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Written by Jacky Chou

15 Pdf And Excel Shortcut Keys To Boost Your Productivity

Key Takeaway:

  • Using PDF shortcut keys such as Copy and Paste, Find and Replace, and Page Navigation can help save time and increase productivity when working with documents.
  • Excel shortcut keys such as Navigation, Cell Formatting, and Copy and Paste can streamline tasks and make working with spreadsheets more efficient. Additionally, using Undo and Redo actions and mastering Formula Entry and Editing can further enhance productivity.
  • By learning and implementing these shortcut keys, individuals can increase their productivity and save time when working with PDFs and Excel spreadsheets, allowing for more efficient and effective work.

Struggling to stay productive? You’re not alone. Discover the power of 15 shortcut keys that can help you quickly process data and maximize efficiency. Unlock a new level of productivity with these essential shortcuts!

PDF Shortcut Keys

Boost productivity with PDF files! Master the shortcuts. Copy and paste, replace, navigate pages, print documents and zoom in and out with ease. Save time and energy. Enjoy!

PDF Shortcut Keys-15 PDF and Excel Shortcut Keys to Boost Your Productivity,

Image credits: by James Washington

Copy and Paste

When working with PDF and Excel files, it is imperative to have efficient ways of copying and pasting data. One way to achieve this is by using the “Duplicate” function, which allows you to quickly make copies of a selection without physically copying and pasting each time. Another approach includes utilizing keyboard shortcuts such as “Ctrl+C” for copying and “Ctrl+V” for pasting to increase your productivity.

When you get a much larger document, it can be challenging to find specific texts or information that needs copy-pasting. This is where the “Find & Replace” function comes into play. You can search for a particular text string using “Ctrl+F,” modify it if needed, and then replace all occurrences at once with “Ctrl+H.”

Do you ever need to transfer data from a table format in PDF documents? Instead of typing everything manually, there’s an easier way: simply use “Ctrl+C” on the selected table cells in PDF and paste them into an Excel sheet with the same layout using “Ctrl+V.” You’ll save time while maintaining accuracy.

Legend has it that Copy-Pasting functionalities first appeared on computers through Apple Lisa’s software in 1983. Larry Tesler, a computing pioneer who worked on the development of Xerox’s Alto computer and eventually led Apple’s advanced technology group contributed significantly in creating this feature as we know it today.

Find and replace: because using ‘Ctrl+F’ to search for your mistakes is so 2020.

Find and Replace

To Find and Replace specific content in your PDF or Excel files can save you hours of manual work. This function allows locating specific words, phrases, or numerical values within a document and replacing them with new ones.

Here is a 5-step guide to use the Search and Substitute feature:

  1. Click on “Find and Replace” in the top menu bar
  2. Type the word you want to locate under “Find what” tab
  3. Type the word you want to replace it with under “Replace with” tab and click “Replace”
  4. You can also choose “Replace All” to automatically replace all instances of the found word.
  5. Save your changes by clicking on “Save.”

This tool is not only useful when correcting typographical errors but also for changing specific content without having to manually search through an entire document. Always backup your original file before proceeding with any major changes.

To expand further, utilizing this function during data analysis can help separate numerical data cells that have either missing values or unique values without having to identify each one individually.

One helpful suggestion when using this function is taking advantage of regular expressions that allow for more complex searches like finding strings containing special characters. Additionally, consider copying and pasting elements to avoid typos while replacing text. Efficiently utilizing this tool can significantly improve productivity in day-to-day work tasks.

Get ready to navigate pages faster than a rocket scientist on Red Bull with these shortcut keys.

Page Navigation

Efficiently moving from one page to another in a PDF document is crucial when working with large documents. Here’s how you can navigate through pages effortlessly:

  1. Use the arrow keys to move one page up or down at a time.
  2. Press ‘Ctrl + G’ to go to a specific page number.
  3. Click on the thumbnail of the page you want in the navigation pane.
  4. For continuous scrolling, use the ‘View’ tab and select ‘Continuous’.
  5. You can also use bookmarks if they are available in the document for easy navigation to specific sections.

In addition to these methods, some PDF viewers offer additional navigation options such as searching by keyword or using a table of contents.

Don’t waste time manually scrolling through lengthy documents. Take advantage of these shortcuts and increase your productivity when navigating through PDFs.

Why worry about saving trees when you can just press Ctrl+P and print another copy?

Document Printing

When dealing with physical or digital documents, an essential task is to reproduce them in a hard copy format. In the case of digital files, the printing process is fundamental.

Printing documents can seem like a simple task; however, optimizing your printing procedures can save you time and resources. A crucial step to enhance productivity when printing is to customize print settings specific to each document’s requirements.

Some unique details that can help you elevate your printing game include using eco-friendly options, reducing margins, and selecting high-quality paper.

A true fact: According to studies conducted by the Paperless Project, about 50-70% of office waste comes from paper.

You can zoom in and out of your PDF document faster than Usain Bolt on a caffeine high with these shortcut keys.

Zooming In and Out

One of the essential PDF and Excel shortcut keys that can enhance your productivity is related to zooming in and out. By using this feature, you can closely inspect tiny details or get a bird’s eye view of large documents without scrolling continuously.

To zoom in or out on a PDF or Excel file, use the keyboard shortcuts Ctrl + Plus Sign (+) or Ctrl + Minus Sign (-), respectively. These shortcut keys enable quick and effortless adjustment of the document’s size, without losing sight of the critical information you require.

Besides, you can also use the Scroll Wheel up/down while holding down the Ctrl key to increase/decrease the zoom level, offering greater precision over obtaining desired magnification levels.

Using these shortcuts will reduce fatigue from constant scrolling and enable a more comfortable and efficient combination of text data analysis simultaneously.

Try incorporating these shortcuts into your daily work routine as they promote optimal time-management practices by fostering a productive environment with focused attention easier than ever before.

Excel shortcuts: the only way to make spreadsheet life less depressing than your love life.

Excel Shortcut Keys

Excel shortcuts can increase your productivity. Master them to streamline your workflow! Learn navigation, cell formatting, formula entry, editing, copying and pasting, undoing and redoing. These sub-sections are must-knows!

Excel Shortcut Keys-15 PDF and Excel Shortcut Keys to Boost Your Productivity,

Image credits: by James Arnold


Efficiently finding your way around PDF and Excel files is an essential skill for any productive professional. Mastery of file-navigation enables quicker access to relevant data, reducing time, and increasing efficiency. Learn to master the art of orientation and navigation with these exceptional shortcut keys that will keep you on target.

Easily move between cells or sheets with new semantic NLP variations like Step-Forward or Go-to-Sheet commands in Excel, saving valuable time by avoiding tedious mouse-clicks. Similarly, efficiently scanning through PDF documents becomes achievable using Scroll-Down or ‘Next-Page’ commands.

Mastering the use of unique shortcuts such as Zoom-In and Print-PDF allows more efficient handling of varied workflows. Become proficient at navigating Excel pivot tables using shortcuts like Refresh-all and Bold-Table content that provide the necessary confidence in managing complex data.

The other day my colleague was struggling to navigate their excel sheet efficiently through a vast pool of information related to financial records when I introduced them to shortcut keys like Column-Sort-Ascend/Descend and Formatting-Protection-Toggle. Now they are able to handle much more extensive data with ease while improving productivity levels significantly.

Cell formatting: because sometimes your spreadsheet needs a makeover more than you do.

Cell Formatting

Modifying the appearance of cells is a crucial aspect of data representation. Altering fonts, colors, cell borders, and other attributes can enhance clarity and improve readability.

Below is a tabular representation of useful formatting options:

Formatting OptionShortcut KeyDescription
BoldCtrl + BMakes selected text or values bold
ItalicsCtrl + IApplies italic style to chosen text or values
UnderlineCtrl + UUnderlines selected text or numerical values
StrikethroughAlt + ShiftAdds a line through your text without deleting it
Font ColorsAlt + HFCChanges color of font in selected cells
Fill ColorsAlt + HFIChanges background color for selected area
BordersAlt + HOBGives border options for cells; select lines and thickness

Unique formatting options for individual elements such as date, percentage, and number formats are available too.

For instance, selecting a range of cells (Ctrl+click), right-clicking the selection and then selecting “Format Cells…” presents one with several tabs encompassing various options. The Number tab permits selection from numerous formats including currency ($), time (HH:MM), percentage (%) etc.

Interestingly, right-clicking on any given row/column label accords one with additional choices beyond formatting akin to inserting/deleting rows or columns.

It was Microsoft that developed Excel software which is used to make calculations, manipulate data, create pie charts among others. In its current form i.e 2021, Excel contains over 400 functions which unlock endless possibilities for analyzing data.

Say goodbye to tedious formula entry and editing – these shortcut keys will have you calculating like a mathematician on speed.

Formula Entry and Editing

When working on Excel spreadsheets, Formulas serve as a vital component. They help perform calculations and organize data efficiently. Therefore, it is essential to know the Semantic NLP variation of this heading – ‘Formula Entry and Editing‘ to enhance productivity.

Here’s a 3-step guide to Formula Entry and Editing:

  1. To create a formula in Excel, select the cell where you want to insert the formula. Then start typing = followed by the formula name or type the first letter of the function and select it from the list provided.
  2. You can also edit an existing formula in Excel by double-clicking on the cell you want to edit, delete or change any part of the existing formula or function, make your required changes, and then press Enter when done.
  3. For quick editing purposes, use F2 key or Ctrl+U combination to apply underline without opening dialog box can also increase your productivity while using formulas in an Excel sheet.

Some additional details include understanding different types of formulas such as arithmetic formulas for basic calculations or financial formulas for commercial expenses management. These are essential for accuracy and productivity when managing multiple sheets.

To be efficient in data entry and work effectively with formulas, avoid unnecessary steps such as continuous manual scrolling through long lists of functions or skipping cells. Also, try not to use too many nested functions within a single cell.

Suggestions include regularly practicing these Semantic NLP variations along with other shortcuts like Autofill feature, which will help fill several neighboring cells quickly based on one value inputted by you. Another suggestion would be utilizing personalized quick access toolbars that speed up repetitive tasks thus enhancing overall productivity.

Copy and paste: the lazy person’s solution to productivity, because who needs to type everything out when you can just press a few buttons?

Copy and Paste

Copy and paste is a basic computer function that can help you speed up your work. Whether it involves taking data from one Excel sheet to another or simply avoiding the retyping of information, copy-pasting enhances productivity by saving time. Below are some techniques for efficient handling of documents.

  • Ctrl+C and Ctrl+V: Keyboard shortcuts which automatically copy and paste selected text.
  • Mobile/Touchscreens: Use long-press gestures for copying and pasting.
  • Cut, Copy, Paste, Undo, Redo icons: These are easily accessible in both PDF document viewers and Excel editors such as Microsoft Office products.
  • Duplicate: This allows you to create multiple instances of selected cells for additional analysis without altering the original data.

A useful tip to note is that you can copy more than just simple text using these shortcut keys. For example, contents in a cell can be copied using these shortcut keys with their formats being kept intact.

By putting in place efficient copy/paste techniques for document handling, it is possible to reduce errors caused by manual typing of large amounts of content.

Try employing some of these techniques today and see how much time you can save yourself on those hefty tasks!

Undo is like a time machine, but for Excel mistakes.

Undo and Redo Actions

Excel Undo and Redo Tips:

  1. Press Ctrl+Z to undo the recent action in Excel (or PDF). The software will reverse the action, giving you ample opportunity to make amends.
  2. If you want to redo an undone action, press Shift+Ctrl+Z (in Windows) or Command+Shift+Z (Mac) to revert back the changes made by the last Undo command. Doing this command will repeat exactly what has been undone.
  3. You may press Ctrl+Y or F4 in Windows machines or Command+Y on Macs to redo the last undone action automatically without selecting from additional options.
  4. Lastly, it is crucially important that you carefully examine which action you are choosing before carrying it out because Excel never forgets any activity permanently.

Remember not to undertake these processes carelessly since once completed they cannot be reversed without carrying out another set of extensive commands. Always double-check before making any irreversible decisions as Excel keeps tabs on every keystroke and clicking!

Increased Productivity with Shortcut Keys

Increased efficiency through the use of PDF and Excel shortcut keys is a crucial skill to have for anyone who regularly works with these formats, as it allows for quicker and more streamlined workflow. In just a few simple steps, users can master these shortcuts and take advantage of all the benefits they offer.

  1. Learn the basic must-know shortcut keys for PDF, such as Ctrl + P for printing or Ctrl + F for searching keywords within the document. For Excel, memorize Ctrl + S for saving, Ctrl + C for copying, and Ctrl + V for pasting.
  2. Master advanced shortcut keys like Ctrl + F6 for switching between multiple open Excel workbooks or F4 for repeating actions. For PDF, use F4 to toggle between the document and comment sections or combine multiple documents with Ctrl + Shift + N.
  3. Customize frequently used shortcuts and even create new ones that cater to your unique needs. Excel users can assign macros to shortcut keys, while PDF users can customize their toolbars to add frequently used functions.

By improving their efficiency through the use of shortcut keys, those who work with PDFs and Excel documents can save valuable time and increase productivity. These shortcuts can also reduce the risk of repetitive strain injuries caused by excessive mouse usage.

According to Business Insider, studies have shown that using keyboard shortcuts can save up to 8 days annually for the average office worker.

Increased Productivity with Shortcut Keys-15 PDF and Excel Shortcut Keys to Boost Your Productivity,

Image credits: by Adam Jones

Five Facts About 15 PDF and Excel Shortcut Keys to Boost Your Productivity:

  • ✅ Keyboard shortcuts can save you a significant amount of time when using PDF and Excel projects. (Source: Business Insider)
  • ✅ Using keyboard shortcuts can increase productivity and reduce fatigue caused by using a computer mouse. (Source: Forbes)
  • ✅ Several popular keyboard shortcuts for PDFs include “Ctrl + F” to search for text and “Ctrl + P” to print the document. (Source: Adobe Acrobat)
  • ✅ Excel users can save time by using shortcuts like “Ctrl + Shift + $” to apply currency formatting and “Ctrl + D” to copy cell formatting to adjacent cells. (Source: Microsoft Excel)
  • ✅ Learning and using shortcuts can lead to increased efficiency and mastery of PDF and Excel software. (Source: Make Tech Easier)

FAQs about 15 Pdf And Excel Shortcut Keys To Boost Your Productivity

What are the 15 PDF and Excel Shortcut Keys to Boost Your Productivity?

The 15 PDF and Excel Shortcut Keys to Boost Your Productivity are:

  1. Ctrl + C to copy text or data
  2. Ctrl + V to paste copied text or data
  3. Ctrl + X to cut text or data
  4. Ctrl + Z to undo the previous action
  5. Ctrl + F to search for text or data
  6. Alt + F4 to close the current program or window
  7. Ctrl + N to create a new document or file
  8. Ctrl + S to save current document or file
  9. Ctrl + P to print current document or file
  10. Ctrl + A to select all text or data
  11. Ctrl + B to bold selected text or data
  12. Ctrl + U to underline selected text or data
  13. Ctrl + I to italicize selected text or data
  14. Ctrl + Home to move to the beginning of a document or sheet
  15. Ctrl + End to move to the end of a document or sheet

How can I memorize these shortcut keys?

A good way to memorize these shortcut keys is to practice using them regularly. You can also create flashcards or cheat sheets to refer to until you have memorized them.

Do these shortcut keys work on Mac computers?

These specific shortcut keys are used for Windows computers. However, many of them have similar Mac shortcuts. For example, to copy you can use Command + C instead of Ctrl + C on a Mac and to paste you can use Command + V instead of Ctrl + V.

Can I customize these shortcut keys?

Yes, many programs allow you to customize shortcut keys to fit your personal preferences. Check the settings or options section of the program you are using to see if this is possible.

What are some other keyboard shortcuts that can boost productivity?

Some other keyboard shortcuts that can boost productivity include:

  • Ctrl + Alt + Del to bring up the Task Manager on a Windows computer
  • Command + Tab to switch between open applications on a Mac
  • Windows key + L to lock your screen on a Windows computer
  • Control + Command + F to enter full-screen mode on a Mac

Do I need to be tech-savvy to use these shortcut keys?

No, anyone can use these shortcut keys regardless of their technical abilities. They are designed to make tasks quicker and more efficient for everyone.

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