Excel Keyboard Shortcuts – Improve your Productivity and Efficiency – Part 1

Let it be a beginner or an excel expert Keyboard Shortcuts in Excel is one of the most interesting/ favorite part of any (every) user. Why?

The answer is pretty simple. For Multiple reasons.

  • Makes work easier enabling you to work more fast and accurate in the excel environment there by improving your productivity/ efficiency.
  • Easy to work with loads of data.
  • Eliminate repetitive work.
  • You can work with/use/access any feature of excel from key board (in recent versions of Excel).
  • Last but not Least you can always learn a new shortcut regardless of your excel knowledge (as excel has hundreds of shortcuts).

How to learn Excel Shortcuts

As mentioned, Excel has hundreds of shortcuts. It is unlikely that one can memorize all the shortcuts in Excel. Also, most of us don’t need to learn all the shortcuts as we may not be using all the features that excel offer.

Don’t rush to fill/ overload your plate trying to learn too may shortcuts at once. Start slowly. Learn a Shortcut a day. Once you master it go for another one. As you become comfortable start increasing your count. Over a period of time you can notice that you can deal with shortcuts easily.

Remember, “Knowing is not enough. We must do”. Keep on practicing the shortcuts else there are chances that you’ll forget them.

Among the hundreds of shortcuts what Excel offers which ones should I learn?

I suggest to create a list of your own shortcuts using the approach below to learn/ master excel shortcuts.

  1. Identify the tasks which you do in excel most frequently or which you use day in and day out.
  2. Find and Learn the shortcut which accomplishes the task.

At times you may find multiple shortcuts for the same task/ feature. Choose the one which you are comfortable with and easy to remember.

Excel shortcuts can be broadly classified into two types.

  1. Dedicated: These are shortcuts which are organized with the function keys along with the usage of Shift, ALT and Control keys.
  2. Ribbon: These can be accessed directly from the ribbon using accelerated keys.

Learn the dedicated shortcuts first and then go for the ribbon shortcuts.

In this post let’s see the basic shortcuts related to File, Navigation and General Options.

File Shortcuts

Feature

Windows

Mac

Create New Workbook

CTRL + N

+ N

Open an Existing Workbook

CTRL + O

+ O

Save Existing Workbook

CTRL + S

+ S

Save As (New WB / Save the existing WB with a different Name)

F12

+ + S

Print / Print Preview

CTRL + P

+ P

Close Active Workbook

CTRL + F4

+ W

Close Excel Window

Alt + F4

+ Q

Insert a New Worksheet

Shift + F11

FN+Shift+F11

Navigating in Excel

Feature

Windows

Mac

Move one Cell Right

Right Arrow

Right Arrow

Move one Cell Left

Left Arrow

Left Arrow

Move one Cell Up

Up Arrow

Up Arrow

Move one Cell Down

Down Arrow

Down Arrow

Move to Last cell with Data in a Row

CTRL +

+

Move to First cell with Data in a Row

CTRL +

+

Move to Last cell with Data in a Column

CTRL +

+

Move to First cell with Data in a Column

CTRL +

CTRL +

Move to First cell of the row (Active/ Selected cell)

Home

FN +

Move to First cell of the Sheet

CTRL + Home

FN + +

Move to Last cell of the Sheet

CTRL + End

FN + +

Move One Screen UP

PGUP

FN +

Move One Screen Down

PGDN

FN +

Move One Screen Right

ALT + PGDN

FN + +

Move One Screen Left

ALT + PGUP

FN + +

Move to Next Worksheet

CTRL + PGDN

FN + +

Move to Previous Worksheet

CTRL + PGUP

FN + +

Move to Next Workbook

CTRL+ Tab

+ Tab

Move to Previous Workbook

CTRL + Shift + Tab

+ Shift + Tab

Minimize Current Workbook Window

CTRL + F9

+ M

Maximize Current Workbook Window

CTRL + F10

FN + + F10

General Shortcuts

Feature

Windows

Mac

Access Help

F1

⌘ + /

Undo Last Action

CTRL + Z

⌘ + Z

Redo Last Action

CTRL + Y

⌘ + Y

Repeat Last Action

F4

⌘ + Y

Cut Data in a Cell / Selected Cells

CTRL + X

⌘ + X

Copy Data in a Cell / Selected Cells

CTRL + C

⌘ + C

Paste Data

CTRL + V

⌘ + V

Find

CTRL + F

⌘ + V

Find and Replace

CTRL + H

+ H

Find Next Match (Select the cell for which match needs to be found)

Shift + F4

⌘ + G

Find Previous Match (Select the cell for which match needs to be found)

CTRL + Shift + F4

+ + G

Enable Filter

CTRL + SHIFT + L (or)

ALT + D + F + F

+ + F

Insert Table ( Click to Learn More about Tables)

CTRL + T

+ T

Display Paste Special Dialog Box (After Copying the data)

ALT + E +S (or)

CTRL + ALT + V

⌘ + + V

Select entire row

Shift + Spacebar

+ Spacebar

Select entire Column

CTRL + Spacebar

+ Spacebar

Let’s see few more shortcuts in my next post. Stay Tuned.

What are your favorite Excel Shortcuts?

Please do share what shortcuts you use on a daily basis and also which shortcuts do you feel are necessary for any Excel user in the comment box below.

Do share this page with your friends if you find it useful.


3 Replies to “Excel Keyboard Shortcuts – Improve your Productivity and Efficiency – Part 1”

  1. […] Alternatively, you can also use the page navigation shortcuts CTRL+PGUP or CTRL+PGDN along with Shift to toggle between the sheets. (Learn more Shortcuts) […]

  2. […] Excel Users will be eager to learn keyboard shortcuts to work fast in Excel. There are some areas where mouse is a better choice instead of using a […]

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