Keyboard Shortcuts in Ms Excel



In this article we will learn some advance shortcut techniques in Ms Excel which is can be effectively used to improve the speed the your work. These shortcuts are very useful during our hectic schedules and sometime it becomes a reason to establish you as an Excel expert. Here we will go through keyboard shortcuts related:

  • CTRL combination shortcut keys
  • Function keys
  • Other useful shortcut keys

 Tips :
1. If an action that you use very frequently but does not have a shortcut key, you can record a macro to create one.
2. If you have any query related to Excel or this article then please let me know through your comments.
3. To access Menu shortcut, press Alt > You will see letters highlighted on the Menu ribbon, like H on Home, A on Data, N on Insert menu etc> then press the respective letter for the desired Menu > It will highlight the required letters on the menu items. Press that letter and you will get the work done without clicking the menu. For Eg : Alt+A+T will apply the filter on a selected table.   

S.No Category Key Description
1 Cell Formatting CTRL+SHIFT+& Applies the outline border to the selected cells.
2 Cell Formatting CTRL+SHIFT_ Removes the outline border from the selected cells.
3 Cell Formatting CTRL+SHIFT+~ Applies the General number format.
4 Cell Formatting CTRL+SHIFT+$ Applies the Currency format with two decimal places (negative numbers in parentheses).
5 Cell Formatting CTRL+SHIFT+% Applies the Percentage format with no decimal places.
6 Cell Formatting CTRL+SHIFT+^ Applies the Exponential number format with two decimal places.
7 Cell Formatting CTRL+SHIFT+# Applies the Date format with the day, month, and year.
8 Cell Formatting [email protected] Applies the Time format with the hour and minute, and AM or PM.
9 Cell Formatting CTRL+SHIFT+! Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.
10 Cell Formatting 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.
11 Cell Formatting CTRL+SHIFT+” Copies the value from the cell above the active cell into the cell or the Formula Bar.
12 Cell Formatting CTRL+SHIFT+Plus (+) Displays the Insert dialog box to insert blank cells.
13 Cell Formatting CTRL+Minus (-) Displays the Delete dialog box to delete the selected cells.
14 Cell Formatting CTRL+` Alternates between displaying cell values and displaying formulas in the worksheet.
15 Cell Formatting CTRL+1 Displays the Format Cells dialog box.
16 Cell Formatting CTRL+2 Applies or removes bold formatting.
17 Cell Formatting CTRL+3 Applies or removes italic formatting.
18 Cell Formatting CTRL+4 Applies or removes underlining.
19 Cell Formatting CTRL+5 Applies or removes strikethrough.
20 Cell Formatting CTRL+B Applies or removes bold formatting.
21 Cell Formatting CTRL+C Copies the selected cells.CTRL+C followed by another CTRL+C displays the Clipboard.
22 Cell Formatting CTRL+I Applies or removes italic formatting.
23 Cell Formatting CTRL+U Applies or removes underlining.CTRL+SHIFT+U switches between expanding and collapsing of the formula bar.
24 Cell Formatting F9 Calculates all worksheets in all open workbooks.


25 Data Entry CTRL+SHIFT+: Enters the current time.
26 Data Entry CTRL+; Enters the current date.
27 Data Entry CTRL+’ Copies a formula from the cell above the active cell into the cell or the Formula Bar.
28 Data Entry 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.
29 Data Entry CTRL+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks.
30 Data Entry 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.
31 Data Entry CTRL+T Displays the Create Table dialog box.
32 Data Entry 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.
33 Data Entry CTRL+X Cuts the selected cells.
34 Data Entry CTRL+Y Repeats the last command or action, if possible.
35 Data Entry 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.
36 Data Entry 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.
37 Data Entry SHIFT+F2  adds or edits a cell comment.
38 Data Entry F3 Displays the Paste Name dialog box.SHIFT+F3 displays the Insert Function dialog box.
39 Data Entry F4 Repeats the last command or action, if possible.When a cell reference or range is selected in a formula, F4 cycles through the various combinations of absolute and relative references
40 Data Entry F7 Displays the Spelling dialog box to check spelling in the active worksheet or selected range.
41 Data Entry F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection.
42 Data Entry SHIFT+F8  enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys.
43 Data Entry SHIFT+F9  calculates the active worksheet.
44 Data Entry CTRL+ALT+F9  calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.
45 Data Entry 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.
46 Data Entry SHIFT+ARROW KEY  extends the selection of cells by one cell.
47 Data Entry CTRL+SHIFT+ARROW KEY  extends the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, extends the selection to the next nonblank cell.
48 Data Entry ALT+DOWN ARROW  opens a selected drop-down list.
49 Data Entry BACKSPACE Deletes one character to the left in the Formula Bar.Also clears the content of the active cell.In cell editing mode, it deletes the character to the left of the insertion point.
50 Data Entry DELETE Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments.In cell editing mode, it deletes the character to the right of the insertion point.
51 Data Entry CTRL+SHIFT+END  extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the end—this does not affect the height of the formula bar.
52 Data Entry ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default).In a data form, it moves to the first field in the next record.Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command.In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button).
53 Data Entry ALT+ENTER  starts a new line in the same cell.
54 Data Entry SHIFT+ENTER  completes a cell entry and selects the cell above.
55 Data Entry CTRL+ENTER  fills the selected cell range with the current entry.
56 Data Entry ESC Cancels an entry in the cell or Formula Bar.Closes an open menu or submenu, dialog box, or message window.It also closes full screen mode when this mode has been applied, and returns to normal screen mode to display the Ribbon and status bar again.
57 Data Entry CTRL+SHIFT+HOME  extends the selection of cells to the beginning of the worksheet.
58 Data Entry CTRL+SHIFT+PAGE DOWN  selects the current and next sheet in a workbook.
59 Data Entry CTRL+SHIFT+PAGE UP  selects the current and previous sheet in a workbook.
60 Data Entry SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a check box.
61 Data Entry CTRL+SPACEBAR selects an entire column in a worksheet.
62 Data Entry SHIFT+SPACEBAR  selects an entire row in a worksheet.
63 Data Entry CTRL+SHIFT+SPACEBAR  selects the entire worksheet. If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet. When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.


64 Find & Navigation 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.
65 Find & Navigation CTRL+G Displays the Go To dialog box.F5 also displays this dialog box.
66 Find & Navigation CTRL+H Displays the Find and Replace dialog box, with the Replace tab selected.
67 Find & Navigation F5 Displays the Go To dialog box.CTRL+F5 restores the window size of the selected workbook window.
68 Find & Navigation ARROW KEYS Move one cell up, down, left, or right in a worksheet.LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the Ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a Ribbon tab is selected, these keys navigate the tab buttons.DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a Ribbon tab is selected, these keys navigate up or down the tab group. In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options.
69 Find & Navigation CTRL+ARROW KEY  moves to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty cells or datasheet borders.) in a worksheet.
70 Find & Navigation END Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on.Also selects the last command on the menu when a menu or submenu is visible.
71 Find & Navigation CTRL+END  moves to the last cell on a worksheet, in the lowest used row of the rightmost used column. If the cursor is in the formula bar, CTRL+END moves the cursor to the end of the text.
72 Find & Navigation HOME Moves to the beginning of a row in a worksheet.Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.Selects the first command on the menu when a menu or submenu is visible.
73 Find & Navigation CTRL+HOME  moves to the beginning of a worksheet.
74 Find & Navigation PAGE DOWN Moves one screen down in a worksheet.
75 Find & Navigation ALT+PAGE DOWN  moves one screen to the right in a worksheet
76 Find & Navigation .CTRL+PAGE DOWN  moves to the next sheet in a workbook.
77 Find & Navigation PAGE UP Moves one screen up in a worksheet.
78 Find & Navigation ALT+PAGE UP  moves one screen to the left in a worksheet.
79 Find & Navigation CTRL+PAGE UP  moves to the previous sheet in a workbook.
80 Find & Navigation TAB Moves one cell to the right in a worksheet.Moves between unlocked cells in a protected worksheet.Moves to the next option or option group in a dialog box.
81 Find & Navigation SHIFT+TAB  moves to the previous cell in a worksheet or the previous option in a dialog box.
82 Find & Navigation CTRL+TAB  switches to the next tab in dialog box.
83 Find & Navigation CTRL+SHIFT+TAB  switches to the previous tab in a dialog box.
84 Macro ALT+F8  displays the Macro dialog box to create, run, edit, or delete a macro
85 Macro ALT+F11  opens the Microsoft Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA).
86 Menu SHIFT+F10  displays the shortcut menu for a selected item.
87 Menu ALT+SHIFT+F10  displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message.
88 Object / Graphics Related CTRL+6 Alternates between hiding objects, displaying objects, and displaying placeholders for objects.
89 Object / Graphics Related CTRL+8 Displays or hides the outline symbols.
90 Print CTRL+F2  displays the Print Preview window.
91 Rows & Columns Related CTRL+SHIFT+( Unhides any hidden rows within the selection.
92 Rows & Columns Related CTRL+SHIFT+) Unhides any hidden columns within the selection.
93 Rows & Columns Related CTRL+9 Hides the selected rows.
94 Rows & Columns Related CTRL+0 Hides the selected columns.
95 Worksheeet & Windows Related CTRL+PgUp Switches between worksheet tabs, from left-to-right.
96 Worksheeet & Windows Related CTRL+PgDn Switches between worksheet tabs, from right-to-left.
97 Worksheeet & Windows Related 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.
98 Worksheeet & Windows Related CTRL+N Creates a new, blank workbook.
99 Worksheeet & Windows Related CTRL+O Displays the Open dialog box to open or find a file.CTRL+SHIFT+O selects all cells that contain comments.
100 Worksheeet & Windows Related CTRL+P Displays the Print dialog box.CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected.
101 Worksheeet & Windows Related CTRL+S Saves the active file with its current file name, location, and file format.
102 Worksheeet & Windows Related CTRL+W Closes the selected workbook window.
103 Worksheeet & Windows Related F1 Displays the Microsoft Office Excel Help task pane.
104 Worksheeet & Windows Related CTRL+F1  displays or hides the Ribbon, a component of the Microsoft Office Fluent user interface.
105 Worksheeet & Windows Related ALT+F1  creates a chart of the data in the current range.
106 Worksheeet & Windows Related ALT+SHIFT+F1  inserts a new worksheet.
107 Worksheeet & Windows Related .CTRL+F4  closes the selected workbook window.
108 Worksheeet & Windows Related 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.
109 Worksheeet & Windows Related SHIFT+F6  switches between the worksheet, Zoom controls, task pane, and Ribbon.
110 Worksheeet & Windows Related CTRL+F6  switches to the next workbook window when more than one workbook window is open.
111 Worksheeet & Windows Related 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.
112 Worksheeet & Windows Related CTRL+F8  performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized.
113 Worksheeet & Windows Related CTRL+F9  minimizes a workbook window to an icon.
114 Worksheeet & Windows Related F10 Turns key tips on or off.
115 Worksheeet & Windows Related CTRL+F10  maximizes or restores the selected workbook window.
116 Worksheeet & Windows Related F11 Creates a chart of the data in the current range.
117 Worksheeet & Windows Related SHIFT+F11  inserts a new worksheet.
118 Worksheeet & Windows Related F12 Displays the Save As dialog box.
119 Worksheeet & Windows Related SPACEBAR displays the Control menu for the Microsoft Office Excel window.







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One Response to Keyboard Shortcuts in Ms Excel

  1. Saurabh sinha says:

    Very useful…it will help lot to may of us.

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