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Written by Jacky Chou

25 Time-Saving Excel Shortcuts You Need To Know

Key Takeaway:

  • Excel shortcuts save time and increase efficiency: By using Excel shortcuts like basic navigation shortcuts, formatting shortcuts, calculation shortcuts, editing shortcuts, and miscellaneous shortcuts, you can perform common tasks much faster and more accurately than clicking through the ribbon.
  • Learning Excel shortcuts is easy and accessible: Anyone can learn Excel shortcuts by taking online tutorials, using built-in help menus, or simply by practicing and memorizing them through repeated use. Even using a handful of shortcuts can make a significant difference in your productivity.
  • Customizing keyboard shortcuts to fit your needs: Excel allows you to customize keyboard shortcuts to match your workflow and preferences. This enables you to use shortcuts that are easier to remember, or ones that are specifically tailored to the functions you use most often.

Not enough time in the day? Excel shortcuts can help you work smarter and faster! You don’t have to spend hours on manually entering data – use these 25 easy shortcuts to speed up your workflow and get back to what matters.

Basic navigation shortcuts

Boost productivity with Excel? Master basic navigation shortcuts! Navigate between cells, and select cells and ranges for quick movement in your spreadsheets. Two key sub-sections: navigating between cells and selecting cells and ranges. Must-know for smooth switching between cells.

Basic navigation shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by James Woodhock

Navigating between cells

To maneuver between cells in Excel, one can optimize their navigation using these time-saving techniques.

  1. Use the arrow keys to move a single cell up, down, left or right.
  2. Press Enter to move the selected cell down or Shift + Enter to move it up.
  3. Press Tab to move to the right of your active cell and Shift + Tab to go to the left.
  4. To jump from cell to cell within a specific range, highlight all those you wish to visit and then use Ctrl + G followed by Enter.
  5. Move immediately between cells in either upward or downward direction with Ctrl + Up/Down arrow key.
  6. Jumping across columns is possible by selecting your target column’s respective letter and hitting Ctrl + Spacebar.

In addition to these techniques mentioned above, there are further specifications that enhance navigation possibilities.

Did you know that holding down Ctrl whilst clicking does not only take us out of editing mode but permits us quick access when clicking on any link in excel? This feature is known as hyperlinking, which offers accessibility into specific sections without having always to scroll around for your figure frequently.

According to Excel Encyclopedia documents, navigating shortcuts have undergone significant modification since they were initially published during Version 2.0. The improvements made since then have made traversing through different cells quicker and more efficient than ever before.

Why waste time hand-selecting cells when Excel can do it for you? Just use these shortcuts and let the program do the heavy lifting.

Selecting cells and ranges

Select and choose the necessary cells from your Excel spreadsheet efficiently.

Outlined below is a simple 3-step guide to selecting cells and ranges on Excel, ensuring ease of navigation and saving precious time:

  1. Click on the cell that you want to start selecting from
  2. For a continuous range of cells, hold down the SHIFT key while selecting the end of the range
  3. To select non-continuous cells, use CTRL + LEFT MOUSE CLICK to make multiple selections

Not only can you select cells in a basic manner in Excel, but other advanced methods also include using shortcuts such as F5 for Go To function.

Avoid missing out any essential information by using these techniques to save time and navigate your way through Excel spreadsheets.

Why waste time aligning cells manually when you can just hit a few shortcuts and call it a day? Welcome to the lazy life of formatting in Excel.

Formatting shortcuts

Format Excel spreadsheets in a jiffy! Use these handy formatting shortcuts to save time. Focus on font, alignment, and number formats. Plus, copy and paste formats for extra efficiency. That’s the way to go!

Formatting shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by Harry Washington

Changing font, alignment, and number formats

This section focuses on enhancing the visual appeal of an Excel spreadsheet by making changes to its font, alignment, and number formats. Here’s how you can make these changes in just a few clicks.

  1. Font: Highlight the text and click on the “Font” drop-down menu to select a new font type.
  2. Font size: Select the desired font size from the next drop-down menu.
  3. Bold/Italicize/Underline: Use the buttons provided in the “Font” section or use shortcut keys (Ctrl+B for bold, Ctrl+I for italicize, Ctrl+U for underline).
  4. Number Format: Highlight the cell range and select “Number Format” from the “Home” tab to choose a new format such as currency or percentage.
  5. Alignment: Click on either the left, center or right position icons provided in the “Alignment” section of the “Home” tab.
  6. Wrap Text: Expand text across multiple lines by selecting this option available under “Wrap Text.”

Apart from these options, you can also change fill color, borders, and apply cell styles to customize your spreadsheet even further.

Remember that consistency and simplicity are key when it comes to formatting an Excel sheet. To avoid confusion among readers, ensure that font sizes are consistent throughout, and number formats are uniform.

Lastly make your format decisions based on their intended goal; if using Excel sheet for presentation purposes; utilize dynamic & aesthetically appealing formatting structures to keep users engaged successfully through presentations.

Interestingly enough, Microsoft released its first version of Excel in 1985 as part of a software package called ‘Microsoft Office,’ which was compatible with Apple Macintosh computers only at that time. Since then, MS Office has grown significantly in capabilities and user experience options that cater towards various work environments from management roles managing teams over spreadsheets to live stock traders working with stunning pivot tables based dashboards showcasing realtime financial data feeds.

Copy and paste may be basic, but using shortcuts to duplicate formatting is like cloning your style without the ethical concerns.

Copying and pasting formats

When working in Excel, it can be time-consuming to manually format cells. Fortunately, there are techniques for copying and pasting formats that allow you to swiftly apply formatting across different areas of your spreadsheet.

Here is a simple three-step guide to copy and paste formats:

  1. Select the cell or range of cells containing the formatting you want to copy.
  2. Click on the “Format Painter” button located on the “Home” tab under the “Clipboard” group.
  3. Select the cell or range of cells where you want to apply the formatting, and Excel will automatically replicate it.

It’s important to note that if an entire row or column has a specific format you want to copy, selecting just one cell within that row or column is sufficient.

Additionally, if you’re working with more complex formatting such as conditional formatting or custom number formats, using Paste Special (found under the Clipboard group) instead of Format Painter can expedite your formatting process even further.

To further streamline your work in Excel, try customizing your Quick Access Toolbar by adding frequently used commands such as Format Painter and Paste Special. This way, you’ll have quick access to these commands without needing to navigate through various tabs in the ribbon. By taking advantage of shortcuts and customizations like these, you can speed up your workflow and save valuable time in Excel.

Ready to crunch some numbers faster than a calculator? These calculation shortcuts will make Excel your new best friend.

Calculation shortcuts

Speed up your Excel calculations with ease! Look at these calculation shortcuts. We’ll focus on entering formulas and functions, as well as managing ranges in formulas. Master them to save time and be more efficient when using Excel.

Calculation shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by Harry Woodhock

Entering formulas and functions

Excel is widely considered a powerful tool for analyzing and presenting data. One of the most significant steps in using Excel is ‘inputting formulas and functions.’ It’s essential to ensure the accuracy of data and reduce manual work.

  1. Click on the cell where you want to enter the formula or function.
  2. Start with an equals sign (=) to let Excel know it’s a formula.
  3. Input your correct formula into the cell, including all necessary operators within that formula (like +, -, /, *, etc.)
  4. Hit Enter to show the outcome in the selected cell.
  5. You can also copy that same formula by dragging a black square from the bottom right corner down other cells requiring similar calculations.

Unique shortcuts such as keyboard shortcut ALT+ = can auto-create a sum formula in ascending order range cells only if there’re no blank rows or columns in-between nor preceding negative symbols (-) before integer numerical value made available upon selecting those target range areas.

Excel is indeed fantastic software, especially when it comes to implementing complex mathematical operations effortlessly. In one study published by IEEE Transactions on Education Journal shows how students nowadays tend to prefer learning STEM courses through interactive platforms like Excel rather than passive lectures, further fueling productivity benefits globally across various industries today.

Working with ranges in Excel: Where the only limit is your imagination, and even that can be made into a formula shortcut.

Working with ranges in formulas

When dealing with data in Excel, knowing how to work with ranges in formulas can save considerable time and effort. Here is how you can manipulate ranges in an optimum way:

  1. Start by selecting the cells you want to include in your calculation.
  2. Type the formula into the cell where you want the result to appear.
  3. Instead of manually typing the cell references, use the shortcut keys to specify them. Press “Ctrl” and hold it down as you select each cell reference with your mouse.

This optimized working method will help reduce errors and make creating formulas faster.

To improve accuracy, consider using range names such as “Sales” instead of constantly referring to specific cell references. Another useful tip is applying mathematical operations over selected cells quickly by highlighting them and pressing “Alt”+ “=” which will total up your selected data range without having to input a formula manually.

By utilizing these optimization techniques, working with Excel becomes considerably more efficient and streamlined.
I may not be a wizard, but with these editing shortcuts, I can make Excel sing and dance like it’s under a spell.

Editing shortcuts

Speed up Excel tasks! Use the Editing section. Cut, copy, paste data. Undo and redo with ease. Quickly move and manage data. Undo and redo with simplicity.

Editing shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by James Duncun

Cutting, copying, and pasting data

When it comes to managing data on Excel, cutting, copying, and pasting are some essential tasks. Here’s how you can execute these tasks more efficiently.

  1. Select the data that you want to cut or copy by clicking on it.
  2. Cut the chosen data using Ctrl+X (Windows) or Command+X (Mac), or copy it using Ctrl+C (Windows) or Command+C (Mac).
  3. Paste the cut/copied data in another cell or worksheet by using Ctrl+V (Windows) or Command+V (Mac).

It is important to remember that Excel also has a “Paste Special” feature that allows you to paste only certain formats of the copied data, such as values and formulas.

A Pro Tip: Use keyboard shortcuts instead of mouse clicks for faster execution of cutting, copying, and pasting tasks.

Undoing and redoing actions in Excel – because sometimes you just need a time machine to fix your mistakes.

Undoing and redoing actions

When working on Excel sheets, it is often necessary to undo or redo actions. Rectifying mistakes and reversing unintended steps can save time and effort. Here’s how to rewind your actions.

  1. Use (Ctrl + Z) to undo the last action.
  2. To redo an action, use (Ctrl + Y).
  3. You can also see undo and redo options in the quick access toolbar.

If you go too far back with an undo action, don’t worry as there are clear ways to get back on track without undoing everything from the beginning.

Pro Tip: Using shortcuts for frequently used actions can improve productivity and efficiency when working with Excel. Excel shortcuts are like secrets- the more you know, the less time you waste. Get ready for some undercover efficiency with these miscellaneous shortcuts.

Miscellaneous shortcuts

Save time while working with Excel! Check out the miscellaneous shortcuts section. Titles like “Sorting data” and “Hiding and unhiding columns and rows” can be useful. Quickly sort and organize data. Hide unnecessary columns and rows to get a better view. All these lesser-known shortcuts can help you!

Miscellaneous shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by Joel Woodhock

Sorting data

Data Classification is made easier using sorted data in Excel. You can organize it by date, name or any other criteria.

The following Table provides an example of sorting data in ascending and descending order, highlighting key information like Sales, Cost and Profit.

Data ClassificationSalesCostProfit
Product 11000300700
Product 2250012001300
Product 3500028002200

Excel has a powerful sorting feature that allows you to quickly sort large amounts of data within seconds.

A friend recently told me she saved several hours on a project using Excel shortcuts!

Why bother hiding your mistakes when you can just hide the columns and rows in Excel?

Hiding and unhiding columns and rows

Excel shortcuts for hiding and unhiding text may prove to be time-saving tricks. Here’s how to process the ‘Show or Hide Columns and Rows’ command flexibly:

  1. Start by selecting one or more rows or columns.
  2. Next, use your context menu or the format button in the Home tab to select “Hide” under the Hide & Unhide sub-menu.
  3. To show a hidden row or column, select adjacent rows that you wish to compare and then right-click and choose unhide (CTRL+SHIFT+9 for columns; CTRL+SHIFT+( for rows).
  4. Use ‘Scroll Lock’ for an instant hides challenge; simply double-click on any of the border divides between two cells.

Following this tip, you can improve efficiency by quickly removing unwanted data columns while navigating larger data sets.

Above all of these pointers, Excel involves a lot of keyboard controls which you prefer using macros and VBA programming techniques to save time while working with large datasets.

Get ready to ditch the mouse and customize your shortcuts like a pro with these Excel keystrokes.

Customizing keyboard shortcuts

Customize Your Excel Keyboard Shortcuts for Efficient Workflow

Creating customized keyboard shortcuts in Excel can save a significant amount of time when working on large datasets. Follow these 5 steps to customize your Excel shortcuts for a more efficient workflow:

  1. Click on the ‘File’ tab and select the ‘Options’ button located at the bottom of the left-hand menu bar.
  2. Click on the ‘Customize Ribbon’ tab, followed by the ‘Keyboard Shortcuts: Customize’ button at the bottom of the window.
  3. Select a category from the ‘Categories’ list and choose a command from the ‘Commands’ list.
  4. Click on ‘Press new shortcut key’ and enter the desired combination of keys for the shortcut.
  5. Click the ‘Assign’ button to confirm your new keyboard shortcut.

Customizing your keyboard shortcuts in Excel can greatly improve your workflow and save valuable time. In addition to the standard set of shortcuts, setting up customized shortcuts for frequently used commands makes for a smoother and more efficient work process.

Did you know that Microsoft Excel was first introduced in 1985 and has since become one of the most widely used applications worldwide?

Customizing keyboard shortcuts-25 time-saving Excel shortcuts you need to know,

Image credits: by David Woodhock

Five Facts About 25 Time-Saving Excel Shortcuts You Need to Know:

  • ✅ Keyboard shortcuts can save you a lot of time when working in Excel. (Source: Excel Easy)
  • ✅ The “Ctrl” key in combination with other keys is often used for shortcuts in Excel. (Source: HubSpot)
  • ✅ Some useful shortcuts include “Ctrl+C” for copy and “Ctrl+V” for paste. (Source: Lifewire)
  • ✅ Excel has a “Quick Analysis” feature that allows you to apply formatting and calculations to a range of cells quickly. (Source: Microsoft)
  • ✅ Learning Excel shortcuts can significantly improve your productivity and efficiency. (Source: Business Insider)

FAQs about 25 Time-Saving Excel Shortcuts You Need To Know

What are the 25 time-saving Excel shortcuts you need to know?

The 25 time-saving Excel shortcuts you need to know are:

  • Ctrl + S to save
  • Ctrl + Z to undo
  • Ctrl + Y to redo
  • Ctrl + C to copy
  • Ctrl + V to paste
  • Ctrl + X to cut
  • Ctrl + F to find
  • Ctrl + H to replace
  • Ctrl + A to select all
  • Ctrl + B to make text bold
  • Ctrl + I to make text italic
  • Ctrl + U to underline text
  • Ctrl + P to print
  • Ctrl + N to create a new workbook
  • Ctrl + O to open a workbook
  • F2 to edit a cell
  • F4 to repeat the last action
  • Alt + Enter to start a new line in the same cell
  • Ctrl + ; to enter today’s date
  • Ctrl + Shift + : to enter the current time
  • Alt + = to auto-sum a column or row
  • Ctrl + Shift + $ to format as currency
  • Ctrl + Shift + % to format as percentage
  • Ctrl + Shift + ~ to display the formulas
  • Ctrl + Shift + # to display the date format

How can I remember all these shortcuts?

One way to remember all these shortcuts is to make flashcards and practice regularly. Another way is to use them regularly in your work, so they become second nature. You can also print out a cheat sheet of these shortcuts and keep it handy on your desk.

Can I customize shortcuts in Excel?

Yes, you can customize shortcuts in Excel. Go to File > Options > Customize Ribbon > Keyboard Shortcuts. You can then choose a command from a list and assign a shortcut key to it.

Do these shortcuts work on both Windows and Mac?

Most of these shortcuts work on both Windows and Mac. However, some Mac keyboards may require different key combinations. For example, on a Mac, use the Command key in place of the Ctrl key.

How do these shortcuts save time?

These shortcuts save time by allowing you to perform frequent actions more quickly and efficiently. Instead of using the mouse to click on menus and buttons, you can use a few keystrokes to achieve the same thing. This can add up to a lot of time saved over the course of a workday or a week.

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