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This chapter is from the book

This chapter is from the book

Using the Shortcut Keys

Excel 2010 automatically recognizes all the Ctrl shortcut keys that were used in legacy versions of Excel. In fact, many of these keys are consistent across all Windows applications. Table 5.1 lists the common Windows Ctrl shortcut keys.

Table 5.1. Windows Shortcut Keys

Key Combination













Select all.





Ctrl+W or Ctrl+F4

Close workbook.


New workbook.











Table 5.2 illustrates the shortcut keys that you use to navigate.

Table 5.2. Shortcut Keys for Navigation

Shortcut Key



Move to Cell A1.


Move to last cell in the used range of the worksheet.

Ctrl+Page Up

Move to previous worksheet.

Ctrl+Page Down

Move to next worksheet.


New Worksheet.


Switch to next program.


Switch to previous program.


Display Windows Start menu.


Restore window size of current workbook.


Switch to next pane in a window that has been split.


When more than one workbook is open, switch to the next open workbook window.


Switch to the previous workbook window.


Minimize the window.


Maximize the window.

Ctrl+arrow key

Move to edge of current region.


Move to beginning of row.


Scroll to display the active cell.


Display the GoTo dialog.


Display the Find dialog.


Find next.

Ctrl+. (period)

Move to next corner of selected range.

Table 5.3 shows the shortcut keys you use to select data and cells.

Table 5.3. Shortcut Keys for Selecting Data and Cells

Shortcut Key



If used outside a table, select entire column. If used inside a table, toggle between selecting the data, data and headers, and the entire column.


Select entire row. If inside a table, toggle between selecting the table row and the entire row.


With multiple cells selected, revert selection to only the active cell.


Select the current region.


Select the array containing the active cell.

Ctrl+Shift+O (letter O)

Select all cells that contain comments.


In a selected row, select the cells that do not match the value in the active cell.


In a selected column, select the cells that do not match the value in the active cell.

Ctrl+[ (opening square 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 square 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.

Table 5.4 shows the shortcut keys you use to extend a selection.

Table 5.4. Shortcut Keys for Extending Selections

Shortcut Key



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


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. 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.


Extend the selection to the beginning of the row.


Extend the selection to the beginning of the worksheet.


Extend the selection to the last used cell on the worksheet in the 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.


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


Extend the selection to the last cell in the current row.

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.

Table 5.5 shows the shortcut keys you use for entering, editing, formatting, and calculating data.

Table 5.5. Shortcut Keys for Data Entry, Formatting, and Calculating Data

Shortcut Key



Complete a cell entry and select the next cell below.


Start a new line in the same cell.


Fill the selected cell range with the current entry.


Complete a cell entry and select the next cell above.


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


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


Cancel a cell entry.

Arrow keys

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


Move to the beginning of the line.

F4 or Ctrl+Y

Repeat the last action.


Create names from row and column labels.


Fill down.


Fill to the right.


Define a name.


Insert 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 range.


Undo the last action.

= (equal sign)

Start a formula.


In the formula bar, delete one character to the left.


Complete a cell entry from the cell or formula bar.


Enter a formula as an array formula.


Cancel an entry in the cell or formula bar.


In a formula, display the Insert Function dialog box.


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


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


Paste a defined name 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)

Copy a formula from the cell above the active cell into the cell or the formula bar.

Ctrl+` (backtick)

Alternate between displaying cell values and displaying formulas.


Calculate all worksheets in all open workbooks. When a portion of a formula is selected, calculate the selected portion and then press Enter or Ctrl+Shift+Enter (for array formulas) to replace the selected portion with the calculated value.


Calculate the active worksheet.


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


Recheck dependent formulas and then calculate all cells in all open workbooks, including cells not marked as needing to be calculated.


Edit the active cell and position the insertion point at the end of the cell contents. If in-cell editing is turned off, moves the insertion point to the formula bar.


Start a new line in the same cell.


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


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


Delete text to the end of the line.


Display the Spelling dialog box.


Edit a cell comment.


Complete a cell entry and select the next cell below.


Undo the last action.


When the AutoCorrect smart tag is displayed, undo or redo the last automatic correction.


Clear the contents of the selected cells.

Ctrl+ - (hyphen)

Delete the selected cells.

Ctrl+Shift++ (plus sign)

Insert blank cells.

Alt+' (apostrophe)

Display the Style dialog box.


Display the Format Cells dialog box.


Apply the General number format.


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


Apply the Percentage format with no decimal places.


Apply the Exponential number format with two decimal places.


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


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


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


Apply or remove bold formatting.


Apply or remove italic formatting.


Apply or remove underline.


Apply or remove strikethrough.


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.


Apply the outline border to the selected cells.

Ctrl+Shift+_ (underscore)

Remove the outline border from the selected cells.

There are shortcut keys specifically for using the Border tab in the Format Cells dialog. Press Ctrl+1 to display the Format Cells dialog. Press Ctrl+PgDn until you arrive at the Border tab. Then you can use the shortcut keys shown in Table 5.6.

Table 5.6. Shortcut Keys for Borders

Shortcut Key



Apply or remove the top border.


Apply or remove the bottom border.


Apply or remove the left border.


Apply or remove the right border.


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


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


Apply or remove the downward diagonal border.


Apply or remove the upward diagonal border.

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