Excel shortcut keys and function keys can save you time and effort.
You can save a lot of effort in Excel knowing the right shortcut keys. We have created a list of the Excel shortcut and function keys below marking the ones to know.
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Press Ctrl+Shift+& in Excel for Windows to apply an outline border to a selected range. Press ctrl+Shift+_ to remove it. Same for Excel for Mac.
Keys | Description |
CTRL+PgUp | Switches between worksheet tabs, from left-to-right. |
CTRL+PgDn | Switches between worksheet tabs, from right-to-left. |
CTRL+SHIFT+( | Unhides any hidden rows within the selection. |
CTRL+SHIFT+) | Unhides any hidden columns within the selection. |
CTRL+SHIFT+& | Applies the outline border to the selected cells. |
CTRL+SHIFT_ | Removes the outline border from the selected cells. |
CTRL+SHIFT+~ | Applies the General number format. |
CTRL+SHIFT+$ | Applies the Currency format with two decimal places (negative numbers in parentheses). |
CTRL+SHIFT+% | Applies the Percentage format with no decimal places. |
CTRL+SHIFT+^ | Applies the Exponential number format with two decimal places. |
CTRL+SHIFT+# | Applies the Date format with the day, month, and year. |
CTRL+SHIFT+@ | Applies the Time format with the hour and minute, and AM or PM. |
CTRL+SHIFT+! | Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. |
CTRL+SHIFT+* | Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report. |
CTRL+SHIFT+: | Enters the current time. |
CTRL+SHIFT+" | Copies the value from the cell above the active cell into the cell or the Formula Bar. |
CTRL+SHIFT+Plus (+) | Displays the Insert dialog box to insert blank cells. |
CTRL+Minus (-) | Displays the Delete dialog box to delete the selected cells |
CTRL+; | Enters the current date. |
CTRL+` | Alternates between displaying cell values and displaying formulas in the worksheet. |
CTRL+' | Copies a formula from the cell above the active cell into the cell or the Formula Bar. |
CTRL+1 | Displays the Format Cells dialog box. |
CTRL+2 | Applies or removes bold formatting. |
CTRL+3 | Applies or removes italic formatting. |
CTRL+4 | Applies or removes underlining. |
CTRL+5 | Applies or removes strikethrough. |
CTRL+6 | Alternates between hiding objects, displaying objects, and displaying placeholders for objects. |
CTRL+8 | Displays or hides the outline symbols. |
CTRL+9 | Hides the selected rows. |
CTRL+0 | Hides the selected columns. |
CTRL+A | Selects the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the current region and its summary rows. Pressing CTRL+A a third time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box. CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. |
CTRL+B | Applies or removes bold formatting. |
CTRL+C | Copies the selected cells. CTRL+C followed by another CTRL+C displays the Clipboard. |
CTRL+D | Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. |
CTRL+F | Displays the Find and Replace dialog box, with the tab selected. SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action. CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected. |
CTRL+G | Displays the Go To dialog box. F5 also displays this dialog box. |
CTRL+H | Displays the Find and Replace dialog box, with the Replace tab selected. |
CTRL+I | Applies or removes italic formatting. |
CTRL+K | Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. |
CTRL+N | Creates a new, blank workbook. |
CTRL+O | Displays the Open dialog box to open or find a file. CTRL+SHIFT+O selects all cells that contain comments. |
CTRL+P | Displays the Print dialog box. CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected. |
CTRL+R | Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. |
CTRL+S | Saves the active file with its current file name, location, and file format. |
CTRL+T | Displays the Create Table dialog box. |
CTRL+U | Applies or removes underlining. CTRL+SHIFT+U switches between expanding and collapsing of the formula bar. |
CTRL+V | Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. CTRL+ALT+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. |
CTRL+W | Closes the selected workbook window. |
CTRL+X | Cuts the selected cells. |
CTRL+Y | Repeats the last command or action, if possible. |
CTRL+Z | Uses the Undo command to reverse the last command or to delete the last entry that you typed. CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart. |
Keys | Description |
CTRL+SHIFT+( | Unhides any hidden rows within the selection. |
CTRL+SHIFT+& | Applies the outline border to the selected cells. |
CTRL+SHIFT_ | Removes the outline border from the selected cells. |
CTRL+SHIFT+~ | Applies the General number format. |
CTRL+SHIFT+$ | Applies the Currency format with two decimal places (negative numbers in parentheses). |
CTRL+SHIFT+% | Applies the Percentage format with no decimal places. |
CTRL+SHIFT+^ | Applies the Scientific number format with two decimal places. |
CTRL+SHIFT+# | Applies the Date format with the day, month, and year. |
CTRL+SHIFT+@ | Applies the Time format with the hour and minute, and AM or PM. |
CTRL+SHIFT+! | Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. |
CTRL+SHIFT+* | Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report. |
CTRL+SHIFT+: | Enters the current time. |
CTRL+SHIFT+" | Copies the value from the cell above the active cell into the cell or the Formula Bar. |
CTRL+SHIFT+(+) | Displays the Insert dialog box to insert blank cells. |
CTRL+ (-) | Displays the Delete dialog box to delete the selected cells. |
CTRL+; | Enters the current date. |
CTRL+` | Alternates between displaying cell values and displaying formulas in the worksheet. |
CTRL+' | Copies a formula from the cell above the active cell into the cell or the Formula Bar. |
CTRL+1 | Displays the Format Cells dialog box. |
CTRL+2 | Applies or removes bold formatting. |
CTRL+3 | Applies or removes italic formatting. |
CTRL+4 | Applies or removes underlining. |
CTRL+5 | Applies or removes strikethrough. |
CTRL+6 | Alternates between hiding and displaying objects. |
CTRL+8 | Displays or hides the outline symbols. |
CTRL+9 | Hides the selected rows. |
CTRL+0 | Hides the selected columns. |
CTRL+A | Selects the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box. |
CTRL+SHIFT+A | Inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. |
CTRL+B | Applies or removes bold formatting. |
CTRL+C | Copies the selected cells. |
CTRL+D | Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. |
CTRL+F | Displays the Find and Replace dialog box, with the Find tab selected.SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action. |
CTRL+SHIFT+F | Opens the Format Cells dialog box with the Font tab selected. |
CTRL+G | Displays the Go To dialog box.F5 also displays this dialog box. |
CTRL+H | Displays the Find and Replace dialog box, with the Replace tab selected. |
CTRL+I | Applies or removes italic formatting. |
CTRL+K | Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. |
CTRL+L | Displays the Create Table dialog box. |
CTRL+N | Creates a new, blank workbook. |
CTRL+O | Displays the Open dialog box to open or find a file. |
CTRL+SHIFT+O | Selects all cells that contain comments. |
CTRL+P | Displays the Print tab in Microsoft Office Backstage view. |
CTRL+SHIFT+P | Opens the Format Cell dialog box with the Font tab selected. |
CTRL+R | Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. |
CTRL+S | Saves the active file with its current file name, location, and file format. |
CTRL+T | Displays the Create Table dialog box. |
CTRL+U | Applies or removes underlining. |
CTRL+SHIFT+U | Switches between expanding and collapsing of the formula bar. |
CTRL+V | Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. |
CTRL+ALT+V | displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. |
CTRL+W | Closes the selected workbook window. |
CTRL+X | Cuts the selected cells. |
CTRL+Y | Repeats the last command or action, if possible. |
CTRL+Z | Uses the Undo command to reverse the last command or to delete the last entry that you typed. |
Keys | Description |
CTRL+PgUp | Switches between worksheet tabs, from left-to-right. |
CTRL+PgDn | Switches between worksheet tabs, from right-to-left. |
CTRL+SHIFT+( | Unhides any hidden rows within the selection. |
CTRL+SHIFT+) | Unhides any hidden columns within the selection. |
CTRL+SHIFT+& | Applies the outline border to the selected cells. |
CTRL+SHIFT_ | Removes the outline border from the selected cells. |
CTRL+SHIFT+~ | Applies the General number format. |
CTRL+SHIFT+$ | Applies the Currency format with two decimal places (negative numbers in parentheses). |
CTRL+SHIFT+% | Applies the Percentage format with no decimal places. |
CTRL+SHIFT+^ | Applies the Exponential number format with two decimal places. |
CTRL+SHIFT+# | Applies the Date format with the day, month, and year. |
CTRL+SHIFT+@ | Applies the Time format with the hour and minute, and AM or PM. |
CTRL+SHIFT+! | Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. |
CTRL+SHIFT+* | Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report. |
CTRL+SHIFT+: | Enters the current time. |
CTRL+SHIFT+" | Copies the value from the cell above the active cell into the cell or the Formula Bar. |
CTRL+SHIFT+Plus (+) | Displays the Insert dialog box to insert blank cells. |
CTRL+Minus (-) | Displays the Delete dialog box to delete the selected cells. |
CTRL+; | Enters the current date. |
CTRL+` | Alternates between displaying cell values and displaying formulas in the worksheet. |
CTRL+' | Copies a formula from the cell above the active cell into the cell or the Formula Bar. |
CTRL+1 | Displays the Format Cells dialog box. |
CTRL+2 | Applies or removes bold formatting. |
CTRL+3 | Applies or removes italic formatting. |
CTRL+4 | Applies or removes underlining. |
CTRL+5 | Applies or removes strikethrough. |
CTRL+6 | Alternates between hiding objects, displaying objects, and displaying placeholders for objects. |
CTRL+8 | Displays or hides the outline symbols. |
CTRL+9 | Hides the selected rows. |
CTRL+0 | Hides the selected columns. |
CTRL+A | Selects the entire worksheet. If the worksheet contains data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the current region and its summary rows. Pressing CTRL+A a third time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box. CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. |
CTRL+B | Applies or removes bold formatting. |
CTRL+C | Copies the selected cells. CTRL+C followed by another CTRL+C displays the Clipboard. |
CTRL+D | Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. |
CTRL+F | Displays the Find and Replace dialog box, with the Find tab selected. SHIFT+F5 also displays this tab, while SHIFT+F4 repeats the last Find action. CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected. |
CTRL+G | Displays the Go To dialog box. F5 also displays this dialog box. |
Displays the Find and Replace dialog box, with the Replace tab selected. | |
CTRL+I | Applies or removes italic formatting. |
CTRL+K | Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. |
CTRL+N | Creates a new, blank workbook. |
CTRL+O | Displays the Open dialog box to open or find a file. CTRL+SHIFT+O selects all cells that contain comments. |
CTRL+P | Displays the Print dialog box. CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected. |
CTRL+R | Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. |
CTRL+S | Saves the active file with its current file name, location, and file format. |
CTRL+T | Displays the Create Table dialog box. |
CTRL+U | Applies or removes underlining. CTRL+SHIFT+U switches between expanding and collapsing of the formula bar. |
CTRL+V | Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. CTRL+ALT+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. |
CTRL+W | Closes the selected workbook window. |
CTRL+X | Cuts the selected cells. |
CTRL+Y | Repeats the last command or action, if possible. |
CTRL+Z | Uses the Undo command to reverse the last command or to delete the last entry that you typed. CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed. |
Keys | Description |
F1 | Displays the Excel Help task pane. CTRL+F1 displays or hides the ribbon. ALT+F1 creates an embedded chart of the data in the current range. ALT+SHIFT+F1 inserts a new worksheet. |
F2 | Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off. SHIFT+F2 adds or edits a cell comment. CTRL+F2 displays the print preview area on the Print tab in the Backstage view. |
F3 | Displays the Paste Name dialog box. Available only if there are existing names in the workbook. SHIFT+F3 displays the Insert Function dialog box. |
F4 | Repeats the last command or action, if possible. CTRL+F4 closes the selected workbook window.ALT+F4 closes Excel. |
F5 | Display the Go To dialog box. CTRL+F5 restores the window size of the selected workbook window. |
F6 | Switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the ribbon area. SHIFT+F6 switches between the worksheet, Zoom controls, task pane, and ribbon. CTRL+F6 switches to the next workbook window when more than one workbook window is open. |
F7 | Displays the Spelling dialog box to check spelling in the active worksheet or selected range. CTRL+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press ENTER, or ESC to cancel. |
F8 | Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection. SHIFT+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys. CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized. ALT+F8 displays the Macro dialog box to create, run, edit, or delete a macro. |
F9 | Calculates all worksheets in all open workbooks. SHIFT+F9 calculates the active worksheet. CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. CTRL+F9 minimizes a workbook window to an icon. |
F10 | Turns key tips on or off. (Pressing ALT does the same thing.) SHIFT+F10 displays the shortcut menu for a selected item. ALT+SHIFT+F10 displays the menu or message for an Error Checking button. CTRL+F10 maximizes or restores the selected workbook window. |
F11 | Creates a chart of the data in the current range in a separate Chart sheet. SHIFT+F11 inserts a new worksheet. ALT+F11 opens the Microsoft Visual Basic For Applications Editor, in which you can create a macro by using Visual Basic for Applications (VBA). |
F12 | Displays the Save As dialog box. |
Keys | Description |
ARROW KEYS |
|
BACKSPACE |
|
End |
|
ENTER |
|
ESC |
|
HOME |
|
PAGE DOWN |
|
PAGE UP |
|
SPACEBAR |
|
TAB |
|
Many times in Microsoft Excel, you will have multiple workbooks open at once. When multiple workbooks are open, you would like to move information between them quickly. To see multiple workbooks at once, proceed to the Ribbon and select View/Arrange All. This will bring up a screen to tile the workbook views.
The easiest way to move a sheet around in a workbook is to click and hold on a sheet tab then drag the selected tab to the new tab position in the workbook and release the mouse. To make a copy of the sheet, hold down the Ctrl key while moving it. Release the mouse button before the Ctrl key to complete the process. The worksheet is now moved.
First tile the workbook display. Next click and hold on the sheet tab to move, drag the selected tab to the new tab position in the other workbook then release the mouse button. To make a copy of the sheet, hold down the CTRL key while moving it. Release the mouse button before the CTRL key to complete the process. Also note that if you are moving worksheets with formulas and those formulas reference other sheets in the workbook, moving the worksheet to another workbook will create external references back to the workbook being moved from. In other words your workbooks will be linked together.
Renaming worksheets becomes important for organizational purposes. To change the default name of any sheet in a workbook, double click on the sheet tab then retype the sheet name. Press the Enter key to complete the process or the Esc key to dump the change. The maximum number of characters is 31.
To select multiple items above the worksheet hold down the SHIFT key while selecting. This comes in handy when selecting multiple drawing shapes and pictures.
Select the drawing shape or picture you want to move with the mouse cursor. Press the arrow keys to move the object. To position the object precisely, press CTRL+ an arrow key to move the object in one-pixel increments. To keep the drawing shape in line as you move it with your mouse, hold down the Shift key as you drag it. Remember to always release the mouse button before any key that you are holding down when down.
To display the Macro dialog box press ALT+F8. This box can run VBA procedures (macros) even if they are not listed because they are hidden.
To display the Visual Basic Editor press ALT+F11. This is where VBA code for the workbook is stored and can be edited.
To insert an Microsoft Excel 4.0 macro sheet press Ctrl+F11. These sheets are no longer in use so not recommended to be used.
In large workbooks, it is sometimes advantageous to turn the Calculation feature off. This means formulas will not recalculate when their referenced cells are changed. To tell if the feature has been turned off, type a value in a cell that you know is referenced by a formula and press Enter. If the feature is turned off, you will see the word Calculate appear in the bottom left-hand corner of Excel's status bar. You can click the button to calculate or press the F9 or Shift+F9 keys as discussed above in the Function keys section.
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