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Excel Keyboard Shortcuts - Basic
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Using the keyboard shortcuts in Excel drastically increases efficiency and allows you to remain focussed on the task at hand – if you use Excel regularly it is essential that you utilise this functionality. This topic makes it a little easier for you to pick up the essential commands and if a more comprehensive list is of interest then download the full list of commands.
Using the in-built keyboard shortcuts within Excel you can minimise switching between the Mouse and the keyboard, locating the first level menu option, waiting for it to display the submenu headings and then finding the appropriate instruction or sub-sub menu. The majority of common instructions / menus can be accessed using easy to remember combinations of keys.
Selected instructions are broadly categorised as:
- Editing & Worksheet Structure
- Formatting
- Worksheet Investigation
- Environment & Calculation
| Editing & Worksheet Structure | |
| Edit Cells in a formula / highlight cell precedents | F2 |
| Repeat the last command | F4 |
| Undo the last command | Ctrl Z |
| Cycle Through $ anchoring options | F4 (in formula bar) |
| Copy | Ctrl C |
| Paste | Ctrl V |
| Paste Special Menu | Alt E S |
| -Paste Formatting only | ……… T |
| -Paste Values only | ……… V |
| -Paste Formula only | ……… F |
| Find / Replace / Go To | Ctrl H |
| Select Entire Row | Shift Space |
| Select Entire Column | Ctrl Space |
| Scroll through Worksheets (also works with menu tabs) | Ctrl Page Up / Down |
| Insert Row or Column (when selected) | Shift Ctrl + |
| Remove Row or Column (when selected) | Ctrl - |
| Group Selected Rows/Columns | Shift Alt 'right arrow' |
| Ungroup Selected Rows/Columns | Shift Alt 'left arrow' |
| Insert Range Name | F3 |
| Select the Goto Menu (the ‘special’ tab opens up options) | F5 |
Formatting |
|
| Select ‘Style’ menu | Alt ‘ |
| Choose ‘Style’ within Menu | Alt 'down arrow' |
| Select Formatting Menu | Ctrl 1 |
| Bold | Ctrl B |
| Italic | Ctrl I |
| Underline | Ctrl U |
Worksheet Investigation |
|
| Open Search / Replace / Goto Menu | Ctrl H |
| Locate all on-sheet precedents | Ctrl Shift [ |
| Locate all on-sheet dependents | Ctrl Shift ] |
Environment and Calculation |
|
| Calculate | F9 |
| Full Calculate | Ctrl Alt F9 |
| Save (over existing file) | Ctrl S |
| Save As (enter a new file name) | F12 |
| Access Formula bar | F2 (note below) |
Important note on saving even more time….
The requirement to use formatting instructions can be drastically reduced by using ‘Styles’. Styles allow the user to pre-program the appearance of certain types of cells, for example, Inputs, Section Headers, Off-Sheet references.
Using F2 to access Formula bar
A strong preference of ours is to be able to edit formula directly in the formula bar. This can be set using Tools > Options > Edit > and ensure the “Edit directly in cell” is not ticked. The core benefit of this setting is that it allows one to double click on any formula and it will take you to the nearest precedent.
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