Summary: Mastering basic keyboard shortcuts in MS Excel helps improve productivity, save time, and minimise errors. Whether for navigation, formatting, or calculations, these shortcuts streamline tasks and enhance workflow, making Excel work faster and easier for beginners and experts.

Introduction

Microsoft Excel is one of the most widely used spreadsheet programs, with an estimated 0.5 to 1.5 billion users worldwide. It helps people organise data, perform calculations, and create charts. 

However, working with Excel can be time-consuming if you rely only on the mouse. Learning basic keyboard shortcuts in MS Excel can save time, reduce effort, and improve productivity. 

This blog will introduce you to essential Excel shortcuts, explain their benefits, and help you work faster. Whether you’re a beginner or an expert, mastering these shortcuts will make using Excel easier and more efficient. Let’s get started!

Key Takeaways

• Basic Excel shortcuts save time and increase productivity.
• Shortcuts reduce reliance on the mouse and streamline workflows.
• These shortcuts improve efficiency in data navigation and formatting.
• Practising Excel shortcuts minimises errors and boosts accuracy.
• Excel shortcuts are essential for professionals in data-heavy fields.

What is Microsoft Excel?

Microsoft Excel is a powerful spreadsheet program that Microsoft developed. It is an essential tool for data organisation, analysis, and visualisation. With its robust features, Excel allows users to create and manage spreadsheets, making it indispensable in various fields such as finance, data analysis, and project management.

Excel’s computational capabilities are one of its standout features. Users can perform complex calculations and data manipulations using formulas and functions. Excel can handle various numerical data efficiently, from simple arithmetic to advanced statistical analysis. This makes it a valuable resource for professionals who must process large datasets.

In addition to its computational strengths, Excel offers a variety of graphic tools for data visualisation. Users can create charts, graphs, and tables to represent data, making identifying trends and patterns easier visually. Pivot tables are another powerful feature in Excel, allowing users to summarise and analyse large amounts of data quickly.

Microsoft Excel is more than just a spreadsheet program; it is a comprehensive data analysis, management, and visualisation tool. Its versatility and user-friendly interface make it a popular choice for individuals and businesses.

100+ Keyboard Shortcuts in MS Excel

Microsoft Excel is a powerful tool for data analysis, financial modelling, and report generation. Mastering keyboard shortcuts in Excel can significantly enhance efficiency, saving time and effort. This guide presents 100 essential keyboard shortcuts categorised for ease of understanding.

Frequently Used Keyboard Shortcuts

Mastering keyboard shortcuts in Excel can significantly enhance efficiency by reducing reliance on the mouse. Below is a list of frequently used shortcuts that help streamline formatting, navigation, and data manipulation.

1. Close a workbook: Ctrl+W
2. Open a workbook: Ctrl+O
3. Go to the Home tab: Alt+H
4. Save a workbook: Ctrl+S
5. Copy selection: Ctrl+C
6. Paste selection: Ctrl+V
7. Undo recent action: Ctrl+Z
8. Remove cell contents: Delete
9. Choose a fill color: Alt+H, H
10. Cut selection: Ctrl+X
11. Go to the Insert tab: Alt+N
12. Apply bold formatting: Ctrl+B
13. Center align cell contents: Alt+H, A, C
14. Go to the Page Layout tab: Alt+P
15. Go to the Data tab: Alt+A
16. Go to the View tab: Alt+W
17. Open the context menu: Shift+F10 or Windows Menu key
18. Add borders: Alt+H, B
19. Delete column: Alt+H, D, C
20. Go to the Formula tab: Alt+M
21. Hide the selected rows: Ctrl+9
22. Hide the selected columns: Ctrl+0

Keyboard Shortcuts for Ribbon 

The Ribbon provides access to various commands in Excel. These shortcuts help navigate it quickly.

23. Move to the Tell me or the Search field on the ribbon and type a search term for assistance or Help content: Alt+Q, then enter the search term.
24. Open the File menu: Alt+F
25. Open the Home tab, format text and numbers, and use the Find tool: Alt+H
26. Open the Insert tab and insert PivotTables, charts, add-ins, Sparklines, pictures, shapes, headers, or text boxes: Alt+N
27. Open the Page Layout tab and work with themes, page setup, scale, and alignment: Alt+P
28. Open the Formulas tab and insert, trace, and customise functions and calculations: Alt+M
29. Open the Data tab to connect, sort, filter, analyse, and work with data: Alt+A
30. Open the Review tab, check spelling, add notes and threaded comments, and protect sheets and workbooks: Alt+R
31. Open the View tab and preview page breaks and layouts, show and hide gridlines and headings, set zoom magnification, manage windows and panes, and view macros: Alt+W

Keyboard Shortcuts to Work in the Ribbon

Navigating the ribbon efficiently in Excel can improve workflow and speed up tasks. The following keyboard shortcuts help you select tabs, access commands, and move between ribbon elements without using a mouse.

32. Select the active tab on the ribbon and activate the access keys: Alt or F10. To move to a different tab, use access keys or the arrow keys.
33. Move the focus to commands on the ribbon or add-in pane: Tab key or Shift+Tab
34. Move down, up, left, or right, respectively, among the items on the ribbon: Arrow keys
35. Show the tooltip for the ribbon element currently in focus: Ctrl+Shift+F10
36. Activate a selected button: Spacebar or Enter
37. Open the list for a selected command: Down arrow key
38. Open the menu for a selected button: Alt+Down arrow key
39. When a menu or submenu is open, move to the next command: Down arrow key
40. Expand or collapse the ribbon: Ctrl+F1
41. Open a context menu: Shift+F10. Or, on a Windows keyboard, the Windows Menu key (usually between the Alt Gr and right Ctrl keys)
42. Move to the submenu when a main menu is open or selected: Left arrow key
43. Move from one group of controls to another: Ctrl+Left or Right arrow key

Keyboard Shortcuts for Navigation in Cells Part 1

Efficient navigation in Excel can save time and improve workflow. Mastering these keyboard shortcuts allows you to move seamlessly through cells, worksheets, and data regions without relying on the mouse.

44. Move to the previous cell in a worksheet or the last option in a dialogue box: Shift+Tab
45. Move one cell up in a worksheet: Up arrow key
46. Move one cell down in a worksheet: Down arrow key
47. Move one cell left in a worksheet: Left arrow key
48. Move one cell right in a worksheet: Right arrow key
49. Move to the edge of the current data region in a worksheet: Ctrl+Arrow key
50. Enter the End mode, move to the next nonblank cell in the same column or row as the active cell, and turn off End mode. If the cells are blank, move to the last cell in the row or column: End, Arrow key
51. Move to the last cell on a worksheet, to the lowest used row of the rightmost used column: Ctrl+End
52. Extend the selection of cells to the last used cell on the worksheet (lower-right corner): Ctrl+Shift+End
53. Move to the cell in the upper-left corner of the window when the Scroll lock is turned on: Home+Scroll lock
54. Move to the beginning of a worksheet: Ctrl+Home
55. Move one screen down in a worksheet: Page down
56. Move to the next sheet in a workbook: Ctrl+Page down

Keyboard Shortcuts for Navigation in Cells Part 2

Here’s part 2 of how you can navigate between cells in your workbook using these shortcuts.

57. Move one screen to the right in a worksheet: Alt+Page down
58. Move one screen up in a worksheet: Page up
59. Move one screen to the left in a worksheet: Alt+Page up
60. Move to the previous sheet in a workbook: Ctrl+Page up
61. Move one cell to the right in a worksheet. Or, in a protected worksheet, move between unlocked cells: Tab key
62. Open the list of validation choices on a cell that has a data validation option applied to it: Alt+Down arrow key
63. Cycle through floating shapes, such as text boxes or images: Ctrl+Alt+5, then the Tab key repeatedly
64. Exit the floating shape navigation and return to the normal navigation: Esc
65. Scroll horizontally: Ctrl+Shift, then scroll your mouse wheel up to go left, down to go right
66. Zoom in: Ctrl+Alt+Equal sign ( : )
67. Zoom out: Ctrl+Alt+Minus sign ( : )

Keyboard Shortcuts for Formatting Part 1

These shortcuts make formatting data in Excel quicker and more consistent.

68. Open the Format Cells dialog box: Ctrl+1
69. Format fonts in the Format Cells dialog box: Ctrl+Shift+F or Ctrl+Shift+P
70. Edit the active cell and move the insertion point to the end of its contents: F2
71. Insert a note: Shift+F2
72. Open and edit a cell note: Shift+F2
73. Insert a threaded comment: Ctrl+Shift+F2
74. Open and reply to a threaded comment: Ctrl+Shift+F2
75. Open the Insert dialog box to add blank cells: Ctrl+Shift+Plus sign ( + )
76. Open the Delete dialog box to remove selected cells: Ctrl+Minus sign ( – )
77. Enter the current time: Ctrl+Shift+Colon ( : )
78. Enter the current date: Ctrl+Semicolon ( ; )
79. Toggle between displaying cell values and formulas: Ctrl+Grave accent ( ` )
80. Copy a formula from the cell above into the active cell or formula bar: Ctrl+Apostrophe ( ‘ )
81. Move the selected cells: Ctrl+X
82. Copy the selected cells: Ctrl+C
83. Paste content, replacing any selection: Ctrl+V
84. Open the Paste Special dialog box: Ctrl+Alt+V
85. Apply or remove italic formatting: Ctrl+I or Ctrl+3
86. Apply or remove bold formatting: Ctrl+B or Ctrl+2
87. Apply or remove underline formatting: Ctrl+U or Ctrl+4
88. Apply or remove strikethrough formatting: Ctrl+5
89. Switch between hiding, displaying, and showing placeholders for objects: Ctrl+6
90. Apply an outline border to selected cells: Ctrl+Shift+Ampersand sign ( & )
91. Remove the outline border from selected cells: Ctrl+Shift+Underscore ( _ )
92. Show or hide outline symbols: Ctrl+8

Keyboard Shortcuts for Formatting Part 2

Here’s part 2 of formatting shortcuts so that you can easily format data in Excel quickly and more conveniently. 

93. Use Fill Down to copy the top cell’s content and formatting to cells below: Ctrl+D
94. Apply the General number format: Ctrl+Shift+Tilde sign ( ~ )
95. Apply the Currency format with two decimal places and negative numbers in parentheses: Ctrl+Shift+Dollar sign ( $ )
96. Apply the Percentage format without decimal places: Ctrl+Shift+Percent sign ( % )
97. Apply the Scientific number format with two decimal places: Ctrl+Shift+Caret sign ( ^ )
98. Apply the Date format (day, month, and year): Ctrl+Shift+Number sign ( # )
99. Apply the Time format (hour, minute, AM/PM): Ctrl+Shift+At sign ( @ )
100. Apply the Number format with two decimal places, thousands separator, and negative sign: Ctrl+Shift+Exclamation point ( ! )
101. Open the Insert Hyperlink dialog box: Ctrl+K
102. Check spelling in the active worksheet or selected range: F7
103. Open the Quick Analysis tool for selected data: Ctrl+Q
104. Open the Create Table dialog box: Ctrl+L or Ctrl+T
105. Open the Workbook Statistics dialog box: Ctrl+Shift+G

Keyboard Shortcuts for Selection

Selecting data efficiently is key to working faster in Excel.

106. Select the entire worksheet: Ctrl+A or Ctrl+Shift+Spacebar
107. Select the current and next sheet in a workbook: Ctrl+Shift+Page down
108. Select the current and previous sheet in a workbook: Ctrl+Shift+Page up
109. Expand the selection by one cell: Shift+Arrow key
110. Extend the selection to the last nonblank cell in the row or column, or to the next nonblank cell if the next one is blank: Ctrl+Shift+Arrow key
111. Enable extend mode to expand a selection using arrow keys (press again to disable): F8
112. Add a non-adjacent cell or range to the selection using arrow keys: Shift+F8
113. Insert a new line within the same cell: Alt+Enter
114. Fill the selected range with the current entry: Ctrl+Enter
115. Complete the entry and move to the cell above: Shift+Enter
116. Select an entire column: Ctrl+Spacebar
117. Select an entire row: Shift+Spacebar
118. Select all objects in a worksheet when one object is already selected: Ctrl+Shift+Spacebar
119. Extend the selection to the beginning of the worksheet: Ctrl+Shift+Home
120. Select the current data region (press twice to include summary rows, three times to select the entire sheet): Ctrl+A or Ctrl+Shift+Spacebar
121. Select the surrounding data region of the active cell: Ctrl+Shift+Asterisk (*)
122. Jump to the first command in a visible menu or submenu: Home
123. Redo the last action (if possible): Ctrl+Y
124. Undo the last action: Ctrl+Z
125. Expand grouped rows or columns: While hovering over the collapsed items, press and hold Shift, then scroll down
126. Collapse grouped rows or columns: While hovering over the expanded items, press and hold Shift, then scroll up

Keyboard for Working with Data, Functions, and the Formula Bar

Speed up data entry with these keyboard shortcuts.

127. Toggle tooltips for checking formulas in the formula bar or the cell: Ctrl+Alt+P
128. Edit the active cell and move the insertion point to the end of its contents. If editing is disabled, move the insertion point to the formula bar. When editing a formula, toggle Point mode on or off to use arrow keys for creating references: F2
129. Expand or collapse the formula bar: Ctrl+Shift+U
130. Cancel an entry in the cell or formula bar: Esc
131. Confirm an entry in the formula bar and move to the cell below: Enter
132. Move the cursor to the end of the text in the formula bar: Ctrl+End
133. Select all text from the cursor position to the end in the formula bar: Ctrl+Shift+End
134. Recalculate all worksheets in all open workbooks: F9
135. Recalculate only the active worksheet: Shift+F9
136. Force a full recalculation of all worksheets in all open workbooks, regardless of changes made since the last calculation: Ctrl+Alt+F9
137. Check dependent formulas and recalculate all cells, including those not marked for calculation: Ctrl+Alt+Shift+F9
138. Display the menu or message for an Error Checking button: Alt+Shift+F10
139. Open the Function Arguments dialog box when the insertion point is next to a function name in a formula: Ctrl+A
140. Insert argument names and parentheses next to a function name in a formula: Ctrl+Shift+A
141. Insert the AutoSum formula: Alt+Equal sign ( : )
142. Use Flash Fill to recognize patterns in adjacent columns and fill the current column automatically: Ctrl+E

Keyboard Shortcuts for Refreshing External Data

Working with external data in Excel often requires refreshing information to ensure accuracy and consistency. These keyboard shortcuts help quickly refresh data or stop ongoing refresh operations, improving workflow efficiency.

143. Stop a data refresh operation: Esc
144. Refresh data in the current worksheet: Ctrl+F5
145. Refresh all data in the workbook: Ctrl+Alt+F5

Keyboard Shortcuts for Power Pivot 

Power Pivot keyboard shortcuts help streamline data analysis, table management, and navigation within Excel. Mastering these shortcuts enhances efficiency by reducing manual effort, making it easier to manipulate data, perform calculations, and optimise workflows.

146. Open the context menu for the selected cell, column, or row: Shift+F10
147. Select the entire table: Ctrl+A
148. Copy the selected data: Ctrl+C
149. Delete the table: Ctrl+D
150. Move the table to a new location: Ctrl+M
151. Rename the table: Ctrl+R
152. Save the file: Ctrl+S
153. Redo the last action performed: Ctrl+Y
154. Undo the last action performed: Ctrl+Z
155. Select the entire column containing the active cell: Ctrl+Spacebar
156. Select the entire row containing the active cell: Shift+Spacebar
157. Extend the selection from the current cell to the last cell in the column: Shift+Page down
158. Extend the selection from the current cell to the first cell in the column: Shift+Page up
159. Extend the selection from the current cell to the last cell in the row: Shift+End
160. Extend the selection from the current cell to the first cell in the row: Shift+Home
161. Move to the previous table in the worksheet: Ctrl+Page up
162. Move to the next table in the worksheet: Ctrl+Page down

What Are The Benefits of Using Shortcut Excel Keys?

Knowing the benefits of using shortcut Excel keys can significantly enhance your productivity. Mastering these shortcuts can streamline workflows, making your work more efficient and error-free. Some of the key benefits if using shortcut keys in Excel are listed below:

• Saves time: One of the primary benefits of using the Excel shortcut key is that it helps in improving work efficiency.  You don’t need to hit the mouse pad or seek assistance to perform a particular task on Excel. Instead, knowing the shortcut will ease your task.
• Reduces errors: Keyboard shortcuts minimise the error probability and ensure you perform your task accurately.
• Improves workflow: Keyboard shortcuts can help you move between different parts of Excel more quickly and easily, improving your overall workflow and making the program easier to navigate.
• Increases productivity: The primary objective of switching to a keyboard shortcut key is enhancing your work productivity.

Whether you’re a beginner or an experienced user, these shortcuts can help you navigate the program more quickly and easily. Learning and practising them can save a lot of time and reduce the risk of errors in your work. 

Most in-demand technologies, such as data science, blockchain, big data, and artificial intelligence, have some role in Excel. Hence, mastering the shortcut keys can help you simplify your tasks and reduce errors, enhancing your performance.

Wrapping It Up!!!

Mastering basic keyboard shortcuts in MS Excel can significantly improve efficiency and productivity. By reducing reliance on the mouse, these shortcuts help users complete tasks faster and with fewer errors. 

Whether you’re a beginner or an expert, these shortcuts will enhance your Excel experience, streamline workflows, and simplify data management. Incorporating these tips into your routine will save valuable time and reduce the chance of mistakes. 

Learning and practising Excel shortcuts is a significant investment that boosts performance and simplifies your work, regardless of profession or field. If you are interested in learning Excel and other advanced tools, then enrol in free Data Science courses provided by Pickl.AI. Visit the website to learn more. 

Frequently Asked Questions

What are Basic Keyboard Shortcuts in MS Excel?

Basic keyboard shortcuts in MS Excel are combinations of keys designed to perform specific tasks more efficiently. They help users save time by navigating, formatting, and performing calculations without relying on the mouse. Mastering these shortcuts boosts productivity and simplifies everyday Excel tasks.

How do Basic Keyboard Shortcuts Improve Productivity in MS Excel?

Basic keyboard shortcuts improve productivity by enabling quicker navigation and reducing time spent on tasks. Shortcuts eliminate the need for a mouse, allow users to work faster, avoid repetitive actions, and minimise errors, making Excel tasks more efficient and less cumbersome.

Can I Learn Basic Keyboard Shortcuts for MS Excel Without Prior Experience?

Yes, anyone can learn basic keyboard shortcuts for MS Excel, even without prior experience. These shortcuts are easy to pick up and can be practised regularly. They become second nature with consistent use, allowing beginners to work as efficiently as seasoned Excel users.