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Home Articles

Keyboard Shortcuts in Excel for Data Entry

by Aleena V Noushad
March 11, 2023
in Articles, Data Science and Machine Learning, Entri Skilling
Keyboard Shortcuts in Excel for Data Entry
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Table of Contents

  • What is MS Excel?
  • Need for Excel Shortcuts
  • Benefits of Using keyboard Shortcuts
  • Keyboard Shortcuts in Excel for Data Entry
  • Conclusion
  • FAQs

Microsoft Excel is extensively used across the globe to store and analyze data. Despite various new data analytics tools in the market, Excel remains the go-to product for working with data. It has numerous in-built features, which makes it easier for you to organize your data.

The shortcut keys in Excel help you work on your data in a jiffy. In this article, we’ll be discussing the various Excel shortcuts. These keyboard shortcuts are used to perform tasks faster and effectively.

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What is MS Excel?

MS Excel is a spreadsheet program where one can record data in the form of tables. It is easy to analyse data in an Excel spreadsheet. The image given below represents how an Excel spreadsheet looks like:

MS Excel SpreadsheetMS Excel

MS Excel is a commercial spreadsheet application that is produced and distributed by Microsoft for Microsoft Windows and Mac OS operating systems. It features the ability to perform basic calculations, use graphing tools, create pivot tables and create macros, among other useful features.

Spreadsheet applications such as MS Excel use a collection of cells arranged into rows and columns to organize and manipulate data. They can also display data as charts, histograms and line graphs.

MS Excel permits users to arrange data in order to view various factors from different perspectives. Microsoft Visual Basic is a programming language used for applications in Excel, allowing users to create a variety of complex numerical methods. Programmers are given an option to code directly using the Visual Basic Editor, including Windows for writing code, debugging and code module organization.

Computer Keyboard – Parts, Functions, Quiz

Need for Excel Shortcuts

Excel supports a plethora of keyboard shortcuts that help you work efficiently and increase productivity. Instead of accessing the toolbar with a mouse, two or three keystrokes are used to perform significant functions. Isn’t that easier and time-saving? Using Excel shortcuts drastically increases the speed, and thus reduces work-time.

Now the question is, if you have to memorize these shortcuts, the answer is no. However, it would be an advantage if you can remember a few of them. With regular practice, you will be able to remember most of the common Excel shortcuts.

Let’s now look at the Excel shortcuts cheat sheet, which you should know when working on Microsoft Excel. In this article, we have categorized 50 Excel shortcuts based on their operations. First, we will look at the workbook shortcut keys.

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Benefits of Using keyboard Shortcuts

1. You Get Efficient Outputs

Using shortcuts, you can copy all the text from a document by simply pressing Ctrl+A, then Ctrl+C, to copy all the text at a glance.

Shortcuts increase your productivity and enable you to accomplish more tasks if you start utilizing them instead of a mouse. Using keyboard shortcuts maximizes the outputs you can produce in less time.

On the other hand, it takes a lot of time if you use a mouse to select and drag all the way down to select a certain bit of text in a document.

2. Enables Multi-Tasking

Multi-tasking is a necessity in this day and age. Being a multi-tasker helps you to complete your daily work quickly.

Multi-tasking is the ability to check the boxes on our daily to-do list while dealing with numerous tools and tabs at once.

The significant advantage of using shortcuts is that it enables you to perform multitasking. Using shortcuts in your daily usage enables you to navigate through multitasking activities easily. Using keyboard shortcuts might sometimes feel difficult. Once you get used to them, though, you’ll eventually become a ninja at the keyboard.

3. Beneficial Effects On Health

Using keyboard shortcuts is also beneficial for your health. It reduces the risk of repetitive strain injury (RSI) by cutting down your mouse activities. If you perform repetitive tasks using a mouse, there are many possibilities that you can develop RSI.

Resting your palm heel on the desk and raising your fingers to click can cause RSI. If you start to use keyboard shortcuts, you can minimize mouse activities and save hundreds of mouse clicks daily. It reduces the fatigue in your fingers and wrists.

4. Makes Your Work Precise

Keyboard shortcuts are highly beneficial when you want to complete your work in a precise manner.

It is also advisable in many organizations to perform more tasks via keyboard, rather than a mouse, to get the precise output. Typing and editing work is more accurate to handle through keyboard shortcuts. Fast movements of fingers on the keyboard make you look more professional. Using shortcuts not only makes you precise but also leaves a good impression on other colleagues too.

5. Fast Working

The other main and most significant advantage of using keyboard shortcuts is that you can perform tasks ten times faster than working with the mouse.

It is because you take time to place the cursor on the correct option. You don’t have to look for specific options when using keyboard shortcuts .This saves you a lot of time.

Keyboard Shortcuts in Excel for Data Entry

Workbook Related Shortcuts

What it Does? Windows Shortcut Mac Shortcut
Create a new blank Workbook Ctrl + N ⌘ + N
Displays the Open Dialog box to Open/Find a file Ctrl + O ⌘ + O
Saves the Workbook with its current file name, location, and file type Ctrl + S ⌘ + S
Opens the Save As dialog box F12 ⌘ + ⇧ + S
Opens the Print Preview Window Ctrl + F2 ⌘ + P
Maximize or Restore Selected Workbook Window Ctrl + F10
Minimize Workbook Ctrl + F9
Switch to the Next Workbook Ctrl + Tab
Switch to the Previous Workbook Ctrl + Shift + Tab
Close Current Workbook ALT + F4

Excel Cell Editing Shortcut

What it Does? Windows Shortcut
Edit Active Cell F2
Start a New Line in the Same Cell ALT + ENTER
Select One Character on the Right of the Cursor SHIFT →
Select One Character on the Left of the Cursor SHIFT ←
Jump one Word on the Right of the Cursor Ctrl →
Jump one Word on the Left of the Cursor Ctrl ←
Select one Word on the Right of the Cursor Ctrl Shift →
Select one Word on the Left of the Cursor Ctrl Shift ←
Delete One Character on the Left of the Cursor Backspace
Delete One Character on the Right of the Cursor Delete
Delete to the End of the line (from the cursor) Ctrl + Delete
Cancel Entry Esc

Navigation Shortcuts in Excel

What it Does? Windows Shortcut
Move One Cell Up ↑
Move One Cell Down ↓
Move One Cell to the Right →
Move One Cell to the Left ←
Down One Screen PageDown
Up One Screen PageUp
Move One Screen to the Right Alt + PageDown
Move One Screen to the Left Alt + PageUp
Move to the Right Edge of the Data Region Ctrl →
Move to the Left Edge of Data Region Ctrl ←
Move to the Bottom edge of the data region Ctrl ↓
Move to the Top Edge of Data Region Ctrl ↑
Move to the Bottom-right used Cell in the Worksheet Ctrl + End
Go to the First Cell in the Current Region Ctrl + Home
Move to the Beginning of the Row Home
Move to Next Worksheet Ctrl + PageDown
Move to the Previous Worksheet Ctrl + PageUp

General Excel Shortcuts

What it Does? Windows Shortcut
Opens Help F1
Repeats the last command or action Ctrl + Y
Repeats the Last Action F4
Undo Ctrl + Z
Spell Check F7
Apply Data Filter Ctrl + Shift + L
Activate Filter (when the cell with filter is selected) Alt + ↓
Display Go To Dialog Box F5
Display Go To Dialog Box Ctrl + G
Recalculate All Workbooks F9
Calculate Active Worksheet Shift + F9
Display the Print Menu Ctrl + P
Turn On End Mode End

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Cut, Copy, and Paste Shortcuts in Excel

What it Does? Windows Shortcut
Copy Selected Cells Ctrl + C
Cut Selected Cells Ctrl + X
Paste Content from the Clipboard Ctrl + V
Copy Formula from the Cell Above Ctrl + ‘
Copy Value from the Cell Above Ctrl + SHIFT + ‘
Display Paste Special Dialog Box Ctrl + Alt + V

Data Entry Shortcuts in Excel

What it Does? Windows Shortcut
Enter and Move Down Enter
Enter and Remain on the Same Cell Control + Enter
Enter and Move Up Shift + Enter
Enter and Move right Tab
Enter and Move Left Shift + Tab
Enter Same Data in All Selected Cells Control + Enter
Display AutoComplete list Alt + ↓
Fill Down Ctrl + D
Fill Right Ctrl + R
Insert Current Date Ctrl + ;
Insert Current Time Ctrl + Shift + ;
Start a New Line in the Same Cell Alt + Enter
Cancel Cell Entry ESC

Clear Shortcuts in Excel

What it Does? Windows Shortcut
Clear Everything Alt + H + E + A
Clear Formats Only Alt + H + E + F
Clear Content Only Alt + H + E + C
Clear Hyperlinks Only Alt + H + E + L
Clear Comments Only Alt + H + E + M

Selection Shortcuts in Excel

What it Does? Windows Shortcut
Select the Current Region / Select All Ctrl + A
Select Visible Cells in the Current Region Alt + ;
Select the Current Region Around the Active Cell Ctrl + Shift + *
Select Entire Row Shift + Space
Select Entire Column Ctrl + Space
Select All Cells that Contain Comments Ctrl + Shift + O
Select Row Differences Ctrl + \
Select Column Differences Ctrl + Shift + |
Select Direct Precedents Ctrl + [
Select all Precedents Ctrl + Shift + {
Select Direct Dependents Ctrl + ]
Select all Dependents Ctrl + Shift + }

Extending the Selection Shortcuts

What it Does? Windows Shortcut
Extend Selection to the Right by One Cell Shift + →
Extend Selection to the Left by One Cell Shift + ←
Extend Selection Upwards by One Cell Shift + ↑
Extend Selection Downwards by One Cell Shift + ↓
Extend the Selection to the Right till the Last Cell Ctrl + Shift + →
Extend the Selection to the Left till the Last Cell Ctrl + Shift + ←
Extend the Selection Upwards to the Last Cell Ctrl + Shift + ↑
Extend Selection Upwards by One Screen Shift + PageUp
Extend Selection Downwards by One Screen Shift + PageDown
Extend Selection to the Right by One Screen ALT + Shift + PageUp
Extend Selection to the Left by One Screen ALT + Shift + PageDown
Extend Selection to the Start of the Row Shift + Home
Extend Selection to First Cell in the Worksheet Ctrl + Shift + Home
Extend Selection to the Last Cell in the Worksheet Ctrl + Shift + End
Toggle Extend Selection Mode F8

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Alignment Shortcuts

What it Does? Windows Shortcut
Align Content to the Center of the Cell Alt + H + A + C
Align Content to the Left of the Cell Alt + H + A + L
Align Content to the Right of the Cell Alt + H + A + R
Align Content to the Middle of the Cell Alt + H + A + M

Hide/Unhide (Rows, Columns, Objects) Shortcuts

What it Does? Windows Shortcut
Hide Selected Rows Ctrl + 9
Hide Selected Columns Ctrl + 0
Unhide Hidden Rows in Selection Ctrl + Shift + 9
Unhide Hidden Columns in Selection Ctrl + Shift + 0
Show/Hide Objects Ctrl + 6

Insert Shortcuts

What it Does? Windows Shortcut
Insert New Line in the Same Cell Alt + Enter
Insert New Worksheet Shift + F11
Insert Row/Cell (shows a dialog box) Ctrl + Shift + =
Insert Current Date Ctrl + ;
Insert Current Time Ctrl + Shift + ;
Insert Table Ctrl + T
Insert Hyperlink Ctrl + K
Insert Argument Names into Formula Ctrl + Shift + A
Insert/Edit Cell Comment Shift + F2
Delete Row/Cell (shows the dialog box) Ctrl –

Formatting Shortcuts in Excel

What it Does? Windows Shortcut
Make Text Bold Ctrl + B
Make Text Italics Ctrl + I
Place outline Border around the Selected Cells Ctrl + Shift + 7
Remove Outline Border Ctrl + Shift + _
Underline Text Ctrl + U
Apply Strikethrough Format Ctrl + 5
Apply Indent Alt H 6
Remove Indent Alt H 5
Increase Font Size by One Step Alt H F G
Decrease Font Size by One Step Alt H F K
Apply the Number format with Two Decimal Places, Thousands Separator, and a Minus Sign for Negative Values Ctrl + Shift + !
Apply the Date format with the Day, Month, and Year Ctrl + Shift + #
Apply the Currency Format with Two Decimal Places Ctrl + Shift + $
Apply the Percentage Format with No Decimal Places Ctrl + Shift + %
Apply the Time format with the Hour and Minute, and indicate AM or PM Ctrl + Shift + @
Apply the General Number Format Ctrl + Shift + ~
Apply the Exponential Format Ctrl + Shift + ^
Displays the Format Style Dialog Box Alt + ‘
Displays the Format Cells Dialog Box Ctrl + 1
Displays the Font Dialog Box Shift + Ctrl + F

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Excel Formula-Related Shortcuts

What it Does? Windows Shortcut
Insert Autosum Formula Alt + =
While Typing a Formula, Switches Cell Reference from Absolute to Relative F4
Expand/Collapse Formula Bar Ctrl + Shift + U
Display the Insert Function Dialog Box Shift + F3
Enter a Formula as an Array Formula Ctrl + Shift + Enter
Evaluate Part of the Formula F9
Select the Array Containing the Active Cell CTRL + /
Select All Cells Directly or Indirectly Referenced by Formulas in the Selection CTRL + [
Select Cells that Contain Formulas that Directly or Indirectly Reference the Active Cell CTRL + ]
Toggle Value/Formula display Ctrl + `
Rechecks dependent formulas and then calculates all cells in all the open workbooks Ctrl + Alt + Shift + F9

Find and Replace Shortcuts

What it Does? Windows Shortcut
Display Find and Replace Dialog Box (Find Selected) Ctrl + F
Display Find and Replace Dialog Box (Replace Selected) Ctrl + H
Find Next Match Shift + F4
Find the Previous Match Ctrl + Shift + F4

Conditional Formatting Shortcuts

What it Does? Windows Shortcut
Open Conditional Formatting Dialog Box Alt O D
Clear Conditional from Selected Cells Alt H L C S
Clear Conditional from the Entire Worksheet Alt H L C E

Charting Shortcuts

What it Does? Windows Shortcut
Inserts Chart in the Worksheet (using the selected data) Alt + F1
Inserts a ChartSheet with a Chart (using the selected data) F11

Named Ranges Shortcuts

What it Does? Windows Shortcut
Get a List of All Defined Named Ranges F3
Create Named Range from Selection Ctrl + Shift + F3
Define Name Dialog Box Ctrl + F3

Pivot Table Shortcuts

What it Does? Windows Shortcut
Display Insert Pivot Table Dialog Box Alt + N + V
Open Pivot Table Wizard Alt + D + P
Select Entire Pivot Table (excluding Report Filters) Ctrl + A
Add/Remove Checkmark for Selected Field in PivotTable Field List Space
Group Selected Pivot Table Items Alt + Shift + →
UnGroup Pivot Table Items Alt + Shift + ←
Select the Next Item in PivotTable Field List or Items List ↓
Select a Previous Item in PivotTable Field List or Items List ↑
Select Last Visible Item in List End
Select First Visible Item in List Home
Open Field List for Active Cell Alt + ↓
Hide Selected Item or Field Ctrl + –
Opens Calculated Field dialog box (when the data field is selected) Shift + Ctrl + =
Opens Calculated Item Dialog box (when field heading cell is Selected) Shift + Ctrl + =

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Conclusion

Excel shortcut keys will indeed help you build your reports and analysis faster and better. After reading this article, you would have understood the different types of Excel shortcuts related to the workbook, cell formatting, row and column formatting, and pivot tables.

We hope you find these hacks useful and can easily master these shortcut keys by working on excel regularly.

FAQs

1.What is MS Excel?

Ans: MS Excel is a spreadsheet program where one can record data in the form of tables.

2.What are the benefits of Keyboard shortcuts for data entry?

Ans : Keyboard shortcuts help you out in decreasing the burden, decreasing the time, and easier       to use.

3. Shortcut key for close the  Excel

Ans: Ctrl+F4

4.Shortcut key for Move One Screen to the Right

Ans: Alt + PageDown

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Aleena V Noushad

Aleena V Noushad

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