Keyboard shortcuts in Excel

If you are one of the Excel users who enter a lot of information with the keyboard, then it is essential that you know the keyboard shortcuts available in Excel since you will improve your productivity by accessing the tool’s commands much faster from the keyboard.

What is a keyboard shortcut?

A keyboard shortcut is a key or group of keys that must be pressed at the same time to execute a specific command. Keyboard shortcuts in Excel are widely used because they help users improve their productivity by avoiding continually raising their hand to use the mouse, thus saving seconds that can turn into minutes and hours.

Important keys for shortcuts

In the vast majority of cases, keyboard shortcuts will involve the use of the Ctrl, Alt, and Shift keys. The Ctrl and Alt keys are always identified by name, and the Shift key is generally identified with an up arrow which is also known by its English name: Shift. In the following image you can see the location of the aforementioned keys:

Keyboard shortcuts in Excel

Shortcut nomenclature

Since a keyboard shortcut can refer to the combination of several keys, you will notice that the + symbol is used in its nomenclature, which helps us to indicate that several keys must be pressed at the same time, for example:

Ctrl+C

This keyboard shortcut indicates that we must press the Ctrl key, and without releasing it, press the C key. The + symbol does not indicate that we must press the + key but is present to remind us that we must hold down both keys. Below you will find the list of Excel shortcuts organized by the type of keys pressed or according to their functionality. It is very important to remember that all the displayed shortcuts have been tested in Spanish versions of Excel.

Function keys in Excel

  • F1 Show Excel help
  • F2 Enters edit mode for active cell
  • F3 If there is a defined name, it displays the Paste Name dialog box.
  • F4 Repeat the last action. Additionally, writing a formula allows you to switch between relative, absolute, and mixed references.
  • F5 Displays the Go To dialog box.
  • F6 Move between the panels of a divided book.
  • F7 Displays the Spelling dialog box.
  • F8 Activates the Extend Selection mode that allows you to increase the selected range using the arrow keys.
  • F9 Calculate the result of the formulas of all the sheets of the open workbooks.
  • F10 Activates the menu bar.
  • F11 Creates a chart sheet with the selected cell range.
  • F12 Displays the Save As dialog box.

One-key shortcuts

  • Alt Activates the menu bar.
  • Page down Scroll down one screen within the sheet.
  • Get in Complete a cell entry and select the bottom cell.
  • Esc Cancels the entry of a cell. It also closes any dialog boxes displayed.
  • Space Enables or disables a check box within a dialog box.
  • End Turn End Mode on or off. While in Final Mode you can use the arrow keys to move to the last cell of the current range.
  • Start Move to the beginning of the row.
  • Repg Scroll up one screen within the sheet.
  • Recoil Delete the contents of a cell and enter Edit Mode.
  • Suppress Delete the contents of a cell
  • Tabulator Complete a cell entry and select the cell to the right.
  • Arrow keys Select the top, bottom, left or right cell according to the arrow key pressed.

Basic keyboard shortcuts in Excel

  • Ctrl + A Displays the Open dialog box.
  • Ctrl + B Displays the Search dialog.
  • Ctrl + C Copy the selected cells.
  • Ctrl + D Copies a formula to the right over the selected range.
  • Ctrl + E Select all cells on the current sheet.
  • Ctrl + G Save the workbook.
  • Ctrl + I Displays the Go To dialog box.
  • Ctrl + J Copy a formula down over the selected range.
  • Ctrl + K Italicizes the selected text.
  • Ctrl + L Displays the Replace dialog box.
  • Ctrl + N Apply bold formatting to selected text.
  • Ctrl + P Displays the Print dialog box.
  • Ctrl + R Close the workbook.
  • Ctrl + S Underline selected text.
  • Ctrl + T Displays the Create Table dialog box.
  • Ctrl + U New workbook.
  • Ctrl + V Pastes the contents of the clipboard.
  • Ctrl + X Cut selected cells.
  • Ctrl + Y Redo the last action undone.
  • Ctrl + Z Undo the last action.
  • Ctrl + 1 Displays the Format Cells dialog box.
  • Ctrl + 2 Apply bold formatting to selected text.
  • Ctrl + 3 Italicizes the selected text.
  • Ctrl + 4 Underline selected text.
  • Ctrl + 5 Apply the strikethrough effect to the text.
  • Ctrl + 6 Hide or show objects on the sheet.
  • Ctrl + 8 Displays the outline symbols on the sheet.
  • Ctrl + 9 Hide the selected rows.
  • Ctrl + 0 Hide the selected columns.

Shortcuts with Ctrl and function keys

  • Ctrl + F1 Hide or show the Ribbon.
  • Ctrl + F2 Displays the Print dialog box.
  • Ctrl + F3 Displays the Name Manager.
  • Ctrl + F4 Close the current book window.
  • Ctrl + F5 Restores the current workbook window size.
  • Ctrl + F6 Move to the next open book.
  • Ctrl + F7 Allows you to move the book window when the window is not maximized.
  • Ctrl + F8 Allows you to resize the book window when the window is not maximized.
  • Ctrl + F9 Minimize the current workbook window.
  • Ctrl + F10 Maximize the window of a minimized book.
  • Ctrl + F11 Insert a Microsoft Excel 4.0 Macros sheet
  • Ctrl + F12 Displays the Open dialog box.

Shift shortcuts and function keys

  • Shift + F2 Add or edit a cell comment.
  • Shift + F3 Displays the Insert Function dialog box. Editing a formula displays the Function Arguments dialog box.
  • Shift + F4 Execute the command “Find next” according to the search terms indicated previously.
  • Shift + F5 Displays the Search dialog.
  • Shift + F6 Switches the focus between the sheet, ribbon, status bar, and task pane (if present).
  • Shift + F7 Displays the Reference task pane.
  • Shift + F8 Add another range of cells to the selection.
  • Shift + F9 Calculate the formulas on the current sheet.
  • Shift + F10 Displays the right click menu for selection.
  • Shift + F11 Insert a new sheet.
  • Shift + F12 Displays the Save As dialog box.

Alt shortcuts and function keys

  • Alt + F1 Insert a chart on the current sheet.
  • Alt + F2 Displays the Save As dialog box.
  • Alt + F4 Close Excel.
  • Alt + F8 Opens the Macro dialog.
  • Alt + F10 Displays the “Selection and Visibility” panel for shapes.
  • Alt + F11 Open the Visual Basic for Applications Editor.

Ctrl + Shift shortcuts

  • Ctrl + Shift + F3 Displays the Create Names from Selection dialog box.
  • Ctrl + Shift + F6 Move to the previous open book.
  • Ctrl + Shift + F10 Activate the menu bar.
  • Ctrl + Shift + F12 Displays the Print dialog box.
  • Ctrl + Shift + F Displays the Font tab of the Format Cells dialog box.
  • Ctrl + Shift + L Activate or deactivate filters in a range.
  • Ctrl + Shift + O Select cells with comments.
  • Ctrl + Shift + U Expand the formula bar.
  • Ctrl + Shift + Enter Enter a formula as an array formula.
  • Ctrl + Shift + Home Extends the selection to the beginning of the sheet.
  • Ctrl + Shift + End Extends the selection to the last cell used on the sheet.
  • Ctrl + Shift + Page Down Add the following sheet to the sheet selection.
  • Ctrl + Shift + Page Add the previous sheet to the sheet selection.
  • Ctrl + Shift + Direction key Extends the selection to the last nonempty cell in the same direction as the pressed key.
  • Ctrl + Shift + Space Select the current cell range or the entire sheet.
  • Ctrl + Shift + ( Show hidden rows within the selected range.
  • Ctrl + Shift +) Shows hidden columns within the selected range.
  • Ctrl + Shift +! Apply the Number format to two decimal places.
  • Ctrl + Shift + # Apply the Date format in the form dd-mmm-yy.
  • Ctrl + Shift + $ Apply the Currency format to two decimal places.
  • Ctrl + Shift +% Apply the Percentage format without decimals.
  • Ctrl + Shift + / Apply the Scientific notation format.
  • Ctrl + Shift +: Apply the Time format.
  • Ctrl + Shift + & Applies a border to the cell.
  • Ctrl + Shift + – Remove the borders of the cell.
  • Ctrl + Shift + ”(double quote) Copy the contents of the top cell.

Keyboard shortcuts for moving around in Excel

  • Alt + Page Down Move one screen to the right on the sheet.
  • Alt + Page Move one screen to the left on the sheet.
  • Ctrl +. Move to the next corner of a selected range.
  • Ctrl + Page Down Move to the next sheet.
  • Ctrl + Page Move to the previous sheet.
  • Ctrl + Home Move to cell A1 or to the top left cell visible on the sheet.
  • Ctrl + End Move to the last used cell in the current range.
  • Ctrl + Backspace Scrolls the screen to show the active cell.
  • Ctrl + Tab Move to the next open book.
  • Ctrl + Direction key Move to the end of the current row or column according to the arrow key pressed.

Keyboard shortcuts for selecting data

  • Ctrl + * Select the current region of cells with data.
  • Ctrl + Space Select the current column.
  • Shift + Page Down Extends the selection down one screen.
  • Shift + Page Extends the selection up one screen.
  • Shift + Home Extends the selection to the beginning of the row.
  • Shift + Space Select the current row.
  • Shift + Direction key Extends the selection one cell in the same direction as the pressed key.

Shortcuts for entering data and formulas

  • Alt + = Insert an AutoSum of the adjacent cells.
  • Alt + Down Displays the options of a data validation list.
  • Alt + Enter Inserts a line break inside a cell.
  • Ctrl +, (comma) Insert the current date.
  • Ctrl +: Insert the current time.
  • Ctrl + ”(double quotes) Copy the value from the top cell.
  • Ctrl + ’(single quote) Copy the formula from the top cell.
  • Ctrl + Enter Fill the selected cell range with the current input.
  • Ctrl + Delete Erases all text to the end of the line.
  • Ctrl + Alt + K Insert a hyperlink.
  • Shift + Enter Complete the cell entry and select the top cell.
  • Shift + Tab Complete the cell entry and select the cell on the left.

Other keyboard shortcuts in Excel

  • Alt + Space Open the Excel sale control menu.
  • Alt + ’(single quote) Displays the Style dialog box.
  • Alt + Ctrl + Left Moves left between nonadjacent cells in a selected range.
  • Alt + Ctrl + Right Moves right between non-adjacent cells in a selected range.
  • Ctrl + – Displays the Delete Cells dialog box.
  • Ctrl ++ Displays the Insert Cells dialog box.
  • Ctrl + Alt + V Displays the Paste Special dialog box.