Let it be a beginner or an excel expert Excel Keyboard Shortcuts is one of the most interesting/ favorite part of any (every) user. Why?
Why to learn Excel Keyboard Shortcuts
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 Keyboard Shortcuts
As mentioned, Excel has hundreds of shortcuts. It is unlikely that one can memorize all the shortcuts in Excel. Also, most of us do not need to learn all the shortcuts as we may not be using all the features that excel offer.
Do not 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.
What Shortcuts do I need to learn
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.
- Identify the tasks which you do in excel most frequently or which you use day in and day out.
- 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.
Types of Excel Keyboard Shortcuts
Excel shortcuts can be broadly classified into two types.
- Dedicated: These are shortcuts which are organized with the function keys along with the usage of Shift, ALT and Control keys.
- 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 | 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 |
What are your favorite Excel Keyboard Shortcuts?
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.
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