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Written by Jacky Chou

20 Excel Shortcuts For The Busy Professional

Key takeaway:

  • Navigation shortcuts in Excel can save time by quickly moving between cells and sheets. Use “Ctrl+G” to go to a specific cell and “Ctrl+PageUp/PageDown” to switch between sheets.
  • Formatting shortcuts can help maintain a consistent and professional look for your data. Use “Ctrl+Shift+7” to quickly apply borders and “F4” to repeat your last action.
  • Formula shortcuts can simplify the process of creating and editing formulas. Use “Alt+=” to quickly insert a SUM function and “Ctrl+;” to insert today’s date.
  • Editing shortcuts like “Cut/Copy/Paste” and “Undo/Redo” can save time and improve accuracy when making changes to your data.
  • Miscellaneous shortcuts like “Ctrl+9/Ctrl+0” for hiding/showing rows or “Ctrl+Mouse Wheel” for zooming in/out can also be useful for quickly customizing your view of the worksheet.

Are you a busy professional struggling to save time using Excel? This article will provide you with 20 powerful shortcuts to help you work faster and smarter! Time to make Excel your best ally.

20 Excel Shortcuts for the Busy Professional

Busy professionals need to know Excel shortcuts for speedy work. Here’s a list of 20! We’ll explain each in detail. Navigating, formatting, formulas, editing, and miscellaneous shortcuts – all included!

20 Excel Shortcuts for the Busy Professional-20 Excel Shortcuts for the Busy Professional,

Image credits: by James Arnold

Navigation shortcuts

Efficiently maneuvering around spreadsheets can save valuable time for busy professionals. Here are some useful shortcuts to navigate through Excel effortlessly and streamline your work.

Moving within the workbook can be done quickly with the use of ‘Jump To’ shortcuts. These allow quick jumps to a designated cell, range, row, or column by using specific key combinations. Use ‘Ctrl+G’ for go-to options.

Save extra clicks by using arrow keys instead of a mouse. This action moves the cursor up, down, left or right in cells at a faster pace than using a mouse.

To locate data faster, use ‘Ctrl+F’ keys which initiate search functions and highlight the targeted data within seconds.

Customize ribbon tabs keyboard shortcuts for quick navigating between sheets.

Using these simple navigation shortcuts will help speed up productivity and content delivery while saving your time and effort efficiently! Go to cell like a boss with these shortcuts, or just keep scrolling mindlessly and pretend like you’re being productive.

Go to cell

Locate Important Cells Quickly with Excel’s Handy Shortcut Keys

Excel’s built-in shortcuts can improve speed and efficiency while working with complex datasets. Use the “Jump to Cell” feature to easily navigate between cell ranges, columns, or rows.

By pressing a specific key combination ('Ctrl' + 'G'), you open the “Go To” dialog box and enter the cells’ address you want to go directly. This shortcut saves time searching for specific data points.

To swiftly move across worksheets, use Ctrl+Page Up/Page Down to navigate between sheets in either direction without using a mouse.

Make sure you know relevant keyboard shortcuts like Ctrl+Enter and Ctrl+C/V/X (copy, paste, cut) on your fingertips as they reduce laborious input work on repetitive actions.

These navigation shortcuts allow professionals to remain efficient when managing vast datasets by navigating faster while leaving the mouse alone. Moving between sheets in Excel is like flipping through TV channels – why settle for one when there’s so many to choose from?

Move between sheets

Moving between sheets in Excel is an essential task for professionals. To switch between different sheets, you can use a shortcut that saves time and effort.

Here’s a 6-step guide to moving between sheets in Excel:

  1. Press Ctrl + Page Up: To move left among the sheet tabs.
  2. Press Ctrl + Page Down: To move right among the sheet tabs.
  3. Press Ctrl + Shift + Left Arrow: To select or highlight all the data in a row to the left of the active cell.
  4. Press Ctrl + Shift + Right Arrow:To select or highlight all the data in a row to the right of the active cell.
  5. Use Ctrl+F6: This shortcut key enables us to switch between workbooks, which is useful when dealing with multiple documents at the same time.
  6. Use Shift+F11: If you want to create a new worksheet quickly without using mouse and manual methods, this keyboard shortcut will come in handy.

Another way of moving from one sheet tab to another is by double-clicking on them directly. It opens up your selected tab.

If you’re frequently working on numerous spreadsheets, it’s important to be aware of how best fits your workflow productivity.

Using these tricks can help you significantly reduce time spent on mundane tasks so you can focus on more critical activities like solving complex queries or analyzing market trends.

Formatting shortcuts: because ain’t nobody got time to manually format cells and fonts like a caveman.

Formatting shortcuts

Efficient Methods to Format Excel Data

Formatting is a crucial aspect of presenting data in Microsoft Excel. Using formatting shortcuts can help you save time and focus more on analysis. By utilizing simple techniques like:

  • Conditional formatting
  • Auto-fill
  • Data validation
  • Custom number formats, one can efficiently format large amounts of data in no time.

Apart from these, there are other useful shortcuts like removing duplicates, aligning cells, merging cells, and using borders and shading. Mastering all of them may seem daunting at first but can make your work much easier.

Remember that formatting your data correctly is essential to convey the intended information accurately. Do not miss out on optimizing your workflow by learning Excel’s formatting shortcuts. Start by taking out some time to explore them and gradually begin incorporating them into your work habits for better results! Give your spreadsheet a little love with some quick border action, because a little bit of framing can go a long way in impressing your boss.

Quickly apply borders

Easily apply attractive boundaries to your Excel sheets with a few clicks.

  1. select the cells or range of cells you wish to create borders for.
  2. Next, navigate to the “Home” tab in the top ribbon.
  3. Finally, click on the “Border” button and choose from various design options such as outline, thick lines, and double lines.

Apart from default borders, users can also customize line color and thickness to personalize their spreadsheets.

This nifty feature in Excel is perfect for creating reports, tables, or presentations with clean visual appeal.

Did you know? In 1985, Microsoft developed Excel as a successor to Lotus 1-2-3. Excel quickly rose in popularity due to its intuitive interface and functionality for complex calculations and data analysis tasks.

Excel’s version of déjà vu: Repeat last action, save time, and hope nobody notices you’ve been using the same shortcut for the past hour.

Repeat last action

This shortcut helps busy professionals to save time by repeating their last action without having to go through the process again manually. Here are three points explaining this feature –

  1. Users can simply press Ctrl + Y on Windows or Command + Y on Mac to replicate their most recent operation.
  2. It works for a wide range of previous activities, including text formatting, cell manipulation and formula adjustments.
  3. Repeat Last Action is especially useful when working with large spreadsheets that require frequent changes.

Notably, this feature can also be initiated by clicking the corresponding button in the Quick Access Toolbar.

To optimize your Excel workflow and avoid missing out valuable time-saving techniques like Repeat Last Action, make sure you familiarize yourself with as many shortcuts as possible.

Crunch those numbers like a boss with these formula shortcuts – because let’s face it, nobody has time for manual calculations.

Formula shortcuts

Optimizing Excel Formula Efficiency

Formula shortcuts in Excel enable the user to create and modify formulas with ease, significantly saving time. With this feature, a task that could have taken hours to accomplish can now be done in just a few seconds. Here are some commonly used formula shortcuts:

  • Jumping Between Cells or Ranges – Ctrl + Arrow Keys
  • Select an Entire Column – Ctrl+ Space
  • Update Values & Formulas Instantly – F9 key
  • In-Cell Editing – F2 key

Make optimal use of the software, freeing up more time for other areas by increasing proficiency using formula shortcuts in MS Excel.

In addition to those above, there is much more one can achieve with this Office Suite program thus better productivity!

Did you know the first version of Microsoft Excel was launched way back in 1985? Since then, it has come a long way with numerous updates and improvements!

Time to add some numbers up, because Excel’s SUM function is your new best friend (unless you’re really bad at math).

Insert SUM function

To calculate the sum of values in your Excel spreadsheet, use the ‘Add Up’ function.

  1. Open the sheet where you want to insert SUM Function.
  2. Select the cell where you want to display the total sum.
  3. Type in ‘=SUM(‘
  4. Select the range of cells that you would like to add up and close parentheses.

Additional functionalities for ‘Insert SUM function’ include changing cell ranges or including multiple ranges by connecting them with commas.

Excel’s ‘Insert SUM function’ simplifies calculations of numerical data for various purposes such as budgeting or invoicing.

A finance manager at a startup used ‘Insert SUM function’ while creating customer invoices for her team. Initially, she was creating totals manually and wasting hours each week until her colleague suggested using Excel’s built-in formula shortcut.

Inserting today’s date in Excel is basically like time-traveling, except you can only go forward and it’s not as fun as it sounds.

Insert today’s date

For the efficient professional, knowing how to input today’s date in Excel is a must. Simply key in the shortcut “Ctrl + ;” and save time trying to figure out today’s date manually.

This shortcut is perfect for individuals such as finance professionals, students or administrative assistants who don’t have time to waste copying and pasting periods or spending several minutes searching for today’s date. By using this shortcut, you can easily keep track of deadlines, record-keeping information, and impromptu organizing on spreadsheets.

It’s important not just to know the shortcuts but also when and where to use them. Make sure you choose a cell that would benefit from having the current date added.

Remember how important it is to increase your productivity by mastering these skills! Don’t miss out on valuable efficiency gains by continuing with your old ways of working. Try using “Ctrl + ;” today!

Cut, paste, and correct your mistakes in a flash with these editing shortcuts – because who has time to manually fix every typo?

Editing shortcuts

When it comes to revising and modifying your Excel spreadsheets, you may find yourself performing the same editing tasks repeatedly. Here are some productivity-enhancing tricks that will save you time and keep your spreadsheets looking polished.

  1. Find: Use keyboard shortcut Ctrl + F to rapidly locate specific text or values within a sheet.
  2. Replace: Fast-track your editing process with the keyboard combination Ctrl + H to substitute numbered values or words in one convenient shortcut.
  3. Insert: Pressing Ctrl + Shift instead of selecting rows or columns of data manually can quickly insert multiple cells at once.
  4. Delete: Stop clicking through tabs and press Alt + H then D and R together to instantly remove selected rows from your spreadsheet.

To further improve editing efficiency, try using the mouse scroll wheel as a rapid navigation aid by pressing Ctrl while rotating it up or down.

If you’re working with sensitive information, be sure to use formula auditing by tapping on Ctrl + [, which sends you back to the previously edited cell for review.

An interesting fact about Editing Shortcut is that they were first introduced in 1985 when Microsoft launched Excel for Windows, allowing users to control their spreadsheets more efficiently.

Save time, energy, and your sanity by mastering Excel’s cut, copy, and paste shortcuts. Your colleagues will thank you, and your coffee breaks will be extra sweet.

Cut, copy, and paste

When working with data, it’s important to be able to manipulate it quickly and efficiently. One way professionals achieve this is through the use of editing shortcuts. These shortcuts can streamline the process of making changes to data.

Here is a 3-step guide on how to efficiently use semantic NLP variations of ‘Cut, copy, and paste’:

  1. To cut: select the cells or text you want to delete and press 'Ctrl+X'.
  2. To copy: select the cells or text you want to duplicate and press 'Ctrl+C'.
  3. To paste: place your cursor where you want the new text or data to appear and press 'Ctrl+V'.

One overlooked detail is that these shortcuts not only work within Excel but also in many other computer programs. This means that mastering them can greatly improve productivity across various platforms.

Interestingly, “cut, copy, and paste” are all functions that were first introduced in the earliest graphical user interfaces for personal computers in the 1980s. They were intended as an alternative to the traditional methods of file manipulation, which could be slow and tedious. The three main editing functions have remained a staple of computer usage ever since.

If only undoing my life’s mistakes was as easy as using the undo function in Excel.

Undo and redo actions

When performing complex tasks on Excel, mistakes happen. It is crucial to know how to deal with them effectively. To reverse an action or redo one, we have a highly useful feature known as “Action Reversal and Refurbishment” that can save us a lot of time and frustration.

Here’s a 4-Step Guide for using the Undo and Redo actions in Excel:

  1. To Undo an Action: Press Ctrl+Z or the Alt key when clicking the Edit menu; alternatively, click on the undo button found next to the drop-down arrow in the Quick Access Toolbar.
  2. To Reverse several Actions: Open Undo History by pressing Ctrl+Alt+Z.
  3. To Redo an undone Action: Press Ctrl+Shift+ Z or press Alt key while clicking on Redo from Edit Menu; alternatively, click on ‘Redo’ from Quick Access Toolbar after pressing control+z once
  4. To Repeat any Action: Open ‘Repeat Actions’ by pressing Ctrl +Y; it will repeatedly perform that action as many times you want.

Excel has more than just basic shortcut commands to help you work smoothly. There are also powerful formulae and functions that can aid you in data sorting and manipulation.

Pro tip – Use these shortcut tools liberally to improve your productivity!
Excel may not help you find love or happiness, but these miscellaneous shortcuts can at least help you fake productivity.

Miscellaneous shortcuts

This section encompasses a range of unclassified shortcuts that can come handy while using Excel. Check out the following list:

  • Ctrl + ` – Displaying formulas in cells instead of their computed results
  • Shift + Space – Select an entire row
  • Ctrl + Space – Select an entire column
  • Alt + H, O, I – Autofit column widths
  • Ctrl + Shift + $ – Apply currency formatting to cell entries
  • Alt + Enter – Insert a line break within a cell entry

You may also consider customizing ribbon shortcuts for increased efficiency and convenience. With these miscellaneous shortcuts, streamlining everyday Excel tasks is easier than ever.

In addition to the commonly known keyboard shortcuts, there are several hidden gems within Microsoft Excel. Understanding these lesser-known key commands can simplify your workflow further and help you complete the task rapidly.

Get started using these underdog shortcuts today and unlock greater Excel capabilities! You don’t want to miss out on productivity gains and time-saving benefits with simple keyboard commands.

Upgrade your workflow game by testing out these shortcut hacks as soon as possible!

Hide and seek is a fun game, but when it comes to columns and rows in Excel, only hiding is allowed.

Hide and show columns/rows

To organize and manage data, it’s imperative to master the art of consolidating and hiding irrelevant information. Using Excel shortcuts can make Hide and show columns/rows effortless and efficient.

Here’s a 5-Step guide:

  1. Select the column or row you want to hide.
  2. Right-click on the selected column or row.
  3. Click on ‘Hide.’
  4. To unhide, select the columns or rows adjacent to the hidden ones.
  5. Right-click on any selected cell, click on ‘Unhide.’

For additional precision, you can use specific shortcut keys instead of following long procedures. One such method is selecting multiple columns at once; hold down Ctrl (Windows) or Command (Mac) while you select non-consecutive rows or columns.

You can also remove gaps between hidden cells by clicking ‘Home,’ selecting ‘Cells,’ hitting ‘Format’ then choosing ‘Hide & Unhide’ under which there are two options, one being ‘Hide Rows’ and another for ‘Columns.’ To unhide, follow the same path but choose Unhide.

To be super quick with your tasks, double-clicking on a row separator will show/hide all rows simultaneously. Replicate this action with column separators accordingly.

To avoid clutter in your sheets or compress lengthy data without erasing it altogether, mastering these shortcuts saves time. Furthermore, these techniques allow for customization as per preference while keeping peace of mind that nothing is irreversibly deleted or moved.

Consider shifting more routine commands such as Insert/Delete Columns/Rows onto Quick Access Toolbar for quicker access. It’s achievable through ‘File’ > ‘Options,’ click ‘Customize Ribbon,’ locate ‘Toolbar’ tab below ribbon customization menu, click on Quick Access Toolbar dropdown box and select ‘More Commands.’ Choose Excel Shortcuts to appear here for speedy execution.

Get up close and personal with your spreadsheet or give it some breathing room – zooming in and out has never been easier.

Zoom in and out

The Excel Shortcuts for the Busy Professional include ways to quickly navigate and manipulate data. To rapidly adjust viewable information, use the ‘Change Focus’ tool with these easy steps:

  1. Press 'Ctrl' and '+' keys simultaneously to zoom in on a selected cell or range of cells.
  2. Press 'Ctrl' and '-' keys together to zoom out on an active selection or group of selections.
  3. Use the 'Alt' key and mouse scroll wheel as another way to magnify or minimize sheet view.

For more excel shortcuts, continue reading the article.

To optimize productivity while reviewing large sets of data, simplifying your sought-after information can also help your workflow. A versatile approach is utilizing conditional formatting, an advanced function that allows you to highlight cells satisfying given conditions automatically.

Pro tip: When selecting cells using keyboard commands, press F8 to initiate “extend mode,” allowing you greater control over multicell coordination.

Let’s dive into the shortcuts that will save you more time than pretending to work while on a Zoom call.


Five Facts About 20 Excel Shortcuts for the Busy Professional:




  • ✅ Excel shortcuts save time and effort, allowing users to work more efficiently. (Source: Microsoft)
  • \n

  • ✅ The “Ctrl + C” shortcut copies selected cells or text while “Ctrl + V” pastes them in the desired location. (Source: Zapier)
  • \n

  • ✅ Keyboard shortcuts like “Ctrl + Z” (Undo) and “Ctrl + Y” (Redo) help users correct mistakes quickly. (Source: Excel Tips)
  • \n

  • ✅ “Ctrl + F” allows for quick and efficient searching within a spreadsheet. (Source: Business Insider)
  • \n

  • ✅ The “Alt + =” shortcut automatically creates a SUM formula for selected cells. (Source: Excel Campus)
  • \n



FAQs about 20 Excel Shortcuts For The Busy Professional

What are the 20 Excel shortcuts for the busy professional?

There are many Excel shortcuts that can save time for busy professionals. These 20 shortcuts include:

  • Ctrl + C – Copy
  • Ctrl + X – Cut
  • Ctrl + V – Paste
  • Ctrl + A – Select All
  • Ctrl + Z – Undo
  • Ctrl + Y – Redo
  • Ctrl + F – Find
  • Ctrl + H – Replace
  • Alt + E + S – Copy selected cells
  • Alt + E + M – Paste Special
  • Ctrl + ; – Insert current date
  • Ctrl + : – Insert current time
  • Ctrl + Shift + L – Filter
  • Ctrl + Shift + : – Insert current time with AM/PM
  • F2 – Edit cell
  • F4 – Repeat last action
  • Ctrl + Shift + ! – Format cells to number format
  • Ctrl + Shift + $ – Format cells to currency format
  • Ctrl + Shift + # – Format cells to date format
  • Ctrl + Shift + % – Format cells to percentage format

How can these shortcuts help busy professionals?

Using these shortcuts can save time and increase productivity for busy professionals. By memorizing and using these shortcuts, tasks can be completed quickly and efficiently, allowing for more time to be spent on other important work.

Are these shortcuts easy to learn?

Yes, these shortcuts are easy to learn with a bit of practice. It may take some time to get used to them, but once they are memorized, they can be used for a lifetime of efficient Excel use.

Can these shortcuts be customized?

Yes, many Excel shortcuts can be customized based on personal preferences. This can be done by going to the ‘File’ menu, selecting ‘Options’ and then ‘Customize Ribbon’. From there, users can create or edit shortcuts that best suit their needs.

What other benefits can these shortcuts offer?

Aside from saving time and increasing productivity, these shortcuts can also reduce the risk of repetitive strain injuries caused by excessive clicking and typing. They can also improve accuracy and reduce errors in data entry and calculations.

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