Learn the BEST Excel keyboard shortcuts. Perfect for Beginners and for those who want to save time and work smarter.
It doesn't matter if I'm delivering a Stage 1 or a Stage 3 Excel training course - when I'm demonstrating to the class I whip around the screen, format, select and modify and update using shortcut keys.
And 9 times out of 10 someone will ask me, "how did you just do that, what was the shortcut you just used"?
Just recently I ran a workshop where I was showing the class how to quickly select large ranges of data using shortcut keys (see the 'Selecting Quickly' shortcuts below).
We were 10 minutes into the session and the manager told me the time he would be saving just using the shortcuts was worth more than the price of the course! How great is that?
I LOVE sharing shortcuts, because I LOVE using them.
Hence the reason I have created for you this post, outlining my most favourite shortcut keys AND why I have created the 'Cheat Sheet' quick reference PDF download for you too.
If you want to start saving time, download the Cheat Sheet and then choose 3 to 4 shortcuts each week to practice. Before you know it they will become habit, you will be saving a heap of time, and YOU will have people asking you "how did you just do that" 🙂
BTW, check out the shortcut key combination to insert emojis in the 'Fun to Know' section. I use this a lot! 
The Absolute Essential shortcut keys
Shortcut keys that everyone should have in there 'tool-kit'. You're going to use these a lot!!
Use this shortcut | to do this |
|---|---|
CTRL + S | To Save your file |
CTRL + Z | To Undo |
CTL + C | To Copy the selected data |
CTRL + X | To Cut the selected data |
CTRL + V | To Paste the data you recently Cut or Copied |
CTRL + P | To go to the File, Print screen |
CTRL + O | To go to the File, Open screen |
CTRL + N | To create a New workbook (file) |
CTRL + Spacebar | To select the entire column |
SHIFT + Spacebar | To select the entire row |
ALT + I, C | To insert a new column |
ALT + I, R | To insert a new row |
CTRL + - (minus symbol) | To delete a row or column. Use after you have selected the row or column to be deleted |
Shortcut keys to Move Quickly
Shortcut keys to help you move and navigate with speed!
Use this shortcut | to do this |
|---|---|
CTRL + Page Up or Page Down | Move to the previous worksheet or next worksheet. Include SHIFT to select at the same time |
CTRL + (arrow keys) | Move to the edge of the current table of data, in the direction of the arrow pressed |
CTRL + Home | Move to the beginning of the worksheet |
CTRL + End | Move to the last cell of the worksheet (most bottom right cell) |
Page Up | Move one screen up |
Page Down | Move one screen down |
ALT + Page Down | Move one screen right |
ALT + Page Up | Move one screen left |
F5 | To open the Go To dialog box. Enter the cell address you want to move to. Press ENTER |
Shortcut keys to Select Quickly
Shortcut keys to help you select like a pro!
Use this shortcut | to do this |
|---|---|
SHIFT + click | Select from the current cell to the cell you click |
SHIFT + (arrow keys) | Select one cell at a time in the direction of the arrow key pressed |
SHIFT + CTRL + (arrow keys) | Select to the edge of the current table of data, in the direction of the arrow pressed |
CTRL + A | Select a cell inside a data table and press to select the entire table. Outside of a table use to select the entire worksheet |
SHIFT + CTRL + End | Select from the selected cell to the last cell in the worksheet |
SHIFT + CTRL + Home | Select from the selected cell to the first cell, A1 |
Shortcut keys to Update Quickly
Shortcut keys to help you save precious time.
Use this shortcut | to do this |
|---|---|
CTRL + F | Locate data within your workbook quickly using Find |
CTRL + H | Find and Replace data |
CTRL + D | Fill data down through selected cells. Select the cell you want to copy and the range you want to copy to first |
CTRL + R | Fill data right through selected cells. Select the cell you want to copy and the range you want to copy to first |
F4 | Repeat the last thing you did. For example if you have just inserted a row press F4 to continue inserting more rows |
CTRL + 9 | Hide entire row |
CTRL + 0 | Hide entire column |
SHIFT + CTRL + 9 | Unhide rows. Select rows on either side of hidden row(s) first |
ALT, H, O, U, L | Unhide columns. Select columns on either side of hidden column(s) first |
Shortcut keys to Format Quickly
Shortcut keys for a 'super quick' make-over.
Use this shortcut | to do this |
|---|---|
CTRL + B | Bold |
CTRL + I | Italics |
CTRL + U | Underline |
CTRL + ~ | Apply the General number format |
CTRL + ! | Apply the Number format with 2 decimal places & thousands separator |
CTRL + # | Apply a dd-mmm-yy date format |
CTRL + $ | Apply the Currency format with 2 decimal places & thousands separator |
CTRL + % | Apply a Percentage format, no decimal places |
CTRL + 1 | Open the Format Cells dialog box |
ALT + H, B, A | Apply 'All Borders' to the selected area |
ALT + H, B, N | Remove Borders from the selected area |
ALT + SHIFT + F1 | Inserts a new worksheet |
ALT + ENTER | Add another line inside a cell, i.e. wrap to another line |
Shortcut keys to Edit Quickly
Shortcut keys to help you make speedy changes.
Use this shortcut | to do this |
|---|---|
F2 | Press to edit directly inside a cell |
ESC | Press to cancel a selected area when using Copy or press to cancel an entry in the cell or Formula bar |
F4 (to lock a cell reference and make it absolute) | In the Formula bar, highlight the cell address and then press F4. Keep pressing until you have the absolute setting you require, e.g. $A$3 |
Super handy shortcut keys
Super handy when you need them.
Use this shortcut | to do this |
|---|---|
CTRL + ; | (semi colon) Press to insert today's date |
CTRL + ' | (apostrophe) Press to copy the cell above |
ALT + V, F, F | Turn on/off Freeze Panes. Freezes from the selected cell |
CTRL + ALT + V, V, ENTER | Paste Values. Use CTRL + C to copy prior to using this shortcut |
ALT + ; | Highlights visible cells. Use this to quickly locate hidden rows/columns |
CTRL + Click | Press CTRL while clicking on additional ranges to include them in the one selection |
SHIFT + CTRL + L | Turn Filtering on/off |
F5 | To open the Go To dialog box. Enter the cell address you want to move to. Click OK. |
ALT + = | SUM a range. Be sure that you have selected ALL of the cells to be included in the total |
Teach yourself shortcuts
Excel Search and shortcuts to improve your speed.
Use this shortcut | to do this |
|---|---|
ALT + Q | Press to access the Search box. Type what you want to do. Let Excel take over. Available in newer versions of Excel only |
Screen tip key combinations | Move your mouse over any button on the Ribbon to see the keyboard shortcut combination that will activate it. Not all buttons have this |
ALT | Press ALT to display onscreen shortcuts to access Ribbon tabs and buttons, e.g. ALT, H, B will access the Border gallery |
Add buttons to the QAT to create your own shortcuts | Right-click any button on the Ribbon. Select 'Add to Quick Access Toolbar'. Now press ALT and the QAT number to use it |
Fun to know shortcut
Off topic...but fun 
Use this shortcut | to do this |
|---|---|
Windows button + period (full-stop) | To insert an emoji, press the Windows button + period (full stop). Use your arrow key to select the emoji you want and press ENTER. To search for an emoji, start typing what you are searching for and Windows will try to find a match |
Sharyn is an expert trainer. She became the first certified Microsoft® MOUS Authorised Instructor in New Zealand.
She is endorsed by Microsoft® as a qualified Microsoft® Office Specialist and has more than 20 years of experience in the training industry, developing and delivering technology training workshops. Her approach to taking the “techie-speak” out of technology training has placed her as a preferred supplier to many of New Zealand’s leading organisations.
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