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Microsoft Excel is a very powerful spreadsheet application and a very old one, with its first version dating back to 1984. With each new version of Excel, more and more keyboard shortcuts have appeared, and looking at the full list of them (over 200!), you might get scared. Don't panic! 20 or 30 keyboard shortcuts for everyday work will be enough. The rest are for very specific tasks, such as writing VBA macros, data composition, managing pivot tables, recalculating large workbooks, etc.

The most useful keyboard shortcuts in Excel, without which no workbook can do

I know I know! These are basic key combinations, and many of you know them very well. However, let me write them down for beginner users.

Note for beginners: Sign " + ” means that the keys must be pressed simultaneously. Keys Ctrl And Alt located at the bottom of the main keyboard on the left and right.

Data formatting

Working with formulas

Navigation and viewing data

Data input

Data selection

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Hot keys are a function that, by typing a specific key combination on the keyboard, offers quick access to certain features of the operating system or a separate program. This tool is also available in Microsoft Excel. Let's find out what hotkeys are available in Excel and what you can do with them.

First of all, it should be noted that in the list of hotkeys below, the single “+” sign will serve as the symbol that represents the keyboard shortcut. If the “++” sign is indicated, this means that on the keyboard you need to press the “+” key along with the other key that is indicated. The name of the function keys is indicated as they are named on the keyboard: F1, F2, F3, etc.

Also, it should be said that you need to press the service keys first. These include Shift, Ctrl and Alt. And then, holding these keys, press the function keys, buttons with letters, numbers, and other symbols.

General settings

Microsoft's general management tools include the basic capabilities of the program: opening, saving, creating a file, etc. The hotkeys that provide access to these functions are as follows:

• Ctrl+N – create a file;
• Ctrl+S – save the book;
• F12 – select the format and location of the book to save;
• Ctrl+O – open a new book;
• Ctrl+F4 – close the book;
• Ctrl+P – print preview;
• Ctrl+A – select the entire sheet.

Navigation keys

There are also hotkeys for navigating through a sheet or book.

• Ctrl + F6 – move between several open books;
• Tab – move to the next cell;
• Shift + Tab – move to the previous cell;
• Page Up – move up by monitor size;
• Page Down – move down by monitor size;
• Ctrl + Page Up – move to the previous sheet;
• Ctrl + Page Down – move to the next sheet;
• Ctrl + End – move to the last cell;
• Ctrl + Home – move to the first cell.

Hotkeys for computing activities

The Microsoft Excel program is used not only for simple construction of tables, but also for computational operations in them by entering formulas. There are corresponding hotkeys for quick access to these actions.

• Alt+= — activation of autosum;
• Ctrl+~ - display calculation results in cells;
• F9 – recalculation of all formulas in the file;
• Shift+F9 – recalculation of formulas on the active sheet;
• Shift+F3 – call the Function Wizard.

Data editing

Hotkeys designed for editing data allow you to quickly fill the table with information.

• F2 – editing mode of the marked cell;
• Ctrl++ - adding columns or rows;
• Ctrl+- - deletes selected columns or rows on a Microsoft Excel table sheet;
• Ctrl+Delete – deleting selected text;
• Ctrl+H – “Search/Replace” window;
• Ctrl+Z – cancel the last action performed;
• Ctrl+Alt+V – special paste.

Formatting

One of the important elements of designing tables and cell ranges is formatting. In addition, formatting also affects calculation processes in Excel.

• Ctrl+Shift+% - enable percentage format;
• Ctrl+Shift+$—monetary format;
• Ctrl+Shift+# — date format;
• Ctrl+Shift+! – number format;
• Ctrl+Shift+~ - general format;
• Ctrl+1 – activation of the cell formatting window.

Other hotkeys

In addition to the hotkeys that were indicated in the above groups, the Excel application has the following important combinations of keyboard buttons for calling functions:

• Alt+’ – select a design style;
• F11 – create a diagram on a new sheet;
• Shift+F2 – change a comment in a cell;
• F7 – check text for errors.

Of course, not all options for using hot keys in Microsoft Excel were presented above. However, we paid attention to the most popular, useful, and in-demand ones. Of course, using hot keys can significantly simplify and speed up work in Microsoft Excel.

This article describes Excel shortcut keys (the term Excel Shortcut Keys is often used) for the Microsoft Excel 2013 version, but most of the key combinations apply to previous versions of Microsoft Excel: Excel 2010, Excel 2007, Excel 2003 (except for the function ribbon key combinations).

Hotkeys in Excel are shortcuts or keyboard shortcuts that can be used to quickly perform various necessary actions and navigate through the program. If you frequently perform the same type of work operations, using hot keys can significantly save your working time.

In localized versions of Microsoft Excel, some hotkeys may not work.

Excel hotkeys for working with the function ribbon (Ribbon)

In new versions of Microsoft Office programs, starting with version 2007, the user interface has changed significantly. A so-called Ribbon appeared at the top of the screen, containing bookmarks with functional buttons.

Bookmarks and some buttons can be activated with keyboard shortcuts. To view these combinations, just press the Alt button.

Excel keyboard shortcuts with Ctrl key

Excel Hotkeys Using Function Keys (F1-F12)

Other useful Excel keyboard shortcuts

Keyboard shortcuts- this is almost the first thing you should learn when working in a certain program; they will help to significantly save time.

Some, because can be used in various applications, for example, the combination for selecting everything (text in MS Word, data in MS Excel or files in Explorer) “Ctrl + A”, finding an application where it will not work is quite problematic, other combinations are so intricate and specific, that memorizing them is meaningless, for example, the window for calling up the list of styles in MS Word “Alt+Ctrl+Shift+S” hardly makes sense to memorize. However, there are combinations that, on the one hand, are very simple and easy to use, but on the other hand, oddly enough, are little known.

You can start entering the sum formula, you can use the sum icon on the ribbon, or you can simply press “ALT+=”.

Combination 2 and 3. How to select a column or row in Excel.

Everyone knows the keyboard shortcut for selecting an entire sheet in Excel “Ctrl+A”; this combination works in many other applications, but in Excel you can select only a column or only a row.

Hot Shortcut to Select an Entire Column "Ctrl+space", and if you need to quickly select a line, you should use the combination "Shift+space". If you select a row, and then immediately, without deselecting it, select a column, you will get something similar to Ctrl+A. You can also select a row or column using the mouse by simply clicking on the name of the column/column, but using a hotkey combination is faster.

Combination 4 and 5. How to hide a column or row in MS Excel.

It’s unlikely to be a big secret that you can hide a column using the context menu, but if you use the combination "Ctrl+0" it will be faster and "Ctrl+9" hides a row from an Excel sheet.

Combination 6. How to delete a row or column in MS Excel.

If you need to not just hide, but delete a row or column, use the combination "Ctrl+-" this can be done as quickly as possible.

Combination 7 and 8. How to add the current date/time to a cell.

Unlike the previous ones, this is a rather specific hot combination. But the fastest way to insert the current date into a cell is "Ctrl+;", and if you add the Shift key to this combination, then the current time will be inserted - "Ctrl+Shift+;".

Combination 9. How to show formulas instead of calculations.

In complex calculations, it can be convenient to look not at the result of a formula, but at the formula itself. You can also display formulas in calculations through the menu, but with the combination "Ctrl+`"(tilde) this can be done an order of magnitude faster.

Combination 10. How to start editing data in a MS Excel cell.

You can start editing the data in a cell by simply clicking on the cell itself or placing the cursor in the formula bar, but the key "F2" will allow you not to be distracted to reach the mouse. At first it may seem that it is absolutely not important which method to use, however, for users who constantly work in Excel, the F2 key should be remembered almost the first.

Many users are accustomed to working in the Windows operating system using a keyboard and mouse. In this article we will talk about the main hotkeys in the Excel editor, with which you can significantly increase your work speed. In addition, you will learn to do without a mouse in some cases. Let's look at the buttons in several categories, since this is easier to navigate.

As a working example, let's create some kind of table.

Clipboard

The most important thing is to be able to quickly work with various data. If each action is accompanied by a call to the context menu, then you will waste a very large amount of time.

It will be much more convenient if you start using the following combinations:

• to copy text, cells or any other object – Ctrl + C;
• if you want to cut something, then use – Ctrl +X
• to paste the contents of the buffer – Ctrl + V .

These combinations are standard both in Windows and in a huge number of other programs.

Operations with the book

If you are working with one file and want to open another in the same window, you will need to take the following steps.

1. First, you should save the current book using the keyboard shortcut Ctrl + S.
2. Close the document by pressing Ctrl +W.
3. If you did everything correctly, you will see empty space.

1. To open, use the combination Ctrl + O. Select any file in the right column or click on the “Browse” button.

After this you can start working.

Navigating tabs

In Excel, there are a huge number of different tools that are located on different tabs. Typically, users switch between them using the mouse.

But you can also switch using hotkeys. These include:

• view – ALT +W ;
• insert – ALT + C;
• home – ALT +I;
• data – ALT +Ё;
• page layout – ALT +Z;
• formula – ALT +L.

Working with cells

In our table, which serves as an example, all the information is arranged in a beautiful way. As a rule, this does not always happen. Especially if the data is copied in fragments from different sources.

You can customize content using the following combinations:

• deleting a column – ALT +I, 0, 2, O (first the number zero, and then the letter O);
• center text alignment – ​​ALT +I, E, 2;
• clearing the contents of a cell – DELETE ;
• border format – ALT +Y, G, G;
• hiding specified lines – CTRL +9 ;
• hiding specified columns – CTRL +0 ;

If the buttons are separated by commas, it means they need to be pressed sequentially, not simultaneously, and they are not alternatives to each other. You must click on each one in the specified sequence. Make sure you have the correct keyboard layout enabled.

In order for you to better understand how the sequence of actions occurs, we will give an example in which we will try to delete the selected column.

1. Let's make the first column in this table active. To do this, just select any cell in this column.

1. Make sure that we currently have the Russian keyboard layout enabled.

1. Press the key combination ALT + I.
2. Immediately after this, various letters will appear in gray squares.

1. Now press the 0 (zero) button. After this there will only be one clue left.

1. Now click on 2. As a result, a menu will automatically open in which you can delete:
   1. cells;
   2. strings;
   3. columns;
   4. sheet.

1. We are interested in deleting a column. Therefore, we press the O button (a letter, not a number). Thanks to this chain of keystrokes, the highlighted column was deleted.

A similar scheme works with other combinations in which the buttons are indicated separated by commas, rather than using the “+” symbol.

Merging cells

You cannot merge cells using hotkeys. For this purpose, you need to use the tools on the “Home” tab. The only thing that the official Microsoft help can advise is the combination of buttons to cancel the merge, that is, the combination Ctrl + Z.

Work with text

Most users use the buttons on the main toolbar to change the appearance of text information. But not everyone knows that all these same operations can be done instantly using hot keys.

These include:

• bold style – CTRL +B or CTRL +2;
• italic style – CTRL +I or CTRL +3;
• underlining text – CTRL +U or CTRL +4.

In order to cross out text, you need to press the key combination CTRL +5. Please note that this button is not on the toolbar.

Button combinations for formatting cells

When working with tables, you can use hotkeys not only to edit text (italics, bold, and so on). The Excel editor also provides many other features.

Dialog boxes

Let's look at several options for launching different windows.

1. Click on any cell.
2. Click on the hotkeys Ctrl +K.
3. Please enter the required address.
4. Click on the "OK" button.

1. Go to any cell in relation to which you need to change the table structure.
2. Click on the keyboard shortcut Ctrl +SHIFT++.
3. After this, a window will appear in which you can paste:
   1. cells shifted down or right;
   2. string;
   3. column.
4. To save, click on “OK”.

1. Use the keyboard shortcut Ctrl +ALT +V.
2. After this, you will be able to select the desired format. This list will depend on what is on the clipboard.

1. Select any range of values.
2. Press the key combination Ctrl +— .
3. After this, a window will appear in which you can delete:
   1. cells shifted left or up;
   2. string;
   3. column.

To launch this window, just press the Ctrl +1 buttons simultaneously. The result will be as follows.

This tool is very interesting. It works as follows.

1. Click on an empty cell next to some information.

1. Click on the hotkeys Ctrl +T.
2. Thanks to this, the editor himself will determine which data needs to be allocated for the future table.
3. If you don't like this range, you can replace it with anything.
4. Click on the “OK” button.

1. Thanks to this, you can add a table automatically.

Sometimes you need to indicate the current time or date in cells. It is much more convenient to do this using hotkeys than to write manually.

• time – CTRL + SHIFT +: ;
• date – CTRL + SHIFT +; .

In order to insert or edit a note, you need to press SHIFT + F2.

Changing the format

As a rule, cells can contain any information. Moreover, the same value in different formats looks completely different. This can be done using a dialog box or special hotkeys. Each format uses its own unique combination:

• numbers – CTRL +SHIFT +~ ;
• percentages – CTRL +SHIFT +%;
• time with PM/AM indices – CTRL +SHIFT +@ ;
• date indicating the year, month and day – CTRL +SHIFT +# ;
• numbers with two decimal places, a “-” sign for negative values, and a place separator – CTRL + SHIFT +! ;
• exponential form of numbers – CTRL +SHIFT +^ ;
• money – CTRL +SHIFT +$ ;

If you are unfamiliar with these formats, you can familiarize yourself with them in the Format Cells window. To do this, just press Ctrl +1.

Repeat/copy formula or data

As a rule, tables have columns that contain the same formula or all subsequent values ​​are increased by some amount.

In our case, we are talking about the “Premium” column. In order to repeat the contents of the first cell, you can drag it using the cursor.

You can do the same thing using special buttons. This is done as follows.

1. As an example, let's leave only the first cell filled in.

1. After that, select the entire column.

Note that the selection also applies to the first cell, and not just to empty cells.

1. Click on the hotkeys Ctrl + D.
2. Thanks to this, the formula will appear in all lines. This will correct the indexes in the links.

This way you can repeat anything.

The appearance can be customized without the main menu. To do this, just do a few simple operations.

1. Click on any cell in the table.
2. Click on the key combination Ctrl +Q.
3. After this, all cells will be automatically selected and the next menu will open.

1. You can switch between categories using the mouse or the arrows on the keyboard (→ and ←).

1. To go to possible options, you need to press the Tab button. Then move again using the arrows (→ and ←).
2. This will preview the selected layout.

Thanks to this menu you can place the following objects on the screen:

• diagram;
• subtotals;
• tables;
• sparklines.

In order to start searching for errors in the text, just press the F7 button. Immediately after this, you will see the following dialog box.

You can skip some words if you want. And if you are sure that they are spelled correctly, then add them to the dictionary. Thanks to this, you will be able to find all the typos. This is a very convenient tool. Especially if you have a large amount of information.

Ribbon Keyboard Shortcuts

In order to switch from cells to the main toolbar, just press the hot key Alt or F10. You'll then see different button options and their corresponding functions, but you don't have to use them.

You can use the keyboard arrows (→, ←, and ↓) to move between tabs and tool icons.

You can also use the following keys to navigate through the commands:

• the next one is Tab;
• previous – Shift + Tab.

Switch to some instrument. For example, to “AutoSum” or “Filter”.

Then press Alt +↓ . As a result, menu items that relate to this tool will open.

To move through the commands, use the arrows and ↓ again. To select (launch) a function, press SPACEBAR or Enter.

Keyboard shortcuts for moving through cells

To move around the sheet, use the following combinations:

• to go to the edges of the current object (table):
  • all the way down – Ctrl +↓ ;
  • all the way up –Ctrl +;
  • all the way to the left – Ctrl +← ;
  • all the way to the right – Ctrl +→ ;
• to switch between cells – → , ← , and ↓ ;
• jump to the very last bottom cell that was used on this sheet - Ctrl + END ;
• to the beginning of the current sheet – Ctrl + HOME ;
• on one screen:
  • up – PAGE UP;
  • down – PAGE DOWN;
  • to the right – Alt +PAGE DOWN ;
  • left – Alt +PAGE UP;
• to the next sheet in the book – Ctrl + PAGE DOWN ;
• to the previous sheet in the book – Ctrl + PAGE UP.

Combinations for working with functions, data, and the formula bar

If you have at least once created large and complex formulas, then you probably had the idea that the input line is very small and inconvenient to work with.

Developers from Microsoft have provided for such situations. In order to increase the height of this line, just press the key combination Ctrl + SHIFT + U. It’s much more convenient to work this way.

To return to the previous view, you need to repeat the combination of these buttons.

In addition, when working with formulas, you can use the following combinations:

• launching the “Arguments and Functions” window – SHIFT + F3;
• Cancel input – Esc ;
• completion of input – Enter;
• moving the cursor to the end of the formula line – Ctrl +End;
• recalculation of absolutely all sheets in all running files – F9;
• recalculation of the current sheet – Shift +F9.

How to assign your own hotkeys in Excel

Unfortunately, there is no such feature in this editor (with the exception of macros). If you go to the Word program settings, you will see that in the “Customize the Ribbon” section there is an “Add-in” button, with which you can specify your own combinations.

Moreover, this can be done for any function.

And if you go into the Excel editor settings, you won’t find anything like that.

Conclusion

We hope that thanks to this instruction you will learn how to work with hotkeys. Of course, this list is incomplete. But there’s nothing to worry about, since it’s not necessary to learn all the button combinations. It is enough to remember the purpose of the most important ones for you.

Some users experience problems mainly because they forget to switch keyboard layouts. Be careful.

Video instruction

If after reading the information you still have any questions, you can try to find answers to them in the video attached below.