MS Excel Quick References

MS Excel Short Keys

TO

PRESS

Complete a cell entry	ENTER
Cancel a cell entry	ESC
Repeat the last action	F4
Start a new line in the same cell	ALT + ENTER
Insert a tab character in a cell	CTRL +ALT + TAB
Delete the character to the left of the insertion point, or delete the selection	BACKSPACE
Delete the character to the right of the insertion point, or delete the selection	DELETE
Delete text to the end of the line	CTRL + DELETE
Move on character	Up, down, left, right (ARROW KEYS)
Move to the beginning of the line	HOME
Edit a cell note	SHIFT + F2
Create names from cell text	CTRL + SHIFT + F3
Fill down	CTRL + D
Fill to the right	CTRL + R
Fill the selected cell range with the current entry	CTRL + ENTER
Complete a cell entry and move down in the selection	SHIFT + ENTER
Complete a cell entry and move to the right in the selection	TAB
Complete a cell entry and move to the left in the selection	SHIT + TAB

Work in cell or the formula bar using short cut keys

To Press

Start a formula	EQUAL SIGN
Activate a cell and the formula bar	F2
Activate a cell and the formula bar	BACKSPACE
Activate and clear the formula bar when a cell is selected, or delete the preceding character in the formula bar	F3
Paste a name into a formula	CTRL + F3
Define a name	F9 or CTRL  + EQUAL SIGN
Calculate all sheets in all open work books	SHIFT + F9
Calculate the active sheet	ALT + EQUAL SIGN
Insert the Auto Sum formula	CTRL + SEMICOLON
Enter the data	CTRL + SHIFT + COLON
Enter the time	CTRL + SHIFT + COLON

Copy the value from the cell above the active cell into the or the formula bar

CTRL+SHIFT+ Alternate between displaying cell values and displaying cell formulas CTRL+ (single left quotation marks)

Copy a formula from the cell above the active cell into the cell or the formula bar CTRL+ (apostrophe)

Enter a formula as an array formula       CTRL+SHIFT+ ENTER

Display step2 of the function Wizard, after you type a valid function name in a formula    CTRL+A

Inert the argument names and parentheses for a function, after you type a valid function name in a formula

CTRL +SHIFT+A

Activate the Auto Complete list ALT+DOWN ARROW

3. Format data using shortcut keys

To Press

Carry out the style command (format menu)	ALT + ‘ (apostrophe)
Carry out the Cells command (format menu)	CTRL + 1
Apply the general number format	CTRL + SHIFT + ~

Apply the Currency format with tow decimal places (negative number appear in parentheses)

CTRL+SHIFT+$        

Apply the Percentage format with no decimal places

CTRL +SHIFT +%

Apply the Exponential number format with tow decimal places   CTRL +SHIFT + ^

Apply the date format with the day, month, and year CTRL+SHIFT+# 

Apply the time format with the hour and minute, and indicate A.M. or P.M CTRL+SHIFT +@

Apply the two decimal place format with commas	CTRL + SHIFT + 1
Apply the outline border	CTRL + SHIFT + &
Remove all borders	CTRL + SHIFT + _
Apply or remove bold formatting	CTRL + B
Apply or remove italic formatting	CTRL + I
Apply or remove an underline	CTRL + U
Hide rows	CTRL + 5
Un hide rows	CTRL + SHIFT + (
Hide columns	CTRL + 0 (zero)
Un hide columns	CTRL + SHIFT + )

4. Edit and move data using shortcut keys

Select in worksheets and workbooks using shortcut keys

To Pres

Extend the selection by one cell	SHIFT + arrow key
Extend the selection  to the edge of the current data region	CTRL + SHIFT + arrow key
Extend the selection to the beginning of the row	SHIFT + HOME
Extend the selection to the beginning of the worksheet	CTRL + SHIFT + HOME

Extend the selection to the last cell in the worksheet (lower –right corner) CTRL+SHIFT+END

Select the entire column	CTRL + SPACEBAR
Select the entire row	SHIFT + SPACEBAR
Select the entire worksheet	CTRL + A
Collapse the selection to the active cell	SHIFT + BACKSPACE
Extend the selection down on screen	SHIFT + PAGEDOWN
Extend the selection up one screen	SHIFT + PAGE UP
Select the current region	CTRL + SHIFT *
With an object select, select all objects on a sheet	CTRL + SHIFT + SPACEBAR

Alternate between hiding objects, displaying objects and displaying pace holder of object CTRL+6

Show or hide the standard toolbar   CTRL+7

In End mode to Press

Turn End mode on or off END

Extend the selection to the end of the data block in to direction of the arrow END, SHIFT+ arrow key

Extend the selection to the last cell in the worksheet (lower –right corner) CTRL+SHIFT+END

Select the entire column	CTRL + SPACEBAR
Select the entire row	SHIFT + SPACEBAR
Select the entire worksheet	CTRL + A
Collapse the selection to the active cell	SHIFT + BACKSPACE
Extend the selection to down one screen	SHIFT + PAGE DOWN
Extend the selection up one screen	SHIFT + PAGE UP
Select the current region	CTRL + SHIFT + *
With an object selected , select all objects on a sheet	CTRL + SHIFT + SPACEBAR

Alternate between hiding objects, displaying objects, and displaying placeholder for objects CTRL+6 show or hid the Standard toolbar CTRL+7

In end mode, to press

Turn End mode on or off END

Extend the selection to the end of the data block in the direction of the arrow END, SHIFT+ arrow key

Extend the selection to the last cell in the worksheet (lower-right corner) END, SHIFT+HOME

Extend the selection to the last cell in the current row (unavailable if you’ve selected the Transition Navigation keys check box) END SHIFT +ENTER

With scroll lock on, to Press

Scroll the screen up or down one row	UP ARROW or DOWN ARROW
Scroll the screen left or right one column	LEFT ARROW or RIGHT ARROW
Extend the selection to the cell in the upper-left corner of the window	SHIFT + HOME
Extend the selection to the cell in the lower –right corner of the window	SHIFT + END
Turn scroll lock on or off	SCROLL LOCK

Note when you use the scrolling keys (such as PAGE UP and PAGE DOWN ) with scroll lock turned off, your selection moves the distance you scroll. If you want to keep the same selection as you scroll, turn scroll lock on first.

4. Select cells with special characteristics using shortcut keys

To Press

Select all cells that contain a note	CTRL + SHIFT +?
Select a range around the active cell (the selection range is an area enclose by blank rows and blank columns)	CTRL + SHIFT + *
Select the entire array that the active cell belongs to	CTRL + /
Select cells whose contents are different form other comparison cell in each or (for each column, the comparison cell is in the same row as the active cell	CTRL + \
Select cells whose contents are different from the comparison cell in each column (for each column, the comparison cell is in the same row as the active cell	CTRL + SHIFT + |
Select only cells that are directly referred to by formulas in the selection	CTRL + [
Select only cells with formulas that refer directly to the active cell	CTRL + ]
Select all cells with formulas that refer directly or indirectly to the active cell	CTRL + SHIFT + }
Select only visible cells in the current selection	ALT + SEMICOLOON

5, select chart items using shortcut keys

To Press

Select the previous group of items	DOWN ARROW
Select the next group of items	UP ARROW
Select the next item within the group	RIGHT ARROW
Select the previous item within the group	LEFT ARROW

6. Move within a selection using shortcut keys

To press

Move form top to bottom within the selection, or move to the right one cell if only one row is selected ENTER

Move from bottom to top within the selection, or move to the left one cell if only one row is selected SHIFT +ENTER

Move from left to right within the selection          TAB

Move form right to left within the selection         SHIFT+TAB

To press

Copy the selection	CTRL + C
Paste the selection	CTRL + V
Cut the selection	CTRL + X
Clear the selection of formulas and data	DELETE
Insert blank cells	CTRL + SHIFT + PLUS SIGN
Delete the selection	CTRL + MINUS SIGN
Undo the last action	CTRL + Z

8, Move in worksheets and workbooks using shortcut keys

To Press

Move one cell a given direction	Arrow key
Move to the edge of the current data region	CTRL + arrow key
Move between unlocked cell in a protected worksheet	TAB
Move to the beginning of the row	HOME
Move to the beginning of the worksheet	CTRL + HOME
Move to the last cell in the worksheet (in the lower-right corner)	CTRL + END
Move one screen down	PAGE DOWN
Move one screen up	PAGE UP
Move one screen to the right	ALT + PAGE DOWN
Move one screen to the left	ALT + PAGE UP
Move to the next sheet in the workbooks	CTRL + PAGE DOWN
Move to the previous sheet in the workbooks	CTRL + PAGE UP
Move to the next workbook	CTRL + F6
Move to the next pane	CTRL + SHIFT + F6
Move to the previous pane	F6

In End mode, to Press

Turn End mode on or off                                   `           END

Move by one block of data within a row or column END, arrow key

Move to the last cell in the worksheet (in the lower-right corner) END, HOME

Move to the last cell in the current row (unavailable if you’ve selected the Transition Navigation keys check box)                        END, ENTER

With Scroll lock turned on, to Press

Move to the cell upper-left corner of the window                       HOME

Move to the cell in the lower-right corner of the window            END

Turn Scroll lock on or off                                                          SCROOL LOCK

Note when you use the scrolling keys (such as PAGE Up and PAGE DOWN) with scroll lock turned off, your selection move the distance you scroll. If you want to keep the same selection as you scroll, lock on first.

7. Scroll in a workbook window using shortcut keys

To press

Move one screen up or down	PAGE UP or PAGE DOWN
Move one screen to the right	ALT + PAGE DOWN
Move one screen to the left	ALT + PAGE UP
Move to the previous sheet in the work book	CTRL + PAGE UP
Move to the next sheet in the workbook	CTRL + PAGE DOWN
Move to the next sheet in the workbook	CTRL + F6 or CTRL + TAB
Display the next window	CTRL + SHIFT + F6 or CTRL + SHIFT + TAB
Display the previous  window	CTRL + SHIFT + F6 or CTRL + SHIFT + TAB
Scroll to display the active cell	CTRL + BACKSPACE
Turn scroll lock on or off	SCROLL LOCK
Scroll one row up or down UP ARROW or DOWN  ARROW (with scroll lock turned on )	UP ARROW or DOWN ARROW (with Scroll Lock turned on)
Scroll one column left or right	LEFT ARROW or RIGHT ARROW (with Scroll Lock turned on)

9. Outline data using shortcut keys

To Press

Ungroup rows or column	ALT + SHIFT + LEFT + ARROW
Group rows or columns	ALT + SHIFT + RIGHT + ARROW
Display or hide outline symbols	CTRL + 8
Hide  selected rows	CTRL + 9
Un hide selected rows	CTRL + SHIFT + (
Hide selected columns	CTRL + 0 (zero)
Un hide selected columns	CTRL + SHIFT + )

10. Print and preview a document using shortcut keys

Command Press

Print command (file menu) CTRL +P

While in print preview, to          press

Move around the page when zoomed in	Arrow keys
Move by one page when zoomed out	PAGE UP or PAGE DOWN
Move to the first page when zoomed out	CTRL + UP ROW or CTRL + LEFT
Move to the last page when zoomed out arrow	CTRL + DOWN ARROW or CTRL + RIGHT

11. Work with databases, list and Pivot table using shortcut keys

Work in a data form using shortcut keys

To Press

Select a filed or a command button	ALT + key for letter underlined in name
Move to the same field in the next record	DOWN ARROW
Move to the same field in the previous record	UP ARROW
Move to the next field you can edit in the record	TAB
Move to the previous field in the next record	SHIFT + TAB
Move to the first field in the next record	ENTER
Move to the first field in the previous record	SHIFT + ENTER
Move to the same field 10 records forward	PAGE DOWN
Move to the same field 10 records back	PAGE UP
Move to the new record	CTRL + PAGE DOWN
Move to the first record	CTRL + PAGE UP
Move one beginning or end of a field	HOME or END
Move one character left or right within a field	LEFT ARROW or RIGHT ARROW
Extend a selection to the beginning of a field	SHIFT + HOME
Extend a selection to the end of a field	SHIFT + END
Select the character to the left	SHIFT + LEFT ARROW
Select the character to the right	SHIFT + RIGHT ARROW

12, work with Auto Filter using shortcut keys

To Press

Display the list for the select column label	ALT + DOWN ARROW
Close the list for the selected column label	ALT + UP ARROW
Select the previous item in the list	UP ARROW
Select the next item in the list (All )	HOME
Select the last item in the list (Non Blanks) Filter the list using the selected item	END

Work with the pivot table wizard using shortcut keys

In step 3 of the Pivot Table Wizard, to Press

Select the next or previous field button in the list	UP ARROW or DOWN ARROW
Select the field button to the right or left in a multi column field button list	LEFT ARROW or RIGHT ARROW
Move the selected field into the page area	ALT + P
Move the selected field into the Row area	ALT + R
Move the selected field into the Column area	ALT + C
Move the selected field into the data area	ALT + D
Display the Pivot Table Field dialogues box	ALT + L

Work with page field in a Pivot table using shortcut keys

To Press

Display the page field list	ALT + DOWN ARROW
Close the page field list	ALT + UP ARROW
Select the previous item in the list	UP ARROW
Select the next item in the list	DOWN ARROW
Select the first visible item in the list	HOME
Select the last visible item in the list	END
Display the selected item	ENTER

Group and UN group Pivot Table items using shortcut keys

To Press

Group select Pivot Table items	ALT + SHIFT + RIGHT ARROW
Un group selected Pivot table items	ALT + SHIFT + LEFT ARROW

13 Work with menu using shortcut keys

Your can choose any menu command with the keyboard. Press ALT+ the letter underlined in his menu name, and then press the letter underlined in the command name.

To Press

Display the shortcut menu	SHIFT + F10
Display the application Control menu	SPACEBAR (when the menu bar is active)
Select the next or previous command on the menu displayed)	DOWN ARROW or UP ARROW (with the menu displayed)

Select the menu to the left or right; or, with a submenu displayed, toggle the section between the main menu and the submenu LEFT ARROW or RIGHT ARROW

15 work in windows and dialogues boxes

Work in windows

To switch to the Press

Next application	ALT + TAB
Previous application	ALT + SHIFT + TAB
Start menu	CTRL + ESC

To Press

Close the windows	CTRL + F4
Restore the window size	CTRL + F5
Switch to the next windows	CTRL + F6
Switch to the previous windows	CTRL + SHIFT + F6
Carry out the Move command (control menu )	CTRL + F7
Carry out the size command (control menu)	CTRL + F8
Maximize the window	CTRL + F10
Select a folder in the open or save as dialogue box (File menu )ALT+0, and then use the arrow keys choose a toolbar button in the open or save as dialogue box (file menu)	ALT + number
Leftmost button 2 is the next and so on
Refresh the open or save as dialogue box (file menu )	F5

15 work in dialogue boxes using shortcut keys

To Press

Switch to the next tab in a tab dialogue box	CTRL + TAB or CTRL + PAGE DOWN
Switch to the previous tab in a tab dialogue box	CTRL + SHIFT + TAB  or CTRL + PAGE TAB
Move to the next option or group of option buttons	SHIFT + TAB
Move to the previous option or group of option buttons	Arrow key
Move within the active list box or group of option buttons.	SPACEBAR
Select the active command button or check box	Letter key
Move to the next item beginning with that letter in an active list box	ALT + letter key
Select the item with that underlined letter in an active list box	ALT + DOWN ARROW
Display a drop down list box	ALT + DOWN ARROW
Close a drop down list box	ESC
Choose the default command button	ENTER
Cancel the command and close the dialogue box	ESC
Close a drop down list box	ESC
Choose the default command button	ENTER
Cancel the command and close the dialogue box	ESC

Within a text box, to Press

18 Function keys

Function key

SHIFT

CTRL +

SHIFT ALT+

SHIFT

F1 Get online help or the Answer Wizard Insert a new worksheet

F2 Activate a cell and the formula bar Edit a cell note Display the Info window

F3 Paste a name into a formula Display the Function Wizard Define a name Create names for cell text

F4 Repeat the last action Repeat a Find or Go to action close the windows

F5 Carry out the Go to command (Edit menu) carry out the Find command (Edit menu) Restore the windows size

F6 Go to the next pane Go to the previous pane Go to the next workbook Go to the previous workbook

F7 carry out the Spelling command (Tools menu) Carry out the Move command (Control menu)

F8 Extend a selection Turns Add mode on or off Carry out the Size command (control menu)

F9 Calculate all sheets in all open works books Calculate the active sheet Minimize the workbook

F10 Activate the menu bar Display a shortcut menu Maximize the document windows

F11 Create a chart

F12 carry out the save as command (File menu) Carry out the save command (File menu carry out the Open command (file menu) carry out the print command (file menu)