15 Excel shortcuts for faster, better spreadsheets

 Microsoft Excel is a powerful tool that can be used for more than just accounting. You can use it for social media marketing as well as to keep track of your business operations and various data. So let’s talk about Excel shortcuts.

Once you start using Excel to organize all that information and create various business reports, you’ll realize how time-consuming these tasks can be.

Why you should use Excel shortcuts

As mentioned earlier, Excel shortcuts can help you save time when you need to input large amounts of data into your Excel workbook.

Mastering Excel shortcuts also allows you to reduce the chance of human error because you can easily manipulate data and format it without having to stop what you’re doing and apply a certain formatting rule.

Another reason why you should use Excel shortcuts is because you will get a better understanding of Excel, which in turn will allow you to create more complex spreadsheets and reports.

How to use Microsoft Excel more efficiently: 15 Excel shortcuts

Now that we’ve covered why they are useful, here’s a list of the top 15 Excel shortcuts that every business owner should know to speed up their workflow and improve their spreadsheet creation and maintenance.

Move up through a selection of cells.

Jump to top or bottom of the spreadsheet.

Fill in cell with data from adjacent cell.

Insert new sheets.

Quickly format anything.

Add multiple rows or columns.

Choose how to paste information.

One-click select all.

Lookup function arguments.

Add a date or a timestamp anywhere.

Access print preview dialog.

Easily select an entire row or column.

Create, edit, run and delete macros.

Delete a row or a column.

Increase or decrease font size.

Add comments to any cell.

Automatically add cells.

Hide rows quickly.

Switch between open workbooks.

Search the spreadsheet or replace data.

Insert a function.

Remove spaces with TRIM.

Copy formula down the entire column.

Work with ranges.

Let’s get started!

1. Move up through a selection of cells

The Shift + Enter shortcut allows you to move up through a selection of cells in any sheet. It’s useful when you’re working with large amounts of data and need to scroll up to find a particular cell.

2. Jump to top or bottom of the spreadsheet

Press the CTRL + UP or Down arrow to get to the top or bottom of any column in your spreadsheet.

3. Fill in cells with data from cells above

Have you ever needed to repeat the same information in a few cells but not in the entire column? By pressing CTRL and D keys together, you can quickly fill in the cell with the information from the cell above. Alternatively, click in the cell that holds the information you need to repeat and then drag the handle down by x amount of cells.

4. Fill in cell with data from adjacent cell

Similarly to the shortcut above, you can quickly fill in the cell with the data from the cell that’s to the left of it by pressing CTRL + R. It’s useful when you need to repeat the same information in row cells — but not the entire row. You can also simply select the cell holding the data you need to repeat and drag the handle down across the needed number of cells.

5. Insert new sheets

Use the Shift + F11 to quickly insert new sheet into your current workbook. While you can certainly click the + sign at the bottom of the sheet, this shortcut is a much faster way of achieving the same thing and you can repeat it as many times as you want. Be sure to reorder the sheets to the correct order when you’re done adding them.

6. Quickly format anything

This shortcut is a lifesaver when it comes to formatting cells, rows, objects, and pretty much anything else in Excel. Simply select the information you want to format, use the CTRL + 1 shortcut, and Excel will bring up a dialog box with all the formatting options for that object.

In a similar fashion, you can quickly add borders around selected cells by using ALT+H shortcut on PC. To achieve the same on a Mac, use the CMD+ALT+0 shortcut.

7. Add multiple rows or columns

Using the CTRL + + shortcut, you can easily add as many rows or columns you need. Simply click on the column name or row number to select the entire row or column and use the shortcut as many times as you need to add more rows and columns.

8. Choose how to paste information

If you need to paste data from an external source, use CTRL + ALT + V. It will bring up the Paste Special Box where you can choose how you’d like to paste your data in. You can paste it as text only or with special formatting, and more.

9. One-click select all

You probably know that CTRL + A or CMD + A allows you to select all of the information in a sheet. However, there is an easier way to select everything in your spreadsheet. Simply click the top corner button of the sheet and watch the magic happen as the entire sheet gets highlighted.

10. Look up function arguments

No matter how often you use Excel, there are times when you can’t remember exactly how to write a specific function. Use the CTRL + A shortcut to look up any function arguments and learn more about the function.

For example, if you type in = match in an empty cell and then press CTRL + A, you will see the Function Arguments dialog popup. You can then see exactly which arguments any function takes and you can also click the right-hand side window to learn more about that particular function.

11. Add a date or a timestamp anywhere

If you’re updating spreadsheet with new information on a regular schedule, you probably know that entering time or date manually can be cumbersome. By entering CTRL + :, you can quickly add a timestamp while the CTRL + ; allows you to insert today’s date.

12. Access print preview dialog

Whenever you need to print your worksheet, take a few minutes of your time to preview how the sheet will look when printed. Press CTRL and P together to quickly enter Print preview mode. You can then easily make adjustments so that your sheet or workbook prints out exactly as you want it.

13. Easily select an entire row or column

There are times when you need to select an entire row or column. However, if you’re deep in your spreadsheet scrolling to the beginning of the row or column is tedious, not to mention a waste of time. Use Shift + Space to select an entire row and CTRL + Space to select an entire column no matter how far down or across you are in the spreadsheet.

14. Create, edit, run and delete macros

If you’ve used Excel for any length of time, you are aware of Excel Macros. They are one of Excel’s most powerful features that allow you to automate repetitive tasks. Save time creating or editing your macros by pressing ALT + F8 keys together.

15. Delete a row or a column

Press CTRL + – to delete the row that’s above a highlighted cell or a column on the left of it. By pressing the CTRL and the – together, you will get a small popup window that allows you to shift cells up or left which effectively deletes the row above or the left column.