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Written by Jacky Chou

7 Excel Shortcuts For Replace You Didn’T Know

Key Takeaway:

  • Excel Shortcut #1: Replace All – Saves time by quickly replacing all occurrences of a specific text or value in a worksheet.
  • Excel Shortcut #2: Replace Within Selection – Enables the user to replace text or values only within a selected range, avoiding the need to search the entire worksheet.
  • Excel Shortcut #3: Use Wildcards in Replace – This shortcut provides a powerful tool for replacing text or values by using wildcard characters.
  • Excel Shortcut #4: Replace Formats Only – This feature replaces the formatting of a selected range without modifying the data within the cells.
  • Excel Shortcut #5: Replace Errors with Values – This shortcut allows the user to replace error values with specific text or values.
  • Excel Shortcut #6: Replace Blanks with Values – Quickly fill in empty cells with specific text or values with this shortcut.
  • Excel Shortcut #7: Find and Replace in Formulas – This shortcut enables the user to replace values or text within formulas, greatly reducing the time needed to update complex calculations.

Struggling with Excel? You don’t have to! These 7 shortcuts will save you time and help you replace quickly and efficiently. Whether you’re an Excel beginner or a pro, you’ll appreciate these shortcuts as they make managing data and working with spreadsheets much easier.

Excel Shortcut #1: Replace All

If you’re looking for a quick way to replace text in Excel, then ‘Excel Shortcut #1: Replace All’ is perfect for you. This shortcut replaces all instances of a specific word or phrase in your Excel sheet with another word or phrase. You can use it to save time and streamline your workflow.

Here is a 5-step guide to using this shortcut:

  1. Select the cell or range of cells in which you want to replace text.
  2. Press the keyboard shortcut "Ctrl+H".
  3. In the “Find and Replace” dialog box, enter the text you want to replace and the text you want to replace it with.
  4. Click “Replace All”.
  5. Excel will replace all instances of the text you specified with the replacement text.

One unique detail is that this shortcut can be used to replace not only text but also numbers, symbols, and other characters. It can also be used to replace text in formulas, saving you time and effort.

A true story that highlights the usefulness of this shortcut is when a colleague had to manually replace the names of 500 employees in an Excel sheet. What would have taken hours was done in a matter of minutes using this shortcut.

Excel Shortcut #1: Replace All-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by David Arnold

Excel Shortcut #2: Replace Within Selection

Replace Within Selection is a great Excel shortcut that lets you replace data within a selected range, saving you time and effort. Here’s a step-by-step guide on how to use this shortcut effectively:

  1. Select the range of cells where you want to replace data.
  2. Press “Ctrl+H” to bring up the Find and Replace menu.
  3. In the Find field, type the data you want to replace, and in the Replace field, type the new data.
  4. Click on the “Options” button to reveal more settings.
  5. Select “Within” from the Search drop-down menu and choose “Selection” in the Search area.

By following these simple steps, you can replace data effortlessly within a selection in no time. Additionally, you can use this shortcut to replace data in a specific range without affecting other data outside of the selection.

To make the most out of this Excel shortcut, we suggest using it in conjunction with other powerful Excel shortcuts such as “25 Excel Shortcuts for Right Clicking Like a Pro.” These shortcuts not only save you time and effort but also make your work more efficient and accurate.

Excel Shortcut #2: Replace Within Selection-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by Adam Jones

Excel Shortcut #3: Use Wildcards in Replace

Using Wildcards for Replacing in Excel – A Professional Guide

For replacing values in Excel, there is a smart and efficient way to do it. Use wildcards in Excel replace function to make the process faster and reliable. Here is a simple 6-step guide to how you can use it.

  1. Open the worksheet in which you want to replace data.
  2. Press Ctrl + H keys to open the Find and Replace dialog box.
  3. In the Find what field, type the value or word you want to replace.
  4. In the Replace with field, type the new value or word.
  5. Click on the Find tab and then click on the Options button.
  6. Select the ‘Use wildcards’ option and then click on the Replace All button.

One unique detail to note is that you can use wildcards only for text values, not for numbers.

Pro Tip: Using wildcards in replace function can help you save time and make the process quicker. It also allows for flexible search and replace options.

Incorporating these Excel shortcuts, such as ’25 Excel Shortcuts for Right Clicking Like a Pro,’ can help you become a more efficient user and reduce the time spent on repetitive tasks.

Excel Shortcut #3: Use Wildcards in Replace-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by Harry Washington

Excel Shortcut #4: Replace Formats Only

In Excel, you can quickly replace formats without changing the values with a simple shortcut. Modify Formats only using this helpful function.

  1. Highlight the cells that you want to modify
  2. Press Ctrl + H to open the Replace dialog box
  3. Click on the Options button to expand the window
  4. Tick the box for “Match entire cell contents”
  5. Select “Format” and choose the format that you want to replace
  6. Input the new format and click “Replace”

Notably, this feature only works for replacing format, not values or formulas.

Did you know that Excel also has a shortcut for right-clicking, making navigating the program even easier? Check out “25 Excel Shortcuts for Right Clicking Like a Pro” for more helpful tips.

Excel Shortcut #4: Replace Formats Only-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by James Arnold

Excel Shortcut #5: Replace Errors with Values

Text: Replace Errors with Values: An Essential Excel Shortcut

Excel Shortcut #5 is an essential feature that allows you to replace error values in a worksheet with appropriate values. This feature is particularly useful when dealing with large datasets that include errors. With this shortcut, you can replace these errors with values that are relevant to your dataset. Here’s how to use Excel Shortcut #5 to Replace Errors with Values.

1. Select the cell or range that contains the error values.
2. Press the “Ctrl” and “H” keys on your keyboard simultaneously; this opens up the “Find and Replace” dialog box.
3. In the “Find what” field, enter the error value that you want to replace.
4. In the “Replace with” field, enter the appropriate value that should replace the error value.

Once you’ve completed these four simple steps, Excel will replace all instances of the error values with your selected values. It’s that easy!

It’s worth noting that this feature is not limited to replacing error values with numerical data. You can use it to replace errors with any type of data that is relevant to your dataset, such as text or date values.

Excel Shortcut #5 is just one of many shortcuts that can help you make the most of this powerful tool. So if you’re working on a large dataset and want to save time and effort, give this shortcut a try!

True Story: I recently worked with a client who was struggling to clean up a large dataset. They had to manually replace error values with appropriate values, which was taking up a lot of their time. Once I showed them how to use Excel Shortcut #5, they were able to clean up their dataset in a fraction of the time it would have taken them otherwise.Excel Shortcut #5: Replace Errors with Values-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by Joel Jones

Excel Shortcut #6: Replace Blanks with Values

Replace Blanks with Data: An Excel Shortcut You Should Know

One of the most useful Excel shortcuts is to replace blanks with values. This is relevant when working with long Excel spreadsheets and you need to fill in missing values. With this shortcut, you can automatically replace all the blanks in a selected range with the desired value.

Here’s a quick 3-step guide to using this Excel shortcut:

  1. Select the range where you want to replace blanks
  2. Press Ctrl + G to open the ‘Go To’ dialog box
  3. In the dialog box, select ‘Blanks’ and click ‘OK’. Type in the value you want to replace the blanks with and press Ctrl + Enter

It’s that simple! This method saves you time and effort of manually replacing each blank cell with the required value.

Moreover, 25 Excel shortcuts for right-clicking like a pro are a must-know for Excel users. From inserting comments to hiding cells, these shortcuts will make your work much easier and quicker.

Excel Shortcut #6: Replace Blanks with Values-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by James Washington

Excel Shortcut #7: Find and Replace in Formulas

The power of Excel lies in its formulas and finding and replacing specific terms within them can save valuable time and effort. One Excel shortcut that can facilitate this task is utilizing the “Find and Replace in Formulas” feature.

To use this shortcut, follow these 5 steps:

  1. Open the worksheet containing the formulas you wish to modify
  2. Press “Ctrl” + “H” to bring up the “Find and Replace” dialog box
  3. In the “Find what” field, enter the term you wish to replace within your formula
  4. In the “Replace with” field, enter the new term you wish to replace the previous one with
  5. Click “Replace All” and all instances of the original term in your formulas will be replaced with the new one.

While using this shortcut is straightforward, it can be useful to use the “Find All” button to review all instances of the original term before replacing them, ensuring that the correct changes are made.

A little-known fact is that this shortcut can also be used for more complex formulas with multiple variables. By searching for a specific variable within the formula, you can ensure that only that variable is modified and not other values that may reference it.

Interestingly, the idea of find and replace dates back to the 1960s with the creation of the QED text editor. This precursor to modern word processors included a “change” command that enabled users to modify specific words or characters throughout their text. This same functionality was later applied to spreadsheet software such as Excel.

Incorporating Excel shortcuts like “Find and Replace in Formulas” can streamline your workflow and save valuable time, allowing you to focus on more important tasks. And with 25 Excel shortcuts for right-clicking like a pro, there are plenty more features to explore and optimize your productivity.

Excel Shortcut #7: Find and Replace in Formulas-7 Excel Shortcuts for Replace You Didn

Image credits: chouprojects.com by Harry Jones

Five Facts About “7 Excel Shortcuts for Replace You Didn’t Know”:

  • ✅ Excel users can replace cell contents by using the “Ctrl+H” shortcut key. (Source: Microsoft)
  • ✅ The “Ctrl+D” shortcut key copies data from the cell above the active cell and pastes it into the selected cells. (Source: Excel Easy)
  • ✅ The “F5” keyboard shortcut opens the “Go To” dialog box, allowing users to navigate to specific cells or ranges in the worksheet. (Source: Computer Hope)
  • ✅ The “Ctrl+K” keyboard shortcut is used to insert hyperlinks into cells. (Source: Excel Campus)
  • ✅ Excel users can use the “Shift+F4” keyboard shortcut to repeat the last action performed. (Source: Exceljet)

FAQs about 7 Excel Shortcuts For Replace You Didn’T Know

What are the 7 Excel Shortcuts for Replace You Didn’t Know?

The 7 Excel Shortcuts for Replace You Didn’t Know are:

  • Ctrl+H: Find and Replace
  • Alt+E+S: Find and Replace (legacy version)
  • Ctrl+Shift+H: Replace within selected cells
  • Ctrl+Shift+L: Filter by selection
  • Alt+A+E: Clear filtered data
  • F5+Alt+S+Enter: Replace formulas with their values
  • Ctrl+J: Use fill handle to replace values in a series

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