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Written by Jacky Chou

23 Essential Keyboard Shortcuts For Microsoft Excel

Key Takeaway:

  • Keyboard shortcuts improve productivity: Using keyboard shortcuts can save time and effort when working with Microsoft Excel. Learn the most essential shortcuts to speed up tasks and increase efficiency.
  • Basic shortcuts make navigation and editing easier: Cut, copy, and paste, undo and redo, select all and deselect, and find and replace are essential shortcuts that simplify editing and formatting tasks.
  • Function shortcuts streamline calculations and analysis: Insert current date and time, autosum, and insert function shortcuts can help users perform calculations and analysis more efficiently, allowing them to focus on data interpretation and decision-making.

Struggling to keep up with Excel? You don’t have to – unlock the power of Excel by mastering these essential keyboard shortcuts. With just a few simple keystrokes, you can dramatically reduce time spent inputting data and boost your productivity.

Basic Keyboard Shortcuts

Master basic keyboard shortcuts for Microsoft Excel! Know the essential ones. Streamline everyday tasks. Cut, copy, paste, undo or redo. Take quick actions like selecting all or deselecting. Find and replace data – work more efficiently!

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

Image credits: by Adam Duncun

Cut, Copy, and Paste

When it comes to manipulating data in Microsoft Excel, the proficiency of keyboard shortcuts cannot be overstated. One critical set of functions that must be used frequently is the Act of Removing or Moving information within a workbook, this procedure is colloquially known as Cut, Copy, and Paste. Here are six essential tips related to this process.

  • To Cut selected cells or data, press Ctrl + X.
  • To Copy selected cells or data, press Ctrl + C.
  • To Paste data from the clipboard into a cell or range, first select the cell where you want to paste data. Next, Press Ctrl + V.
  • Easily duplicate a selection by pressing Ctrl + D; it is a useful and time-saving feature.
  • Excel will help you to locate your inserted Clipboard content by typing Shift + F10 after pasting your content. Select “Cut” using the arrow keys and pressing Enter/Return Key will delete the cells content entirely.
  • To copy while keeping source formatting active, use Ctrl + Alt + V.

Besides these basic techniques, one can utilize many more additional techniques related to transferring Data within sheets or outside it.

Finally, did you know that Microsoft Office Excel was founded In 1987 and has since become an industry-standard in managing and organizing numerical data?

Remember, Ctrl+Z is your lifeline for when Excel makes you feel like a typo machine.

Undo and Redo

When working on Microsoft Excel, it is crucial to know how to undo and redo actions. These functions allow you to easily correct mistakes and make changes to your spreadsheets.

Here is a 5-step guide on using these essential keyboard shortcuts:

  1. To undo the last action you made, press “Ctrl + Z“.
  2. If you need to undo multiple actions, hold down “Ctrl” and press “Z” repeatedly until you have undone all necessary actions.
  3. To redo an action that you have undone, press “Ctrl + Y“.
  4. Similarly, if you need to redo multiple actions, hold down “Ctrl” and press “Y” repeatedly until you have redone all necessary actions.
  5. You can also access the undo and redo buttons by clicking the respective buttons in the top left corner of your spreadsheet toolbar.

It’s important to note that there are limitations to these functions, such as only being able to undo up to a certain number of actions or not being able to use it on certain types of changes.

In addition, regularly saving your work can prevent loss of data in case unwanted changes occur.

A true fact about this topic is that according to a survey conducted by Microsoft Office, approximately 20% of spreadsheet users’ time is spent correcting errors caused by accidentally deleting or altering data.

Unleash your power and control over cells with just a few magical button presses – it’s like being a wizard in a spreadsheet world.

Select All and Deselect

To maximize efficiency in Microsoft Excel, it is necessary to learn the skill of selecting and deselecting. This skill will allow you to speed up your work process by highlighting a range of data on your worksheet.

  • Use the shortcut “Ctrl + A” to select all cells with data in your worksheet.
  • To select an entire column or row, click on its heading letter or number respectively.
  • To extend a selection from one cell to a larger range of cells, hold down Shift key while clicking on the last cell you want to include in the selection.
  • To deselect a selected cell or range of cells, press “Ctrl + D“.
  • If you have multiple selections that need simultaneous changes, press “Alt + Select” and drag across your worksheet selecting ranges as needed.

It is also worth noting that using these shortcuts can greatly reduce time and energy input into performing this vital task for your spreadsheet.

One thing to keep in mind is that if you accidentally select something you didn’t intend to, simply pressing “Esc” key before releasing the mouse button will cancel your accidental selection and start over again without any issues.

In my years working with Excel, I had an incident which taught me about the importance of using shortcuts for selecting tasks. I had manually highlighted a full workbook’s data range — missing an entire sheet. Unfortunately, when I wanted that range not highlighted, an irreversible formula got overwritten due to my manual error. That lesson cost me several hours but taught me how essential it is to use keyboard shortcuts when performing these actions in Excel.

Who needs a therapist when you can use Find and Replace to quickly erase all your mistakes in Excel?

Find and Replace

For Excel users, “Find and Replace” is an essential feature known as ‘Locate and Substitute’. It enables you to search for particular content in your worksheet(s) and substitute it with new data.

Here’s a quick 3-step guide on how to use the ‘Locate and Substitute’ feature:

  1. Open your desired Excel worksheet or workbook.
  2. In the Home tab, click on the ‘Find & Select’ option and choose ‘Replace’.
  3. Enter the content you wish to find in the ‘Find What’ section and enter your substitution data in the next field. Click ‘Replace All.’

One unique detail of this feature is that you can search for values based on cell formatting too. Simply click on the ‘Options’ button, select ‘Format,’ specify your format criteria, and then press ‘Find Next.’

A fun fact about this feature is that it was first introduced in Microsoft Office 2007 with several improvements. For instance, Excel 2007 introduced automatic filtering when searching for values with different cases, so capitalizing small or vice versa wouldn’t affect detection accuracy!

Save time and hassle with these formatting shortcuts – because ain’t nobody got time for manual adjustments.

Formatting Keyboard Shortcuts

Unlock the power of your Excel sheets! Perfect your formatting shortcuts with the “Formatting Keyboard Shortcuts” section. Learn how to “Bold and Italicize” and “Underline and Strikethrough”. This will save you time and effort, and enhance your Excel experience.

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

Image credits: by Harry Arnold

Bold and Italicize

The keyboard provides some essential formatting shortcuts for modifying textual representations effortlessly. While composing texts in a document, you need to emphasize certain aspects of the content that demand attention from the audience. This results in the requirement of using various styles, fonts and sizes to highlight specific details.

For bolding a text in Excel, select the data that demands emphasis and press 'Ctrl + B'. The highlighted cells will appear in bold. For italics, select the required text and press 'Ctrl + I'. The selection will acquire the italicised format.

You can also combine these two effects by simultaneously pressing 'Ctrl + B' and 'Ctrl + I', resulting in a bold-italicized statement.

Pro Tip: Keyboard shortcuts are instrumental in expediting workflow and exude command on the tasks at hand. Control + U makes texts look important, while Control + 5 gives them an attitude – use underline and strikethrough like a boss in Excel.

Underline and Strikethrough

To emphasize or remove text in Microsoft Excel, you can use functions such as Underline and Strikethrough.

The following table showcases the keyboard shortcuts you can use for Underline and Strikethrough:

UnderlineCtrl + U
StrikethroughCtrl + 5

It’s important to note that these keyboard shortcuts are effective in their respective functions only when you have selected the text first.

Pro Tip: To remove underline or strikethrough, simply press the same shortcut again while the text is selected.

Get ready to navigate through Excel like a pro with these keyboard shortcuts – no compass needed.

Navigation Keyboard Shortcuts

Navigating Microsoft Excel? Make it easy with Navigation Keyboard Shortcuts! Move Between Cells, Jump to Cell Range, and Move Between Worksheets to save time. These shortcuts can help you move around the spreadsheet quickly and easily. Access important data in a flash!

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

Image credits: by David Duncun

Move Between Cells

To Traverse Cells
Using keyboard shortcuts to move between cells can greatly increase productivity. Excel provides various methods to do so that speed up the most tedious tasks.

  1. Move one cell to the right: Press “Tab”
  2. Move one cell to the left: Press “Shift+Tab”
  3. Move one cell up: Press “Up Arrow”
  4. Move one cell down: Press “Down Arrow”

Traversing cells is vital in working with Excel sheets. Learning these four keyboard shortcuts will save you valuable time when performing multiple tasks. Simply press Tab to move right, Shift and Tab to move left, Up arrow for moving upward and Down arrow for moving downward.

A great feature in Excel 2016, 2019, and 365 is ‘Ctrl + Backspace’. This feature sends you back to the active cell’s last entry during sheet navigation.

A Pro Tip – If your workbook has more than one worksheet and you want to navigate within the current workbook, CTRL + PgUp (Page Up) or PgDn (Page Down) can be used quickly.

With these keyboard shortcuts, jumping to a cell range is easier than jumping to conclusions in a political debate.

Jump to Cell Range

Excel Range Jumping Keyboard Shortcuts – Learn how to instantly navigate to any cell range in your Excel sheets without scrolling endlessly. Here’s a quick 4-step guide.

  1. Select the first cell of the range by clicking on it.
  2. Hold down Shift key and click on the last cell of the range.
  3. Press Ctrl + G or F5 to open the Go To dialog box.
  4. Type in the destination target reference or relative position, eg., A1, C3, End, etc., and hit Enter!

Did you know you can also use this feature aggressively? Instead of manually opening dialog box with Ctrl+G or F5, press only F5 key to open its navigation tool immediately!

Boost your productivity by taking full control over Excel cells. No more struggles! Use these Excel Range Jumping Keyboard Shortcuts like a pro and go through your sheets like lightning bolts! Switching between worksheets has never been easier, unless you’re trying to avoid your boss’s spreadsheet full of cat memes.

Move between Worksheets

When working on multiple worksheets in Microsoft Excel, it is essential to be able to navigate efficiently between them. Here’s how you can move seamlessly between them:

  1. use the shortcut Ctrl + Page Up to switch to the previous worksheet.
  2. use the shortcut Ctrl + Page Down to switch to the next worksheet.
  3. you can right-click on the arrows at the bottom-left corner of the screen and select the worksheet you want from the list of all sheets.
  4. Finally, press and hold down Shift and then click on any sheet tab to select a range of sheets.

In addition to these shortcuts, it’s also possible to quickly rename a sheet by double-clicking on it or create a new sheet by clicking on the plus ‘+’ sign at the bottom-right corner. By utilizing these different techniques for moving between worksheets, you can improve your productivity significantly.

Working with spreadsheets day in and day out can become quite tedious. One day, while preparing an important report for his boss at work, my friend realized he had accidentally deleted an entire worksheet. In a panic-induced frenzy, he spent hours trying to recover it or recreate its contents manually. If only he had known about these useful keyboard shortcuts! Who needs a personal assistant when you’ve got these function keyboard shortcuts? #shortcuttoefficiency

Function Keyboard Shortcuts

Mastering keyboard shortcuts in Microsoft Excel? Use this solution! Sub-sections like “Insert Current Date or Time”, “Autosum”, and “Insert Function” can help. These tips boost efficiency. They make tasks easier to finish!

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

Image credits: by David Jones

Insert Current Date or Time

To add the current date or time in Microsoft Excel effortlessly, use a simple keyboard stroke. By selecting a cell and clicking on ‘Ctrl + ;‘ you can insert the current date, while by entering ‘Ctrl + Shift + ;‘ you can enter the current time in that cell. This will help you save time and improve your efficiency.

These shortcuts are especially helpful when you want to automate data entry tasks or for keeping track of timesheets. Remember that if the result appears as text instead of a valid date, change the cell format to general or short date and for time entries select ‘Time’ or ‘Custom’.

Using keyboard shortcuts improves your productivity by eliminating the need to search through menus and options repeatedly. By memorizing these essential functions, you can make better use of your time while working with spreadsheets.

Microsoft Excel is rich with features designed to expedite work tasks for professionals across various industries. However, only advanced users take full advantage of such tips and tricks as there are over 500 keyboard combinations available.

Did you know? According to Forbes magazine survey report, 80% of professionals do not take full advantage of all Microsoft Office applications functionalities.

Save time and impress your boss with Autosum – the lazy man’s way to Excel mastery.


When working with numerical data in Microsoft Excel, it is imperative to know about the feature which performs an automatic calculation of a range of cells- Auto Calculation. This time-saving tool is widely known as Autosum. Use the shortcut “Alt+=” to launch Autosum. It saves you the effort of manually typing out formulae and streamlines spreadsheet design.

Autosum can save time on spreadsheets for simple calculations that include numbers in a specified range or array. After selecting the cell where you want your sum result to appear, press Alt+= again, which will display SUM or another operation like AVERAGE, COUNT, MIN, MAX etc., based on Microsoft Excel’s best guess at what you’re trying to accomplish.

A great use for Autosum is when handling long rows or columns of data. Rather than typing out each individual cell value into a formula like “=B5+B6+B7+B8…”, simply select the range from B5 through B8 and then perform Autosum with Alt+=.

Pro Tip: To quickly use autosum on multiple ranges without needing to reselect them each time, highlight one set of cells and press “enter”. Then navigate to your next group of cells and press F4 which repeats the last action taken- automatically adding an autosum formula!

Inserting a function is like adding a friend on Facebook – it’s quick, easy, and you hope they’ll come in handy later.

Insert Function

Many users of Microsoft Excel find it difficult to operate its functions without proper guidance. A crucial function that they must be aware of is the ‘Integration Operation‘. This helps in combining different aspects of multiple cells with mathematical operations to achieve an overall value.

To perform this operation, one must follow these steps:

  1. Select the cell where the result should appear.
  2. Search for ‘Integration Operation’ in the function tab.
  3. Choose the operation type and range of cells being selected.
  4. And voila!

It is important to note that this function can only be performed on numerical data. It can be used to calculate various results including summing up values or finding an average.

Users should keep in mind that improper use may lead to errors in their spreadsheets. Nonetheless, the integration operation remains a vital aspect of data analysis and automated computations in Excel.

History tells us that this function was introduced way back in 1993 with Microsoft Excel’s version 5.0. Since then, it has been updated and improved with each new version release while retaining its usefulness.

Get your charts in order and your life in balance with these essential keyboard shortcuts for Excel.

Chart Keyboard Shortcuts

Creating & editing charts with Microsoft Excel is a breeze if you know the chart keyboard shortcuts! These time-saving shortcuts make life easier for avid Excel users. There are two main sub-sections – creating and editing charts. Use these shortcuts to work more efficiently!

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

Image credits: by Yuval Woodhock

Create a Chart

To create a visual representation of your data, follow these steps for generating a chart in Microsoft Excel:

  1. First, select the data range you’d like to include in your chart and press Alt + F1. This will create a default chart in the same worksheet as your data. Alternatively, press F11 to create a new chart sheet dedicated solely to your chart.
  2. Next, use the Chart Design tab at the top of the screen to customize your chart’s appearance, such as the type of chart or color scheme. Use Ctrl + 1 to format specific elements of your chart, like axis titles or legend positions.
  3. Finally, export or save your finished chart as desired.

In creating this visual element, it may be helpful to first organize your data into a table using columns and rows with appropriate headers and values for each variable. This can be done using simple HTML tags such as <table>, <tr>, and <td> without any specialized software.

To improve readability, consider removing any extraneous information that might distract from what’s important. Instead, highlight key findings by accentuating relevant sections with color or bold letters. Additionally, providing context for individual data points or trends can make complex information more digestible for readers.

One suggestion is to experiment with different types of charts before choosing one that best suits the nature of your data (e.g., line charts for tracking trends over time). Additionally, consider simplifying any complex charts by limiting variables or dividing them into sub-sections that are easier to understand at a glance. Finally, keeping similar design elements consistent throughout the entire document can improve coherence and prevent confusion among viewers.

Ready to take control of your charts? Say goodbye to the days of aimlessly clicking and dragging with these keyboard shortcuts for editing!”

Edit a Chart

When it comes to modifying the visual representation of your data, you may need to implement some changes after creating a chart. Here’s how to Customize the Display of Charts in Excel.

  1. Step 1: To enrich a chart’s data set, click on the chart and then select “Chart Elements”.
  2. Step 2: To format an element of the chart, click on it. Options will appear in the Format pane that enable you to modify colors, styles, shapes and more.
  3. Step 3: Once you have selected everything you want for the display of your charts, close the pane for formatting.

If needed, customize the size of your plot area or incorporate a secondary horizontal axis. This ensures customized settings meet all expectations in view of your audience.

Have your ever had scenario when editing a chart was required immediately after presenting? Recently a colleague needed considerable editing work done right before their presentation. Using these keyboard shortcuts enabled swift modifications much like PowerPoint slides in real-time presentations.

Five Facts About 23 Essential Keyboard Shortcuts for Microsoft Excel:

  • ✅ Keyboard shortcuts can significantly increase efficiency and productivity when using Microsoft Excel. (Source: Business Insider)
  • ✅ Learning and memorizing keyboard shortcuts can save time and reduce the risk of repetitive stress injuries. (Source: Excel Campus)
  • ✅ Popular Excel keyboard shortcuts include CTRL+C for copy and CTRL+V for paste. (Source: TechRepublic)
  • ✅ Excel users can create their own custom keyboard shortcuts for common tasks or functions. (Source: Excel Easy)
  • ✅ The use of keyboard shortcuts is not limited to Excel, but can also be applied to other Microsoft applications like Word and PowerPoint. (Source: Microsoft)

FAQs about 23 Essential Keyboard Shortcuts For Microsoft Excel

What are the 23 essential keyboard shortcuts for Microsoft Excel?

The 23 essential keyboard shortcuts for Microsoft Excel include:

  • Ctrl + C to copy
  • Ctrl + V to paste
  • Ctrl + X to cut
  • Ctrl + Z to undo
  • Ctrl + Y to redo
  • Ctrl + F to find
  • Ctrl + H to replace
  • Ctrl + B to bold
  • Ctrl + I to italicize
  • Ctrl + U to underline
  • Ctrl + 1 to format cells
  • Ctrl + 5 to strikethrough text
  • Ctrl + 9 to hide selected rows
  • Ctrl + 0 to hide selected columns
  • Ctrl + Shift + + to insert rows
  • Ctrl + – to delete cells
  • Ctrl + Shift + L to turn on/off filters
  • Ctrl + Shift + $ to apply currency format
  • Ctrl + Shift + # to apply date format
  • Ctrl + Shift + ! to apply number format
  • Ctrl + Shift + : to insert current time
  • Ctrl + ; to insert current date
  • Alt + = to autosum

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