23 Essential Keyboard Shortcuts For Microsoft Excel

Key Takeaway:

  • Navigate through Excel with ease using essential keyboard shortcuts. Move quickly between worksheets, locate data regions, and jump to the beginning or end of a worksheet.
  • Edit your Excel documents more efficiently with the help of shortcuts for inserting new worksheets, copying and pasting, and using Find and Replace.
  • Formatting shortcuts allow for easy customization of Excel documents. Quickly change font size and color, and align cells flawlessly to achieve the desired style.
  • Streamline calculations in Excel using helpful shortcuts like AutoSum, inserting formulas, and computing multiple worksheets at once.
  • View shortcuts like zooming in or out, splitting worksheets, and freezing panes make it easier to analyze and navigate through data in Excel.

Do you find working with Excel time-consuming and frustrating? Make the most of this powerful spreadsheet software by learning the essential keyboard shortcuts. You will save time, get the job done efficiently and become an Excel guru!

Essential Keyboard Shortcuts for Microsoft Excel

Do you use Excel? Working with big data sets can be tiring. Small things like scrolling and copying can take up too much of your time. That’s why you need to know the important keyboard shortcuts for Microsoft Excel! In this section, I’ll tell you about the most helpful ones.

First, I’ll explain navigation shortcuts which allow you to quickly go through your worksheet. Finally, I’ll tell you about other useful Excel keyboard shortcuts that’ll take your productivity to a whole new level.

Essential Keyboard Shortcuts for Microsoft Excel-23 essential keyboard shortcuts for Microsoft Excel,

Image credits: manycoders.com by James Washington

Navigation Shortcuts


Ctrl + Home? Takes you to the first cell in your worksheet. Ctrl + End? To the last cell. Ctrl + Arrow Keys? To the edge of data, fast. F5? “Go-To” box opens. Shift + F11? Inserts a new worksheet.

These shortcuts help you move around your workbook quickly. They save time. Use them, and you’ll be more productive!

Alt + Tab too. This switches you to the next open app window. Very useful when you need to switch from Excel to another program.

Once, I worked on a long, complex spreadsheet for a client. Scrolling and clicking to find cells was so frustrating! Until a friend showed me Ctrl + Arrow Keys. It changed my workflow. I navigated my sheet quickly, making adjustments with ease.

Navigating Worksheets Easily:

  • Ctrl + Home
  • Ctrl + End
  • Ctrl + Arrow Keys
  • F5
  • Shift + F11
  • Alt + Tab

Move between worksheets quickly and efficiently

Navigating between sheets can become tiring when working with complex workbooks. Utilize these keyboard shortcuts for a streamlined approach:

  • Ctrl + PgDn / Ctrl + PgUp to cycle through sheets left-to-right or right-to-left.
  • Hold Shift while pressing above keys to select multiple sheets at once.
  • Ctrl + F6 to view all open sheets, then click one to switch.
  • Right-click sheet navigation arrows (bottom-left) for a drop-down list of all sheets, then click one to navigate there instantly.
  • Type the first few letters of a sheet name, then press Enter when Excel highlights the correct sheet.
  • Create custom keyboard shortcuts via Quick Access Toolbar or Ribbon.

Arrange your sheets so related ones are next to each other. Consider color-coding tabs by theme or relevance – this visual cue can help you find what you’re looking for more quickly.

To navigate to the edge of a data region for more efficient editing and formatting, use the following:

  • Ctrl + Arrow Keys to swiftly move one cell at a time.
  • Shift + Arrow Keys to move to the edge of the data region.
  • Ctrl + Shift + Arrow Keys to select the entire data region in one go.

Navigate to the edge of a data region with ease

Want to breeze through your excel sheet and get up-to-date info quickly? Use shortcut key combos! They’re quick and save time. Here’s how:

  1. Select any cell in data region you want to move around.
  2. Press Ctrl + Arrow Up to get to the top of the column.
  3. Ctrl + Arrow Down goes to the bottom.
  4. Ctrl + Arrow Left goes to the beginning of the row.
  5. Ctrl + Arrow Right goes to the end of the row.

These shortcuts make navigating excel sheets easier, especially for larger sets of data. I’ve been an Excel user for years and this feature has been a lifesaver!

To further optimize your experience, check out ‘1.1.3 Quickly jump to the beginning or end of a worksheet’. Tabbing up or down is just one tap away – increasing productivity levels!

Quickly jump to the beginning or end of a worksheet

To jump quickly to the start or end of a worksheet, try these four navigation shortcuts:

  • Press Ctrl + Home to take the active cell to A1 – the top left corner.
  • Press Ctrl + End to move the active cell to the last used cell, which may not be at row 1048576 or column XFD.
  • If your content extends beyond row 1048576 or column XFD, press Ctrl+Shift+End to reach the rightmost and lowest cell with content.
  • Shift+Home moves your cursor back to the start of the row (not A1, but all cells between your active position and Column A). Shift+End moves your cursor to the end of the row.

Using these keyboard shortcuts saves time when working with large datasets. It increases productivity, and reduces frustration – whether you’re at home or office. Don’t miss out on these shortcuts – become an expert in Excel navigation now! Next, we’ll talk about editing shortcuts in “2. Editing Shortcuts.”

Editing Shortcuts

Editing in Microsoft Excel can be exhausting. But luckily, there are 23 essential keyboard shortcuts that can help! These shortcuts enable you to quickly format, edit, and manipulate data.

For instance, to copy a cell press “Ctrl + C” and to paste press “Ctrl + V”. It may feel overwhelming at first, but the more practice the better. Using these shortcuts can save time and boost your productivity.

To master editing shortcuts in Excel, start by creating a cheat sheet. Then, practice daily until they become second nature. Lastly, customize your keyboard layout to make shortcuts more accessible. Follow these steps and you’ll be an expert at editing in Excel in no time!

Editing Shortcuts-23 essential keyboard shortcuts for Microsoft Excel,

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Insert a new worksheet swiftly

Ready to add a new worksheet to your Excel file? Don’t waste any more time trying to figure out how. Here’s the fast and easy way:

  1. Navigate to the bottom of your current worksheet.
  2. Right-click on the tab labeled ‘Worksheet’ and select ‘Insert’ from the dropdown menu. Or use the keyboard shortcut ‘Shift+F11’.
  3. Once inserted, double-click to rename it.

Now you’re ready to input data into your new worksheet!

Don’t miss out on valuable time because you don’t know the shortcuts. Mastering editing shortcuts such as inserting a new worksheet swiftly will help you complete tasks faster and increase productivity.

Now let’s move on to Copy and Paste with lightning speed!

Copy and paste with lightning speed

Text: Copy and paste with speed! Here are the shortcuts:

  • Ctrl + C (Windows) or Command + C (Mac) to copy the selection.
  • Ctrl + V (Windows) or Command + V (Mac) to paste what you copied.
  • Ctrl + Shift + C (Windows) or Command + Shift + C (Mac) to copy text formatting.
  • Ctrl + Shift + V (Windows) or Command + Shift + V (Mac) to paste text formatting.
  • Ctrl + X (Windows) or Command + X (Mac) to cut selected content.
  • Ctrl + A (Windows) or Command + A (Mac) to select all content in one go.

These shortcuts are perfect for moving text around quickly. Also, they can help when formatting large chunks of data – way better than doing it manually!

It all began with user feedback – people wanted easier ways to navigate through software apps. So, Apple developers created these keyboard combinations, which became popular worldwide!

Once you’ve mastered the Navigation Shortcuts, you can move on to Editing Shortcuts. Let’s find out how the Find and Replace feature works!

Simplify document editing with the Find and Replace function

Open your document. Press Ctrl+F (or Cmd+F) to open the Find and Replace dialog box. Type the word or phrase you want to search, plus the replacement text. Click ‘Replace All’ or ‘Find Next’ to start replacing one by one.

Using this feature saves time instead of looking through each line of text. You can also use it to find spelling mistakes, typos, or formatting errors in multiple pages.

It’s easy to miss mistakes or forget to replace words after reading long documents. With Find and Replace, you can quickly search for any issues that may have gone unnoticed.

Pro Tip: Use wildcards to search for keywords efficiently. For example, search for all words starting with ‘ing’ by adding an asterisk before the letters: *ing

The Find and Replace function makes document editing simpler. It’s great for papers with technical terms which may need changes during revisions.

This feature also makes copying data from external sources easier since it helps find any incorrect info in Word-formatted documents.

Performing repetitive edits such as formatting errors and typos will be faster with Find and Replace functionality.

Finally, 3.Formatting Shortcuts are useful tools for organizing massive documents.

Formatting Shortcuts

Formatting Shortcuts in Microsoft Excel are really useful for users. They can help save time and increase efficiency when working on spreadsheets. For example, “Ctrl + B” is a shortcut for quickly bolding text. Similarly, “Ctrl + I” is for italicizing and “Ctrl + U” is for underlining. These shortcuts work for text within cells, and for overall formatting of a sheet.

In addition to these basics, Excel also offers more advanced formatting shortcuts. They can be used for tasks such as merging cells, changing font size and adjusting column width. All you need to do is use different key combinations.

To increase productivity in Excel, it’s a good idea to use these formatting shortcuts. Memorizing them and using them regularly will reduce the time spent formatting spreadsheets. Additionally, if you find yourself regularly using a particular shortcut, assign it to a custom key combination for faster access.

Formatting Shortcuts-23 essential keyboard shortcuts for Microsoft Excel,

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Change font size quickly and easily

Changing font size is an easy job. Here’s a 3-step guide:

  1. Highlight the text you want to change. Or, move your cursor to where you want to type.
  2. Hold down Ctrl + press + or – sign. This will increase or decrease font size.
  3. Press Ctrl + zero to reset the font size.

Other useful shortcuts:

  • Ctrl + B to make text bold
  • Ctrl + I to make text italic
  • Ctrl + U to underline text
  • Ctrl + shift + > or < for faster font size changes

Now, learn how to customize document appearance with font color changes.

Customize document appearance with font color changes

To customize your text with font color, follow these steps:

  1. Select the text to modify.
  2. Go to the ‘Home‘ tab on the ribbon.
  3. In the ‘Font‘ group, click the arrow next to Font Color.
  4. Choose from the pre-defined colors or go for ‘More Colors‘ for more options.
  5. Pick your desired color and you’re done!

Changing font colors can break long blocks of texts into smaller, easier-to-understand sections. It can emphasize important points and help readers understand content better.

Using font color changes in business/professional documents is key. It’s important to use fonts that are clear and visually captivating. Font colors can differentiate between different sections, making it easier for your audience to find what they need.

In addition, customizing font colors will make your documents stand out and still look professional. A great first impression is essential; captivating colors will quickly grab attention and maintain interest.

Don’t forget this customization as its importance is rising due to technological advancements. Optimized presentations with a focus on delivery and aesthetics are in demand!

Align cells flawlessly with the desired style

Using cell borders and fill colors can help to make alignments accurate. Borders draw attention to data, while colors make it easier to group. Also, adjusting row height and column width will make the info clear.

For calculations, ensure column widths are wide enough, use percentage or ratios, and round off decimals to two d.p.

Presenting data in the best way is also important. Text should be readable, charts clear, and not too crowded.

Finally, shortcuts will make typos simpler. For example: Ctrl + 1 opens the Format Cells dialog box. Ctrl + Shift + ~ applies the general number format. Ctrl + Shift + $ applies currency with two d.p. Ctrl + Shift + # applies date format with day/month/year. Ctrl + Shift + % applies percentage format, no decimals.

Calculations Shortcuts

Calculations Shortcuts are a key part of Microsoft Excel. They make complex calculations simpler and more efficient. Keyboard shortcuts allow users to access the tools and formulas they need quickly. This increases productivity and accuracy. Using Calculations Shortcuts lets people work with data more effectively and quickly.

To use these shortcuts, you must know the keyboard commands. Simple ones are “Ctrl + +” for a new row or “Ctrl + -” to delete a row. Complex ones are “Ctrl + Shift + &” to apply border or “Alt + =” to sum up numbers. With these shortcuts, users can save time doing calculations.

Calculations Shortcuts make it easier to input data. You don’t need to switch between tabs and menus to find the correct formula. Just enter the shortcut and get the result instantly. It’s easier to avoid mistakes too!

Memorize common shortcuts and customize them to your needs. Using shortcuts saves time and is more accurate. Whether you’re a beginner or an experienced Excel user, mastering Calculations Shortcuts is important. It can help streamline your workflow and improve the overall experience.

Calculations Shortcuts-23 essential keyboard shortcuts for Microsoft Excel,

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Simplify calculations with the AutoSum function

To use AutoSum, select the cell where you want to place your answer. Click the AutoSum button in the Editing group under the Home tab. The formula will be generated based on your data set. You can click the cell reference to change values if needed. Press enter or click away from the formula to finalize it. Your sum will appear in the selected cell.

AutoSum can save time and avoid errors when dealing with large data sets. It only calculates simple arithmetic sums, though. If you need a more complex calculation, you must create your own formula. Pro tip: Use keyboard shortcuts such as Alt + = to insert an AutoSum function directly into a range.

Now, let’s move on to “4.4.2 Insert a formula for faster computations.”

Insert a formula for faster computations

Excel has some great functions to help you get your calculations done in no time. For instance, SUM adds up a group of numbers, and AVERAGE calculates the mean value. It’s important to use the correct cell references when writing formulas. Absolute references stay the same when copied or dragged, whereas relative references adjust depending on their location. Make sure to check your formulas with sample data before relying on them.

Inserting formulas can help you save a lot of time. I still remember the first time I used Excel’s SUM function. I was working on a project with complex calculations across multiple sheets and it took me hours to complete. Until my colleague showed me how to use SUM! I was shocked at how much time I had wasted. From then on, my productivity increased drastically.

It gets even better! Did you know that you can recalculate all your worksheets in one go? Just use the shortcut Ctrl + Alt + F9. This is especially useful if you have long spreadsheets with lots of calculations.

These two shortcuts will help you get your work done faster and with greater accuracy. So remember these tips next time you need to do complex calculations or recalculate all your worksheets.

Calculate all worksheets with one convenient shortcut

To quickly calculate all worksheets, follow these steps:

  1. Click a worksheet tab at the bottom of the screen.
  2. Press Shift and select the last tab.
  3. Press F9.
  4. Release both keys. Excel will recalculate all formulas in the workbook.

This shortcut is great for when you need an overview of overall calculations. Just press F9, and Excel will refresh values across all sheets.

Using this command also helps prevent errors or inconsistencies from incorrect cell references or formulas. These would otherwise be missed if each sheet was calculated manually.

If some inputs are dynamic or fetched from external sources, a hotkey will ensure no percentage values are stale.

Microsoft Word also has shortcuts like CTRL + SHIFT + D and CTRL + SHIFT + B for superscripts and subscripts.

Fun Fact: Excel was first released for Mac computers in 1985. It wasn’t released for Windows till 1987.

5.Formatting Shortcuts- Excel also has several formatting options to make working with large sets of data easier.

View Shortcuts

View shortcuts are must-haves for Microsoft Excel workers. They let users access commands quickly, boosting productivity. These keyboard combos let individuals jump to different views, zoom in/out and switch between open workbooks.

To use view shortcuts in Excel, users must remember the keyboard combos for each function. E.g. press “Ctrl” and “Tab” to switch between workbooks. Use “Ctrl” plus/minus to zoom in/out.

View shortcuts are so effective because they let users access commands without navigating menus and options. This saves time and reduces errors, making work more efficient. Users can customize their view shortcuts by including those they use most often.

If you want to up your productivity with Excel, incorporating view shortcuts is key. By learning and using them, you can save time, lessen mistakes, and increase your Excel skills. These are just a few suggestions for taking your Excel proficiency to the next level; the advantages are many.

View Shortcuts-23 essential keyboard shortcuts for Microsoft Excel,

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Zoom in or out for better visibility

Struggling to use this feature? Here are three points to get you going:

  1. Press “Ctrl” + or – to zoom in or out.
  2. Or, hold down the “Ctrl” key and use your mouse’s scroll wheel for the same effect.
  3. Lastl,y open your toolbar and select “View” followed by “Zoom”.

Why is zooming helpful? Imagine you’re reading a document with lots of detail – but the font size is too small. Without zooming in, it’d be tough to make out the letters – and you’d probably miss important details. So, zooming allows you to focus on each word and letter.

A few tips for using the feature effectively. If you’re working on a spreadsheet with small text, zoom in before editing. Plus, if you’re squinting due to glare or backlight, try reducing your resolution by zooming out slightly.

Effortlessly split worksheets for enhanced viewing

Split feature helps you put key info on one side and use the other side for reference. It can compare data between different parts of the same worksheet or between worksheets. It’s also great for working with multiple users with different screen sizes and resolution settings.

To use it, select the cell to place the split line and go to “View” tab. Click “Split” under “Window” and adjust the size of each section.

Alternatively, you can use “Freeze Panes” to keep specific rows or columns visible while scrolling through large datasets. This makes it easier to track important info while editing documents.

Freeze panes for continuous viewing during data analysis.


Select the cell below and to the right of your desired divider line.

Head over to the “View” tab and select “Freeze Panes”.

A dropdown menu will appear with options to freeze the top row, or both rows and columns.

This will create a divider line at that point in the worksheet.

Scrolling through the spreadsheet will now be much easier as this section will always remain visible.

Pro Tip: If you need to make changes or unfreeze panes, just click “Unfreeze Panes” in the “View” tab.

Let’s learn about some must-know Excel shortcuts.

Navigation shortcuts can help you quickly move between worksheets, navigate to the edge of a data region, and jump to the beginning or end of a worksheet.

Five Facts About 23 Essential Keyboard Shortcuts for Microsoft Excel:

  • ✅ Keyboard shortcuts in Microsoft Excel can save users a significant amount of time compared to using a mouse. (Source: Business Insider)
  • ✅ Some of the most commonly used keyboard shortcuts in Excel include Ctrl+C for copying, Ctrl+V for pasting, and Ctrl+Z for undoing the last action. (Source: Lifewire)
  • ✅ Excel has a keyboard shortcut for specific functions, such as Alt+= for autosum and F4 for repeating the last action. (Source: Excel Easy)
  • ✅ Keyboard shortcuts can be customized in Excel to fit a user’s preferences and needs. (Source: Microsoft Support)
  • ✅ Mastering keyboard shortcuts in Microsoft Excel can improve productivity and efficiency in completing tasks. (Source: TrainingConnection)

FAQs about 23 Essential Keyboard Shortcuts For Microsoft Excel

What are the 23 essential keyboard shortcuts for Microsoft Excel?

Here are the 23 must-know keyboard shortcuts for Microsoft Excel:

  • Ctrl + A – Select all
  • Ctrl + B – Bold text
  • Ctrl + C – Copy selected text
  • Ctrl + F – Find and replace
  • Ctrl + I – Italicize text
  • Ctrl + K – Insert hyperlink
  • Ctrl + N – Create new workbook
  • Ctrl + O – Open existing workbook
  • Ctrl + P – Print selected data
  • Ctrl + R – Fill right
  • Ctrl + S – Save workbook
  • Ctrl + U – Underline text
  • Ctrl + V – Paste copied text
  • Ctrl + W – Close active workbook
  • Ctrl + X – Cut selected text
  • Ctrl + Y – Redo action
  • Ctrl + Z – Undo action
  • Ctrl + 1 – Format cells dialog box
  • Ctrl + 5 – Strikethrough text
  • Ctrl + 9 – Hide selected rows
  • Ctrl + 0 – Hide selected columns
  • Ctrl + Shift + = – Insert a new row or column
  • Ctrl + Shift + # – Format selected cells as date