Keyboard Shortcuts: Work with worksheets

SHIFT+F11 or ALT+SHIFT+F1

Insert a new worksheet.

CTRL+PAGE DOWN

Move to the next sheet in the workbook.

CTRL+PAGE UP

Move to the previous sheet in the workbook.

SHIFT+CTRL+PAGE DOWN

Select the current and next sheet. To cancel selection of multiple sheets, press CTRL+PAGE DOWN or, to select a different

Sheet, press CTRL+PAGE UP.

SHIFT+CTRL+PAGE UP

Select the current and previous sheet.

ALT+O H R

Rename the current sheet (Format menu, Sheet submenu, Rename command).

ALT+E M

Move or copy the current sheet (Edit menu, Move or Copy Sheet command).

ALT+E L

Delete the current sheet (Edit menu, Delete Sheet command).

Move and scroll within worksheets

Arrow keys

Move one cell up, down, left, or right.

CTRL+ arrow key

Move to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty

Cells or worksheet borders.).

HOME

Move to the beginning of the row.

CTRL+HOME

Move to the beginning of the worksheet.

CTRL+END

Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column.

PAGE DOWN

Move down one screen.

PAGE UP

Move up one screen.

ALT+PAGE DOWN

Move one screen to the right.

ALT+PAGE UP

Move one screen to the left.

F6

Switch to the next pane in a worksheet that has been split (Window menu, Split command).

SHIFT+F6

Switch to the previous pane in a worksheet that has been split.

CTRL+BACKSPACE

Scroll to display the active cell.

F5

Display the Go To dialog box.

SHIFT+F5

Display the Find dialog box.

SHIFT+F4

Repeat the last Find action (same as Find Next).

TAB

Move between unlocked cells on a protected worksheet.

Move within a selected range

ENTER

Move from top to bottom within the selected range.

SHIFT+ENTER

Move from bottom to top within the selected range.

TAB

Move from left to right within the selected range. If cells in a single column are selected, move down.

SHIFT+TAB

Move from right to left within the selected range. If cells in a single column are selected, move up.

CTRL+PERIOD

Move clockwise to the next corner of the selected range.

CTRL+ALT+RIGHT ARROW

In nonadjacent selections, switch to the next selection to the right.

CTRL+ALT+LEFT ARROW

Switch to the next nonadjacent selection to the left.

Note You can change the direction of movement after pressing ENTER or SHIFT+ENTER: press ALT+T and then O (Tools menu,

Options command), press CTRL+TAB until the Edit tab is selected, and then change the Move selection after Enter settings.

Move and scroll in End mode

END appears in the status bar when End mode is selected.

END key

Turn End mode on or off.

END+ arrow key

Move by one block of data within a row or column.

END+HOME

Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column.

END+ENTER

Move to the rightmost nonblank cell in the current row. This key sequence does not work if you have turned on transition

Navigation keys (Tools menu, Options command, Transition tab).

Move and scroll with SCROLL LOCK on

When you use scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK off, cell selection moves the distance you

Scroll. To scroll without changing which cells are selected, turn on SCROLL LOCK first.

SCROLL LOCK

Turn SCROLL LOCK on or off.

HOME

Move to the cell in the upper-left corner of the window.

END

Move to the cell in the lower-right corner of the window.

UP ARROW or DOWN ARROW

Scroll one row up or down.

LEFT ARROW or RIGHT ARROW

Scroll one column left or right.

Keys for selecting data and cells

Select cells, rows and columns, and objects

CTRL+SPACEBAR

Select the entire column.

SHIFT+SPACEBAR

Select the entire row.

CTRL+A

Select the entire worksheet.

SHIFT+BACKSPACE

With multiple cells selected, select only the active cell.

CTRL+SHIFT+SPACEBAR

With an object selected, select all objects on a sheet.

CTRL+6

Alternate between hiding objects, displaying objects, and displaying placeholders for objects.

Select cells with specific characteristics

CTRL+SHIFT+* (asterisk)

Select the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable

report, select the entire PivotTable report.

CTRL+/

Select the array (array: Used to build single formulas that produce multiple results or that operate on a group of arguments

that are arranged in rows and columns. An array range shares a common formula; an array constant is a group of constants

used as an argument.) Containing the active cell.

CTRL+SHIFT+O (the letter O)

Select all cells that contain comments.

CTRL+\

In a selected row, select the cells that don’t match the value in the active cell.

CTRL+SHIFT+|

In a selected column, select the cells that don’t match the value in the active cell.

CTRL+ [(opening bracket)

Select all cells directly referenced by formulas in the selection.

CTRL+SHIFT+ {(opening brace)

Select all cells directly or indirectly referenced by formulas in the selection.

CTRL+] (closing bracket)

Select cells that contain formulas that directly reference the active cell.

CTRL+SHIFT+} (closing brace)

Select cells that contain formulas that directly or indirectly reference the active cell.

ALT+; (semicolon)

Select the visible cells in the current selection.

Extend a selection

F8

Turn extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the selection.

SHIFT+F8

Add another range of cells to the selection; or use the arrow keys to move to the start of the range you want to add, and then

press F8 and the arrow keys to select the next range.

SHIFT+arrow key

Extend the selection by one cell.

CTRL+SHIFT+arrow key

Extend the selection to the last nonblank cell in the same column or row as the active cell.

SHIFT+HOME

Extend the selection to the beginning of the row.

CTRL+SHIFT+HOME

Extend the selection to the beginning of the worksheet.

CTRL+SHIFT+END

Extend the selection to the last used cell on the worksheet (lower-right corner).

SHIFT+PAGE DOWN

Extend the selection down one screen.

SHIFT+PAGE UP

Extend the selection up one screen.

END+SHIFT+arrow key

Extend the selection to the last nonblank cell in the same column or row as the active cell.

END+SHIFT+HOME

Extend the selection to the last used cell on the worksheet (lower-right corner).

END+SHIFT+ENTER

Extend the selection to the last cell in the current row. This key sequence does not work if you have turned on transition

Navigation keys (Tools menu, Options command, Transition tab).

SCROLL LOCK+SHIFT+HOME

Extend the selection to the cell in the upper-left corner of the window.

SCROLL LOCK+SHIFT+END

Extend the selection to the cell in the lower-right corner of the window.

Keys for entering, editing, formatting, and calculating data

Enter data

ENTER

Complete a cell entry and select the cell below.

ALT+ENTER

Start a new line in the same cell.

CTRL+ENTER

Fill the selected cell range with the current entry.

SHIFT+ENTER

Complete a cell entry and select the previous cell above.

TAB

Complete a cell entry and select the next cell to the right.

SHIFT+TAB

Complete a cell entry and select the previous cell to the left.

ESC

Cancel a cell entry.

Arrow keys

Move one character up, down, left, or right.

HOME

Move to the beginning of the line.

F4 or CTRL+Y

Repeat the last action.

CTRL+SHIFT+F3

Create names (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy

to understand names, such as Products to refer to hard to understand ranges, such as Sales!C20:C30.) from row and column

labels.

CTRL+D

Fill down.

CTRL+R

Fill to the right.

CTRL+F3

Define a name.

CTRL+K

Insert a hyperlink (hyperlink: Colored and underlined text or a graphic that you click to go to a file, a location in a file, an

HTML page on the World Wide Web, or an HTML page on an intranet. Hyperlinks can also go to newsgroups and to Gopher,

Telnet, and FTP sites.).

ENTER (in a cell with a hyperlink)

Activate a hyperlink.

CTRL+; (semicolon)

Enter the date.

CTRL+SHIFT+: (colon)

Enter the time.

ALT+DOWN ARROW

Display a drop-down list of the values in the current column of a list (list: A series of worksheet rows that contain related data,

such as an invoice database or a set of client names and phone numbers. The first row of the list has labels for the columns.).

CTRL+Z

Undo the last action.

Enter special characters

Press F2 to edit the cell, turn on NUM LOCK, and then press the following keys by using the numeric key pad:

ALT+0162

Enters the cent character ¢.

ALT+0163

Enters the pound sterling character £.

ALT+0165

Enters the yen symbol ¥.

ALT+0128

Enters the euro symbol €.

Enter and calculate formulas

= (equal sign)

Start a formula.

F2

Move the insertion point into the Formula Bar when editing in a cell is turned off.

BACKSPACE

In the Formula Bar, delete one character to the left.

ENTER

Complete a cell entry from the cell or Formula Bar.

CTRL+SHIFT+ENTER

Enter a formula as an array formula (array formula: A formula that performs multiple calculations on one or more sets of

values, and then returns either a single result or multiple results. Array formulas are enclosed between braces { }, and are

entered by pressing CTRL+SHIFT+ENTER.).

ESC

Cancel an entry in the cell or Formula Bar.

SHIFT+F3

In a formula, display the Insert Function dialog box.

CTRL+A

When the insertion point is to the right of a function name in a formula, display the Function Arguments dialog box.

CTRL+SHIFT+A

When the insertion point is to the right of a function name in a formula, insert the argument names and parentheses.

F3

Paste a defined name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value.

Use easy to understand names, such as Products to refer to hard to understand ranges, such as Sales!C20:C30.) into a

formula.

ALT+= (equal sign)

Insert an AutoSum formula with the SUM function.

CTRL+SHIFT+” (quotation mark)

Copy the value from the cell above the active cell into the cell or the Formula Bar.

CTRL+’ (apostrophe)

Copies a formula from the cell above the active cell into the cell or the Formula Bar.

CTRL+‘ (single left quotation mark)

Alternate between displaying cell values and displaying formulas.

F9

Calculate all worksheets in all open workbooks.

When a portion of a formula is selected, calculate the selected portion. You can then press ENTER or CTRL+SHIFT+ENTER

(for array formulas) to replace the selected portion with the calculated value.

SHIFT+F9

Calculate the active worksheet.

CTRL+ALT+F9

Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

CTRL+ALT+SHIFT+F9

Rechecks dependent formulas and then calculates all cells in all open workbooks, including cells not marked as needing to be

calculated.

Edit data

F2

Edit the active cell and position the insertion point at the end of the cell contents.

ALT+ENTER

Start a new line in the same cell.

BACKSPACE

Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit cell contents.

DELETE

Delete the character to the right of the insertion point, or delete the selection.

CTRL+DELETE

Delete text to the end of the line.

F7

Display the Spelling dialog box.

SHIFT+F2

Edit a cell comment.

ENTER

Complete a cell entry and select the next cell below.

CTRL+Z

Undo the last action.

ESC

Cancel a cell entry.

CTRL+SHIFT+Z

When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic correction.

Insert, delete, and copy cells

CTRL+C

Copy the selected cells.

CTRL+C, immediately followed by another CTRL+C

Display the Microsoft Office Clipboard (multiple copy and paste).

CTRL+X

Cut the selected cells.

CTRL+V

Paste copied cells.

DELETE

Clear the contents of the selected cells.

CTRL+HYPHEN

Delete the selected cells.

CTRL+SHIFT+PLUS SIGN

Insert blank cells.

Format data

ALT+’ (apostrophe)

Display the Style dialog box.

CTRL+1

Display the Format Cells dialog box.

CTRL+SHIFT+~

Apply the General number format.

CTRL+SHIFT+$

Apply the Currency format with two decimal places (negative numbers in parentheses).

CTRL+SHIFT+%

Apply the Percentage format with no decimal places.

CTRL+SHIFT+^

Apply the Exponential number format with two decimal places.

CTRL+SHIFT+#

Apply the Date format with the day, month, and year.

CTRL+SHIFT+@

Apply the Time format with the hour and minute, and AM or PM.

CTRL+SHIFT+!

Apply the Number format with two decimal places, thousands separator, and minus sign (–) for negative values.

CTRL+B

Apply or remove bold formatting.

CTRL+I

Apply or remove italic formatting.

CTRL+U

Apply or remove underlining.

CTRL+5

Apply or remove strikethrough.

CTRL+9

Hide the selected rows.

CTRL+SHIFT+( (opening parenthesis)

Unhide any hidden rows within the selection.

CTRL+0 (zero)

Hide the selected columns.

CTRL+SHIFT+) (closing parenthesis)

Unhide any hidden columns within the selection.

CTRL+SHIFT+&

Apply the outline border to the selected cells.

CTRL+SHIFT+_

Remove the outline border from the selected cells.

Use the Border tab in the Format Cells dialog box

Press CTRL+1 to display this dialog box.

ALT+T

Apply or remove the top border.

ALT+B

Apply or remove the bottom border.

ALT+L

Apply or remove the left border.

ALT+R

Apply or remove the right border.

ALT+H

If cells in multiple rows are selected, apply or remove the horizontal divider.

ALT+V

If cells in multiple columns are selected, apply or remove the vertical divider.

ALT+D

Apply or remove the downward diagonal border.

ALT+U

Apply or remove the upward diagonal border.

Keys for filtering, outlining, and managing lists

Use data forms (Data menu, Form command)

DOWN ARROW

Move to the same field in the next record.

UP ARROW

Move to the same field in the previous record.

TAB and SHIFT+TAB

Move to each field in the record, then to each command button.

ENTER

Move to the first field in the next record.

SHIFT+ENTER

Move to the first field in the previous record.

PAGE DOWN

Move to the same field 10 records forward.

CTRL+PAGE DOWN

Start a new, blank record.

PAGE UP

Move to the same field 10 records back.

CTRL+PAGE UP

Move to the first record.

HOME or END

Move to the beginning or end of a field.

SHIFT+END

Extend selection to the end of a field.

SHIFT+HOME

Extend selection to the beginning of a field.

LEFT ARROW or RIGHT ARROW

Move one character left or right within a field.

SHIFT+LEFT ARROW

Select the character to the left within a field.

SHIFT+RIGHT ARROW

Select the character to the right within a field.

Filter lists (Data menu, AutoFilter command)

ALT+DOWN ARROW

In the cell that contains the drop-down arrow, displays the AutoFilter list for the current column.

DOWN ARROW

Selects the next item in the AutoFilter list.

UP ARROW

Selects the previous item in the AutoFilter list.

ALT+UP ARROW

Closes the AutoFilter list for the current column.

HOME

Selects the first item (All) in the AutoFilter list.

END

Selects the last item in the AutoFilter list.

ENTER

Filters the list based on the item selected from the AutoFilter list.

Show, hide, and outline data

ALT+SHIFT+RIGHT ARROW

Groups rows or columns.

ALT+SHIFT+LEFT ARROW

Ungroups rows or columns.

CTRL+8

Displays or hides the outline symbols.

CTRL+9

Hides the selected rows.

CTRL+SHIFT+( (opening parenthesis)

Unhides any hidden rows within the selection.

CTRL+0 (zero)

Hides the selected columns.

CTRL+SHIFT+) (closing parenthesis)

Unhides any hidden columns within the selection.

Keys for PivotTable and PivotChart reports

Lay out a report onscreen

1.   Press F10 to make the menu bar active.

2.   Press CTRL+TAB or CTRL+SHIFT+TAB to make the PivotTable Field List active.

3.   Press the DOWN ARROW or UP ARROW key to select the field you want. Press RIGHT ARROW or LEFT ARROW to open or

close a field that can be expanded.

4.   Press TAB to select the Add To list, and then press DOWN ARROW to open the list.

5.   Press DOWN ARROW or UP ARROW to select the area where you want to move the field, and then press ENTER.

6.   Press TAB to select the Add To button, and then press ENTER.

Use the PivotTable and PivotChart Wizard – Layout dialog box

To display this dialog box, press TAB until Layout is selected in Step 3 of the PivotTable and PivotChart Wizard.

UP ARROW or DOWN ARROW

Selects the previous or next field button in the list on the right.

LEFT ARROW or RIGHT ARROW

With two or more columns of field buttons, selects the button to the left or right.

Keyboard shortcuts Page 16 of 20

ALT+R

Moves the selected field into the Row area.

ALT+C

Moves the selected field into the Column area.

ALT+D

Moves the selected field into the Data area.

ALT+P

Moves the selected field into the Page area.

ALT+L

Displays the PivotTable Field dialog box for the selected field.

Display and hide items in a field

ALT+DOWN ARROW

Displays the drop-down list for a field in a PivotTable or PivotChart report. Use the arrow keys to select the field.

UP ARROW

Selects the previous item in the list.

DOWN ARROW

Selects the next item in the list.

RIGHT ARROW

For an item that has lower-level items available, displays the lower-level items.

LEFT ARROW

For an item that has lower-level items displayed, hides the lower-level items.

HOME

Selects the first visible item in the list.

END

Selects the last visible item in the list.

ENTER

Closes the list and displays the selected items.

SPACEBAR

Checks, double-checks, or clears a check box in the list. Double-check selects both an item and all of its lower-level items.

TAB

Switches between the list, the OK button, and the Cancel button.

Change the layout of a report

CTRL+SHIFT+* (asterisk)

Selects an entire PivotTable report.

ALT+SHIFT+RIGHT ARROW

Groups the selected items in a PivotTable field.

ALT+SHIFT+LEFT ARROW

Ungroups grouped items in a PivotTable field.

Keys for charts

Create charts and select chart elements

F11 or ALT+F1

Creates a chart of the data in the current range.

CTRL+PAGE DOWN

Selects a chart sheet: selects the next sheet in the workbook, until the chart sheet you want is selected.

CTRL+PAGE UP

Selects a chart sheet: selects the previous sheet in the workbook, until the chart sheet you want is selected.

DOWN ARROW

Select the previous group of elements in a chart.

UP ARROW

Selects the next group of elements in a chart.

RIGHT ARROW

Selects the next element within a group.

LEFT ARROW

Selects the previous element within a group.

Select an embedded chart

1.   Display the Drawing toolbar: Press ALT+V, press T, press DOWN ARROW until Drawing is selected, and then press ENTER.

2.   Press F10 to make the menu bar active.

3.   Press CTRL+TAB or CTRL+SHIFT+TAB to select the Drawing toolbar.

4.   Press the RIGHT ARROW key to select the Select Objects button on the Drawing toolbar.

5.   Press CTRL+ENTER to select the first object.

6.   Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until round sizing handles (sizing

handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles

to change the size of the object.) appear on the embedded chart you want to select.

7.   Press CTRL+ENTER to make the chart active so that you can select elements within it.

Keys for drawing objects and other objects

When both the Reviewing and Drawing toolbars are onscreen, ALT+U switches between the Review command and the

AutoShapes command, and ENTER performs the selected command.

Select a drawing object

When you’re editing text in a drawing object, you can select the next or previous object by pressing TAB or SHIFT+TAB. Starting from

a worksheet, do the following:

1.   Press F10, press CTRL+TAB to select the Drawing toolbar, and then press RIGHT ARROW to select the Select Objects

button.

2.   Press CTRL+ENTER to select the first drawing object.

3.   Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until sizing handles appear on the

object you want to select.

If an object is grouped, TAB selects the group, then each object within the group, and then the next object.

4.   To switch back to the worksheet when an object is selected, press ESC.

Insert an AutoShape

1.   Press ALT+U to select the AutoShapes menu on the Drawing toolbar.

2.   Use the arrow keys to move to the category of AutoShapes you want, and then press the RIGHT ARROW key.

3.   Use the arrow keys to select the AutoShape you want.

4.   Press CTRL+ENTER.

5.   To format the AutoShape, press CTRL+1 to display the Format AutoShape dialog box.

Insert a text box

1.   Press F10, press CTRL+TAB to select the Drawing toolbar, and then press RIGHT ARROW to select the Text Box

button.

2.   Press CTRL+ENTER.

3.   Type the text you want in the text box.

4.   Do one of the following:

To return to the worksheet when you are finished typing, press ESC twice.

To format the text box, press ESC, and then press CTRL+1 to display the Format Text Box dialog box. When you finish

formatting, press ENTER, and then press ESC to return to the worksheet.

Insert WordArt

1.   Press ALT+I, then press P, then press W (Insert menu, Picture submenu, WordArt command).

2.   Use the arrow keys to select the WordArt style you want, and then press ENTER.

3.   Type the text you want, and then use the TAB key to select other options in the dialog box.

4.   Press ENTER to insert the WordArt object.

5.   To format the WordArt object, use the tools on the Word Art toolbar, or press CTRL+1 to display the Format WordArt

dialog box.

Rotate a drawing object

1.   Select the drawing object you want to rotate.

2.   Press CTRL+1 to display the Format menu for the object, and then press CTRL+TAB to select the Size tab.

3.   Press ALT+T to select the Rotation box.

4.   Use the arrow keys to select the amount of rotation you want.

Change the size of a drawing object

1.   Select the drawing object you want to resize.

2.   Press CTRL+1 to display the Format menu for the object, and then press CTRL+TAB to select the Size tab.

3.   Select the options you want to change the size.

Move a drawing object

1.   Select the drawing object you want to move.

2.   Press the arrow keys to move the object.

3.   To position the object precisely, press CTRL+ an arrow key to move the object in one-pixel increments.

Copy drawing objects and their attributes

To make a copy of a drawing object, select the object and press CTRL+D. To copy attributes such as fill color and line style from

one object to another, do the following:

1.   Select the drawing object with the attributes you want to copy.

For AutoShapes with text, the text format is copied along with the other attributes.

2.   Press CTRL+SHIFT+C to copy the object attributes.

3.   Press TAB or SHIFT+TAB to select the object you want to copy the attributes to.

4.   Press CTRL+SHIFT+V to copy the attributes to the object.

Keys for use with speech, e-mail, macros, and other languages

Use speech recognition and text-to-speech

CTRL

Switches between command mode and dictation mode.

ESC

Stops reading when text is being read aloud.

Send e-mail messages

To use keys to send e-mail messages, you must configure Microsoft Outlook as your default e-mail program. Most of these keys do

not work with Outlook Express.

SHIFT+TAB

When cell A1 is selected, moves to the Introduction box in the e-mail message header. In the message header, moves to

the Subject, Bcc (if displayed), Cc, To, and From (if displayed) boxes, then to the address book for the Bcc, Cc, To, and

From boxes, and then to cell A1.

ALT+S

Sends the e-mail message.

CTRL+SHIFT+B

Opens the Address Book.

ALT+O

Opens the Options menu for access to the Options, Bcc Field, and From Field commands.

ALT+P

Opens the Outlook Message Options dialog box (Options menu, Options command).

ALT+K

Checks the names in the To, Cc, and Bcc boxes against the Address Book.

ALT+PERIOD

Opens the Address Book for the To box.

ALT+C

Opens the Address Book for the Cc box.

ALT+B

If the Bcc box is displayed, opens the Address Book for the Bcc box.

ALT+J

Goes to the Subject box.

CTRL+SHIFT+G

Creates a message flag.

ALT+A

Adds interactivity to the range or sheet being sent.

Work with macros

ALT+F8

Displays the Macro dialog box.

ALT+F11

Displays the Visual Basic Editor.

CTRL+F11

Inserts a Microsoft Excel 4.0 macro sheet.

Work with multiple national languages

CTRL+RIGHT SHIFT

Switches to right-to-left paragraph direction (the text must contain only neutral characters (neutral characters: Characters that

do not have strong right-to-left or left-to-right language attributes. Numerals are an example of neutral characters.)).

CTRL+LEFT SHIFT

Switches to left-to-right paragraph direction (the text must contain only neutral characters).

ALT+SHIFT+UP ARROW

In Japanese text for which you’ve displayed phonetic guides, moves the pointer into the phonetic guides.

ALT+SHIFT+DOWN ARROW

Moves the pointer from the phonetic guides back to the parent string of characters.

NUM LOCK, ALT+numeric pad numbers

Enter a unicode character.

ALT+X

Pressed immediately after typing the hexadecimal code for a unicode character, converts the numbers to the character.

Pressed immediately following a unicode character, converts the character to its hexadecimal code.