MS EXCEL - for Accountants and Short cut keys
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Function Key |
SHIFT |
CTRL |
ALT |
CTRL+SHIFT |
ALT+SHIFT |
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F1 |
Display Help or the Office Assistant |
What's This? |
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Insert a chart sheet |
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Insert a new worksheet |
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F2 |
Edit the active cell |
Edit a cell comment |
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Save As command |
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Save command |
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F3 |
Paste a name into a formula |
Paste a function into a formula |
Define a name |
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Create names by using row and column labels |
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F4 |
Repeat the last action |
Repeat the last Find (Find Next) |
Close the window |
Exit |
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F5 |
Go To |
Display the Find dialog box |
Restore the window size |
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F6 |
Move to the next pane |
Move to the previous pane |
Move to the next workbook window |
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Move to the previous workbook window |
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F7 |
Spelling command |
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Move the window |
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F8 |
Extend a selection |
Add to the selection |
Resize the window |
Display the Macro dialog box |
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F9 |
Calculate all sheets in all open workbooks |
Calculate the active worksheet |
Minimize the workbook |
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F10 |
Make the menu bar active |
Display a shortcut menu (right click) |
Maximize or restore the workbook window |
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F11 |
Create a chart |
Insert a new worksheet |
Insert a Microsoft Excel 4.0 macro sheet |
Display Visual Basic Editor |
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F12 |
Save As command |
Save command |
Open command |
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Print command |
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Short Cut Keys
Enter data by using shortcut
keys
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To |
Press |
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Complete a cell entry |
ENTER |
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Cancel a cell entry |
ESC |
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Repeat the last action |
F4 or CTRL+Y |
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Start a new line in the same cell |
ALT+ENTER |
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Delete the character to the left of the insertion point, or delete the
selection |
BACKSPACE |
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Delete the character to the right of the insertion point, or delete the
selection |
DELETE |
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Delete text to the end of the line |
CTRL+DELETE |
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Move one character up, down, left, or right |
Arrow keys |
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Move to the beginning of the line |
HOME |
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Edit a cell comment |
SHIFT+F2 |
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Create names from row and column labels |
CTRL+SHIFT+F3 |
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Fill down |
CTRL+D |
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Fill to the right |
CTRL+R |
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Fill the selected cell range with the current entry |
CTRL+ENTER |
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Complete a cell entry and move down in the selection |
ENTER |
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Complete a cell entry and move up in the selection |
SHIFT+ENTER |
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Complete a cell entry and move to the right in the selection |
TAB |
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Complete a cell entry and move to the left in the selection |
SHIFT+TAB |
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Work in cells or the formula bar by using
shortcut keys |
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To |
Press |
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Start a formula |
= (EQUAL SIGN) |
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Cancel an entry in the cell or formula bar |
ESC |
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Edit the active cell |
F2 |
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Edit the active cell and then clear it, or delete the preceding character
in the active cell as you edit the cell contents |
BACKSPACE |
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Paste a name into a formula |
F3 |
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Define a name |
CTRL+F3 |
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Calculate all sheets in all open workbooks |
F9 |
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Calculate the active worksheet |
SHIFT+F9 |
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Insert the AutoSum formula |
ALT+= (EQUAL SIGN) |
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Enter the date |
CTRL+; (SEMICOLON) |
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Enter the time |
CTRL+SHIFT+; (SEMICOLON) |
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Insert a hyperlink |
CTRL+K |
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Complete a cell entry |
ENTER |
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Copy the value from the cell above the active cell into the cell or the
formula bar |
CTRL+SHIFT+" (QUOTATION MARK) |
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Alternate between displaying cell values and displaying cell formulas |
CTRL+` (SINGLE LEFT QUOTATION MARK) |
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Copy a formula from the cell above the active cell into the cell or the
formula bar |
CTRL+' (APOSTROPHE) |
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Enter a formula as an array formula |
CTRL+SHIFT+ENTER |
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Display the Formula Palette after you type a valid function name in a
formula |
CTRL+A |
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Insert the argument names and parentheses for a function, after you type a
valid function name in a formula |
CTRL+SHIFT+A |
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Display the AutoComplete list |
ALT+DOWN ARROW |
Format & Edit
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Format data by using shortcut keys |
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To |
Press |
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Display the Style command (Format menu) |
ALT+' (APOSTROPHE) |
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Display the Cells command (Format menu) |
CTRL+1 |
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Apply the General number format |
CTRL+SHIFT+~ |
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Apply the Currency format with two decimal places (negative numbers appear
in parentheses) |
CTRL+SHIFT+$ |
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Apply the Percentage format with no decimal places |
CTRL+SHIFT+% |
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Apply the Exponential number format with two decimal places |
CTRL+SHIFT+^ |
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Apply the Date format with the day, month, and year |
CTRL+SHIFT+# |
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Apply the Time format with the hour and minute, and indicate A.M. or P.M. |
CTRL+SHIFT+@ |
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Apply the Number format with two decimal places, 1000 separator, and – for
negative values |
CTRL+SHIFT+! |
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Apply the outline border |
CTRL+SHIFT+& |
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Remove all borders |
CTRL+SHIFT+_ |
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Apply or remove bold formatting |
CTRL+B |
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Apply or remove italic formatting |
CTRL+I |
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Apply or remove an underline |
CTRL+U |
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Apply or remove strikethrough formatting |
CTRL+5 |
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Hide rows |
CTRL+9 |
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Unhide rows |
CTRL+SHIFT+( |
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Hide columns |
CTRL+0 (ZERO) |
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Unhide columns |
CTRL+SHIFT+) |
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Edit data by using shortcut keys |
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To |
Press |
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Edit the active cell |
F2 |
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Cancel an entry in the cell or formula bar |
ESC |
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Edit the active cell and then clear it, or delete the preceding character
in the active cell as you edit the cell contents |
BACKSPACE |
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Paste a name into a formula |
F3 |
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Complete a cell entry |
ENTER |
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Enter a formula as an array formula |
CTRL+SHIFT+ENTER |
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Display the Formula Palette after you type a valid function name in a
formula |
CTRL+A |
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Insert the argument names and parentheses for a function, after you type a
valid function name in a formula |
CTRL+SHIFT+A |
| |
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Insert, delete, and copy a selection by
using shortcut keys |
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To |
Press |
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Copy the selection |
CTRL+C |
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Paste the selection |
CTRL+V |
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Cut the selection |
CTRL+X |
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Clear the contents of the selection |
DELETE |
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Insert Dialogue box |
CTRL+SHIFT+PLUS SIGN |
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Delete the selection |
CTRL+ – |
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Undo the last action |
CTRL+Z |
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Move within a selection by using shortcut
keys |
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To |
Press |
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Move from top to bottom within the selection (down), or in the direction
that is selected on the Edit tab (Tools menu, Options command) |
ENTER |
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Move from bottom to top within the selection (up), or opposite to the
direction that is selected on the Edit tab (Tools menu, Options command) |
SHIFT+ENTER |
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Move from left to right within the selection, or move down one cell if
only one column is selected |
TAB |
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Move from right to left within the selection, or move up one cell if only
one column is selected |
SHIFT+TAB |
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Move clockwise to the next corner of the selection |
CTRL+PERIOD |
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Move to the right between nonadjacent selections |
CTRL+ALT+RIGHT ARROW |
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Move to the left between nonadjacent selections |
CTRL+ALT+LEFT ARROW |
Select data, cells, chart items, or objects by using
shortcut keys
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Select cells, columns,
rows, or objects in worksheets and workbooks by using shortcut keys |
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To |
Press |
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Select the current region around the active cell (the current region is an
area enclosed by blank rows and blank columns) |
CTRL+SHIFT+* (ASTERISK) |
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Extend the selection by one cell |
SHIFT+ arrow key |
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Extend the selection to the last nonblank cell in the same column or row
as the active cell |
CTRL+SHIFT+ arrow key |
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Extend the selection to the beginning of the row |
SHIFT+HOME |
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Extend the selection to the beginning of the worksheet |
CTRL+SHIFT+HOME |
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Extend the selection to the last cell used on the worksheet (lower-right
corner) |
CTRL+SHIFT+END |
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Select the entire column |
CTRL+SPACEBAR |
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Select the entire row |
SHIFT+SPACEBAR |
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Select the entire worksheet |
CTRL+A |
| If
multiple cells are selected, select only the active cell |
SHIFT+BACKSPACE |
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Extend the selection down one screen |
SHIFT+PAGE DOWN |
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Extend the selection up one screen |
SHIFT+PAGE UP |
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With an object selected, select all objects on a sheet |
CTRL+SHIFT+SPACEBAR |
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Alternate between hiding objects, displaying objects, and displaying
placeholders for objects |
CTRL+6 |
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Show or hide the Standard toolbar |
CTRL+7 |
| In
End mode, to |
Press |
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Turn End mode on or off |
END |
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Extend the selection to the last nonblank cell in the same column or row
as the active cell |
END, SHIFT+ arrow key |
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Extend the selection to the last cell used on the worksheet (lower-right
corner) |
END, SHIFT+HOME |
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Extend the selection to the last cell in the current row; this keystroke
is unavailable if you selected the Transition navigation keys check box on
the Transition tab (Tools menu, Options command) |
END, SHIFT+ENTER |
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With SCROLL LOCK on, to |
Press |
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Turn SCROLL LOCK on or off |
SCROLL LOCK |
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Scroll the screen up or down one row |
UP ARROW or DOWN ARROW |
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Scroll the screen left or right one column |
LEFT ARROW or RIGHT ARROW |
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Extend the selection to the cell in the upper-left corner of the window |
SHIFT+HOME |
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Extend the selection to the cell in the lower-right corner of the window |
SHIFT+END |
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Tip When you use the scrolling keys (such as PAGE UP and PAGE DOWN) with
SCROLL LOCK turned off, your selection moves the distance you scroll. If
you want to keep the same selection as you scroll, turn on SCROLL LOCK
first. |
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Select cells with special characteristics
by using shortcut keys |
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To |
Press |
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Select the current region around the active cell (the current region is an
area enclosed by blank rows and blank columns) |
CTRL+SHIFT+* (ASTERISK) |
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Select the current array, which is the array that the active cell belongs
to |
CTRL+/ |
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Select all cells with comments |
CTRL+SHIFT+O (the letter O) |
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Select cells whose contents are different from the comparison cell in each
row (for each row, the comparison cell is in the same column as the active
cell) |
CTRL+\ |
| Select cells
whose contents are different from the comparison cell in each column (for
each column, the comparison cell is in the same row as the active cell) |
CTRL+SHIFT+| |
| Select only
cells that are directly referred to by formulas in the selection |
CTRL+[ |
| Select all
cells that are directly or indirectly referred to by formulas in the
selection |
CTRL+SHIFT+{ |
| Select only
cells with formulas that refer directly to the active cell |
CTRL+] |
| Select all
cells with formulas that refer directly or indirectly to the active cell |
CTRL+SHIFT+} |
| Select only
visible cells in the current selection |
ALT+SEMICOLON |
| |
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Select chart items by using shortcut keys |
| To |
Press |
| Select the
previous group of items |
DOWN ARROW |
| Select the
next group of items |
UP ARROW |
| Select the
next item within the group |
RIGHT ARROW |
| Select the
previous item within the group |
LEFT ARROW |
Move & Scroll
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Move and scroll on a worksheet or workbook
by using shortcut keys |
| To |
Press |
| Move one cell
in a given direction |
Arrow key |
| Move to the
edge of the current data region |
CTRL+ arrow
key |
| Move between
unlocked cells on a protected worksheet |
TAB |
| Move to the
beginning of the row |
HOME |
| Move to the
beginning of the worksheet |
CTRL+HOME |
| Move to the
last cell on the worksheet, which is the cell at the intersection of the
right-most used column and the bottom-most used row (in the lower-right
corner); cell opposite the Home cell, which is typically A1 |
CTRL+END |
| Move down one
screen |
PAGE DOWN |
| Move up one
screen |
PAGE UP |
| Move one
screen to the right |
ALT+PAGE
DOWN |
| Move one
screen to the left |
ALT+PAGE UP |
| Move to the
next sheet in the workbook |
CTRL+PAGE
DOWN |
| Move to the
previous sheet in the workbook |
CTRL+PAGE
UP |
| Move to the
next workbook or window |
CTRL+F6 or
CTRL+TAB |
| Move to the
previous workbook or window |
CTRL+SHIFT+F6 or CTRL+SHIFT+TAB |
| Move to the
next pane |
F6 |
| Move to the
previous pane |
SHIFT+F6 |
| Scroll to
display the active cell |
CTRL+BACKSPACE |
| |
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In End mode, to |
Press |
| Turn End mode
on or off |
END |
| Move by one
block of data within a row or column |
END, arrow
key |
| Move to the
last cell on the worksheet, which is the cell at the intersection of the
right-most used column and the bottom-most used row (in the lower-right
corner); cell opposite the Home cell, which is typically A1 |
END, HOME |
| Move to the
last cell to the right in the current row that is not blank; unavailable
if you have selected the Transition navigation keys check box on the
Transition tab (Tools menu, Options command) |
END, ENTER |
| |
| With SCROLL
LOCK turned on, to |
Press |
| Turn SCROLL
LOCK on or off |
SCROLL LOCK |
| Move to the
cell in the upper-left corner of the window |
HOME |
| Move to the
cell in the lower-right corner of the window |
END |
| Scroll one row
up or down |
UP ARROW or
DOWN ARROW |
| Scroll one
column left or right |
LEFT ARROW
or RIGHT ARROW |
| Tip When you
use the scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK
turned off, your selection moves the distance you scroll. If you want to
preserve your selection while you scroll through the worksheet, turn on
SCROLL LOCK first. |
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Work with Database,
lists and PivotTables by using shortcut keys
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Work in a data form by using shortcut
keys |
|
To |
Press |
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Select a field or a command button |
ALT+ key, where key is the underlined letter in the field or command
name |
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Move to the same field in the next record |
DOWN ARROW |
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Move to the same field in the previous record |
UP ARROW |
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Move to the next field you can edit in the record |
TAB |
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Move to the previous field you can edit in the record |
SHIFT+TAB |
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Move to the first field in the next record |
ENTER |
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Move to the first field in the previous record |
SHIFT+ENTER |
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Move to the same field 10 records forward |
PAGE DOWN |
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Move to the same field 10 records back |
PAGE UP |
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Move to the new record |
CTRL+PAGE DOWN |
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Move to the first record |
CTRL+PAGE UP |
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Move to the beginning or end of a field |
HOME or END |
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Move one character left or right within a field |
LEFT ARROW or RIGHT ARROW |
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Extend a selection to the beginning of a field |
SHIFT+HOME |
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Extend a selection to the end of a field |
SHIFT+END |
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Select the character to the left |
SHIFT+LEFT ARROW |
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Select the character to the right |
SHIFT+RIGHT ARROW |
| |
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Work with the AutoFilter feature by using
shortcut keys |
|
To |
Press |
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Display the AutoFilter list for the current column |
Select the cell that contains the column label, and then press ALT+DOWN
ARROW |
|
Close the AutoFilter list for the current column |
ALT+UP ARROW |
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Select the next item in the AutoFilter list |
DOWN ARROW |
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Select the previous item in the AutoFilter list |
UP ARROW |
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Select the first item (All) in the AutoFilter list |
HOME |
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Select the last item in the AutoFilter list |
END |
|
Filter the list by using the selected item in the AutoFilter list |
ENTER |
| |
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Work with the PivotTable Wizard by using
shortcut keys |
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In Step 3 of the PivotTable Wizard, to |
Press |
|
Select the next or previous field button in the list |
UP ARROW or DOWN ARROW |
|
Select the field button to the right or left in a multicolumn field button
list |
LEFT ARROW or RIGHT ARROW |
|
Move the selected field into the Page area |
ALT+P |
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Move the selected field into the Row area |
ALT+R |
|
Move the selected field into the Column area |
ALT+C |
|
Move the selected field into the Data area |
ALT+D |
|
Display the PivotTable Field dialog box |
ALT+L |
| |
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Work with page fields in a PivotTable by
using shortcut keys |
|
To |
Press |
|
Select the previous item in the list |
UP ARROW |
|
Select the next item in the list |
DOWN ARROW |
|
Select the first visible item in the list |
HOME |
|
Select the last visible item in the list |
END |
|
Display the selected item |
ENTER |
| |
|
Group and ungroup PivotTable items by
using shortcut keys |
|
To |
Press |
|
Group selected PivotTable items |
ALT+SHIFT+RIGHT ARROW |
|
Ungroup selected PivotTable items |
ALT+SHIFT+LEFT ARROW |
Keys for windows and dialog boxes
| In a
window, to |
Press |
| Switch to the
next program |
ALT+TAB |
| Switch to the
previous program |
ALT+SHIFT+TAB |
| Show the
Windows Start menu |
CTRL+ESC |
| Close the
active workbook window |
CTRL+W |
| Restore the
active workbook window |
CTRL+F5 |
| Switch to the
next workbook window |
CTRL+F6 |
| Switch to the
previous workbook window |
CTRL+SHIFT+F6 |
| Carry out the
Move command (workbook icon menu, menu bar) |
CTRL+F7
|
| Carry out the
Size command (workbook icon menu, menu bar) |
CTRL+F8 |
| Minimize the
workbook window to an icon |
CTRL+F9 |
| Maximize or
restore the workbook window |
CTRL+F10 |
| Select a
folder in the Open or Save As dialog box (File menu) |
ALT+0 to
select the folder list; arrow keys to select a folder |
| Choose a
toolbar button in the Open or Save As dialog box (File menu) |
ALT+ number
(1 is the leftmost button, 2 is the next, and so on) |
| Update the
files visible in the Open or Save As dialog box (File menu) |
F5 |
| |
| In a
dialog box, to |
Press |
| Switch to the
next tab in a dialog box |
CTRL+TAB or
CTRL+PAGE DOWN |
| Switch to the
previous tab in a dialog box |
CTRL+SHIFT+TAB or CTRL+PAGE UP |
| Move to the
next option or option group |
TAB |
| Move to the
previous option or option group |
SHIFT+TAB |
| Move between
options in the active drop-down list box or between some options in a
group of options |
Arrow keys |
| Perform the
action assigned to the active button (the button with the dotted outline),
or select or clear the active check box |
SPACEBAR |
| Move to an
option in a drop-down list box |
Letter key
for the first letter in the option name you want (when a drop-down list
box is selected) |
| Select an
option, or select or clear a check box |
ALT+
letter, where letter is the key for the underlined letter in the option
name |
| Open the
selected drop-down list box |
ALT+DOWN
ARROW |
| Close the
selected drop-down list box |
ESC |
| Perform the
action assigned to the default command button in the dialog box (the
button with the bold outline ¾ often the OK button) |
ENTER |
| Cancel the
command and close the dialog box |
ESC |
| |
| In a
text box, to |
Press |
| Move to the
beginning of the entry |
HOME |
| Move to the
end of the entry |
END |
| Move one
character to the left or right |
LEFT ARROW
or RIGHT ARROW |
| Move one word
to the left or right |
CTRL+LEFT
ARROW or CTRL+RIGHT ARROW |
| Select from
the insertion point to the beginning of the entry |
SHIFT+HOME |
| Select from
the insertion point to the end of the entry |
SHIFT+END |
| Select or
unselect one character to the left |
SHIFT+LEFT
ARROW |
| Select or
unselect one character to the right |
SHIFT+RIGHT
ARROW |
| Select or
unselect one word to the left |
CTRL+SHIFT+LEFT ARROW |
| Select or
unselect one word to the right |
CTRL+SHIFT+RIGHT ARROW |
Others
|
Print and preview a document by using shortcut keys |
| To |
Press |
| Display the
Print command (File menu) |
CTRL+P |
| |
|
Work in print preview |
| To |
Press |
| Move around
the page when zoomed in |
Arrow keys |
| Move by one
page when zoomed out |
PAGE UP or
PAGE DOWN |
| Move to the
first page when zoomed out |
CTRL+UP
ARROW or CTRL+LEFT ARROW |
| Move to the
last page when zoomed out |
CTRL+DOWN
ARROW or CTRL+RIGHT ARROW |
| |
|
Outline data by using shortcut keys |
| To |
Press |
| Ungroup rows
or columns |
ALT+SHIFT+LEFT ARROW |
| Group rows or
columns |
ALT+SHIFT+RIGHT ARROW |
| Display or
hide outline symbols |
CTRL+8 |
| Hide selected
rows |
CTRL+9 |
| Unhide
selected rows |
CTRL+SHIFT+( |
| Hide selected
columns |
CTRL+0
(ZERO) |
| Unhide
selected columns |
CTRL+SHIFT+) |
| |
|
Keys for menus |
| To |
Press |
| Show a
shortcut menu |
SHIFT+F10 |
| Make the menu
bar active |
F10 or ALT |
| Show the
program icon menu (on the program title bar) |
ALT+SPACEBAR |
| Select the
next or previous command on the menu or submenu |
DOWN ARROW
or UP ARROW (with the menu or submenu displayed) |
| Select the
menu to the left or right, or, with a submenu visible, switch between the
main menu and the submenu |
LEFT ARROW
or RIGHT ARROW |
| Select the
first or last command on the menu or submenu |
HOME or END |
| Close the
visible menu and submenu at the same time |
ALT |
| Close the
visible menu, or, with a submenu visible, close the submenu only |
ESC |
| Tip You can
select any menu command on the menu bar or on a visible toolbar with the
keyboard. Press ALT to select the menu bar. (To then select a toolbar,
press CTRL+TAB; repeat until the toolbar you want is selected.) Press the
letter that is underlined in the menu name that contains the command you
want. In the menu that appears, press the letter underlined in the command
name that you want. |
|
| |
|
Keys for toolbars |
| On a
toolbar, to |
Press |
| Make the menu
bar active |
F10 or ALT |
| Select the
next or previous toolbar |
CTRL+TAB or
CTRL+SHIFT+TAB |
| Select the
next or previous button or menu on the toolbar |
TAB or
SHIFT+TAB (when a toolbar is active) |
| Open the
selected menu |
ENTER |
| Perform the
action assigned to the selected button |
ENTER |
| Enter text in
the selected text box |
ENTER |
| Select an
option from a drop-down list box or from a drop-down menu on a button |
Arrow keys
to move through options in the list or menu; ENTER to select the option
you want (when a drop-down list box is selected) |
| |
|
Keys for using the Office Assistant |
| To |
Press |
| Make the
Office Assistant the active balloon |
ALT+F6;
repeat until the balloon is active |
| Select a Help
topic from the topics displayed by the Office Assistant |
ALT+topic
number (where 1 is the first topic, 2 is the second, and so on) |
| See more help
topics |
ALT+DOWN
ARROW |
| See previous
help topics |
ALT+UP
ARROW |
| Close an
Office Assistant message |
ESC |
| Get Help from
the Office Assistant |
F1 |
| Display the
next tip |
ALT+N |
| Display the
previous tip |
ALT+B |
| Close tips |
ESC |
| Show or hide
the Office Assistant in a wizard |
TAB to
select the Office Assistant button; SPACEBAR to show or hide the Assistant |
Back to Top
|
