Excel Keyboard Shortcuts Pros Swear By to x10 PRODUCTIVITY

Introduction

This tutorial provides a comprehensive guide to 20 essential Excel keyboard shortcuts that can dramatically enhance your productivity. Mastering these shortcuts will help you navigate Excel more efficiently and streamline your workflow.

Step 1: Utilize F2 in Dialog Boxes

• Pressing F2 allows you to edit the active cell directly, reducing the need to click into the formula bar.
• This shortcut is helpful when you want to make quick adjustments to cell content.

Step 2: Paste Values

• Use Ctrl + Alt + V, then press V to paste values only.
• This is useful when you want to paste just the data without any formatting or formulas.

Step 3: Paste Formulas

• To paste formulas, use Ctrl + Alt + V, then press F.
• This allows you to copy formulas without altering the original formatting of the cell.

Step 4: Select Rows and Columns

• Quickly select entire rows with Shift + Space and entire columns with Ctrl + Space.
• This is useful for formatting or deleting large sections of data.

Step 5: Insert and Delete Rows and Columns

• To insert a new row, select it and press Ctrl + Shift + +.
• To delete a row or column, select it and press Ctrl + -.

Step 6: Select Cells and Ranges

• Use Shift + Arrow Keys to select multiple cells in any direction.
• This is an efficient way to highlight data for copying or formatting.

Step 7: Select Objects

• Press F5, then Alt + S to select all objects within your spreadsheet.
• Knowing how to manage objects (like shapes or charts) can help in organizing your workbook.

Step 8: Move Rows and Columns

• To move selected rows or columns, hold Shift while dragging them to a new location.
• This makes reorganizing data quick and easy.

Step 9: Filter Data

• Use Ctrl + Shift + L to toggle filters on and off.
• This is essential for managing large data sets effectively.

Step 10: Navigate Workbooks

• Switch between open workbooks using Ctrl + Tab.
• This helps maintain focus and streamline your tasks across multiple files.

Step 11: Work with Tables

• Convert a range to a table using Ctrl + T.
• Tables make data management, sorting, and filtering much more accessible.

Step 12: Duplicate Content

• Use Ctrl + D to duplicate the content of the cell directly above.
• This saves time when entering repetitive data.

Step 13: Align Objects

• To align shapes or objects, select them and use Alt + H, then A for alignment options.
• Proper alignment enhances the visual appeal of your spreadsheets.

Step 14: Format Data

• Use Ctrl + 1 to open the Format Cells dialog box.
• This shortcut is key for quickly adjusting cell formats without navigating through menus.

Step 15: Use F4 for Repeating Actions

• Press F4 to repeat the last action performed.
• This is incredibly useful for applying the same format or formula multiple times.

Step 16: Work with Defined Names

• Use F3 to open the Paste Name dialog box.
• Defined names can simplify complex formulas by making them more readable.

Step 17: Display Formulas

• Toggle between displaying formulas and values by pressing Ctrl + (grave accent).
• This is helpful for auditing formulas in your spreadsheet.

Step 18: Create Drop Down Lists

• Use Alt + D, then L to create a drop-down list.
• This feature is invaluable for ensuring data consistency.

Step 19: AutoSum

• Quickly calculate totals by selecting a range and pressing Alt + =.
• This provides a fast method for adding numbers together.

Step 20: Insert Dates and Times

• Use Ctrl + ; to insert the current date and Ctrl + Shift + ; for the current time.
• This is handy for tracking when data was entered or modified.

Conclusion

By mastering these keyboard shortcuts, you can significantly increase your productivity in Excel. Incorporate these practices into your daily tasks to streamline your workflow and enhance your efficiency. Consider downloading the provided Excel shortcuts PDF for a handy reference and explore more advanced Excel courses for further learning.