Excel shortcuts

All the useful Excel shortcuts in one place, by topic: from copy and paste to tracing formulas. Pick Windows or Mac, search for what you need or download the PDF to print.

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For Windows, on A4, to keep next to your keyboard.

For Excel for Microsoft 365 and Excel 2021 or 2024 on Windows; nearly everything also works in older versions. On many laptops you hold Fn for F1 to F12. Keys with a punctuation mark follow the US keyboard, the way Microsoft writes them: on other layouts a few may work differently.

The essentials

Know only these and you already work a lot faster.

  • CopyCtrlC
  • CutCtrlX
  • PasteCtrlV
  • UndoCtrlZ
  • RedoCtrlY
  • SaveCtrlS
  • FindCtrlF
  • Select the table, again for the whole sheetCtrlA
  • Jump to the edge of your dataCtrlArrow
  • Select to the edge of your dataCtrlShiftArrow
  • Edit the cellF2
  • A new line in the same cellAltEnter
  • The same entry in every selected cellCtrlEnter
  • AutoSumAlt=
  • Switch between A1, $A$1, A$1 and $A1While you type a formula.F4
  • Flash FillExcel spots your pattern and fills the rest of the column.CtrlE
  • Format CellsCtrl1
  • Filter on or offCtrlShiftL
  • Show formulas instead of their resultsCtrl`
  • Today's dateCtrl;

Workbooks and printing

  • New blank workbookCtrlN
  • Open a workbookCtrlOorCtrlF12
  • SaveCtrlS
  • Save asF12
  • Print, with a print previewCtrlP
  • Close the workbookCtrlWorCtrlF4
  • Quit ExcelAltF4
  • Go to the next open workbookCtrlF6orCtrlTab
  • HelpF1
  • Workbook statistics (sheets, cells, formulas)CtrlShiftG

The ribbon, menus and windows

Press Alt and a letter appears on every tab and button: that way you run the whole ribbon without a mouse. The letters depend on the language of your Excel, so read them off rather than learning them by heart.

  • Show the key tips on the ribbonAltorF10
  • Expand or collapse the ribbonCtrlF1
  • Go to the search box, to find any commandAltQ
  • The context menu (as with a right click)ShiftF10orMenu key
  • Move between sheet, ribbon, task pane and status barF6
  • Full screen on or offCtrlShiftF1
  • Zoom inCtrlAlt=
  • Zoom outCtrlAlt-
  • In a dialog, the next optionTab
  • In a dialog, the previous optionShiftTab
  • In a dialog, the next tabCtrlTab
  • Close a dialog or menu without doing anythingEsc

Selecting

  • Grow the selection by one cellShiftArrow
  • Select to the edge of the dataCtrlShiftArrow
  • The whole columnCtrlSpace
  • The whole rowShiftSpace
  • The region around the active cell, again for the whole sheetCtrlA
  • The region around the active cellCtrlShift*
  • To the start of the rowShiftHome
  • To cell A1CtrlShiftHome
  • To the last used cellCtrlShiftEnd
  • Add one screen downShiftPgDn
  • Add one screen upShiftPgUp
  • Extend mode on or off (select with arrows, without Shift)F8
  • Add a separate range to the selectionShiftF8
  • Only the visible cells, without hidden rowsHandy for copying a filtered list.Alt;
  • Keep only the active cellShiftBackspace
  • To the next corner of the selectionCtrl.
  • Also select the next sheetCtrlShiftPgDn
  • Also select the previous sheetCtrlShiftPgUp

Entering data

Select a range first and Enter (Return on a Mac) and Tab stay inside it: that way you fill in a block without the mouse.

  • Confirm and go to the cell belowEnter
  • Confirm and go to the cell aboveShiftEnter
  • Confirm and go rightTab
  • Confirm and go leftShiftTab
  • Cancel the entryEsc
  • A new line in the same cellAltEnter
  • The same entry in every selected cellCtrlEnter
  • Fill down (copy the top cell downwards)CtrlD
  • Fill rightCtrlR
  • Today's dateA fixed date that no longer changes. For always today, use =TODAY().Ctrl;
  • The current timeCtrlShift:
  • Copy the formula from the cell aboveCtrl'
  • Copy the value from the cell aboveCtrlShift"
  • Flash FillCtrlE
  • Open the cell's drop-down listA data validation list, or what is already in the column.Altdown arrow
  • Insert a hyperlinkCtrlK
  • Clear the contents, keep the formattingDelete

Editing text in a cell

Press F2 or double-click the cell first; then these keys work in the cell or the formula bar.

  • Edit the cellF2
  • To the start of the lineHome
  • To the end of the lineEnd
  • One word to the rightCtrlright arrow
  • One word to the leftCtrlleft arrow
  • Select to the end of the lineShiftEnd
  • Select word by wordCtrlShiftleft arroworCtrlShiftright arrow
  • Delete the character to the leftBackspace
  • Delete the character to the rightDelete
  • Delete to the end of the lineCtrlDelete
  • Expand or collapse the formula barCtrlShiftU

Cut, paste and repeat

  • CopyCtrlC
  • CutCtrlX
  • PasteCtrlV
  • Paste Special (values, formats, transpose …)CtrlAltV
  • Paste values onlyNew in Microsoft 365.CtrlShiftV
  • Insert copied cells, shifting the rest asideCtrlShift+
  • UndoCtrlZ
  • RedoCtrlY
  • Repeat the last actionThe same formatting, another row inserted, … somewhere else.F4orCtrlY

Formulas

  • Start a formula=
  • AutoSum, a SUM below or next to your numbersAlt=
  • Switch between A1, $A$1, A$1 and $A1Put the cursor in or after the reference.F4
  • Insert a functionShiftF3
  • The arguments dialog, after a function nameType =IF, for instance, then press the shortcut.CtrlA
  • Insert the argument names, after a function nameCtrlShiftA
  • Accept a suggested function or nameTab
  • Work out part of a formulaSelect it in the formula bar. Esc puts the formula back.F9
  • Enter an array formulaOnly in older Excel. In Microsoft 365, Enter is enough.CtrlShiftEnter
  • Show formulas instead of their resultsCtrl`
  • Recalculate all open workbooksWhen calculation is set to manual.F9
  • Recalculate the active sheet onlyShiftF9
  • Recalculate everything, fullyCtrlAltF9
  • Recheck dependencies and recalculate everythingCtrlAltShiftF9
  • Formula tooltips on or offCtrlAltP
  • The error checking menu (the green triangle)AltShiftF10

Names and tracing formulas

  • Name ManagerCtrlF3
  • Create names from the row or column labels of the selectionCtrlShiftF3
  • Paste a name into your formulaF3
  • The cells the formula refers to directlyCtrl[
  • All cells the formula depends on, also indirectlyCtrlShift{
  • The formulas that refer directly to this cellCtrl]
  • All formulas that depend on this cellCtrlShift}
  • In the row, the cells that differ from the active cellCtrl\
  • In the column, the cells that differ from the active cellCtrlShift|
  • The whole array around the active cellCtrl/

Formatting

  • Format CellsCtrl1
  • Format Cells, on the Font tabCtrlShiftF
  • BoldCtrlB
  • ItalicCtrlI
  • UnderlineCtrlU
  • StrikethroughCtrl5
  • A border around the selectionCtrlShift&
  • Remove all bordersCtrlShift_
  • Hide or show objectsCtrl6

Number formats

The character after Shift is that of a US keyboard: $ sits on the 4, % on the 5. If one doesn't work, every format is also in Format Cells.

  • GeneralCtrlShift~
  • Number with two decimals and a thousands separatorCtrlShift!
  • Currency with two decimalsCtrlShift$
  • Percentage without decimalsCtrlShift%
  • Scientific, such as 1.23E+04CtrlShift^
  • DateCtrlShift#
  • TimeCtrlShift@

Rows, columns and sheets

Select a whole row or column first: inserting or deleting then adds or removes a whole row or column straight away, without asking.

  • Insert cells, rows or columnsCtrlShift+
  • Delete cells, rows or columnsCtrl-
  • Hide rowsCtrl9
  • Unhide rowsSelect the rows around the hidden ones.CtrlShift9
  • Hide columnsCtrl0
  • Unhide columnsNothing happens? Windows sometimes uses this combination to switch keyboard language.CtrlShift0
  • Group rows or columnsAltShiftright arrow
  • UngroupAltShiftleft arrow
  • Show or hide the outline buttonsCtrl8
  • Insert a new sheetShiftF11

Tables, filters and charts

  • Turn your data into a tableCtrlTorCtrlL
  • A table's total row on or offCtrlShiftT
  • Filter on or offCtrlShiftL
  • Open a column's filter menuOn a cell in the header row.Altdown arrow
  • Reapply the filterCtrlAltL
  • Quick Analysis of the selectionFormatting, charts and totals in one click.CtrlQ
  • A chart next to your dataAltF1
  • A chart on a sheet of its ownF11
  • Refresh a PivotTable or queryAltF5
  • Refresh all data in the workbookCtrlAltF5
  • Power Query EditorAltF12

Notes, checking and macros

  • Insert or edit a noteShiftF2
  • Insert or reply to a commentA conversation with colleagues in the cell.CtrlShiftF2
  • Select every cell with a noteCtrlShiftO
  • Check spellingF7
  • Look up synonymsShiftF7
  • View and run macrosAltF8
  • Visual Basic Editor (VBA)AltF11

The function keys

What F1 to F12 do, without Shift, Ctrl or Alt.

  • HelpF1
  • Edit the cellF2
  • Paste a nameF3
  • Switch between A1, $A$1, A$1 and $A1Outside a formula, F4 repeats your last action.F4
  • Go ToF5
  • To the next pane (sheet, ribbon, task pane)F6
  • Check spellingF7
  • Extend mode on or offF8
  • Recalculate everythingF9
  • Key tips on the ribbonF10
  • A chart on a sheet of its ownF11
  • Save asF12

Mouse and keyboard together

  • Zoom in and outCtrlscroll wheel
  • Scroll sidewaysCtrlShiftscroll wheel
  • Add separate cells to the selectionCtrlclick
  • Extend the selection to the cell you clickShiftclick
  • Move cells and insert themDrag the edge of the selection.Shiftdrag
  • Copy cells by draggingDrag the edge of the selection.Ctrldrag
  • Fill down to the end of your dataDouble-click the fill handle, the small square at the bottom right of the selection.double-click
  • Copy with the fill handle instead of making a seriesOr the other way round, when Excel copies where you wanted a series.Ctrldrag
  • Fit the column width to its contentsDouble-click the border between two column letters.double-click
  • Copy a sheetDrag the sheet tab somewhere else.Ctrldrag
  • Snap a shape or chart to the cell bordersAltdrag

Rather learn than look it up?

In the Excel course you learn formulas in short lessons, with a sheet that calculates as you type. The first modules are free.

To the Excel course