MS EXCEL SHORT CUT KEYS

 
Function
  Key
SHIFT CTRL ALT CTRL+SHIFT ALT+SHIFT

F1 Display Help What's   Insert a   Insert a new

or the Office This? chart sheet worksheet
Assistant
F2 Edit the Edit a cell   Save As   Save
active cell comment command command
F3 Paste a Paste a Define a   Create names  
name into a function into name by using row
formula a formula and column
labels
F4 Repeat the Repeat the Close the Exit    
last action last Find window
(Find Next)
F5 Go To Display the Restore the      
Find dialog window size
box
F6 Move to the Move to the Move to the   Move to the  
next pane previous next previous
pane workbook workbook
window window
F7 Spelling   Move the      
command window
F8 Extend a Add to the Resize the Display the    
selection selection window Macro
dialog box
F9 Calculate all Calculate Minimize the      
sheets in all the active workbook
open worksheet
workbooks
F1 Make the Display a Maximize or      
0 menu bar shortcut restore the
active menu (right workbook
click) window
F1 Create a Insert a Insert a Display    
1 chart new Microsoft Visual
worksheet Excel 4.0 Basic
macro sheet Editor
F1 Save As Save Open   Print command  
2 command command command
 Short Cut Keys

Enter data by using shortcut keys

To Press
Complete a cell entry ENTER
Cancel a cell entry ESC
Repeat the last action F4 or CTRL+Y
Start a new line in the same cell ALT+ENTER
Delete the character to the left of the insertion point, or BACKSPACE
delete the selection
Delete the character to the right of the insertion point, DELETE
or delete the selection
Delete text to the end of the line CTRL+DELETE
Move one character up, down, left, or right Arrow keys
Move to the beginning of the line HOME
Edit a cell comment SHIFT+F2
Create names from row and column labels CTRL+SHIFT+F3
Fill down CTRL+D
Fill to the right CTRL+R
Fill the selected cell range with the current entry CTRL+ENTER
Complete a cell entry and move down in the selection ENTER
Complete a cell entry and move up in the selection SHIFT+ENTER
Complete a cell entry and move to the right in the TAB
selection
Complete a cell entry and move to the left in the SHIFT+TAB
selection
 
Work in cells or the formula bar by using shortcut keys
To Press
Start a formula = (EQUAL SIGN)
Cancel an entry in the cell or formula bar ESC
Edit the active cell F2
Edit the active cell and then clear it, or delete the BACKSPACE
preceding character in the active cell as you edit the cell
contents
Paste a name into a formula F3
 Define a name CTRL+F3
Calculate all sheets in all open workbooks F9
Calculate the active worksheet SHIFT+F9
Insert the AutoSum formula ALT+= (EQUAL SIGN)
Enter the date CTRL+; (SEMICOLON)
Enter the time CTRL+SHIFT+; (SEMICOLON)
Insert a hyperlink CTRL+K
Complete a cell entry ENTER
Copy the value from the cell above the active cell into CTRL+SHIFT+" (QUOTATION
the cell or the formula bar MARK)
Alternate between displaying cell values and displaying CTRL+` (SINGLE LEFT
cell formulas QUOTATION MARK)
Copy a formula from the cell above the active cell into CTRL+' (APOSTROPHE)
the cell or the formula bar
Enter a formula as an array formula CTRL+SHIFT+ENTER
Display the Formula Palette after you type a valid CTRL+A
function name in a formula
Insert the argument names and parentheses for a CTRL+SHIFT+A
function, after you type a valid function name in a
formula
Display the AutoComplete list ALT+DOWN ARROW
 
Format & Edit
 
Format data by using shortcut keys
To Press
Display the Style command (Format menu) ALT+' (APOSTROPHE)
Display the Cells command (Format menu) CTRL+1
Apply the General number format CTRL+SHIFT+~
Apply the Currency format with two decimal places (negative CTRL+SHIFT+$
numbers appear in parentheses)
Apply the Percentage format with no decimal places CTRL+SHIFT+%
Apply the Exponential number format with two decimal places CTRL+SHIFT+^
Apply the Date format with the day, month, and year CTRL+SHIFT+#
Apply the Time format with the hour and minute, and indicate CTRL+SHIFT+ @
A.M. or P.M.
Apply the Number format with two decimal places, 1000 CTRL+SHIFT+!
separator, and – for negative values
Apply the outline border CTRL+SHIFT+&
Remove all borders CTRL+SHIFT+_
Apply or remove bold formatting CTRL+B
Apply or remove italic formatting CTRL+I
Apply or remove an underline CTRL+U
Apply or remove strikethrough formatting CTRL+5
Hide rows CTRL+9
Unhide rows CTRL+SHIFT+(
Hide columns CTRL+0 (ZERO)
Unhide columns CTRL+SHIFT+)
 
Edit data by using shortcut keys
To Press
Edit the active cell F2
Cancel an entry in the cell or formula bar ESC
Edit the active cell and then clear it, or delete the preceding BACKSPACE
character in the active cell as you edit the cell contents
Paste a name into a formula F3
Complete a cell entry ENTER
Enter a formula as an array formula CTRL+SHIFT+ENTER
Display the Formula Palette after you type a valid function name CTRL+A
in a formula
Insert the argument names and parentheses for a function, after CTRL+SHIFT+A
you type a valid function name in a formula
 
Insert, delete, and copy a selection by using shortcut keys
To Press
Copy the selection CTRL+C
Paste the selection CTRL+V
Cut the selection CTRL+X
Clear the contents of the selection DELETE
Insert Dialogue box CTRL+SHIFT+PLUS
SIGN
Delete the selection CTRL+ –
Undo the last action CTRL+Z
    
Move within a selection by using shortcut keys
To Press
Move from top to bottom within the selection (down), or in the ENTER
direction that is selected on the Edit tab (Tools menu, Options
command)
Move from bottom to top within the selection (up), or opposite SHIFT+ENTER
to the direction that is selected on the Edit tab (Tools menu,
Options command)
Move from left to right within the selection, or move down one TAB
cell if only one column is selected
Move from right to left within the selection, or move up one cell SHIFT+TAB
if only one column is selected
Move clockwise to the next corner of the selection CTRL+PERIOD
Move to the right between nonadjacent selections CTRL+ALT+RIGHT
ARROW
Move to the left between nonadjacent selections CTRL+ALT+LEFT
ARROW
 
Select data, cells, chart items, or objects by using shortcut keys
 
Select cells, columns, rows, or objects in worksheets and workbooks by using
shortcut keys
To Press
Select the current region around the active cell (the current CTRL+SHIFT+*
region is an area enclosed by blank rows and blank columns) (ASTERISK)
Extend the selection by one cell SHIFT+ arrow key
Extend the selection to the last nonblank cell in the same
CTRL+SHIFT+ arrow key
column or row as the active cell
Extend the selection to the beginning of the row SHIFT+HOME
Extend the selection to the beginning of the worksheet CTRL+SHIFT+HOME
Extend the selection to the last cell used on the worksheet
CTRL+SHIFT+END
(lower-right corner)
Select the entire column CTRL+SPACEBAR
Select the entire row SHIFT+SPACEBAR
Select the entire worksheet CTRL+A
If multiple cells are selected, select only the active cell SHIFT+BACKSPACE
Extend the selection down one screen SHIFT+PAGE DOWN
Extend the selection up one screen SHIFT+PAGE UP
With an object selected, select all objects on a sheet CTRL+SHIFT+SPACEBAR
Alternate between hiding objects, displaying objects, and
CTRL+6
displaying placeholders for objects
Show or hide the Standard toolbar CTRL+7
In End mode, to Press
Turn End mode on or off END
Extend the selection to the last nonblank cell in the same
END, SHIFT+ arrow key
column or row as the active cell
Extend the selection to the last cell used on the worksheet
END, SHIFT+HOME
(lower-right corner)
Extend the selection to the last cell in the current row; this
keystroke is unavailable if you selected the Transition
END, SHIFT+ENTER
navigation keys check box on the Transition tab (Tools
menu, Options command)
With SCROLL LOCK on, to Press
Turn SCROLL LOCK on or off SCROLL LOCK
UP ARROW or DOWN
Scroll the screen up or down one row
ARROW
LEFT ARROW or RIGHT
Scroll the screen left or right one column
ARROW
Extend the selection to the cell in the upper-left corner of the
SHIFT+HOME
window
Extend the selection to the cell in the lower-right corner of
SHIFT+END
the window
Tip When you use the scrolling keys (such as PAGE UP and
PAGE DOWN) with SCROLL LOCK turned off, your selection
moves the distance you scroll. If you want to keep the same
 
selection as you scroll, turn on SCROLL LOCK first.
 
Select cells with special characteristics by using shortcut keys
To Press
Select the current region around the active cell (the current CTRL+SHIFT+*
region is an area enclosed by blank rows and blank columns) (ASTERISK)
Select the current array, which is the array that the active
CTRL+/
cell belongs to
CTRL+SHIFT+O (the
Select all cells with comments
letter O)
Select cells whose contents are different from the
comparison cell in each row (for each row, the comparison CTRL+\
cell is in the same column as the active cell)
 Select cells whose contents are different from the
comparison cell in each column (for each column, the CTRL+SHIFT+|
comparison cell is in the same row as the active cell)
Select only cells that are directly referred to by formulas in
CTRL+[
the selection
Select all cells that are directly or indirectly referred to by
CTRL+SHIFT+{
formulas in the selection
Select only cells with formulas that refer directly to the
CTRL+]
active cell
Select all cells with formulas that refer directly or indirectly
CTRL+SHIFT+}
to the active cell
Select only visible cells in the current selection ALT+SEMICOLON
 
Select chart items by using shortcut keys
To Press
Select the previous group of items DOWN ARROW
Select the next group of items UP ARROW
Select the next item within the group RIGHT ARROW
Select the previous item within the group LEFT ARROW
 
 
Move & Scroll
 
Move and scroll on a worksheet or workbook by using shortcut keys
To Press
Move one cell in a given direction Arrow key
Move to the edge of the current data region CTRL+ arrow key
Move between unlocked cells on a protected worksheet TAB
Move to the beginning of the row HOME
Move to the beginning of the worksheet CTRL+HOME
Move to the last cell on the worksheet, which is the cell at the
intersection of the right-most used column and the bottom-most
CTRL+END
used row (in the lower-right corner); cell opposite the Home cell,
which is typically A1
Move down one screen PAGE DOWN
Move up one screen PAGE UP
Move one screen to the right ALT+PAGE DOWN
Move one screen to the left ALT+PAGE UP
 Move to the next sheet in the workbook CTRL+PAGE DOWN
Move to the previous sheet in the workbook CTRL+PAGE UP
CTRL+F6 or
Move to the next workbook or window
CTRL+TAB
CTRL+SHIFT+F6 or
Move to the previous workbook or window
CTRL+SHIFT+TAB
Move to the next pane F6
Move to the previous pane SHIFT+F6
Scroll to display the active cell CTRL+BACKSPACE
 
In End mode, to Press
Turn End mode on or off END
Move by one block of data within a row or column END, arrow key
Move to the last cell on the worksheet, which is the cell at the
intersection of the right-most used column and the bottom-most
END, HOME
used row (in the lower-right corner); cell opposite the Home cell,
which is typically A1
Move to the last cell to the right in the current row that is not
blank; unavailable if you have selected the Transition navigation
END, ENTER
keys check box on the Transition tab (Tools menu, Options
command)
 
With SCROLL LOCK turned on, to Press
Turn SCROLL LOCK on or off SCROLL LOCK
Move to the cell in the upper-left corner of the window HOME
Move to the cell in the lower-right corner of the window END
UP ARROW or DOWN
Scroll one row up or down
ARROW
LEFT ARROW or
Scroll one column left or right
RIGHT ARROW
Tip When you use the scrolling keys (such as PAGE UP and PAGE
DOWN) with SCROLL LOCK turned off, your selection moves the
distance you scroll. If you want to preserve your selection while
 
you scroll through the worksheet, turn on SCROLL LOCK first.
 
Work with Database, lists and PivotTables by using shortcut keys
 
Work in a data form by using shortcut keys
To Press
 ALT+ key, where key is the underlined letter
Select a field or a command button
in the field or command name
Move to the same field in the next
DOWN ARROW
record
Move to the same field in the previous
UP ARROW
record
Move to the next field you can edit in
TAB
the record
Move to the previous field you can edit
SHIFT+TAB
in the record
Move to the first field in the next
ENTER
record
Move to the first field in the previous
SHIFT+ENTER
record
Move to the same field 10 records
PAGE DOWN
forward
Move to the same field 10 records
PAGE UP
back
Move to the new record CTRL+PAGE DOWN
Move to the first record CTRL+PAGE UP
Move to the beginning or end of a field HOME or END
Move one character left or right within
LEFT ARROW or RIGHT ARROW
a field
Extend a selection to the beginning of
SHIFT+HOME
a field
Extend a selection to the end of a field SHIFT+END
Select the character to the left SHIFT+LEFT ARROW
Select the character to the right SHIFT+RIGHT ARROW
 
Work with the AutoFilter feature by using shortcut keys
To Press
Display the AutoFilter list for the Select the cell that contains the column label,
current column and then press ALT+DOWN ARROW
Close the AutoFilter list for the current
ALT+UP ARROW
column
Select the next item in the AutoFilter
DOWN ARROW
list
Select the previous item in the
UP ARROW
AutoFilter list
 Select the first item (All) in the
HOME
AutoFilter list
Select the last item in the AutoFilter
END
list
Filter the list by using the selected
ENTER
item in the AutoFilter list
 
Work with the PivotTable Wizard by using shortcut keys
In Step 3 of the PivotTable
Press
Wizard, to
Select the next or previous field
UP ARROW or DOWN ARROW
button in the list
Select the field button to the right or
LEFT ARROW or RIGHT ARROW
left in a multicolumn field button list
Move the selected field into the Page
ALT+P
area
Move the selected field into the Row
ALT+R
area
Move the selected field into the
ALT+C
Column area
Move the selected field into the Data
ALT+D
area
Display the PivotTable Field dialog box ALT+L
 
Work with page fields in a PivotTable by using shortcut keys
To Press
Select the previous item in the list UP ARROW
Select the next item in the list DOWN ARROW
Select the first visible item in the list HOME
Select the last visible item in the list END
Display the selected item ENTER
 
Group and ungroup PivotTable items by using shortcut keys
To Press
Group selected PivotTable items ALT+SHIFT+RIGHT ARROW
Ungroup selected PivotTable items ALT+SHIFT+LEFT ARROW
 
Keys for windows and dialog boxes
 
In a window, to Press
Switch to the next program ALT+TAB
Switch to the previous program ALT+SHIFT+TAB
Show the Windows Start menu CTRL+ESC
Close the active workbook window CTRL+W
Restore the active workbook window CTRL+F5
Switch to the next workbook window CTRL+F6
Switch to the previous workbook window CTRL+SHIFT+F6
Carry out the Move command (workbook
CTRL+F7
icon menu, menu bar)
Carry out the Size command (workbook
CTRL+F8
icon menu, menu bar)
Minimize the workbook window to an icon CTRL+F9
Maximize or restore the workbook window CTRL+F10
Select a folder in the Open or Save As ALT+0 to select the folder list; arrow
dialog box (File menu) keys to select a folder
Choose a toolbar button in the Open or ALT+ number (1 is the leftmost button, 2
Save As dialog box (File menu) is the next, and so on)
Update the files visible in the Open or Save
F5
As dialog box (File menu)
 
In a dialog box, to Press
Switch to the next tab in a dialog box CTRL+TAB or CTRL+PAGE DOWN
Switch to the previous tab in a dialog box CTRL+SHIFT+TAB or CTRL+PAGE UP
Move to the next option or option group TAB
Move to the previous option or option group SHIFT+TAB
Move between options in the active drop-
down list box or between some options in a Arrow keys
group of options
Perform the action assigned to the active
button (the button with the dotted outline), SPACEBAR
or select or clear the active check box
Letter key for the first letter in the
Move to an option in a drop-down list box option name you want (when a drop-
down list box is selected)
Select an option, or select or clear a check ALT+ letter, where letter is the key for
box the underlined letter in the option name
Open the selected drop-down list box ALT+DOWN ARROW
 Close the selected drop-down list box ESC
Perform the action assigned to the default
command button in the dialog box (the
ENTER
button with the bold outline ¾ often the OK
button)
Cancel the command and close the dialog
ESC
box
 
In a text box, to Press
Move to the beginning of the entry HOME
Move to the end of the entry END
Move one character to the left or right LEFT ARROW or RIGHT ARROW
CTRL+LEFT ARROW or CTRL+RIGHT
Move one word to the left or right
ARROW
Select from the insertion point to the
SHIFT+HOME
beginning of the entry
Select from the insertion point to the end of
SHIFT+END
the entry
Select or unselect one character to the left SHIFT+LEFT ARROW
Select or unselect one character to the right SHIFT+RIGHT ARROW
Select or unselect one word to the left CTRL+SHIFT+LEFT ARROW
Select or unselect one word to the right CTRL+SHIFT+RIGHT ARROW
 
Others
 
Print and preview a document by using shortcut keys
To Press
Display the Print command (File menu) CTRL+P
 
Work in print preview
To Press
Move around the page when zoomed in Arrow keys
Move by one page when zoomed out PAGE UP or PAGE DOWN
CTRL+UP ARROW or CTRL+LEFT
Move to the first page when zoomed out
ARROW
CTRL+DOWN ARROW or
Move to the last page when zoomed out
CTRL+RIGHT ARROW
 
 Outline data by using shortcut keys
To Press
Ungroup rows or columns ALT+SHIFT+LEFT ARROW
Group rows or columns ALT+SHIFT+RIGHT ARROW
Display or hide outline symbols CTRL+8
Hide selected rows CTRL+9
Unhide selected rows CTRL+SHIFT+(
Hide selected columns CTRL+0 (ZERO)
Unhide selected columns CTRL+SHIFT+)
 
Keys for menus
To Press
Show a shortcut menu SHIFT+F10
Make the menu bar active F10 or ALT
Show the program icon menu (on the program title
ALT+SPACEBAR
bar)
DOWN ARROW or UP ARROW
Select the next or previous command on the menu
(with the menu or submenu
or submenu
displayed)
Select the menu to the left or right, or, with a
submenu visible, switch between the main menu LEFT ARROW or RIGHT ARROW
and the submenu
Select the first or last command on the menu or
HOME or END
submenu
Close the visible menu and submenu at the same
ALT
time
Close the visible menu, or, with a submenu visible,
ESC
close the submenu only
Tip You can select any menu command on the
menu bar or on a visible toolbar with the keyboard.
Press ALT to select the menu bar. (To then select a
toolbar, press CTRL+TAB; repeat until the toolbar
you want is selected.) Press the letter that is  
underlined in the menu name that contains the
command you want. In the menu that appears,
press the letter underlined in the command name
that you want.
 
Keys for toolbars
On a toolbar, to Press
Make the menu bar active F10 or ALT
Select the next or previous toolbar CTRL+TAB or CTRL+SHIFT+TAB
Select the next or previous button or menu on the TAB or SHIFT+TAB (when a
toolbar toolbar is active)
Open the selected menu ENTER
Perform the action assigned to the selected button ENTER
Enter text in the selected text box ENTER
Arrow keys to move through
options in the list or menu; ENTER
Select an option from a drop-down list box or from
to select the option you want
a drop-down menu on a button
(when a drop-down list box is
selected)
 
Keys for using the Office Assistant
To Press
ALT+F6; repeat until the balloon
Make the Office Assistant the active balloon
is active
ALT+topic number (where 1 is the
Select a Help topic from the topics displayed by the
first topic, 2 is the second, and so
Office Assistant
on)
See more help topics ALT+DOWN ARROW
See previous help topics ALT+UP ARROW
Close an Office Assistant message ESC
Get Help from the Office Assistant F1
Display the next tip ALT+N
Display the previous tip ALT+B
Close tips ESC
TAB to select the Office Assistant
Show or hide the Office Assistant in a wizard button; SPACEBAR to show or
hide the Assistant