Excel is one of the most powerful and versatile programs in the Microsoft Office suite. With dozens of shortcuts for formatting, editing, inserting, and navigating through spreadsheets, keyboard shortcuts are essential for anyone who uses Excel regularly.
In this comprehensive guide, we will cover the most useful Excel keyboard shortcuts to maximize your efficiency. Whether you are an Excel beginner looking to navigate spreadsheets faster or an Excel power user wanting to utilize advanced features quickly, these Excel shortcuts will save you time and effort.
Page Contents
Key Takeaways:
- Excel keyboard shortcuts allow you to quickly navigate, enter data, format, copy/paste, use formulas, and more.
- CTRL + arrow keys help you jump to different cells quickly. ALT + arrow keys move you between ribbon menu tabs.
- F2 edits the active cell. CTRL + B bolds text. CTRL + I italicizes text.
- CTRL + Z undoes the last action. CTRL + Y redoes the last action.
- CTRL + C copies data. CTRL + V pastes data. CTRL + X cuts data.
- F4 repeats the last action done. CTRL + D fills data down.
- CTRL + SHIFT + L adds filters. F5 adds/removes borders around selected cells.
- ALT + = inserts a SUM formula. CTRL + SHIFT + ! applies number formatting.
Navigating Excel Worksheets
Navigating efficiently in Excel is critical for saving time and effort. Here are some of the most useful shortcuts to quickly move between cells, worksheets, and Excel windows:
Arrow Keys – Use the arrow keys to move your selection to the next cell.
CTRL + Arrow Key – Jump to the edge of the current data region in the direction of the arrow key.
SHIFT + Arrow Key – Extend the selected cell(s) by one cell.
CTRL + SHIFT + Arrow Key – Extend the selected cell(s) to the last non-blank cell in the direction of the arrow key.
ALT + PAGE UP/PAGE DOWN – Move one screen to the right or left.
CTRL + HOME – Go to the first cell of the worksheet (A1).
CTRL + END – Go to the last used cell of the worksheet.
PAGE UP/PAGE DOWN – Move one screen up or down.
CTRL + PAGE UP/PAGE DOWN – Switch between Excel worksheet tabs.
CTRL + F6 – Switch between open Excel windows.
ALT + W + F + W – Add a new Excel window.
ALT + F4 – Close the current Excel window.
| Navigating Excel Worksheets | |
|---|---|
| Arrow Keys | Move to next cell |
| CTRL + Arrow Key | Jump to data range edge |
| SHIFT + Arrow Key | Extend cell selection by 1 |
| CTRL + SHIFT + Arrow Key | Select to last non-blank cell |
| CTRL + HOME | Go to A1 |
| CTRL + END | Go to last cell |
| PAGE UP/DOWN | Move up/down 1 screen |
| ALT + PAGE UP/DOWN | Move right/left 1 screen |
| CTRL + PAGE UP/DOWN | Switch tabs |
| CTRL + F6 | Switch windows |
Editing Cells
Editing and updating Excel cells efficiently is key for analyzing data and maintaining up-to-date spreadsheets. Here are handy shortcuts for editing cells:
F2 – Edit the active cell.
CTRL + B – Bold highlighted text or values.
CTRL + I – Italicize highlighted text or values.
CTRL + U – Underline highlighted text or values.
CTRL + 5 – Strikethrough highlighted text or values.
CTRL + Z – Undo the last action.
CTRL + Y – Redo the last action that was undone.
ESC – Cancel current edits.
SHIFT + F10 – Display the right-click menu for a cell.
F7 – Open the spell check dialog box to check spelling within cells.
CTRL + A – Select all contents of the worksheet.
CTRL + LEFT/RIGHT ARROW – Move one word left/right within a cell.
CTRL + DELETE – Delete entire word to the right within a cell.
CTRL + BACKSPACE – Delete entire word to the left within a cell.
| Editing Excel Cells | |
|---|---|
| F2 | Edit active cell |
| CTRL + B | Bold text |
| CTRL + I | Italicize text |
| CTRL + U | Underline text |
| CTRL + 5 | Strikethrough text |
| CTRL + Z | Undo |
| CTRL + Y | Redo |
| ESC | Cancel edits |
| SHIFT + F10 | Open right-click menu |
| F7 | Open spell check |
| CTRL + A | Select all |
| CTRL + ←/→ | Move word left/right |
| CTRL + DELETE | Delete word right |
| CTRL + BACKSPACE | Delete word left |
Copying, Cutting, and Pasting
Copying and pasting data is one of the most common Excel tasks. Master these shortcuts to quickly copy, cut, and paste data:
CTRL + C – Copy the selected cells.
CTRL + X – Cut or remove the selected cells.
CTRL + V – Paste the copied or cut cells.
CTRL + SHIFT + V – Paste values only, removing formulas.
CTRL + ALT + V – Paste special options like formatting.
CTRL + D – Fill the cells above or to the left with the contents of the current cell or selection.
SHIFT + CTRL + L – Create a shortcut to selected text for later use with the F3 key.
F3 – Paste a defined name or cell selection from SHIFT + CTRL + L.
CTRL + R – Fill selected cells with the content to the right.
CTRL + L – Delete the selected cell’s contents.
| Copy and Paste | |
|---|---|
| CTRL + C | Copy |
| CTRL + X | Cut |
| CTRL + V | Paste |
| CTRL + SHIFT + V | Paste values |
| CTRL + ALT + V | Paste special |
| CTRL + D | Fill down |
| SHIFT + CTRL + L | Define paste name |
| F3 | Paste defined name |
| CTRL + R | Fill right |
| CTRL + L | Delete contents |
Formatting Cells and Data
Formatting cells and spreadsheet data properly is vital for readability and analysis. These shortcuts will format Excel cells and text instantly:
CTRL + Shift + ~ – Apply general number formatting.
CTRL + Shift + $ – Apply currency number formatting.
CTRL + Shift + % – Apply percentage number formatting.
CTRL + Shift + ^ – Apply scientific number formatting.
CTRL + Shift + # – Apply date formatting.
CTRL + Shift + @ – Apply time formatting.
CTRL + 1 – Open format cells dialog box.
CTRL + Shift + & – Apply outline border to selection.
CTRL + Shift + _ – Remove outline border from selection.
CTRL + B – Bold highlighted selection.
CTRL + I – Italicize highlighted selection.
CTRL + U – Underline highlighted selection.
ALT + H + O + I – Auto-fit column width based on contents.
ALT + H + O + W – Auto-fit row height based on contents.
| Formatting Cells | |
|---|---|
| CTRL + Shift + ~ | General number |
| CTRL + Shift + $ | Currency number |
| CTRL + Shift + % | Percentage number |
| CTRL + Shift + ^ | Scientific number |
| CTRL + Shift + # | Date format |
| CTRL + Shift + @ | Time format |
| CTRL + 1 | Open format cells box |
| CTRL + Shift + & | Outline border |
| CTRL + Shift + _ | Remove outline border |
| CTRL + B | Bold |
| CTRL + I | Italicize |
| CTRL + U | Underline |
| ALT + H + O + I | Auto-fit column width |
| ALT + H + O + W | Auto-fit row height |
Formulas and Functions
Excel formulas and functions help you analyze and calculate results from data. These handy shortcuts will accelerate your formula workflow:
= – Start a formula.
F2 – Edit the formula in the cell.
F4 – Toggle between absolute and relative cell references.
SHIFT + F3 – Open Insert Function dialog box.
CTRL + A – Insert a SUM formula.
ALT + = – AutoSum highlighted cells.
CTRL + SHIFT + ! – Apply percent formatting to a cell with a formula.
CTRL + SHIFT + $ – Apply currency formatting to a cell with a formula.
CTRL + SHIFT + @ – Apply date formatting to a cell with a formula.
CTRL + SHIFT + % – Apply percentage formatting to a cell with a formula.
F9 – Recalculate all formulas on the worksheet.
| Formulas and Functions | |
|---|---|
| = | Start formula |
| F2 | Edit formula |
| F4 | Toggle references |
| SHIFT + F3 | Insert function |
| CTRL + A | SUM formula |
| ALT + = | AutoSum |
| CTRL + SHIFT + ! | Percent format |
| CTRL + SHIFT + $ | Currency format |
| CTRL + SHIFT + @ | Date format |
| CTRL + SHIFT + % | Percentage format |
| F9 | Recalculate |
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Managing Worksheets
Managing multiple Excel worksheets efficiently will improve your workflow. These shortcuts allow you to swiftly add, delete, hide, unhide, and switch between worksheets:
CTRL + Shift + N – Insert a new worksheet.
CTRL + Shift + F12 – Insert a new worksheet before active sheet.
ALT + I + R – Insert rows in the active worksheet.
ALT + I + C – Insert columns in the active worksheet.
CTRL + 9 – Hide the selected rows.
CTRL + 0 (zero) – Hide the selected columns.
CTRL + Shift + () – Unhide any hidden rows within the selection.
CTRL + Shift + {} – Unhide any hidden columns within the selection.
Shift + F11 – Insert a new worksheet.
CTRL + F11 – Create an Excel chart on a new worksheet from selected data.
ALT + O + C – Copy the selected worksheet.
ALT + E + L – Delete the selected worksheet.
| Managing Worksheets | |
|---|---|
| CTRL + Shift + N | Insert sheet |
| CTRL + Shift + F12 | Insert sheet before |
| ALT + I + R | Insert rows |
| ALT + I + C | Insert columns |
| CTRL + 9 | Hide rows |
| CTRL + 0 (zero) | Hide columns |
| CTRL + Shift + ( | Unhide rows |
| CTRL + Shift + { | Unhide columns |
| Shift + F11 | Insert sheet |
| CTRL + F11 | Create chart |
| ALT + O + C | Copy sheet |
| ALT + E + L | Delete sheet |
Selection and Navigation Shortcuts
Selecting the right cells and moving around efficiently is vital for an optimal Excel experience. Here are some top shortcuts for selecting items and navigating in Excel:
CTRL + SPACEBAR – Select entire column.
SHIFT + SPACEBAR – Select entire row.
CTRL + SHIFT + SPACEBAR – Select entire worksheet.
SHIFT + Arrow Key – Extend cell selection by one cell.
CTRL + SHIFT + Arrow Key – Extend cell selection to last cell with data.
CTRL + A – Select all cells with data on the worksheet.
F8 – Turn on selection mode to select non-adjacent cells.
SHIFT + F8 – Turn off selection mode, returning to standard behavior.
CTRL + Backspace – Delete the cell contents but keep cell formats.
ALT + ; – Select only visible cells of filtered data.
CTRL + G – Open goto dialog box to jump to any cell.
F5 – Open goto special dialog box.
| Selection and Navigation | |
|---|---|
| CTRL + SPACEBAR | Select column |
| SHIFT + SPACEBAR | Select row |
| CTRL + SHIFT + SPACEBAR | Select sheet |
| SHIFT + Arrow | Extend selection by 1 |
| CTRL + SHIFT + Arrow | Extend selection to data |
| CTRL + A | Select data |
| F8 | Enable selection mode |
| SHIFT + F8 | Disable selection mode |
| CTRL + Backspace | Clear contents |
| ALT + ; | Select visible cells |
| CTRL + G | Goto |
| F5 | Goto special |
Final Takeaways
Learning Excel keyboard shortcuts will help you become a true Excel power user. Here are some key tips to remember:
- Use CTRL and arrow keys to jump around sheets quickly.
- Edit cells efficiently with F2, CTRL + B for bolding, CTRL + Z to undo.
- Copy, cut, paste, and fill with CTRL + C, CTRL + X, CTRL + V, and CTRL + D.
- Format data fast with shortcuts like CTRL + Shift + $ for currency.
- Fill and calculate formulas rapidly with ALT + = and F9.
- Manage sheets smoothly by inserting, deleting, hiding with shortcuts.
- Improve selection and navigation with F8 selection mode and CTRL + G.
With consistent practice, these Excel shortcuts will become second nature. Save time on your common Excel tasks by utilizing these handy keyboard shortcuts. Work faster and become an Excel pro!
