse formula bar
Ctrl+F3 Define a name or dialog
Ctrl+Shift+F3 Create names from row and column labels
F3 Paste a defined name into a formula
Ctrl+T Insert a table (display Create Table dialog box)
Alt+F1 Create and insert chart with data in current range as embedded Chart Object.
F11 Create and insert chart with data in current range in a separate Chart Sheet.

The above table contains all the constantly used Microsoft Excel keyboard shortcuts, but it is not exhaustive. There are other key combinations that are not listed here. All you need to smoothly navigate through Microsoft Excel is located in the table above.Save

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