Did you know the keyboard shortcut was a physical key in early computers that performed a specific command? Now, keyboard shortcuts are a combination of keys designed to help users complete tasks faster and easier.
In Excel, keyboard shortcuts are a great way to cut time on specific functions and improve your workflow. In this guide, we’ll take you through some of the best and most useful shortcut keys in Excel.
Table of Contents
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Best Excel Keyboard Shortcuts 2023
|Function||Windows Keyboard Shortcut||macOS Keyboard Shortcut|
Cell Formatting Shortcut Keys
|Bold||Ctrl + B||CMD + B|
|Italic||Ctrl + I||CMD + I|
|Underline||Ctrl + U||CMD + U|
|Strikethrough||Ctrl + 5||CMD + Shift +_|
|Apply Borders||Ctrl + Shift + 7||CMD + Alt + 0|
|Remove Borders||Ctrl + Shift + –||CMD + Alt + –|
|Select Multiple Cells||Ctrl + A||CMD + A|
|Format Cells Dialog Box||Ctrl + 1||CMD + 1|
|Open Font Format Dialog Box||Ctrl + Shift + F||CMD + Shift + F|
|Move within Cells||Arrow Keys||Arrow Keys|
|Move Rows and Columns||Ctrl + Arrow keys||Cmd + Arrow keys|
|Move between Sheets||Ctrl + Page Up/ Page Down||Ctrl + FN+ Arrow Up/ Arrow Down|
|Selecting Rows and Columns||Shift / Ctrl + Space||Shift / Ctrl + Space|
|Go to Cells||Ctrl + G||F5|
|Extend Selection||Ctrl + Shift + Arrow Key||Shift + Arrow Key|
|Apply 2 Decimal Formatting||Ctrl + Shift + 1||Ctrl + Shift + 1|
|Apply Time Format||Ctrl + Shift + 2||Ctrl + Shift + 2|
|Apply Date Format||Ctrl + Shift + 3||Ctrl + Shift + 3|
|Apply Percentage Format||Ctrl + Shift + 5||Ctrl + Shift + 5|
|Scientific Notation||Ctrl + Shift + 6||Ctrl + Shift + 6|
|General Format||Ctrl + Shift + 7||Ctrl + Shift + 7|
Workbook Shortcut Keys
|Insert Cells, Rows, or Columns||Ctrl + Shift + +||Ctrl + I/ Cmd + N/E|
|Delete Cells, rows, or Columns||Ctrl + –||Ctrl + –|
|Create a Table||Ctrl + L||Ctrl + L|
|Insert New Worksheet||Shift + F11||Shift + F11|
|Close Current Workbook||Ctrl + W||Ctrl + W|
|Switch between Open Workbooks||Ctrl + O||Ctrl + O|
|Print Worksheet||Ctrl + P||Cmd + P|
|Find||Ctrl + F||Ctrl + F|
|Replace||Ctrl + H||Ctrl + H|
Editing and Data Managing Shortcut Keys
|Paste Special||Ctrl + Shift + V||Cmd + Cmd+ V|
|Copy||Ctrl + C||Cmd + C|
|Fill Cells Downwards||Ctrl + D||Cmd + D|
|Fill Cells Right||Ctrl + R||Cmd + R|
|Insert Hyperlink||Ctrl + K||Cmd + K|
|Insert and Remove Filters||Ctrl + Shift + L||Cmd+ Shift + L|
|Insert Current Time||Ctrl + Shift + ;||Cmd + Shift + ;|
|Insert Current Date||Ctrl + ;||Cmd + ;|
Formula and Function Excel Shortcuts
|Opens Insert Function Dialog Box||Shift + F3||Shift + F3|
|Toggle Absolute and Relative References||F4||Cmd + T|
|Create Named Ranges||Ctrl + Shift + F3||Cmd + Shift + F3|
|Identify Individual Cells in a Formula||Ctrl + [||Ctrl + [|
|AutoSum||Alt + =||Cmd + Shift + T|
|Identify All the Cells in a Formula||Ctrl + Shift + [||Cmd + Shift + [|
Special Navigation Keyboard Shortcuts
|Home Menu Navigation||Alt + H||Ctrl + F2|
|File Menu Navigation||Alt + F|
|Insert Menu Navigation||Alt + N|
|View Menu Navigation||Alt + W|
|Review Menu Navigation||Alt + R|
|Page Layout Menu Navigation||Alt + P|
|Data Menu Navigation||Alt + A|
|Developer Menu Navigation||Alt + L|
Why Use Excel Keyboard Shortcuts?
There are plenty of benefits to working with keyboard shortcuts in Excel, such as:
As the name suggests, keyboard shortcuts are shortcuts to specific functions in Excel that would otherwise take up time navigating to menus. This helps you save time and work efficiently.
Keyboard shortcuts are beneficial for navigating around Excel and are especially useful for people who are working without a mouse.
Using keyboard features can help you unearth hidden features in Excel. Some features are in many layers in the main menu and can be hard to find, but with keyboard shortcuts, you can discover them quickly.
Best Excel Keyboard Shortcuts 2023
Although there are plenty of Excel shortcuts, not all will go hand in hand with your workflow. That’s why we’ve taken the time to organize the best keyboard shortcuts in Microsoft Excel for you in 2023. We have grouped them into categories, so it should be easier for you to understand them more easily. Let’s get started!
Cell Formatting Shortcut Keys
These shortcuts are used for formatting cells as quickly as possible in Microsoft Excel. They help you change the cell’s appearance, including text fonts, size, and borders. There are plenty of Excel formatting shortcuts, including the following:
- Ctrl + B (Bold)
This keyboard shortcut lets you convert text in the active cell to Bold text.
- Ctrl + I (Italic)
With this keyboard shortcut, you can convert text in the active cell to Italic text.
- Ctrl + U (Underline)
This keyboard shortcut lets you add an underline in the value in the active cell.
- Ctrl + 5 (Strikethrough)
This keyboard shortcut lets you add a strikethrough in the value in the active cell. You can also undo it using the same strikethrough Ctrl combination.
- Ctrl + Shift + 7 (Apply borders)
This keyboard shortcut lets you apply a border around the cells you have selected. It’s faster than going to the borders menu in the Excel ribbon.
- Ctrl + A (Select multiple cells)
This Excel shortcut lets you select multiple cells in your worksheet. If you have data in your cells, it will select all the cells with data in your worksheet. If otherwise, the shortcut will select the entire worksheet.
- Ctrl + Shift + F (Font format dialog box)
This shortcut opens the font formatting dialog box Ctrl. The fonts chosen will be applied to the cells with the selected data
- Ctrl + 1 (Format cells dialog box)
This combination of keys opens up the format cells dialog box in Excel. This differs from the font formatting dialog box since it formats the cell values rather than the style.
Navigation Excel Shortcuts
Navigation Excel shortcuts are key combinations designed to help you move around the Excel worksheet. They navigate through the cells, menus, and documents without a mouse. Some of them also open dialog boxes that let you perform certain functions. They include:
- Arrow Keys (Move within cells)
The arrow keys let you move one cell toward the arrow. For example, the up arrow key will move one cell up to an adjacent cell.
- Ctrl + Arrow Keys (Move rows or columns)
Combining the arrow keys with the control key lets you move to rows or columns at the edge of your data region and worksheet. For example, the Ctrl + down arrow keys will move to the last row of your data. If you press it a second time, it will go to the last row of the entire worksheet.
- Ctrl + Page Up/ Page Down (Move between worksheets)
This keyboard shortcut lets you move between sheets in Excel.
- Shift/ Ctrl + Space (Select rows and columns)
The shortcut Ctrl + Space lets you select the entire column of the active cell, while Shift + Space lets you select the entire row.
- Ctrl + G (Go to cell)
This shortcut opens a dialog box to enter a specific cell or range.
- Ctrl + Shift + Arrow Key (Extend selection)
Using these shortcut keys, you can extend your selection toward the arrow. For example, using the right arrow, you’ll select one more cell or row to the right within the data set.
Workbook Excel Shortcuts
Workbook shortcuts are specific shortcut keys that are used in Microsoft Excel to perform functions related to managing the workbook. They allow you to navigate and manage different aspects of your workbook more efficiently. These shortcuts include:
- Ctrl + Shift + + (Insert cells, rows, or columns)
This opens a dialog box that has options for the direction where you want to shift the selected cells or entire row. You can shift either up or down by one cell or row. You can also shift an entire column or have an entire row shifted. This is mainly used to add one row or column to your worksheet.
- Ctrl + – (Delete cells, rows, or columns)
This shortcut key opens a dialog box with options to delete the selected cells, a row, or a column. You can shift either up or down by one cell to delete the top or bottom cell. This is mainly used to add one row or column to your worksheet.
- Ctrl + L/ T (Create a table)
If you click on a cell in your data and use this shortcut, it will select your entire data and open a dialog box for creating a table. This is a quick way to create tables in your worksheet.
- Ctrl + O (Switch between open workbooks)
This shortcut lets you switch between the Excel workbooks that are currently open on your device.
- Shift + F11 (Insert new workbook)
This shortcut lets you open a new Excel workbook.
- Ctrl + W (Close current workbook)
This shortcut lets you close the current Excel workbook that you are in.
- Ctrl + F (Find)
This Excel keyboard shortcut opens the Find dialog box to search for values in your worksheet.
- Ctrl + H (Replace)
Opens the Replace dialog box to search for and replace values in your worksheet with the value of your choice.
Editing and Data Managing Shortcut Keys
Editing Excel shortcuts can sometimes be confused with cell formatting shortcuts, but there’s a difference. These shortcuts let you manipulate data and content in your workbook without using a mouse. They include:
- Ctrl + C/ Ctrl + P (Copy and paste)
These Excel shortcuts are popular in other programs. Ctrl + C is used for copying, and Ctrl + P is used for pasting.
- Ctrl + Shift + P (Paste Special)
This keyboard shortcut is used for Paste Special. It removes the copied value’s format and pastes the value in the format of the cell.
- Ctrl + D (Fill cells downwards)
This shortcut copies the values in the selected cells and puts them into the cells below.
- Ctrl + R (Fill cells right)
This shortcut copies the values in the selected cells and puts them into the cells to the right in the adjacent columns.
- Ctrl + K (Insert hyperlink)
This shortcut lets you insert a hyperlink into a cell by opening the hyperlink dialog box.
- Ctrl + Shift + L (Insert filters)
With this combination, you can insert and remove filters in your data. First, you’ll need to select your data, and the filters will be added automatically to the top or header row.
Number Formatting Excel Shortcuts
The number formatting Excel shortcuts in Excel are helpful when applying specific number formats to a cell. They let you change the format of the numbers by adding decimal points or changing to date and time format. They include the following:
- Ctrl + Shift + 1 (Apply two decimal format)
This converts the values to number format and adds two decimal places.
- Ctrl + Shift + 2 (Apply time format)
These shortcut keys convert number values in a cell-to-time format using the AM/PM system.
- Ctrl + Shift + 3 (Apply date format)
This shortcut converts number values into a cell-to-date format. The dates are displayed in the default date format.
- Ctrl + Shift + 4 (Apply currency format)
This shortcut key converts number values in a cell to currency format and adds the dollar sign ($). It also displays two decimal points.
- Ctrl + Shift + 5 (Apply percentage format)
This shortcut converts number values in a cell to percentages. One thing to note is that this shortcut does this by multiplying the values with 100 and adding the percentage symbol (%).
- Ctrl + Shift + 6 (Scientific notation)
This shortcut lets you apply or remove the scientific notation format to the selected cells.
- Ctrl + Shift + 7 (General format)
With this shortcut, you can change the format of numerical values in your cells to the general format. The General format is the default number format used in Excel.
Formula and Function Excel Shortcuts
Formula shortcuts in Excel help you work faster with formulas and functions. They let you enter, edit, and manage your formulas. The best formula and function shortcuts include the following:
- Shift + F3 (Opens the insert function dialog box)
This opens the Insert Formula dialog box that lets you add simple functions to your data quickly. You can also search for a function in the dialog box.
- F4 (Toggle for absolute and relative references)
Using F4 in your formula after a cell reference or range lets you change it between absolute and relative referencing. This adds the dollar sign ($) to your reference to indicate that it is an absolute reference.
- Ctrl + Shift + F3 (Create named ranges)
This shortcut in Excel lets you create a named range from the cells you have selected. These are useful when dealing with multiple formulas so that you can deal with the named ranges as references in your formulas.
- Ctrl + [ (Identify individual cells in a formula)
This shortcut key lets you find the individual cells used in a formula. When you use it, it selects only the individual cells directly referenced by the formula.
- Alt + = (Autosum)
With this shortcut, you can automatically get the sum of the selected data.
6. Ctrl + Shift + [ (Identify all the cells in a formula)
This shortcut key lets you find the cells used in a formula easily. When you use it, it selects all the cells directly referenced by the formula.
Special Navigation Excel Shortcuts
Additionally, some special navigation Excel shortcuts differ from the standard Excel ones. These shortcuts are the best for accessibility and removing the need for a mouse. They help you move around the Excel ribbon menus with just your keyboard. They include the following:
- Alt + H (Home menu navigation)
This combination is a special combination that comes in handy when navigating the Home menu in the Excel ribbon without a mouse. It labels each item in the menu with a key on the keyboard so that you can access that menu using the keys only.
For example, if you wanted to merge in the Home menu without a mouse, you would use the Alt + H combination and then press M.
- Alt + F (File menu navigation)
Just like the previous shortcut, this combination lets you navigate around the File menu, assigning and labeling each option with a key on the keyboard.
- Alt + N (Insert menu navigation)
This combination also takes you directly to the Insert menu and lets you navigate around it by assigning and labeling each option with a key on the keyboard.
- Alt + L (Developer menu navigation)
This combination lets you navigate around the Developer menu, assigning and labeling each option with a key on the keyboard.
How To Press Shortcut Keys
It may seem straightforward, but pressing shortcut keys can be tricky, especially with complex key combinations.
Here’s how to correctly press shortcut keys:
- Select the cells: First, you need to select the cells you want to work with, depending on the function you want to perform.
- Press the Modifier key: Hold down the first key of the shortcut combination. This is usually either Ctrl, Shift, or Alt. In the case of MacBooks, it may either be Cmd, Ctrl, or Shift key.
- Hold down the other keys in the shortcut combination. If you have more than one, you can use both hands, especially when the keys are far apart.
Excel keyboard shortcuts are a great way to increase efficiency and save time when using Excel. In this guide, we’ve broken down the best Excel keyboard shortcuts in 2023 that you can use. We’ve also included a PDF of our keyboard shortcut guide for Excel. You can learn more Excel functions with the help of some of the best Excel courses.
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