Shortcut Keys of MS Excel: Boost Your Productivity (A to Z )

Are you tired of clicking through endless menus and submenus in Excel to find the function you need? Did you know that there are a plethora of keyboard shortcuts available that can save you time and effort? By using keyboard shortcuts, you can quickly navigate through Excel and perform tasks with ease.

Excel is a powerful tool that can help you manage and analyze data efficiently. However, mastering all the functions and features can be daunting. Knowing keyboard shortcuts can help you work faster and more efficiently. From selecting cells to formatting data, there is a shortcut for almost everything in Excel. In this article, we will provide you with an A to Z guide of keyboard shortcuts in Microsoft Excel. By the end of this article, you will have a comprehensive list of shortcuts that you can use to streamline your work in Excel.

Understanding the Basics

If you’re new to Microsoft Excel, it can be overwhelming to navigate the program. However, with a basic understanding of Excel’s layout and functionality, you can start using the program with ease.

The Excel Interface

When you first open Excel, you’ll see a blank workbook with a grid of cells. This is where you’ll input your data. The top of the screen shows the ribbon, which is a collection of tabs with various commands. Each tab is divided into groups, which contain related commands.

Navigation

To move around your worksheet, use the arrow keys or the mouse. You can also use the scroll bars on the right-hand side and bottom of the worksheet to move up, down, left, or right.

Entering Data

To enter data into a cell, simply click on the cell and start typing. You can also copy and paste data from other sources, such as a website or another Excel worksheet.

Saving and Opening Workbooks

To save your work, click on the “File” tab in the ribbon and select “Save As.” Choose a location to save your file and give it a name. To open an existing workbook, click on the “File” tab and select “Open.” Browse for the file you want to open and click “Open.”

Keyboard Shortcuts

Excel has many keyboard shortcuts that can save you time and make your work easier. For example, pressing “Ctrl + C” will copy the selected cells, while “Ctrl + V” will paste them. You can find a comprehensive list of keyboard shortcuts in Excel by visiting Microsoft’s support page or other relevant sources.

By understanding these basic concepts, you’ll be well on your way to using Excel like a pro.

General Shortcut Keys of MS Excel

MS Excel has a vast range of shortcut keys that can help you work more efficiently. In this section, we will discuss some of the most commonly used general shortcut keys that can make your work easier.

Navigation Shortcuts

Navigation shortcuts help you move around the worksheet quickly. Here are some of the most useful navigation shortcuts:

• Ctrl + Home: Move to the beginning of the worksheet.
• Ctrl + End: Move to the end of the worksheet.
• Ctrl + Arrow Keys: Move to the last cell in a row or column that contains data.
• Ctrl + Page Up / Page Down: Move to the previous or next worksheet in the workbook.

Selection Shortcuts

Selection shortcuts help you select cells, rows, and columns quickly. Here are some of the most useful selection shortcuts:

• Shift + Arrow Keys: Select a range of cells.
• Ctrl + Shift + Arrow Keys: Select a range of cells up to the last non-blank cell.
• Ctrl + Spacebar: Select the entire column.
• Shift + Spacebar: Select the entire row.

Data Entry Shortcuts

Data entry shortcuts help you enter data quickly and accurately. Here are some of the most useful data entry shortcuts:

• Ctrl + C: Copy selected cells.
• Ctrl + V: Paste copied cells.
• Ctrl + X: Cut selected cells.
• Ctrl + Z: Undo the last action.
• Ctrl + Y: Redo the last action.

Using these general shortcut keys can save you a lot of time and effort while working on MS Excel. Make sure to practice them regularly to become more proficient.

Function Keys in MS Excel

If you want to be efficient in using MS Excel, you should learn the function key shortcuts. Function keys are the keys on your keyboard labelled F1 to F12. In this section, we will discuss the basic and advanced function key shortcuts in MS Excel.

Basic Function Key Shortcuts

The basic function key shortcuts are the most commonly used shortcuts in MS Excel. Here are some of them:

• F2: Edit the active cell
• F4: Repeat the last action
• F5: Go to a specific cell or named range
• F7: Spell check the active worksheet
• F9: Calculate all worksheets in all open workbooks
• F11: Create a chart of the selected data
• F12: Save the active workbook with a new name or format

Advanced Function Key Shortcuts

The advanced function key shortcuts are less commonly used but can save you a lot of time when working with MS Excel. Here are some of them:

• Shift + F3: Open the Insert Function dialog box
• Ctrl + F3: Open the Name Manager dialog box
• Ctrl + F4: Close the active workbook window
• Ctrl + F6: Switch to the next workbook window
• Ctrl + F9: Minimize the active workbook window
• Ctrl + F10: Maximize or restore the active workbook window
• Ctrl + Shift + F3: Create a name by using the names of row and column labels

Learning these function key shortcuts can help you work more efficiently in MS Excel. By using them, you can save time and reduce the risk of making errors.

Ctrl Key Combinations in MS Excel

Ctrl key combinations are essential to increase productivity when working with MS Excel. They allow you to perform various functions quickly and efficiently. In this section, we will discuss the basic and advanced Ctrl key shortcuts in MS Excel.

Basic Ctrl Key Shortcuts

Here are some basic Ctrl key shortcuts that you should know:

• Ctrl + C – Copy selected cells or text
• Ctrl + V – Paste copied cells or text
• Ctrl + X – Cut selected cells or text
• Ctrl + Z – Undo the last action
• Ctrl + Y – Redo the last action
• Ctrl + F – Open the Find and Replace dialog box
• Ctrl + A – Select all cells in the current worksheet
• Ctrl + B – Apply or remove bold formatting
• Ctrl + I – Apply or remove italic formatting
• Ctrl + U – Apply or remove underline formatting
• Ctrl + P – Open the Print dialog box

Advanced Ctrl Key Shortcuts

The following are some advanced Ctrl key shortcuts that can help you work more efficiently:

• Ctrl + D – Fill down selected cells with the contents of the cell above
• Ctrl + R – Fill right selected cells with the contents of the cell to the left
• Ctrl + ; – Insert the current date
• Ctrl + : – Insert the current time
• Ctrl + Shift + : – Insert the current time with seconds
• Ctrl + Shift + # – Apply date formatting
• Ctrl + Shift + $ – Apply currency formatting
• Ctrl + Shift + % – Apply percentage formatting
• Ctrl + Shift + ! – Apply comma formatting
• Ctrl + Shift + @ – Apply time formatting

Knowing these keyboard shortcuts can help you save time and increase your productivity while working with MS Excel. Practice using them regularly to get the most out of this powerful spreadsheet software.

Shift Key Combinations in MS Excel

In Microsoft Excel, using the Shift key in combination with other keys can help you save time and be more efficient. There are basic and advanced Shift key shortcuts that you can use to navigate, select, and edit cells in Excel.

Basic Shift Key Shortcuts

Here are some of the basic Shift key combinations that you can use in Excel:

• Shift + Arrow Keys: Select a range of cells in the direction of the arrow key that you press.
• Shift + F3: Open the Insert Function dialog box.
• Shift + F10: Display the shortcut menu for the selected cell or object.
• Shift + Tab: Move to the previous cell in a worksheet or dialog box.
• Shift + Spacebar: Select an entire row of cells.
• Shift + Ctrl + Spacebar: Select an entire column of cells.

Advanced Shift Key Shortcuts

Here are some of the advanced Shift key combinations that you can use in Excel:

• Shift + F11: Insert a new worksheet.
• Shift + F5: Open the Find and Replace dialog box.
• Shift + F6: Move to the previous pane in a split worksheet.
• Shift + F9: Calculate the active worksheet.
• Shift + F12: Save the current workbook.

By using these Shift key shortcuts, you can save time and work more efficiently in Excel. Experiment with these shortcuts to find the ones that work best for you and your workflow.

Alt Key Combinations in MS Excel

Alt key combinations are an efficient way to navigate through the various options and commands in MS Excel. In this section, we will discuss the basic and advanced Alt key shortcuts that you can use to perform various tasks in MS Excel.

Basic Alt Key Shortcuts

The following are some of the basic Alt key shortcuts that you can use in MS Excel:

• Alt + F: Access the File menu.
• Alt + H: Access the Home tab.
• Alt + N: Access the Insert tab.
• Alt + P: Access the Page Layout tab.
• Alt + M: Access the Formulas tab.
• Alt + A: Access the Data tab.
• Alt + R: Access the Review tab.
• Alt + W: Access the View tab.

Advanced Alt Key Shortcuts

The following are some of the advanced Alt key shortcuts that you can use in MS Excel:

• Alt + Q: Access the Tell me or Search field.
• Alt + F1: Create a chart of the data in the current range.
• Alt + F8: Open the Macros dialog box to create, run, edit, or delete a macro.
• Alt + F11: Open the Visual Basic Editor to create or edit macros and user-defined functions.
• Alt + =: Insert the AutoSum formula to sum the selected cells.

Using Alt key combinations can save you a lot of time and effort when working in MS Excel. By memorizing these shortcuts, you can quickly perform various tasks without having to navigate through multiple menus and tabs.

Remember that these are just a few of the many Alt key combinations available in MS Excel. If you want to learn more, you can check the Microsoft Support website or other online resources for a comprehensive list of shortcuts.

Special Shortcut Keys in MS Excel

MS Excel is a powerful tool that can make our work easier and faster. One of the best ways to increase your productivity in Excel is to learn and use keyboard shortcuts. In this section, we will discuss some of the special shortcut keys in MS Excel that can help you format your data and use formulas and functions more efficiently.

Formatting Shortcuts

Formatting is an essential aspect of Excel, and it can be time-consuming to format your data manually. However, with the help of formatting shortcuts, you can format your data quickly and easily. Here are some of the most useful formatting shortcuts in MS Excel:

• Ctrl + B: Bold text
• Ctrl + I: Italicize text
• Ctrl + U: Underline text
• Ctrl + 1: Open the Format Cells dialog box
• Ctrl + Shift + $: Apply the Currency format
• Ctrl + Shift + %: Apply the Percentage format
• **Ctrl + Shift + #: Apply the Date format
• Ctrl + Shift + @: Apply the Time format

Formula and Function Shortcuts

Formulas and functions are the backbone of Excel. They allow you to perform complex calculations and analysis on your data. Here are some of the most useful formula and function shortcuts in MS Excel:

• F2: Edit the active cell
• Ctrl + Enter: Fill the selected cells with the formula
• Alt + =: AutoSum the selected cells
• Ctrl + Shift + Enter: Enter an array formula
• Ctrl + Shift + L: Toggle the Filter on/off
• Ctrl + Shift + :: Enter the current time
• Ctrl + ;: Enter the current date

By using these special shortcut keys in MS Excel, you can save time and work more efficiently. With practice, you can become a master of Excel and impress your colleagues with your skills.

Mac Specific Shortcut Keys in MS Excel

If you are using MS Excel on a Mac, you might find that some of the shortcut keys are different from those on a Windows computer. In this section, we will cover some of the Mac-specific shortcut keys that you can use to improve your productivity in MS Excel.

Basic Mac Shortcuts

Here are some of the basic Mac-specific shortcut keys that you can use in MS Excel:

Advanced Mac Shortcuts

If you want to take your productivity to the next level, here are some of the advanced Mac-specific shortcut keys that you can use in MS Excel:

By using these shortcut keys, you can save time and increase your productivity when working with MS Excel on a Mac.

Conclusion

By now, you should have a good understanding of the A to Z keyboard shortcuts in Microsoft Excel. These shortcuts can save you a lot of time and effort, especially if you work with Excel on a regular basis.

Remember that you can customize some of these shortcuts to better suit your needs. For example, you can assign your own shortcut keys to macros that you use frequently.

It’s also important to note that not all of these shortcuts may be relevant to your work. You may find that you only use a handful of them on a regular basis. However, even knowing a few shortcuts can make a big difference in your productivity.

In addition to these shortcuts, there are many other features in Excel that can help you work more efficiently. For example, you can use conditional formatting to highlight certain cells based on their values, or use data validation to ensure that users enter valid data into your spreadsheets.

Overall, Excel is a powerful tool for data analysis and management, and knowing its keyboard shortcuts can help you work more efficiently and effectively. So, keep practicing and exploring, and you’ll soon become an Excel power user!