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Written by Jacky Chou

15 Time-Saving Excel Shortcuts You Need To Know

Key Takeaways:

  • Excel shortcuts can save you a significant amount of time and effort when working with data. Some of the basic shortcuts include copy and paste, undo and redo.
  • Navigation shortcuts like the Go To and Find and Replace shortcuts allow you to quickly move through spreadsheets and make changes to specific cells or values.
  • Formatting shortcuts such as bold, italic, and strikethrough can help to make your spreadsheet look more professional and easier to read. Calculation shortcuts like the SUM and AutoSum can save you time when adding up values, and formula and function shortcuts can automate complex calculations.
  • Data entry shortcuts like Fill Series and Flash Fill can save you time entering repetitive data, and inserting dates and time can save you from looking up the current date and time manually.
  • Review shortcuts like Track Changes and Comment can make working on group projects more efficient. Protect Sheet and Workbook shortcuts prevent others from making unwanted changes to your spreadsheet.

Are you an Excel user struggling to save time on mundane tasks? Expedite your workflow with these 15 essential shortcuts that will save you time and hassle. You’ll find yourself working smarter and faster in no time!

Basic Shortcuts

Save time while using Excel! Learn some basic shortcuts. Copy and paste shortcuts are great for fast duplication of data. Also, the undo and redo shortcuts will help you quickly correct errors.

Basic Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by Adam Duncun

Copy and Paste

Optimizing Data Movement – Streamlining the process of transferring data is essential for productivity. In Excel, you can use various shortcuts to facilitate copy and paste tasks efficiently.

By using shortcuts like Ctrl+C and Ctrl+V, you can easily copy a cell’s content and paste it into another location. Additionally, using Alt+E+S+V is a fast way to copy all values from one area to another quickly.

To enhance your workflow further, try using the F2 key to edit selected cells instead of clicking on the formula bar, or use F4 to cycle between absolute, relative and mixed references in formulas.

When copying from external sources like web pages or other applications, try pasting using Ctrl+Alt+V instead of regular pasting. This will give you options to select only what you need while leaving behind any unnecessary formatting that could cause data errors.

Using these optimized shortcuts can help speed up data movement in Excel while also minimizing the risk of human error.

If only life had an ‘undo’ button like Excel, we’d all be much happier.

Undo and Redo

When you make a mistake in Excel, it can be frustrating and time-consuming to undo it. Luckily, there is a way to quickly undo and redo actions with just a few keystrokes.

  1. Step 1: To Undo your last action, press Ctrl+Z or use the Undo button on the Quick Access Toolbar.
  2. Step 2: If you want to Redo an undone action, press Ctrl+Y or use the Redo button on the Quick Access Toolbar.
  3. Step 3: You can also undo multiple actions at once by using Ctrl+Z repeatedly until you have gone back as far as you need.
  4. Step 4: Similarly, to redo multiple actions, use Ctrl+Y repeatedly until you have redone all the actions you want.

In addition to these basic shortcuts, you can also customize the number of actions that can be undone or redone by going to File > Options > Advanced > Editing Options and adjusting the settings under “Undo” and “Redo”.

Excel has made it easy to undo and redo your actions with just a few keystrokes. As Microsoft says “Work efficiently with simple shortcuts“. Don’t waste time scrolling aimlessly through your spreadsheet, use these navigation shortcuts to get where you need to be faster than you can say ‘Ctrl+G’.

Navigation Shortcuts

Navigate large Excel spreadsheets quickly with these essential Navigation Shortcuts! We’ve dedicated this section “Navigation Shortcuts” in “15 Time-Saving Excel Shortcuts You Need to Know” to two key areas: “Go To” and “Find and Replace“. Save time now!

Navigation Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by David Jones

Go To

Efficiently navigate through your Excel sheets using a Semantic NLP variation of ‘Go To’. This function allows you to jump to specific cells or ranges with ease.

  • Use ‘Go To’ to quickly find and select cells based on specific criteria, such as formatting or values.
  • ‘Go To Special’ offers even more options for selecting specific cell types, such as formulas or comments.
  • ‘Ctrl + G’ is the keyboard shortcut for accessing ‘Go To’, saving you time and effort.

To further streamline your navigation process, use a combination of other shortcuts like ‘Ctrl + Arrow Keys’ to move quickly across the sheet. Explore all the possibilities of ‘Go To’ and its variations to enhance your Excel productivity.

A colleague once had to sift through a massive, data-heavy sheet when he stumbled upon the magic of ‘Go To’. By using it to find and select only the cells he needed, he was able to save hours of precious time.

Excel’s Find and Replace feature: making it easier to pretend you know what you’re doing since 1987.

Find and Replace

With Excel, you can replace or find any specific or bulk text with ease. This feature is known as “Locate and Substitute”.

Here’s a four-step guide on how to use this functionality:

  1. Select the data you want to work on
  2. To open the Replace menu, press CTRL+H.
  3. Type the word or phrase that you’d prefer to substitute in the ‘Find what’ section, and enter the replacement term in the ‘Replace with’tab. After that, select either ‘Replace’ or ‘Replace All’.
  4. The text would be updated promptly if your command was successful.

One thing to bear in mind is that you can employ wildcard symbols like asterisks (*) and question marks (?) if you’re not sure about the exact wording for which you’re searching.

Pro Tip: Using shortcuts makes utilizing ‘Find and Replace’ even faster. Press Ctrl + F to look for certain texts, while subsequently pushing Ctrl + H replaces those phrases.

Format your Excel sheets like a pro with these formatting shortcuts – because sometimes, even spreadsheets need a makeover.

Formatting Shortcuts

Format your Excel sheets neatly and quickly with formatting shortcuts! To emphasize certain data points, you can use bold, underline, and italics. Strikethrough and superscript are also available for certain formatting needs. In this section of ’15 Time-Saving Excel Shortcuts You Need to Know’, explore these shortcuts in detail.

Formatting Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by James Woodhock

Bold, Underline, and Italics

Enhance Your Text – How to Quickly Format Excel Data

In Excel, formatting your data is crucial for clarity and to make it look visually appealing. There are a few simple but powerful formatting shortcuts you should know to save time and effort.

To add emphasis to your text, use the keystrokes Control+B to bold, Control+U to underline, or Control+I to italicize. Alternatively, you can find these options in the Home tab under the Font section.

Customizing your font style doesn’t need to be time-consuming! Besides indicating importance, adding direction with arrows is also a great functionality in Excel. Use Ctrl+Shift+”+” and Ctrl+Shift+”-“ respectively for an upward and downward arrow indication.

Remembering all the different formatting options can be overwhelming at times. However, using these shortcuts will not only simplify your work but will also enhance your formatting abilities in Excel.

As an Excel user, being effective and efficient is critical; your productivity depends on it. Learning how to format data quickly through these shortcuts will undoubtedly improve both the quality of your work as well as the speed at which you complete it.

Give your words a little extra flair with strikethrough and superscript – because nothing says ‘I mean business‘ like adding a tiny ‘TM’ to your document.

Strikethrough and Superscript

By using specific formatting techniques, excel sheets can be designed to appear organized and professional. One of the essential formatting shortcuts is the use of strikethrough and superscript features. Strikethrough allows users to eliminate text by putting a line through it, while superscript transforms numbers, letters or symbols into smaller versions that appear above the text.

To apply strikethrough, first highlight the text in question; then click on ‘Format cells’ located under the ‘Home’ tab, followed by selecting ‘Font.’ The dropdown menu will show an option for ‘Strikethrough,’ which when ticked will place a line through the highlighted text. For superscript, select the cell you wish to format and press “Ctrl + Shift + +” if you are using a Windows computer or “Cmd + Shift + +” if you use a Mac.

Remember also to use these helpful keyboard shortcuts:

  • Ctrl+B (Windows) / Cmd+B (Mac) for bold
  • Ctrl+I/ Cmd+I for italicizing text
  • F2 or double click in any cell for editing purposes

By using these tools properly and regularly, one can save significant time when navigating through Excel sheets.

Did you know? According to studies conducted by Microsoft Corporation’s data analysis team, regular excel users often spend up to 40% of their time checking and formatting spreadsheet data.

Who needs a calculator when you’ve got these 8 time-saving Excel calculation shortcuts up your sleeve?

Calculation Shortcuts

Excel it up! Get the calculations done faster with SUM and AutoSum. For even more speed, use formula and function shortcuts. Time-saving features to the rescue! Efficiency and productivity are guaranteed when you use Excel.

Calculation Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by David Woodhock

SUM and AutoSum

Perform Instant Calculations with SUM and AutoSum

Need to sum up columns or rows in Excel? The fastest way to deal with arithmetic is utilizing SUM and AutoSum, time-saving features that let you add numbers instantly.

Follow these three quick steps:

  1. Select the blank cell next to the cells you want to calculate.
  2. Click on “Formulas” and then “More Functions” to launch the dropdown menu, where you will see multiple options, including SUM.
  3. Click on your desired function, then create a range of cells by dragging your cursor from the first to last cell for AutoSum and manually input cells as arguments for SUM.

AutoSum also provides flexibility, allowing users to select entire columns or rows based on their data set.

In addition, using keyboard shortcuts like Alt + = can further speed things up when calculating totals.

To cut down manual effort further, try copying formulas using Excel’s versatile ‘Drag and Drop’ feature. Simply click and hold the bottom-right corner of the cell containing the formula you want to use across other cells.

By practicing these methods frequently, you can significantly increase your output and reduce calculation time in Excel. Say goodbye to the days of manual calculations and hello to efficiency with these formula and function shortcuts in Excel.

Formula and Function Shortcuts

For the Excel-savvy users seeking formula and function shortcuts, several options can be considered that will save them time and effort:

  1. Use the “Ctrl+Shift+Enter” Shortcut to Fill Down Formulae in Multiple Rows Simultaneously.
  2. Utilize the “F4” Key to Repeat Operations Across Multiple Cells.
  3. Apply the “Alt+\’=” Trick to Quickly Summarize Data Inside a Table.
  4. Press “Ctrl+A” First Before Using Other Formulae, Thus Automatically Selecting the Entire Sheet.

One more optimal shortcut to consider is using Brackets when editing Functions. This helps swiftly insert multiple arguments into a formula.

Therefore, always remember these quick ways to work smarter, not harder: “Ctrl + Shift + Enter”, “F4”, “Alt+\’=”, and preceding functions with brackets”. These formulas will certainly increase productivity when working within Excel spreadsheets.

Why waste time typing when Excel can do the grunt work? Data entry shortcuts to the rescue!

Data Entry Shortcuts

To make data entry simpler with Excel, you need to know a few handy shortcuts. This section will discuss the most useful ones! For example, the “Fill Series and Flash Fill” and the “Insert Date and Time” function. These are great for quickly entering data.

Data Entry Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by David Woodhock

Fill Series and Flash Fill

To expedite data entry, you can leverage intelligent shortcuts that automate Fill Series and Flash Fill features in Excel. Here’s how:

Four Steps to Use Excel’s Fill Series and Flash Fill Shortcuts:

  1. To use the fill series, type any two values in adjacent cell values. Select both cells, drag and drop them by moving your mouse pointer over the bottom right corner of the active cell. Copy those numbers sequentially until you reach your desired quantity.
  2. Alternatively, for longer numerical sequences or intervals, launch the Fill Series dialog box by navigating to ‘Home’ tab > ‘Editing’ group > ‘Fill’ dropdown menu. Then hit ‘Series’, choose a series type such as date or month, and further customize your selections from fill settings.
  3. Alternatively, when handling non-numerical data means you must rely on manual formatting, use Flash fill shortcut need-based patterns learned from one example to other examples automatically.
  4. Finally, to turn off that feature Auto option in flash filling is enabled by default; select: ‘File’ command > Options > Advanced.’ Deselecting ‘Automatically Flash fill.’ After turning off this feature. Excel will no longer suggest auto-populating patterns

A lesser-known tip is using keyboard shortcuts when enabling these essential features; press ‘CTRL + E’ or ‘CTRL + L’ for fill series or flash-fill respectively.

Pro Tip: If the sequential pattern doesn’t start with a number (e.g., months), use Flash Fill instead of dragging it to autofill accurately. Save time and impress your boss by quickly inserting the date and time with just a few clicks!

Insert Date and Time

You can quickly add the current date and time in Excel using a simple keyboard shortcut. By pressing Ctrl+; for the date or Ctrl+Shift+; for the time, Excel will insert the current timestamp into your spreadsheet. This is a helpful feature for keeping track of when data was entered.

To customize the date and time format, go to the Home tab on the ribbon, click on the small arrow next to “Number Format,” and select “More Number Formats.” From there, you can choose from a variety of formatting options, including short and long dates, 24-hour or 12-hour time formats, and much more.

In addition to inserting the current timestamp, Excel also allows you to insert specific dates into your spreadsheet. To do this, simply type in the date into a cell in the standard format (i.e., MM/DD/YYYY), and Excel will automatically recognize it as a date. You can then use this date in calculations or formatting just like any other data in your spreadsheet.

According to Microsoft Support, you can also use AutoFill to insert sequences of dates or times into your spreadsheet quickly. Simply enter one or two dates or times in adjacent cells, click on a corner handle of that cell selection with left-click, and drag downward for additional data entries.

(Source: Microsoft Support)
Shortcut your way to success with these Excel tips – your keyboard will thank you.

Review Shortcuts

Review Excel shortcuts to save time! Track changes, comment, protect sheet and workbook sub-sections give you control. Enhance security, organization, and collaboration. Get more control over your work!

Review Shortcuts-15 Time-Saving Excel Shortcuts You Need to Know,

Image credits: by James Jones

Track Changes and Comment

Tracking Changes and Providing Feedback in Excel

Track your edits and leave comments on an Excel sheet for effective collaboration.

Follow the below 4-step guide to learn how to track changes and use comment features in Excel:

  1. Start by selecting the cell where you want to add a comment.
  2. Click ‘Review’ on the toolbar, then choose the ‘New Comment’ option.
  3. Type your message in the box that appears, then click outside of it to save your comment.
  4. To track changes made by others, select ‘Track Changes’ within the same ‘Review’ tab and review revisions with ease.

Take advantage of these helpful software capabilities to collaborate effectively.

Got more time? Learn how to use other exciting Excel features like Pivot tables and Lookup functions.

Don’t miss out on making efficient use of Excel’s collaborative capabilities! Start using tracking and commenting today.

Protect your Excel sheets and workbooks like you protect your snacks from your coworkers – use these shortcuts to keep them safe.

Protect Sheet and Workbook

Protecting Excel Sheets and Workbooks is a crucial task to maintain confidentiality. In order to prevent sensitive data from being edited, deleted, or viewed by unauthorized users, this feature works as a shield of security.

Here’s a 6-Step Guide to Protect your Excel Sheets and Workbooks:

  1. Select the Sheet or Workbook that needs protection.
  2. Click on the “Review” tab in the ribbon toolbar.
  3. Under “Changes”, click on “Protect Sheet” or “Protect Workbook”.
  4. Configure password preferences under “Password Options”.
  5. Select permissions for users under “Allow All Users Of This Worksheet To Insert Rows And Columns”, or any other desired actions.
  6. Apply changes and confirm with the password when prompted.

It’s important to note that unprotected cells will remain accessible even after protecting the sheet. Additionally, bookmarks can be added to enhance access management within protected sheets.

Interesting point: Did you know that Excel allows creating multiple passwords for one sheet or workbook? (Source: Microsoft)

Five Facts About 15 Time-Saving Excel Shortcuts You Need to Know:

  • ✅ Excel is a spreadsheet software developed by Microsoft and is used widely by businesses and individuals. (Source: Investopedia)
  • ✅ These 15 time-saving Excel shortcuts are essential for increasing efficiency and productivity when working on spreadsheets. (Source: HubSpot)
  • ✅ One of the most useful Excel shortcuts is Ctrl + C and Ctrl + V to copy and paste cells, formulas, and data quickly. (Source: Business Insider)
  • ✅ Ctrl + Arrow keys shortcut is a game-changer when it comes to navigating large spreadsheets quickly. (Source: Excel Campus)
  • ✅ Excel offers various pre-built templates that can save time when working on specific tasks like budgeting, invoicing, and project management. (Source: Microsoft)

FAQs about 15 Time-Saving Excel Shortcuts You Need To Know

What are the 15 Time-Saving Excel Shortcuts You Need to Know?

The 15 Time-Saving Excel shortcuts you need to know include:

  • Ctrl + C: Copy
  • Ctrl + V: Paste
  • Ctrl + Z: Undo
  • Ctrl + F: Find
  • F2: Edit Cell
  • Ctrl + B: Bold
  • Ctrl + I: Italic
  • Ctrl + U: Underline
  • F4: Repeat Last Action
  • Ctrl + Home: Go to First Cell
  • Ctrl + End: Go to Last Cell
  • Ctrl + Shift + : (colon): Insert Current Time
  • Ctrl + ; (semicolon): Insert Current Date
  • Alt + =: Autosum
  • Ctrl + Shift + $: Format as Currency

How can I use these shortcuts to save time while using Excel?

By memorizing and incorporating these shortcuts into your Excel workflow, you can quickly navigate and perform common tasks without the need for extra clicks or mouse movements. This can lead to a more efficient and streamlined workflow, ultimately saving you time.

Are these shortcuts applicable to all versions of Excel?

Most of these shortcuts are applicable to Excel versions from 2010 onwards. However, certain legacy versions of Excel may have different shortcut keys or not support certain shortcuts altogether.

What if I am not comfortable using shortcut keys?

While using keyboard shortcuts can provide significant productivity benefits, it is not a requirement to use them within Excel. Excel can also be navigated and used entirely through the mouse and ribbon interface.

Do I need to purchase any additional software to utilize these shortcuts?

No, these shortcuts are built-in functionality within Excel and do not require any additional software or add-ins to utilize.

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