150+ Keyboard Shortcuts In MS Excel
If you frequently use MS Excel, learning its keyboard shortcuts can significantly improve your efficiency and productivity. This article brings you an ultimate list of over 150 Excel shortcuts for better data analysis, managing tasks effortlessly, and enhancing efficiency in working with your data in Excel. All of this is while saving a lot of your time.
What Is Keyboard Shortcut?
A keyboard shortcut is a key or a group of keys that must be pressed simultaneously to execute a specific command. Excel keyboard shortcuts are widely used because they help users improve their productivity by avoiding continually raising their hands to use the mouse. Thus, they save seconds that can turn into minutes and hours.
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Essential Keys For Keyboard Shortcuts in Excel
In most cases, keyboard shortcuts involve using the Ctrl, Alt, and Shift keys. The Ctrl and Alt keys are always identified by name, and an up arrow usually identifies the Shift key.
Nomenclature of Shortcuts
Since a keyboard shortcut can refer to the combination of several keys, you will notice that the + symbol is used in its terminology, which serves to indicate that several keys must be pressed at the same time, for example,
Ctrl+C
This keyboard shortcut indicates that we must press the Ctrl key and, without releasing it, press the C key. The + symbol does not indicate that we must press the + key but is present to remind us to keep both keys pressed simultaneously. Below, you will find the list of Excel shortcuts organized by the type of keys pressed or according to their functionality.
Let’s take a look –
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Function Keys In Excel
Special keys (F1–F12) are used for quick tasks like help, editing, or navigation.
| Key | Function |
| F1 | Shows Excel Help |
| F2 | Enters edit mode for the active cell |
| F3 | Displays the Paste Name dialog box if there is a defined name |
| F4 | Repeats the last action. Also, writing a formula allows you to switch between relative, absolute, and mixed references. |
| F5 | Displays the Go To dialog box |
| F6 | Allows you to move between panels in a divided book |
| F7 | Displays the Spelling dialog box |
| F8 | Activates Expand Selection mode, which allows you to enlarge the selected range using the arrow keys |
| F9 | Calculates the result of formulas for all sheets of open workbooks |
| F10 | Activates the menu bar |
| F11 | Creates a chart sheet with the selected cell range |
| F12 | Displays the Save As dialog box |
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Single Key Shortcuts
Single keystrokes (like F2 or F4) are used for specific actions, such as editing cells or repeating commands.
| Key | Function |
| Alt | Activates the menu bar |
| Page Down | Scrolls down one screen within the sheet |
| Enter | Completes a cell entry and selects the cell located below |
| Esc | Cancels the entry of a cell. It also closes any displayed dialogue |
| Space | Enables or disables a check box within a dialog box |
| End | Allows you to use the arrow keys to move to the last cell in the current range |
| Home | Moves to the beginning of the row |
| Page Up | Move one screen up within the sheet |
| Backspace | Deletes the contents of a cell and enters Edit Mode |
| Delete | Deletes the content of a cell |
| Tab | Completes a cell entry and selects the cell to the right |
| Direction keys | Selects the top, bottom, left, or right cell according to the direction key pressed |
Basic Keyboard Shortcuts In Excel
Common shortcuts (like Ctrl+C or Ctrl+V) can be used for everyday tasks like copying, pasting, and undoing.
| Key | Function |
| Ctrl+A | Select all |
| Ctrl+B | Applies bold formatting to selected text |
| Ctrl+C | Copies the selected cells |
| Ctrl+D | Copies the contents and format of the topmost cell of a selected range in the below cells |
| Ctrl+E | Invokes Flash Fill to recognize patterns in adjacent columns and fill the current column |
| Ctrl+G | Opens the Go To dialogue box so that you can work on a specific reference (cell) |
| Ctrl+I | Italicize the selected cell/s |
| Ctrl+J | Removes line breaks in a cell |
| Ctrl+K | Hyperlinks in a cell |
| Ctrl+L | Opens the Create Table dialog box |
| Ctrl+O | Opens an existing workbook |
| Ctrl+N | Opens a new workbook |
| Ctrl+P | Displays the Print dialog box |
| Ctrl+R | Fills the row cell(s) to the right with the contents of the selected cell/Aligns a cell with the contents of the left cell |
| Ctrl+S | Saves the workbook |
| Ctrl+T | Displays the Create Table dialog box |
| Ctrl+U | Underlines the selected text |
| Ctrl+V | Pastes the contents of the clipboard |
| Ctrl+X | Cuts the selected cells |
| Ctrl+Y | Redoes the last undone action |
| Ctrl+Z | Undoes the last action |
| Ctrl+1 | Opens the Format Cells dialog box |
| Ctrl+2 | Applies bold formatting to selected text |
| Ctrl+3 | Applies italic formatting to selected text |
| Ctrl+4 | Underlines the selected text |
| Ctrl+5 | Applies the strikethrough effect to the text |
| Ctrl+6 | Hides or shows the objects on the sheet |
| Ctrl+8 | Shows the outline symbols on the sheet |
| Ctrl+9 | Hides the selected row |
| Ctrl+0 | Hides the selected column |
Keyboard Shortcuts With Ctrl And Function Keys
Combination of Ctrl with function keys (e.g., Ctrl+F4) are used to close workbooks or perform advanced operations
| Key | Function |
| Ctrl+F1 | Displays/hides the ribbon |
| Ctrl+F2 | Displays the print preview area on the Print tab |
| Ctrl+F3 | Opens Name Manager dialog box |
| Ctrl+F4 | Closes the active workbook |
| Ctrl+F5 | Restores the window size of the selected workbook window |
| Ctrl+F6 | Switches to the next workbook window if more than one workbook window is open |
| Ctrl+F7 | Allows you to move the workbook window when the window is not maximized |
| Ctrl+F8 | Allows you to resize the workbook window when the window is not maximized |
| Ctrl+F9 | Minimizes the current workbook window to an icon |
| Ctrl+F10 | Maximizes the window of a minimized workbook |
| Ctrl+F11 | Inserts a macros sheet into the current workbook |
| Ctrl+F12 | Displays the Open dialog box |
Keyboard Shortcuts With Shift And Function Keys
Shift with function keys (e.g., Shift+F3) invoke features like inserting functions or extending selections.
| Key | Function |
| Shift+F2 | Insert a note. Open and edit a cell note |
| Shift+F3 | Displays the Insert Function dialog box. Editing a formula displays the Function Arguments dialogue box. |
| Shift+F4 | Executes the “Find Next” command according to the previously indicated search terms |
| Shift+F5 | Displays the Find dialog box |
| Shift+F6 | Switches focus between the sheet, the Ribbon, the status bar, and the task pane (if present) |
| Shift+F7 | Displays the Reference task pane |
| Shift+F8 | It lets you add another range of cells to the selection |
| Shift+F9 | Calculates the formulas of the current sheet |
| Shift+F10 | Shows the right-click menu for selection |
| Shift+F11 | Inserts a new sheet |
| Shift+F12 | Displays the Save As dialog box |
Keyboard Shortcuts With Alt And Function Keys
Alt combined with function keys (e.g., Alt+F8) are used for accessing macros, menus, or settings.
| Key | Function |
| Alt+F1 | Inserts a chart on the current sheet |
| Alt+F2 | Displays the Save As dialog box |
| Alt+F4 | Closes Excel |
| Alt+F8 | Opens the Macro dialog |
| Alt+F10 | Shows the “Selection and Visibility” panel for shapes |
| Alt+F11 | Opens the Visual Basic for Applications Editor |
Keyboard Shortcuts With The Ctrl+Shift Keys
Ctrl+Shift+L are powerful combinations for actions like applying filters or managing data efficiently.
| Key | Function |
| Ctrl+Shift+F3 | Displays the Create Names From Selection dialog box |
| Ctrl+Shift+F6 | Switch to the previous workbook window |
| Ctrl+Shift+F10 | Activates the menu bar |
| Ctrl+Shift+F12 | Displays the Print dialog box |
| Ctrl+Shift+F | Displays the Font tab of the Format Cells dialog box |
| Ctrl+Shift+L | Turns filters on or off in a range (Toggle) |
| Ctrl+Shift+O | Select cells with comments |
| Ctrl+Shift+U | Expands the formula bar |
| Ctrl+Shift+Enter | Enters a formula as an array formula |
| Ctrl+Shift+Home | Extends the selection to the beginning of the sheet |
| Ctrl+Shift+End | Extends the selection to the last used cell on the sheet |
| Ctrl+Shift+PageDown | Adds the next sheet to the selection of sheets |
| Ctrl+Shift+Page Up | Adds the previous sheet to the sheet selection |
| Ctrl+Shift+Direction key | Extends the selection to the last non-empty cell in the same direction as the key pressed |
| Ctrl+Shift+Space | Select the current cell range or the entire sheet |
| Ctrl+Shift+( | Show hidden rows within the selected range |
| Ctrl+Shift+) | Show hidden columns within the selected range |
| Ctrl+Shift+! | Applies the Number in two decimals format |
| Ctrl+Shift+# | Applies the Currency format with two decimal places |
| Ctrl+Shift+$ | Applies the Percent format without decimals |
| Ctrl+Shift+% | Applies the Scientific notation format |
| Ctrl+Shift+/ | Applies the Time format |
| Ctrl+Shift+: | Applies a border to the cell |
| Ctrl+Shift+& | Removes cell borders |
| Ctrl+Shift+” “ | Copies the cell’s content above |
Keyboard Shortcuts To Navigate In Excel
Shortcuts for quick movement across cells, rows, and sheets (e.g., Arrow keys or Ctrl+Arrow) can help to navigate in Excel.
| Key | Function |
| Alt+Page Down | Moves the worksheet one page to the right |
| Alt+PageUp | Moves the worksheet one page to the left |
| Ctrl+Page Down | Move down in the given range |
| Ctrl+Page Up | Move up in the given range |
| Ctrl+Home | Move to cell A1 |
| Ctrl+End | Move to the last used cell in the current range |
| Ctrl+Backspace | Gets you back to your active cell |
| Ctrl+Tab | Switches between the open workbooks |
| Ctrl+Direction key | Move to the end of the current row or column according to the direction key pressed. |
Keyboard Shortcuts To Select Data
Listed below are the keys to highlight data (e.g., Shift+Arrow or Ctrl+A) for editing or analysis.
| Key | Function |
| Ctrl+* | Selects the current region of cells with data |
| Ctrl+Space | Select the current column |
| Shift+PageDown | Extends the selection down one screen |
| Shift+PageUp | Extends the selection up one screen |
| Shift+Home | Extends the selection to the beginning of the row |
| Shift+Space | Selects the current row |
| Shift+Direction key | Extends the selection of one cell in the same direction as the key pressed |
Keyboard Shortcuts To Enter Data And Formulas
Commands for inputting data or creating formulas (e.g., Enter or Ctrl+`) are as follows -
| Keys | Function |
| Alt+= | Inserts an AutoSum of the adjacent cells |
| Alt+Down | Displays the options of a data validation list |
| Alt+Enter | Inserts a line break within a cell |
| Ctrl+, (comma) | Insert the current date |
| Ctrl+: | Inserts the current time |
| Ctrl+” (double quotes) | Copies the value of the cell above |
| Ctrl+’ (single quote) | Copies the formula from the cell above |
| Ctrl+Enter | Fills the selected cell range with the current input |
| Ctrl+Delete | Deletes all text up to the end of the line |
| Ctrl+Alt+K | Insert a hyperlink |
| Shift+Enter | Completes cell entry and selects the top cell |
| Shift+Tab | Completes the cell entry and selects the cell to the left |
Other MS Excel Shortcut Keys
We have also listed miscellaneous shortcuts for tasks like opening files (Ctrl+O) or saving work (Ctrl+S).
| Keys | Function |
| Alt+Space | Opens the Excel window control menu |
| Alt+’ (single quote) | Displays the Style dialog box |
| Alt+Ctrl+Left | Moves left between non-adjacent cells in a selected range |
| Alt+Ctrl+Right | Moves right between non-adjacent cells in a selected range |
| Ctrl+- | Displays the Delete Cells dialog box |
| Ctrl++ | Displays the Insert Cells dialog box |
| Ctrl+Alt+V | Displays the Paste Special dialog box |
Conclusion
Mastering keyboard shortcuts in MS Excel is essential to achieve productivity and speed up navigation data manipulation and formula creation, thereby speeding up the workflow. Knowledge of these keyboard shortcuts will streamline your work more smoothly in Excel. Adopting these shortcuts is crucial for somebody who wants to work smarter and accomplish more in less time.
FAQs
What are keyboard shortcuts in Excel?
Keyboard shortcuts are combinations of keys that you can press to perform common tasks in Excel. They can be used to speed up your work and increase your productivity.
How can I remember Excel keyboard shortcuts?
The best way to remember Excel keyboard shortcuts is to use them regularly. Once you start using shortcuts on a regular basis, you'll find that they quickly become second nature.
Are there any keyboard shortcuts that are specific to certain Excel versions?
Yes, there are some keyboard shortcuts that are specific to certain Excel versions. For example, the shortcut for opening the Insert Function dialog box is Alt+F11 in Excel 2010 and later, but it's Alt+Insert+F in older versions of Excel.
Can I create my own custom keyboard shortcuts in Excel?
Yes, you can create your own custom keyboard shortcuts in Excel. To do this, go to File > Options > Customize Ribbon. In the Customize Keyboard dialog box, click the Commands tab and then select the command that you want to create a shortcut for. In the Press new shortcut key box, type the keyboard shortcut that you want to use.
How can I view all available keyboard shortcuts in Excel?
To view available keyboard shortcuts in Excel, press Alt to activate the ribbon's shortcut keys. Once you press Alt, letters will appear over each tab and command. You can follow the sequence of letters to navigate through the menus. Additionally, you can check the official Microsoft support website for a comprehensive list of shortcuts.
What is the difference between Ctrl, Shift, and Alt shortcuts?
The difference between Ctrl, Shift, and Alt shortcuts is as follows -
- Ctrl (Control): Used for commands that require immediate action, like copying (Ctrl + C) or saving (Ctrl + S).
- Shift: Often used to select multiple items or cells, such as when highlighting a range of cells. It can also modify other shortcuts, like Shift + F11, which inserts a new worksheet.
- Alt: Typically used to access menu commands. For instance, Alt + E opens the Edit menu in older versions, while accessing the ribbon's more common now.
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