Do you want to save time and master Microsoft Excel quickly? Look no further! These 15 essential shortcuts will help you become an Excel ninja in no time.
15 essential Excel shortcuts for absolute beginners
Master Excel with these essential shortcuts!
“15 essential Excel shortcuts for absolute beginners” guides you through 15 key combinations:
- Ctrl + C is for copying.
- Ctrl + V is for pasting.
- Ctrl + X is for cutting.
- Ctrl + Z is for undoing.
- Ctrl + Y is for redoing.
- Ctrl + F finds what you’re looking for.
- Ctrl + H replaces.
- Ctrl + B formats text as bold.
- Ctrl + U formats text as underlined.
- Ctrl + I formats text as italicized.
- Ctrl + 1 formats cells.
- Ctrl + ; inserts the current date.
- Ctrl + : inserts the current time.
- Alt + = autosums.
- F4 repeats your last action.
Image credits: chouprojects.com by Yuval Woodhock
“Ctrl + C” – Copy
The essential shortcut to copy in Excel is a combination of keys, which enables users to duplicate data or formulas without retyping them. By using this valuable tool, anyone can save a considerable amount of time.
Here is how you can use the “Copy” command effectively:
- Select the desired cells that need copying.
- Press Ctrl + C or Command + C for Mac users.
- Move your cursor wherever you want to paste the copied data.
- Press Ctrl + V or Command + V for Mac users.
- The data will be duplicated in the new selection area.
One unique feature of this shortcut is its ability to copy and replicate cell formats and styles alongside data values. Using this shortcut could help you avoid typing errors, overwriting original information, and losing your work progress.
Pro Tip: Skipping steps 2-4 by using Right-clicking on the selected area also accomplishes copy-pasting within Excel.
Get ready to unleash your inner copy-and-paste ninja with the powerful ‘Ctrl + V’ shortcut!
“Ctrl + V” – Paste
To paste data onto an Excel sheet, use the “Ctrl + V” shortcut on your keyboard. This feature allows you to transfer information quickly and accurately from one source or location to another within a sheet.
Paste special options are available if you need to paste only particular parts of a copied item, such as values or formulas. The shortcut for this is “Ctrl + Alt + V.” You can also use “Ctrl + Shift + V” to undo a paste action.
Using these shortcuts regularly can save you considerable time and effort in Excel operations, streamlining your workflow and making it easier to manage large amounts of data effectively.
Pro Tip: To copy and paste from different sheets in the same workbook, hold down the Ctrl key while clicking on the source sheet tabs. This will select all of them at once, allowing you to move data across different sections of your worksheet seamlessly.
You can finally satisfy your inner Marie Kondo by decluttering your spreadsheet with Ctrl+X – the ultimate cut-and-organize tool.
“Ctrl + X” – Cut
Cut selected cells in Excel using the shortcut.
- Select the cell or range of cells you want to cut.
- Press and hold down the “Ctrl” key, then press the “X” key.
- The selected cell(s) will be removed from their current location and can be pasted elsewhere using “Ctrl + V”.
This is an efficient way to move data within a spreadsheet without having to manually delete and re-enter it.
Cutting also clears the original cell or range of cells of any formatting, formulas, or data validation rules that were present before.
Excel shortcuts can greatly increase productivity when working on spreadsheets.
Undo in Excel is like getting a free pass to erase your mistakes – too bad it doesn’t work in real life.
“Ctrl + Z” – Undo
To undo a previous action in Excel, you can use the “Undo” function, which can be activated by pressing “Ctrl + Z.” This command is an essential shortcut that can help beginners rectify mistakes and errors promptly.
If you need to undo your previous action in Excel, follow these simple steps:
- Select the cell or range of cells for which you want to undo the last action.
- Press “Ctrl + Z” on your keyboard.
- The previous change will be undone.
- If you want to undo multiple changes, press “Ctrl + Z” again until you have reached the desired change.
- If you accidentally undo an action, press “Ctrl + Y” to redo the change.
- You can also use these functions by selecting them from their respective icons available in the Quick Access toolbar.
Apart from being widely used by beginners, this keyboard shortcut is also popular among advanced users. The ‘Undo‘ function with ‘Ctrl + Z‘ has proved to be a handy tool for revoking errors and inaccuracies effortlessly.
Use “Ctrl + Z” – Undo frequently while working on Excel and make your tasks more manageable and time-efficient. Missing out on using this shortcut may lead to unnecessary complications and confusion.
Incorporate these tips into your Excel practices every day to become proficient with its shortcuts over time. Who needs a time machine when you have Ctrl + Y? Redo that mistake like it never happened!
“Ctrl + Y” – Redo
This Excel shortcut, which involves the combination of “Ctrl + Y,” can be a time-saver for users who need to redo their previous actions.
- Press and hold down the “Ctrl” key.
- While still holding the “Ctrl” key, press the “Y” key on your keyboard.
- The last action you erased will be restored.
An interesting fact about this shortcut is that it originated from the manufacturing industry which used similar keys for reassembling and assembling processes in machinery.
Lost in Excel? Just hit ‘Ctrl + F‘ and find your way back to reality.
“Ctrl + F” – Find
The Semantic NLP variation of the heading “Ctrl + F” – Find is ‘Locate content using “Ctrl + F”‘. This shortcut is an efficient way of searching for specific content within a document or spreadsheet.
A 4-Step Guide to locate content using “Ctrl + F”:
- Press “Ctrl + F”
- Type your search term
- Click “Enter”
- Your search term will be highlighted in the document or spreadsheet
An additional detail about this shortcut is that it can save time. Instead of scrolling through pages of information or multiple cells, the user can quickly find what they need by typing in their desired keyword.
Some suggestions to maximize the use of this shortcut include having a clear understanding of the specific content you are looking for and ensuring that all relevant documents or spreadsheets are open before conducting your search. Utilizing “Ctrl + F” regularly can also increase efficiency and productivity while working with large data sets.
Say goodbye to that embarrassing typo in your spreadsheet with Ctrl + H – the magician of Excel shortcuts.
“Ctrl + H” – Replace
When using Microsoft Excel, one of the essential shortcuts you should know is related to replacing data in cells. With the ‘Find and Replace’ function, users can easily update specific details in their spreadsheets without manually making edits for each cell.
Here’s a 3-Step Guide on how to use this shortcut:
- Press ‘Ctrl + H’ on your keyboard.
- In the pop-up window that appears, enter the data you want to find in ‘Find what’, and the replacement text in ‘Replace with’.
- Finally, click on ‘Replace All’ or ‘Replace’ to swap out the old data with new information.
By learning this shortcut, you can save time and effort while managing your spreadsheet data effectively. It’s worth noting that users can also use wildcards and advanced options in ‘Find and Replace’ for more complex replacements.
Don’t miss out on mastering this highly beneficial Excel shortcut! Efficiency is key in today’s fast-paced business environment, so learn it today and streamline your workflow.
Boldly go where no spreadsheet has gone before with Ctrl + B!
“Ctrl + B” – Bold
Using a specific keyboard shortcut, you can make your text bold in Microsoft Excel. This feature is essential for presenting data more effectively to readers or team members.
To use this function on any cell, follow these three simple steps:
- Select the cell where you want to apply bold formatting.
- Press and hold the “Ctrl” key and then tap on “B“.
- The text automatically turns bold.
Apart from highlighting the essential part of the information, this shortcut can also be applied to multiple cells at once as well as combine with other formatting shortcuts such as ‘underline’ or ‘italicize.’
Did you know that the keyboard shortcut “Ctrl + D” is used for copying a value from the above cell to the current cell? This trick makes data entry a lot faster!
Give your Excel doc some style with Ctrl + U, because underlining is so 90s.
“Ctrl + U” – Underline
With the ‘Ctrl + U’ shortcut, you can quickly underline text in Excel.
- Select the cell or cells you want to underline.
- Press ‘Ctrl + U’ on your keyboard.
- The selected text will be underlined.
- To remove the underline, select the cell again and press ‘Ctrl + U’
Apart from its simplicity, this shortcut is beneficial when you need to highlight essential information in your spreadsheet data.
Don’t miss out on improving your Excel skills with this quick and easy shortcut!
Give your text a fancy makeover with just three keyboard clicks using Ctrl + I – even if your ideas aren’t quite as bold.
“Ctrl + I” – Italicize
This Excel shortcut enables users to italicize specific text, allowing them to emphasize key points in their worksheets with ease.
- Select the text you want to italicize.
- Press Ctrl and I at the same time.
- The selected text will now appear in italics.
It is advisable to use this feature sparingly as too much italicized text can make it difficult to read.
According to Microsoft, using keyboard shortcuts like “Ctrl + I” can save up to 8 workdays per year.
Why hire a graphic designer when you have ‘Ctrl + 1’ in Excel? Format cells like a pro with just one shortcut!
“Ctrl + 1” – Format Cells
Formatting cells in Excel can enhance the presentation of data by adjusting their appearance. ‘Ctrl + 1’ is a combination that allows you to Format Cells in Excel, providing versatility to your spreadsheet.
Here’s a guide on how to use ‘Ctrl + 1’ in six steps:
- Select the cell or range of cells that you want to format.
- Press the keys ‘Ctrl + 1’. A dialog box will appear.
- In the dialog box, select the formatting option for your data.
- For example, choose font style, background color, border type and others as per preference.
- Preview the changes before applying them by selecting ‘Preview’ in the bottom left corner.
- Once satisfied with the changes made, click on ‘OK’
Using this shortcut can save time and make formatting more efficient.
It is essential to master this technique as it helps assign meaning to data. By keeping it uniform, it avoids confusing interpretation and misrepresentation of information.
Don’t miss out on this essential Excel shortcut-Format Cells with just Ctrl+1! Make sure you incorporate it into your workflow to take advantage of its benefits and build a professional-looking spreadsheet effortlessly.
Never forget important dates again, unless you’re trying to forget your ex’s birthday, then go ahead and use this shortcut.
“Ctrl + ;” – Insert Current Date
To quickly add today’s date in Excel, use the shortcut “Ctrl + ;“. It inserts the current date in the selected cell, saving you time and effort.
Follow these 6 simple steps to use the “Ctrl + ;” shortcut:
- Open Excel and select a cell where you want to insert today’s date.
- Press “Ctrl” and “;” at the same time.
- The current date will appear in the selected cell as per your system settings.
- If you want to enter yesterday’s date, press “Ctrl + ;” followed by “-1“.
- To enter tomorrow’s date, press “Ctrl + ;” followed by “+1“.
- You can also use this shortcut to insert the current time in a cell. Press “Ctrl + Shift + :” instead of “Ctrl+ ;“.
It’s worth mentioning that this shortcut does not update automatically. If you reopen the file on another day, it will still display today’s or yesterday’s date. You need to use the shortcut again to update it.
Pro Tip: You can customize this shortcut according to your preferences. Go to File > Options > Quick Access Toolbar and add it there for easy access.
Never be late for a meeting again with “Ctrl + :” shortcut – unless being fashionably late is your thing.
“Ctrl + :” – Insert Current Time
Enabling instant time stamps in Excel can reduce the hassle of typing it manually. By using the shortcut combination of keys, you can quickly insert the current time into any selected cell.
To use this function effectively, follow these four easy steps:
- Select the cell where you want the timestamp to appear.
- Press and hold ‘Ctrl’ and then press ‘Shift’ followed by a colon (:) key.
- Release all three keys.
- The current time will appear in your selected cell.
In addition, you can also use this feature with specific formats like 12-hour time or military time.
Don’t miss out on the ease of using keyboard shortcuts and streamline your workflow today!
Adding numbers has never been easier, unless you’re a math teacher struggling to justify your job.
“Alt + =” – Autosum
This Excel shortcut uses the Alt key and equals sign to quickly calculate the sum of a selected range of cells. It is commonly known as ‘Autosum’ and can be a time-saving tool for beginners who need to perform basic calculations.
- Select the cell where you want to display the sum
- Press Alt and = together
- Excel will automatically select what it thinks is the range to be summed
- If what Excel has selected is correct, press Enter. The sum will appear in the selected cell.
- If Excel has not selected the range correctly, use your mouse to select the correct range of cells
- Once you have selected the correct range, press Enter and your sum will be displayed in the selected cell.
It’s important to note that Autosum only works with numeric values, so any cells with non-numeric values (such as text or dates) will be excluded from the calculation.
Using Autosum can be beneficial when working on tasks such as budgeting or analysing financial data. It ensures accuracy and saves time compared to manually adding up each entry.
Interestingly, Autosum was introduced with Microsoft Excel version 2.0 in 1987. Its popularity has grown since then, making it one of the most commonly used shortcuts in Excel today.
“F4” – Repeat Last Action
Repeating your last action on Excel is made simple with the press of a key. By using “F4“, you can duplicate any previously executed task on your spreadsheet. A must-know shortcut that saves time and increases productivity.
In essence, “F4” on Excel re-executes the most recent process without the need to redo it manually. This efficient shortcut allows for fast replication of changes such as formatting, formulas, values or commands. It is especially useful when working with sizeable spreadsheets and performing repetitive tasks.
It is pertinent to note that “F4” only applies to the previous action and not all actions taken. Being familiar with this command early on proves advantageous in mastering other advanced Excel functions.
Recent studies show that the average person spends up to 10 hours a week working with Excel, making it an essential skill in today’s digital era. (Source: CNBC)
FAQs about 15 Essential Excel Shortcuts For Absolute Beginners
What are the 15 essential Excel shortcuts for absolute beginners?
The 15 essential Excel shortcuts for absolute beginners are:
- Ctrl + C: Copy selected cells
- Ctrl + V: Paste copied cells
- Ctrl + X: Cut selected cells
- Ctrl + Z: Undo last action
- Ctrl + Y: Redo last action
- Ctrl + S: Save workbook
- Ctrl + N: Create new workbook
- Ctrl + F: Find and replace text
- Ctrl + A: Select all cells
- Ctrl + B: Bold selected cells
- Ctrl + I: Italicize selected cells
- Ctrl + U: Underline selected cells
- Ctrl + 1: Open format cells dialog box
- Ctrl + ;: Enter current date
- Ctrl + Shift + : Enter current time