Microsoft Excel Shortcut Keys – Complete Practical Guide

Microsoft Excel shortcut keys help you work faster with worksheets, cells, formulas, tables, data, formatting, and Excel workbooks. Instead of using the mouse for every task, you can use keyboard shortcuts to save time and improve your Excel skills.

This Microsoft Excel Shortcut Keys guide is useful for students, office workers, computer operators, accountants, and anyone learning MS Excel.

Basic Microsoft Excel Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + N	New Workbook	Creates a new Excel workbook.
Ctrl + O	Open	Opens an existing workbook.
Ctrl + S	Save	Saves the current workbook.
Ctrl + Shift + S	Save As	Saves the workbook with a new name or location.
Ctrl + P	Print	Opens the Print settings.
Ctrl + W	Close Workbook	Closes the current workbook.
Alt + F4	Close Excel	Closes Microsoft Excel.
Ctrl + Z	Undo	Reverses the last action.
Ctrl + Y	Redo	Repeats or restores the previous action.
Ctrl + F	Find	Searches for data in the worksheet.
Ctrl + H	Replace	Finds and replaces data.
Ctrl + A	Select All	Selects the current data range or worksheet content.

Copy, Cut and Paste Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + C	Copy	Copies selected cells.
Ctrl + X	Cut	Cuts selected cells.
Ctrl + V	Paste	Pastes copied or cut cells.
Ctrl + Alt + V	Paste Special	Opens Paste Special options.
Ctrl + D	Fill Down	Copies the top cell’s content/formula downward.
Ctrl + R	Fill Right	Copies the left cell’s content/formula to the right.

Cell Editing Shortcut Keys

Shortcut Key	Function	Simple Explanation
F2	Edit Cell	Edits the selected cell.
Enter	Confirm Entry	Accepts the entered data and moves down.
Shift + Enter	Enter Up	Accepts data and moves up.
Tab	Enter and Move Right	Moves to the next cell on the right.
Shift + Tab	Move Left	Moves to the previous cell.
Esc	Cancel	Cancels the current entry or action.
Delete	Clear Contents	Removes the contents of selected cells.
Backspace	Edit/Clear	In Excel, behavior depends on the current selection and version.
Alt + Enter	Line Break in Cell	Starts a new line inside the same cell.

Cell Selection Shortcut Keys

Shortcut Key	Function	Simple Explanation
Shift + Arrow Key	Extend Selection	Selects additional cells in that direction.
Ctrl + Shift + Arrow	Select Data Range	Selects cells up to the edge of the current data region.
Ctrl + A	Select Current Region	Selects the current data area. Press again to select the entire worksheet.
Shift + Spacebar	Select Row	Selects the entire row.
Ctrl + Spacebar	Select Column	Selects the entire column.
Ctrl + Shift + Spacebar	Select Current Region	Selects the current data region.

Excel Navigation Shortcut Keys

Shortcut Key	Function	Simple Explanation
Arrow Keys	Move Cell	Moves the active cell.
Home	Beginning of Row	Moves to the beginning of the row.
Ctrl + Home	First Cell	Moves to cell A1 or the beginning of the worksheet area.
Ctrl + End	Last Used Cell	Moves to the last used cell in the worksheet.
Page Up	Move Up	Moves one screen upward.
Page Down	Move Down	Moves one screen downward.
Alt + Page Up	Move Left	Moves one screen to the left.
Alt + Page Down	Move Right	Moves one screen to the right.
Ctrl + Page Up	Previous Sheet	Moves to the previous worksheet.
Ctrl + Page Down	Next Sheet	Moves to the next worksheet.
Ctrl + Arrow Key	Jump to Data Edge	Moves quickly to the edge of a data region.

Excel Formatting Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + B	Bold	Makes text bold.
Ctrl + I	Italic	Makes text italic.
Ctrl + U	Underline	Underlines text.
Ctrl + 1	Format Cells	Opens the Format Cells dialog box.
Ctrl + 5	Strikethrough	Applies or removes strikethrough.
Ctrl + Shift + ~	General Format	Applies General number format.
Ctrl + Shift + $	Currency Format	Applies currency formatting.
Ctrl + Shift + %	Percentage Format	Applies percentage formatting.
Ctrl + Shift + #	Date Format	Applies date formatting.
Ctrl + Shift + @	Time Format	Applies time formatting.
Ctrl + Shift + !	Number Format	Applies number formatting with commas and decimals.

Number Formatting Shortcuts

Shortcut Key	Function	Simple Explanation
Ctrl + Shift + $	Currency	Displays values as currency.
Ctrl + Shift + %	Percentage	Converts the selected values to percentage format.
Ctrl + Shift + #	Date	Applies date formatting.
Ctrl + Shift + @	Time	Applies time formatting.
Ctrl + Shift + !	Number	Applies comma-style number formatting.
Ctrl + Shift + ^	Scientific	Applies scientific number format.

Rows and Columns Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + +	Insert Cells/Rows/Columns	Inserts cells, rows, or columns depending on the selection.
Ctrl + –	Delete Cells/Rows/Columns	Deletes selected cells, rows, or columns.
Ctrl + 9	Hide Rows	Hides selected rows.
Ctrl + Shift + 9	Unhide Rows	Unhides hidden rows.
Ctrl + 0	Hide Columns	Hides selected columns.
Ctrl + Shift + 0	Unhide Columns	Unhides hidden columns where supported by the system.
Shift + Spacebar	Select Row	Selects the complete row.
Ctrl + Spacebar	Select Column	Selects the complete column.

Formula Shortcut Keys

Shortcut Key	Function	Simple Explanation
=	Start Formula	Begins a formula in a cell.
F2	Edit Formula	Edits the formula in the selected cell.
F4	Change Cell Reference	Cycles between relative, absolute, and mixed references while editing a formula.
Ctrl + `	Show Formulas	Shows formulas instead of their results.
Alt + =	AutoSum	Quickly inserts the SUM function.
Shift + F3	Insert Function	Opens the Insert Function dialog box.
Ctrl + Shift + Enter	Array Formula	Used for legacy array formulas in supported Excel versions.
F9	Calculate	Recalculates formulas in supported contexts.
Shift + F9	Calculate Active Sheet	Recalculates formulas in the active worksheet.
Ctrl + Alt + F9	Full Calculation	Recalculates all formulas in all open workbooks.

Excel Data Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + T	Create Table	Converts a selected data range into an Excel Table.
Ctrl + Shift + L	Filter	Turns filters on or off.
Alt + Down Arrow	Filter/List	Opens a drop-down list in supported cells.
Ctrl + E	Flash Fill	Automatically fills data based on a detected pattern.
Alt + A	Data Tab	Opens the Data tab through Ribbon KeyTips.
Alt + D	Data Commands	Accesses Data-related Ribbon commands through KeyTips.
Ctrl + Q	Quick Analysis	Opens Quick Analysis for selected data when available.

Sorting and Filtering

Excel does not have one universal shortcut for every sort operation, because exact Ribbon KeyTips can vary by version. However, these are useful:

Ctrl + Shift + L – Turn Filter on/off
Alt + Down Arrow – Open a filter or list drop-down
Ctrl + A – Select the current data region
Ctrl + T – Convert data into a Table

Once filters are applied, use the filter drop-down to sort A to Z, Z to A, smallest to largest, largest to smallest, or filter specific values.

Worksheet Shortcut Keys

Shortcut Key	Function	Simple Explanation
Shift + F11	New Worksheet	Inserts a new worksheet.
Alt + Shift + F1	New Worksheet	Creates a new worksheet.
Ctrl + Page Up	Previous Worksheet	Moves to the previous sheet.
Ctrl + Page Down	Next Worksheet	Moves to the next sheet.
Alt + O, H, R	Rename Sheet	Opens the worksheet rename command in many desktop Excel versions through Ribbon KeyTips.
Alt + O, H, D	Delete Sheet	Opens the worksheet delete command in many desktop Excel versions through Ribbon KeyTips.

Chart Shortcut Keys

Shortcut Key	Function	Simple Explanation
Alt + F1	Create Chart	Creates an embedded chart from selected data.
F11	Chart Sheet	Creates a chart on a separate chart sheet.
Ctrl + 1	Format Selected Object	Opens formatting options for the selected chart or object.

Find and Search Shortcut Keys

Shortcut Key	Function	Simple Explanation
Ctrl + F	Find	Searches for specific data.
Ctrl + H	Replace	Finds and replaces data.
Shift + F5	Find	Opens the Find dialog box in supported versions.
Ctrl + G	Go To	Opens the Go To dialog box.
F5	Go To	Opens the Go To dialog box.

Comments and Notes

Shortcut Key	Function	Simple Explanation
Shift + F2	Edit Note	Adds or edits a traditional cell note in supported Excel versions.
Ctrl + Alt + M	New Comment	Adds a threaded comment in supported versions.

Excel Workbook and Window Shortcuts

Shortcut Key	Function	Simple Explanation
Ctrl + F6	Switch Workbook Window	Moves between workbook windows.
Ctrl + Tab	Switch Workbook	Switches between open workbooks in supported desktop configurations.
Alt + Tab	Switch Applications	Switches between open Windows applications.
Ctrl + F4	Close Workbook Window	Closes the active workbook window.
Alt + F4	Exit Excel	Closes Excel.

Paste Special Shortcut Options

After pressing Ctrl + Alt + V, Excel opens the Paste Special dialog box. It can be used for operations such as:

Values – Paste only the displayed values.
Formulas – Paste formulas without normal formatting.
Formats – Paste only formatting.
Comments/Notes – Paste comments or notes where supported.
Transpose – Change rows into columns or columns into rows.
Multiply/Add/Subtract/Divide – Perform an operation while pasting.

Practical Excel Shortcut Example

Suppose you are preparing a student marksheet in Excel.

Press Ctrl + N to create a new workbook.
Enter student names and marks.
Use Ctrl + B to make headings bold.
Use Ctrl + 1 to format cells.
Enter = to start formulas.
Press Alt + = to quickly calculate totals.
Use Ctrl + C and Ctrl + V to copy formulas.
Use F4 while editing a formula to change cell references.
Press Ctrl + Shift + L to apply filters.
Press Ctrl + T to convert the data into a table.
Use Alt + F1 to create a quick chart.
Press Ctrl + S to save the workbook.
Press Ctrl + P to print the marksheet.

Most Important Excel Shortcut Keys to Learn First

For beginners, these shortcuts are the most useful:

Ctrl + N – New workbook
Ctrl + O – Open workbook
Ctrl + S – Save
Ctrl + P – Print
Ctrl + C – Copy
Ctrl + X – Cut
Ctrl + V – Paste
Ctrl + Z – Undo
Ctrl + Y – Redo
Ctrl + A – Select all/current data
Ctrl + F – Find
Ctrl + H – Replace
F2 – Edit cell
F4 – Change cell reference
Ctrl + 1 – Format Cells
Ctrl + B – Bold
Ctrl + I – Italic
Ctrl + U – Underline
Ctrl + T – Create Table
Ctrl + Shift + L – Filter
Alt + = – AutoSum
Ctrl + ; – Insert current date
Ctrl + Shift + : – Insert current time
Ctrl + Home – Go to beginning
Ctrl + End – Go to last used cell
Ctrl + Page Up – Previous sheet
Ctrl + Page Down – Next sheet
Alt + F1 – Create chart
F7 – Spelling check
Shift + F11 – New worksheet

Excel Shortcut Keys for Computer Students

If you are learning Microsoft Excel as part of a computer course, practice these shortcuts while creating real projects such as a marksheet, salary sheet, attendance sheet, invoice, stock register, and monthly expense sheet. Learning shortcuts through practical work is much easier than trying to memorize a long list.

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