Microsoft Excel: Hot Keys

Excel hotkeys help you work more efficiently with the program.

The Excel spreadsheet processor combines a lot of functions and capabilities for working with even the most complex tables and documents.

The presence of hot keys makes it easier for users. They don't have to be distracted by clicking a button on a toolbar.

Unfortunately, a small number of users are aware of all the features of the program, in particular, the most popular keyboard shortcuts.

Calculation

Whether you are creating a complex report or a simple table in the program, calculation functions are equally necessary in both cases.

Using hot functions, you can carry out all calculations several times faster and more efficiently.

Having written any formula, the user independently determines the order of actions that will be performed on the cell.

Operators are symbolic or conditional designations of actions that will be performed in a cell.

List of hotkeys and operators they call:

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
SHIF+F3This combination calls the function wizard modeInsert → FunctionFormulas → Insert Function
F4Switch between document links
CTRL+~Displays the data in a cell and the result of its calculationsTools → Formula Dependencies → Formula Validation ModeFormulas → Show formulas
ALT+=Calls the autosum functionInsert → Function → SUMFormulas → Autosum
F9Performing formula recalculationTools → Options → Calculations → CalculateFormulas → Recalculation
SHIFT+F9Performing formula recalculation only on an included worksheetTools → Options → Calculations → Sheet recalculationFormulas → Perform calculations

Editing

Using editing hotkeys you can easily fill the table with data. You can fill a range and edit a cell without leaving your keyboard:

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
F2Calling the selected cell editorExcel 2007 and 2010 F2 Edit active cell Double left click on cell
SHIFT+F2Calling a cell noteRight click on cell → Edit Note
CTRL+DeleteRemoves selected text
CTRL+ALT+ VSpecial insertRight click on range → Paste Special
CTRL++Adding specified rows and columnsInsert → Rows/ColumnsHome → Insert → Rows/Columns
CTRL+—Deleting specified rows and columnsRight-click on selected rows/columns → DeleteHome → Delete → Rows / Columns
CTRL+DFill a range (down) with data from a cell that has been selectedEdit → Fill → DownHome → Fill → Down
CTRL+RFill a range (to the right) with data from the cell that has been selectedEdit → Fill → RightHome → Fill → Right
CTRL+HCalling the Find-Replace dialog boxEdit → ReplaceHome → Find and Select → Replace
SHIFT+F11Creating a new blank sheet in a workbookInsert → SheetHome → Insert → Insert Sheet
CTRL+ZUndoing the last action taken in a programEdit → Undo
CTRL+YRepeat the last action taken in the programEdit → Redo
ALT+SHIFT+→Grouping selected data and elementsData → Group and Structure → GroupData → Group
ALT+SHIFT+←Ungroup selected data and elementsData → Group and Structure → UngroupData → Ungroup

Content:

  • Combinations of the “Irreplaceable” category

  • Combinations in the “Useful” category

  • Combinations of the “Doubtful” category

  • Combinations of the “Trivial” category

  • Combinations in the “Useless” category

SubsectionCombinationDescription
1. Navigating the worksheetNavigationCtrl+ArrowsMove to the edge of the next data region in the direction of the arrow
1. Navigating the worksheetNavigationCtrl+HomeMove to cell A1 or, if areas are frozen, to the first cell after docking.
1. Navigating the worksheetNavigationCtrl+EndMoves to the bottom-right cell of the worksheet that ever contained data.
1. Navigating the worksheetSearch and replaceCtrl+f or Shift+F5Display the Find and Replace dialog box while the Find page is active
1. Navigating the worksheetSearch and replaceCtrl+hDisplay the Find and Replace dialog box with the Replace page active
2. Inserting and editingClipboardCtrl+c or Ctrl+InsertCopy the selected range or current cell to the clipboard. It is more convenient to press the second combination.
2. Inserting and editingClipboardCtrl+x or Shift+DeleteCut the selected range to the clipboard. It is more convenient to press the second combination.
2. Inserting and editingClipboardCtrl+v or Shift+InsertPaste the contents of the clipboard into the current cell. It is more convenient to press the second combination.
2. Inserting and editingInside the cellF2Switching to editing mode for the contents of the active cell
2. Inserting and editingInside the cellHome / EndMove the cursor to the beginning/end of the line
2. Inserting and editingInside the cellAlt+EnterInserting a newline character when editing cell contents
2. Inserting and editingCancellation/refundCtrl+zUndo the last action (or several last actions)
2. Inserting and editingHiding/showing elementsAlt+Shift+Right ArrowGrouping rows or columns (including in pivot tables)
2. Inserting and editingHiding/showing elementsAlt+Shift+Left ArrowUngroup rows or columns (including in pivot tables)
3. Working with selectionRange selectionCtrl+a or Ctrl+Shift+Space or Ctrl+Shift+8Highlights the current region if the sheet contains data. If there is no data or the combination is pressed again, then the entire sheet is selected.
4. FormattingFormatting cellsCtrl+1Calling the Format Cells dialog
4. FormattingFormatting cellsCtrl+b or Ctrl+2Enable/disable bold font style within a selected range or within cell text
4. FormattingFormatting cellsCtrl+i or Ctrl+3Enable/disable italics in a selected range or within cell text
5. FormulasNamed RangesCtrl+F3Calling the Name Manager
5. FormulasNamed RangesF3Call Insert name
5. FormulasFormulas=Start entering a formula
5. FormulasFormulasCtrl+Shift+EnterEntering an array formula into a range of cells
5. FormulasFormulasF4Cyclically switches between cell address types where the cursor is positioned when entering a formula. The cycle is: $A$1 -> A$1 -> $A1 -> A1.
6. Working with the menu ribbonCtrl+F1Minimize or restore the Excel menu ribbon
7. BooksCtrl+Page Down / Ctrl+Page UpMove to a sheet to the left / right of the current one
8. MiscellaneousAutofilterCtrl+Shift+LApplying / canceling an autofilter to the current table or selected range
8. MiscellaneousF4 or Ctrl+yRepeat your last action
8. MiscellaneousCtrl+o (letter)File open dialog
8. MiscellaneousCtrl+s or Shift+F12Saving the current book
8. MiscellaneousAlt+F8Opening the Macros dialog box to create or run macros
8. MiscellaneousAlt+F11Opening the Visual Basic for Applications Editor

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2. Combinations of the “Useful” category
ChapterSubsectionCombinationDescription
1. Navigating the worksheetNavigationAlt+Page Down / Alt+Page UpShift one screen right/left on a worksheet
1. Navigating the worksheetNavigationHomeMove to the first column of the current row. If areas are frozen, then move to the first column after freezing.
1. Navigating the worksheetNavigationF5 or Ctrl+gOpening the Go To Dialog Box
1. Navigating the worksheetSearch and replaceShift+F4Repeat the last search from the Find and Replace dialog
2. Inserting and editingClipboardCtrl+Alt+vDisplaying the Paste Special dialog box
2. Inserting and editingInside the cellCtrl+Left Arrow / Ctrl+Right ArrowMove the cursor 1 word left/right
2. Inserting and editingInside the cellTab / Shift+TabShift one cell right/left after cell editing is complete
2. Inserting and editingInside the cellCtrl+DeleteDeleting text from the cursor to the end of the line
2. Inserting and editingInside the cellCtrl+Shift+4Inserting the current date
2. Inserting and editingInside the cellCtrl+Shift+6Insert current time
2. Inserting and editingEditing a RangeCtrl+dThe top selection line is copied down the entire selection area. Can be used to draw formulas.
2. Inserting and editingEditing a RangeCtrl+rThe left column of the selection is copied to the entire selection to the right. Can be used to draw formulas.
2. Inserting and editingEditing a RangeCtrl+L or Ctrl+tInserting a smart table
2. Inserting and editingEditing a RangeCtrl+- (minus)If a column or row is selected, delete the column or row. If a range is selected, a dialog box will be displayed with the ability to select the shift direction when deleting and what needs to be deleted (rows/columns).
2. Inserting and editingEditing a RangeCtrl+Shift+=If a column or row is selected, then inserts the column or row before the selection. If a range is selected, a dialog box will be displayed with the ability to select the shift direction when inserting and what needs to be inserted (rows/columns).
2. Inserting and editingEditing a RangeShift+F2Insert or edit an existing cell comment
2. Inserting and editingEditing a RangeAlt+F1Insert a chart based on a selected range of cells
2. Inserting and editingEditing a RangeF11Inserting a chart on a separate sheet for the current data region
2. Inserting and editingEditing a RangeCtrl+kInserting a hyperlink
2. Inserting and editingHiding/showing elementsCtrl+9Hide row of active cell
2. Inserting and editingHiding/showing elementsCtrl+Shift+9Show all hidden rows inside the selected range
2. Inserting and editingHiding/showing elementsCtrl+0 (zero)Hide active cell column
2. Inserting and editingHiding/showing elementsCtrl+Shift+0 (zero)Show all hidden columns inside the selected range
2. Inserting and editingHiding/showing elementsCtrl+6Switches between hiding all graphic objects on the sheet (shapes, buttons, checkboxes, etc.) and showing them. In hidden mode, you also cannot insert any of these objects - the menu items are not available.
2. Inserting and editingHiding/showing elementsCtrl+8Hide/show grouping controls on a worksheet
3. Working with selectionRange selectionShift+SpaceSelecting the current line
3. Working with selectionRange selectionCtrl+SpaceSelecting the current column
3. Working with selectionRange selectionCtrl+Shift+Page UpSelecting current and previous sheets
3. Working with selectionRange selectionCtrl+Shift+Page DownSelecting current and next sheets
3. Working with selectionRange selectionCtrl+Shift+o (Latin letter)Selecting all cells with comments
3. Working with selectionRange selectionCtrl+Shift+HomeSelecting the range from the current cell to the beginning of the sheet
3. Working with selectionRange selectionCtrl+Shift+EndSelecting a range from the current cell to the end of the sheet
3. Working with selectionWorking inside a cellCtrl+Shift+Left Arrow / Ctrl+Shift+Right ArrowSelect or deselect a word to the left/right of the cursor
3. Working with selectionWorking inside a cellShift+Home / Shift+EndSelect from the current cursor position to the beginning of the line / to the end of the line
5. FormulasNamed RangesCtrl+Shift+F3Call Create names from the selected range
5. FormulasFormulasShift+F3Insert Function Dialog Box
5. FormulasFormulasCtrl+aGo to the function arguments dialog box after you have entered its name
5. FormulasFormulasF9Recalculate formulas in all open Excel workbooks
5. FormulasFormulasShift+F9Recalculation of formulas on the active sheet
5. FormulasFormulasCtrl+Shift+uOpen wide / return to normal view of the formula editing line
6. Working with the menu ribbonAlt/F10Entering the menu control mode from the keyboard, when all interface elements are highlighted with a certain letter and by pressing these letters you can navigate through the menu and call commands.
6. Working with the menu ribbonShift+F10Calling the auxiliary menu of the active Excel object
7. BooksShift+F11 / Alt+Shift+F1Inserting a new sheet
7. BooksCtrl+Shift+Page Down / Ctrl+Shift+Page UpSelect current sheet and sheet left/right
7. BooksF6 / Shift+F6Moving to the next/previous area of ​​the book (when the book is divided into areas for independent movement through the book in each area)
7. BooksCtrl+F4 or Ctrl+wClosing the current workbook
7. BooksCtrl+nCreate a new Excel workbook
7. BooksCtrl+Tab / Ctrl+Shift+TabSwitch to next/previous Excel workbook window
7. BooksCtrl+F6Switch to next/previous Excel workbook window
8. MiscellaneousAutofilterAlt+Down ArrowDisplay an autocomplete list or list values ​​if a cell has a filter
8. MiscellaneousGraphic artsAlt+F10Control panel for controls on a worksheet
8. MiscellaneousDialoguesCtrl+Tab / Ctrl+Shift+TabSwitch between dialog pages in forward/reverse order
8. MiscellaneousDialoguesa... z, a... zMove in the selection list/filter to the item starting with the entered letter
8. MiscellaneousF12Calling the Save As... dialog
8. MiscellaneousAlt+F2Calling the Save As... dialog
8. MiscellaneousCtrl+pOpening the print dialog
8. MiscellaneousF7Spellchecking

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3. Combinations of the “Doubtful” category
ChapterSubsectionCombinationDescription
2. Inserting and editingInside the cellShift+EnterCompleting data entry in a cell by shifting the active cell up
2. Inserting and editingCancellation/refundAlt+2Opens the window for selecting the undo editing depth
2. Inserting and editingCancellation/refundCtrl+yUndo undo the last actions or several actions
2. Inserting and editingEditing a RangeCtrl+Shift+"Copies the value from the adjacent higher-level cell into the current cell and switches to its editing mode
3. Working with selectionRange selectionCtrl+Shift+ArrowExtends a selection from the current selection to the end of the current region
3. Working with selectionRange selectionShift+Page Down / Shift+Page UpExpand the selection one screen down/up
3. Working with selectionRange selectionShift+HomeSelects the row from the current cell to the first column, or the first unfrozen column if frozen
3. Working with selectionSelection ControlF8Enabling the mode after which you can select a range with arrows and pages without pressing the Shift key
3. Working with selectionSelection ControlShift+F8A mode that, once enabled, allows you to select unrelated ranges using the mouse and keyboard.
3. Working with selectionSelection ControlShift+BackSpaceDeselect a range and move to the active cell
3. Working with selectionSelection ControlCtrl+BackSpaceWhen a range is selected, move to the active cell without deselecting it (apparently assumed when the active cell is not visible on the current screen)
3. Working with selectionSelection ControlCtrl+ /Alternates making the corners of the selected range the active cell, moving clockwise
3. Working with selectionSelection ControlEnter / Shift+EnterMove the active cell down/up the selected range
3. Working with selectionSelection ControlTab / Shift+TabMove the current cell right/left within the selected range
4. FormattingFormatting cellsCtrl+u or Ctrl+4Enable/disable underlining in a selected range or inside cell text
4. FormattingFormatting cellsCtrl+5Enable/disable strikethrough text within a selected range or within cell text
4. FormattingFormatting cellsCtrl+Shift+f or Ctrl+Shift+pOpening the Format Cells dialog box, namely the Font page
4. FormattingFormatting cellsCtrl+Shift+_ (underline)Removes all borders from a range or cell
4. FormattingData formatsCtrl+Shift+~Applies the General format to a cell
4. FormattingData formatsCtrl+Shift+5Applies a percentage format to a cell
4. FormattingData formatsCtrl+Shift+3Applies the date format (DD.MM.YYYY) to a cell
4. FormattingData formatsCtrl+Shift+2Applies time format (h:mm) to the cell
4. FormattingData formatsCtrl+Shift+1Uses a number format with 2 decimal places, a place separator, and the traditional negative number format
4. FormattingData formatsCtrl+Shift+2Clears the current cell and goes into edit mode
4. FormattingData formatsCtrl+Shift+7Draws a box around the range
4. FormattingData formatsCtrl+Shift+2Sets the time data format (h:mm) for the selected range
5. FormulasFormulasCtrl+`Switches the display mode of Excel formulas between showing the calculated values ​​of the formulas and the formulas themselves.
5. FormulasFormulasAlt+=Insert autosum into the cell (2007 - subtotals, 2013 - sum)
5. FormulasFormulasCtrl+Shift+aFilling out the selected formula with a text description of its arguments
5. FormulasFormulasCtrl+Alt+F9Recalculation of formulas in all open Excel workbooks, regardless of whether they have changed or not
5. FormulasFormulasCtrl+Alt+Shift+F9Recalculation of formulas in all open Excel workbooks, regardless of whether they have changed or not + checking all dependent formulas
7. BooksCtrl+F5Switches the window from maximized mode to intermediate mode
7. BooksCtrl+F9Minimizes the active Excel window
7. BooksCtrl+F10Restores or maximizes the selected Excel window
8. MiscellaneousAutofilterHome / EndMove to first/last element of list
8. MiscellaneousGraphic artsF2Editing shape text, if applicable
8. MiscellaneousCtrl+F2Print Preview

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4. Combinations of the “Trivial” category
ChapterSubsectionCombinationDescription
1. Navigating the worksheetNavigationPage Down/Page UpMove one screen down/up on a worksheet
2. Inserting and editingInside the cellEnterCompleting data entry in a cell by shifting the active cell down
2. Inserting and editingInside the cellEscCancel cell editing
2. Inserting and editingInside the cellBackSpaceDeletes the character to the left of the cursor, or deletes the selection.
2. Inserting and editingInside the cellDeleteDeletes the character to the right of the cursor, or deletes the selection.
2. Inserting and editingEditing a RangeEnterActivating a hyperlink in the active cell
3. Working with selectionRange selectionShift+ArrowsExtend the selection by one row or column in the direction of the arrow
3. Working with selectionWorking inside a cellShift+Left Arrow / Shift+Right ArrowSelect characters to the left/right of the cursor
3. Working with selectionSelection ControlEscCancel selection.
6. Working with the menu ribbonSpace/EnterActivating a selected/highlighted control in menus/dialogs
7. BooksAlt+F4Closes Excel application
8. MiscellaneousDialoguesSpaceActivate the selected control in a dialog box
8. MiscellaneousDialoguesTab / Shift+TabMoving input focus across dialog box elements
8. MiscellaneousDialoguesEscClosing a dialog box and undoing its actions
8. MiscellaneousF1Access Excel built-in help

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5. Combinations of the “Useless” category
ChapterSubsectionCombinationDescription
1. Navigating the worksheetNavigationEndEnable Jump to End mode. In this mode, subsequent arrow presses move to the edge of the next data region in the direction of the arrow.
3. Working with selectionRange selectionShift+End+ArrowSomething highlights from the current position to the region border
4. FormattingFormatting cellsAlt+'Displays the Style dialog box.
7. BooksCtrl+F7If the window is not maximized, then switch to the window moving mode, in which moving is done from the keyboard using the arrow keys.
7. BooksCtrl+F8If the window is not maximized, then switch to the window resizing mode, which is done from the keyboard using the arrows.
8. MiscellaneousShift+F7Calling the Tesarius window

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Formatting

Formatting data using hot keys allows you to configure the format of each cell for further calculations without calling an additional menu.

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
CTRL+1Opening the cell format editing dialog boxFormat → CellsRight click on range → Format Cells
CTRL+SHIFT+~Setting a general format for elementsRight click on cells → Format Cell → Number
CTRL+SHIFT+$Hotkey for entering the currency format
CTRL+SHIFT+%Hotkey for entering percentage format
CTRL+SHIFT+#Hotkey for entering the “Date” format
[email protected]Hotkey for setting time
CTRL+SHIFT+!Setting the numeric data format
CTRL+BSetting Bold FontRight click on cells → Format Cell → Font
CTRL+ISetting the Italic font
CTRL+UEmphasizes text
CTRL+5Entering strikethrough text
CTRL+SHIFT+&Enable the Outer Borders of a Selected CellRight click on cells → Format Cell → Border
CTRL+SHIFT+_Turning off any edges of a cell

Data input

Quick keyboard shortcuts for data entry will save time because you don't have to constantly switch between cells manually and select text.

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
CTRL+EnterEnter into all cells that are highlighted
ALT+EnterStitch transfer
CTRL+; (or CTRL+SHIFT+4) Inserting a date
CTRL+SHIFT+;Inserting time
ALT+↓Opening a Cell Dropdown ListRight click on cell → Select from dropdown list

Excel hotkeys customization

What should you do if you often use a certain operation in your work, and the keyboard shortcuts are difficult to remember? Press "ALT+F+T". Select:

Further:

The command will appear in quick access.

Navigation and highlighting

Navigation hotkeys will help you quickly navigate the position of all elements on the sheet and access each of them more efficiently.

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
CTRL+BackspaceReturn to previous cell
CTRL+PgUp/PgDownNavigation through book sheets
CTRL+TabBook navigationWindow → desired fileView → Go to another window
CTRL+spaceColumn selection
SHIFT+SPACEBARSelecting a stitch
ALT+;F5 → Select → Visible Cells OnlyHome → Find and Select → Selecting a Group of Cells → Only Visible Cells
CTRL+ASelect cells that are in the visible range of the sheet
CTRL+EndMove to the most recent cell
CTRL+SHIFT+EndSelecting the most recent cell
CTRL+arrowsMove to Column Edges

Working with files

With just a few key combinations you can open, save or create a file.

Use the save hotkey periodically to avoid losing document data in the event of a program failure.

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
CTRL+NCreating a new workbook (completely empty)File → New
CTRL+SAutomatic document savingFile → Save
CTRL+OCalls up a dialog box to open a new fileFile → Open

You may also be interested in these articles:

  • EXCEL formulas with examples - Instructions for use
  • Excel Pivot Tables - Creation Examples
  • Rounding in Excel - Step by step instructions

Miscellaneous

These hotkey combinations allow you to create additional modes for working with tables and other functions necessary for quick work in the program.

CombinationDescriptionExcel 2003 and olderExcel 2007 and 2010
CTRL+LSmart table creation modeData → List → Create ListData → Format as table
CTRL+F2Keyboard shortcut to enable previewFile -> PreviewOffice button (File) → Print → Preview
F4Repeat the last action performed
CTRL+KInserting a hyperlinkInsert → HyperlinkInsert → Hyperlink
CTRL+F3Calling the Name ManagerInsert → Name → AssignFormulas → Name Manager
ALT+F8Open Macro Dialog BoxTools → Macro → MacrosDeveloper → Macros

Spreadsheet users can also use hotkeys for the search function. Search in Excel is stylized as a special key on the main toolbar.

Document selection and search menu

The search window with subsequent replacement will help reduce the time spent editing the document.

You can call the search menu using the hotkey combination CTRL+F, as in other MS Office programs. In this way, only the keyboard is used.

To find or replace elements, follow the instructions:

  • Press CTRL+F or the search menu on the toolbar;
  • In the window that opens, go to the search tab if you just need to find an object or to the “find-replace” tab if you need to search the document and then replace the found data;

Find and Replace Dialog Box

  • Using additional functions, you can specify special search parameters, for example, cell format, location and search area;
  • After the cell with the original data has been found, click on the Replace button.

What is Excel

Read also: Basic hotkeys in Windows 10: all the necessary combinations for full operation, as well as how to disable and configure them.

This program is the second most popular among all programs in the Microsoft Office suite.

Word, already familiar to everyone, invariably remains in first place.

This program is also positioned as a table processor because it was originally designed to work with tables.

The main range of use of Excel is accounting, economics and other areas that use the processing of mathematical formulas and data.

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12 ways to speed up your work in Microsoft Excell

No. 1. Copying elements

To avoid manually copying the same formula into each cell of the same column, simply move your pointer to the first cell and double-click the black cross, as shown in the figure.

The process of quickly copying elements of one table column

No. 2. Automatic determination of the required width of each column

To set the correct column width, double-click on the border of one of them.

Column width alignment method

No. 3. Quickly create a drop-down list in one of the cells

To quickly create such a list, follow the instructions:

Search settings

If you need to set certain settings, then in the window you need to click “ Options ”.

Here you can set the following settings:

  • in the “ Search ” line you can limit the search to only the sheet;
  • in the “ View ” line you can select the option of viewing by rows or by columns;
  • the line “ Area ” allows you to select the symbols you are looking for: formula or value;
  • o the required combination is found, taking into account the case;
  • if you need to see a cell that contains only specified characters, you need o;
  • In the “ Format ” tab you can select the desired formatting.

How to use and customize the advanced filter in Excel

By clicking the “ Replace ” button, you can immediately replace what was found with the specified values.

In the “ Find ” line you need to enter the desired combination of values, and in the “ Replace ” line those characters with which you should replace the found ones.

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