Excel Keyboard Shortcuts Bible

(Source: Microsoft Excel 2003 help)

1 Keys for the Office Assistant and Help window

1.1 Display and use the Office Assistant

1.1.1 Display the Assistant balloon (if the Assistant is turned off, F1 opens the Help
window)

F1

1.1.2 Select a Help topic from the list the Assistant displays. ALT+1 is the first topic,
ALT+2 is the second, and so on.

ALT+number

1.1.3 Display more Help topics in the Assistant list

ALT+DOWN ARROW

1.1.4 Display previous Help topics in the Assistant list

ALT+UP ARROW

1.1.5 Close an Assistant message or a tip

ESC

1.2 Display and use the Help window

1.2.1 Display the Help window if the Assistant is turned off (if the Assistant is turned
on, F1 displays the Assistant balloon).

F1

1.2.2 Switch between the Help topic and the Contents, Answer Wizard, Index pane

F6

1.2.3 Select the next hidden text or hyperlink, or Show All or Hide All at the top of a
topic.

TAB

1.2.4 Select the previous hidden text or hyperlink, or the Browser View button at the
top of a Microsoft Office Web article.

SHIFT+TAB

1.2.5 Perform the action for the selected Show All, Hide All, hidden text, or hyperlink

ENTER
1.2.6 Display the Options menu to access any Help toolbar command

ALT+O

1.2.7 Hide or show the pane with the Contents, Answer Wizard, and Index tabs

ALT+O, and then press T

1.2.8 Display the previously viewed topic

ALT+O, and then press B

1.2.9 Display the next topic in a previously displayed sequence of topics

ALT+O, and then press F

1.2.10 Return to the specified home page

ALT+O, and then press H

1.2.11 Stop the Help window from opening a Help topic (useful if you want to stop a
Web page from downloading)

ALT+O, and then press S

1.2.12 Open the Internet Options dialog box for Microsoft Internet Explorer, where you
can change accessibility settings

ALT+O, and then press I

1.2.13 Refresh the topic (useful if you have linked to a Web page)

ALT+O, and then press R

1.2.14 Print all topics in a book or a selected topic only

ALT+O, and then press P

1.2.15 Close the Help window

ALT+F4

1.3 Use the Contents, Index, and Answer Wizard pane

1.3.1 Switch to the next tab

CTRL+TAB

1.3.2 Switch to the Contents tab

ALT+C
1.3.3 Switch to the Answer Wizard tab

ALT+A

1.3.4 Switch to the Index tab

ALT+I

1.3.5 Open a selected book or Help topic

ENTER

1.3.6 Select the next book or Help topic

DOWN ARROW

1.3.7 Select the previous book or Help topic

UP ARROW

1.3.8 Display a shortcut menu

SHIFT+F10

1.4 Use the Help topic pane

1.4.1 Go to the next Help topic

ALT+RIGHT ARROW

1.4.2 Go to the previous Help topic

ALT+LEFT ARROW

1.4.3 Select the next hidden text or hyperlink, or Show All or Hide All at the top of a
topic.

TAB

1.4.4 Select the previous hidden text or hyperlink, or the Browser View button at the
top of a Microsoft Office Web article.

SHIFT+TAB

1.4.5 Perform the action for the selected Show All, Hide All, hidden text, or hyperlink

ENTER

1.4.6 Scroll toward the beginning or end of a Help topic

UP ARROW or DOWN ARROW

1.4.7 Scroll toward the beginning or end of a Help topic in large increments

PAGE UP or PAGE DOWN

1.4.8 Go to the beginning or end of a Help topic

HOME or END

1.4.9 Print the current Help topic

CTRL+P

1.4.10 Select the entire Help topic

CTRL+A

1.4.11 Copy the selected items to the Clipboard

CTRL+C

1.4.12 Display a shortcut menu

SHIFT+F10

2 Keys for the Office interface

2.1 Display and use windows

2.1.1 Switch to the next program.

ALT+TAB

2.1.2 Switch to the previous program.

ALT+SHIFT+TAB

2.1.3 Display the Windows Start menu.

CTRL+ESC

2.1.4 Close the selected workbook window.

CTRL+W or CTRL+F4

2.1.5 Restore the window size of the selected workbook window.

CTRL+F5

2.1.6 Switch to the next pane in a worksheet that has been split (Window menu, Split
command).
F6

2.1.7 Switch to the previous pane in a worksheet that has been split.

SHIFT+F6

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

CTRL+F6

2.1.9 Switch to the previous workbook window.

CTRL+SHIFT+F6

2.1.10 When a workbook window is not maximized, perform the Move command (on
the Control menu for the workbook window). Use the arrow keys to move the window,
and when finished press ESC.

CTRL+F7

2.1.11 When a workbook window is not maximized, perform the Size command (on the
Control menu for the workbook window). Use the arrow keys to resize the window, and
when finished press ESC.

CTRL+F8

2.1.12 Minimize a workbook window to an icon.

CTRL+F9

2.1.13 Maximize or restore the selected workbook window.

CTRL+F10

2.1.14 Copy a picture of the screen to the Clipboard.

PRTSCR

2.1.15 Copy a picture of the selected window to the Clipboard.

ALT+PRINT SCREEN

2.2 Access and use smart tags

2.2.1 Display the menu or message for a smart tag. If more than one smart tag is
present, switch to the next smart tag and display its menu or message.

ALT+SHIFT+F10
2.2.2 Select the next item in a smart tag menu.

DOWN ARROW

2.2.3 Select the previous item in a smart tag menu.

UP ARROW

2.2.4 Perform the action for the selected item in a smart tag menu.

ENTER

2.2.5 Close the smart tag menu or message.

ESC

2.3 Access and use task panes

2.3.1 Move to a task pane from another pane in the program window. (You may need to
press F6 more than once.)

F6

Note If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus
on the menu bar, and then pressing CTRL+TAB to move to the task pane.

2.3.2 When a menu or toolbar is active, move to a task pane. (You may need to press
CTRL+TAB more than once.)

CTRL+TAB

2.3.3 When a task pane is active, select the next or previous option in the task pane

TAB or SHIFT+TAB

2.3.4 Display the full set of commands on the task pane menu

CTRL+DOWN ARROW

2.3.5 Move among choices in a selected submenu; move among certain options in a
group of options

DOWN ARROW or UP ARROW

2.3.6 Open the selected menu, or perform the action assigned to the selected button

SPACEBAR or ENTER

2.3.7 Open a shortcut menu; open a drop-down menu for the selected gallery item

SHIFT+F10
2.3.8 When a menu or submenu is visible, select the first or last command on the menu
or submenu

HOME or END

2.3.9 Scroll up or down in the selected gallery list

PAGE UP or PAGE DOWN

2.3.10 Move to the top or bottom of the selected gallery list

CTRL+HOME or CTRL+END

2.4 Access and use menus and toolbars

2.4.1 Select the menu bar, or close an open menu and submenu at the same time.

F10 or ALT

2.4.2 When a toolbar is selected, select the next or previous button or menu on the
toolbar.

TAB or SHIFT+TAB

2.4.3 When a toolbar is selected, select the next or previous toolbar.

CTRL+TAB or CTRL+SHIFT+TAB

2.4.4 Open the selected menu, or perform the action for the selected button or
command.

ENTER

2.4.5 Display the shortcut menu for the selected item.

SHIFT+F10

2.4.6 Display the Control menu for the Excel window.

ALT+SPACEBAR

2.4.7 When a menu or submenu is open, select the next or previous command.

DOWN ARROW or UP ARROW

2.4.8 Select the menu to the left or right. When a submenu is open, switch between the
main menu and the submenu.

LEFT ARROW or RIGHT ARROW

2.4.9 Select the first or last command on the menu or submenu.

HOME or END

2.4.10 Close an open menu. When a submenu is open, close only the submenu.

ESC

2.4.11 Display the full set of commands on a menu.

CTRL+DOWN ARROW

2.4.12 Show or hide the Standard toolbar.

CTRL+7

Note You can select any menu command on the menu bar or on a displayed toolbar with
the keyboard. To select the menu bar, press ALT. Then to select a toolbar, press CTRL+TAB
repeatedly until you select the toolbar you want. Press the underlined letter in the menu
that contains the command you want. In the menu that appears, press the underlined
letter in the command that you want.

2.5 Resize and move toolbars and task panes

2.5.1 Select the menu bar.

Press ALT to

2.5.2 Select the toolbar or task pane you want.

Press CTRL+TAB repeatedly

2.5.3 Resize a toolbar

In the toolbar, press CTRL+SPACE to display the Toolbar Options menu.

Select the Size command, and then press ENTER.

Use the arrow keys to resize the toolbar.

2.5.4 Move a toolbar

In the toolbar, press CTRL+SPACE to display the Toolbar Options menu.

Select the Move command, and then press ENTER.

Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel
at a time. To undock the toolbar, press DOWN ARROW repeatedly. To dock the toolbar
vertically on the left or right side, press LEFT ARROW or RIGHT ARROW respectively when
the toolbar is all the way to the left or right side.

2.5.5 Resize a task pane

In the task pane, press CTRL+SPACE to display a menu of additional commands.

Use the DOWN ARROW key to select the Size command, and then press ENTER.

Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize by one
pixel at a time.

2.5.6 Move a task pane

In the task pane, press CTRL+SPACE to display a menu of additional commands.

Use the DOWN ARROW key to select the Move command, and then press ENTER.

Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel
at a time.

2.5.7 When you are finished moving or resizing

Press ESC

2.6 Use dialog boxes

2.6.1 Move to the next option or option group.

TAB

2.6.2 Move to the previous option or option group.

SHIFT+TAB

2.6.3 Switch to the next tab in a dialog box.

CTRL+TAB or CTRL+PAGE DOWN

2.6.4 Switch to the previous tab in a dialog box.

CTRL+SHIFT+TAB or CTRL+PAGE UP

2.6.5 Move between options in an open drop-down list, or between options in a group
of options.

Arrow keys

2.6.6 Perform the action for the selected button, or select or clear the selected check
box.

SPACEBAR

2.6.7 First letter of an option in a drop-down list

Open the list if it is closed and move to that option in the list.
2.6.8 Select an option, or select or clear a check box.

ALT+ the underlined letter in an option

2.6.9 Open the selected drop-down list.

ALT+DOWN ARROW

2.6.10 Perform the action for the default command button in the dialog box (the button
with the bold outline, often the OK button).

ENTER

2.6.11 Cancel the command and close the dialog box.

ESC

2.7 Use edit boxes within dialog boxes

2.7.1 Move to the beginning of the entry.

HOME

2.7.2 Move to the end of the entry.

END

2.7.3 Move one character to the left or right.

LEFT ARROW or RIGHT ARROW

2.7.4 Move one word to the left.

CTRL+LEFT ARROW

2.7.5 Move one word to the right.

CTRL+RIGHT ARROW

2.7.6 Select or unselect one character to the left.

SHIFT+LEFT ARROW

2.7.7 Select or unselect one character to the right.

SHIFT+RIGHT ARROW

2.7.8 Select or unselect one word to the left.

CTRL+SHIFT+LEFT ARROW
2.7.9 Select or unselect one word to the right.

CTRL+SHIFT+RIGHT ARROW

2.7.10 Select from the insertion point to the beginning of the entry.

SHIFT+HOME

2.7.11 Select from the insertion point to the end of the entry.

SHIFT+END

2.8 Use the Open, Save As, and Insert Picture dialog boxes
2.8.1 Go to the previous folder

ALT+1

2.8.2 Up One Level button: open the folder up one level above the open folder

ALT+2

2.8.3 Search the Web button: close the dialog box and open your Web search page

ALT+3

2.8.4 Delete button: delete the selected folder or file

ALT+4

2.8.5 Create New Folder button: create a new folder

ALT+5

2.8.6 Views button: switch among available folder views

ALT+6

2.8.7 Tools button: show the Tools menu

ALT+7 or ALT+L

2.8.8 Display a shortcut menu for a selected item such as a folder or file

SHIFT+F10

2.8.9 Move between options or areas in the dialog box

TAB

2.8.10 Open the Look in list

F4 or ALT+I

2.8.11 Refresh the file list

F5

3 Keys for workbooks and worksheets

3.1 Preview and print

3.1.1 Display the Print dialog box.

CTRL+P or CTRL+SHIFT+F12

3.1.2 Use the following keys in print preview (to get to print preview, press ALT+F, then
press V):

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

3.2 Work with worksheets

3.2.1 Insert a new worksheet.

SHIFT+F11 or ALT+SHIFT+F1

3.2.2 Move to the next sheet in the workbook.

CTRL+PAGE DOWN

3.2.3 Move to the previous sheet in the workbook.

CTRL+PAGE UP

3.2.4 Select the current and next sheet. To cancel selection of multiple sheets, press
CTRL+PAGE DOWN or, to select a different sheet, press CTRL+PAGE UP.
SHIFT+CTRL+PAGE DOWN

3.2.5 Select the current and previous sheet.

SHIFT+CTRL+PAGE UP

3.2.6 Rename the current sheet (Format menu, Sheet submenu, Rename command).

ALT+O H R

3.2.7 Move or copy the current sheet (Edit menu, Move or Copy Sheet command).

ALT+E M

3.2.8 Delete the current sheet (Edit menu, Delete Sheet command).

ALT+E L

3.3 Move and scroll within worksheets

3.3.1 Move one cell up, down, left, or right.

Arrow keys

3.3.2 Move to the edge of the current data region.

CTRL+arrow key

3.3.3 Move to the beginning of the row.

HOME

3.3.4 Move to the beginning of the worksheet.

CTRL+HOME

3.3.5 Move to the last cell on the worksheet, in the bottom-most used row of the
rightmost used column.

CTRL+END

3.3.6 Move down one screen.

PAGE DOWN

3.3.7 Move up one screen.

PAGE UP

3.3.8 Move one screen to the right.

ALT+PAGE DOWN

3.3.9 Move one screen to the left.

ALT+PAGE UP

3.3.10 Switch to the next pane in a worksheet that has been split (Window menu, Split
command).

F6

3.3.11 Switch to the previous pane in a worksheet that has been split.

SHIFT+F6

3.3.12 Scroll to display the active cell.

CTRL+BACKSPACE

3.3.13 Display the Go To dialog box.

F5

3.3.14 Display the Find dialog box.

SHIFT+F5

3.3.15 Repeat the last Find action (same as Find Next).

SHIFT+F4

3.3.16 Move between unlocked cells on a protected worksheet.

TAB

3.4 Move within a selected range

3.4.1 Move from top to bottom within the selected range.

ENTER

3.4.2 Move from bottom to top within the selected range.

SHIFT+ENTER

3.4.3 Move from left to right within the selected range. If cells in a single column are
selected, move down.

TAB
3.4.4 Move from right to left within the selected range. If cells in a single column are
selected, move up.

SHIFT+TAB

3.4.5 Move clockwise to the next corner of the selected range.

CTRL+PERIOD

3.4.6 In nonadjacent selections, switch to the next selection to the right.

CTRL+ALT+RIGHT ARROW

3.4.7 Switch to the next nonadjacent selection to the left.

CTRL+ALT+LEFT ARROW

Note You can change the direction of movement after pressing ENTER or SHIFT+ENTER:
press ALT+T and then O (Tools menu, Options command), press CTRL+TAB until the Edit
tab is selected, and then change the Move selection after Enter settings.

3.5 Move and scroll in End mode

END appears in the status bar when End mode is selected.

3.5.1 Turn End mode on or off.

END key

3.5.2 Move by one block of data within a row or column.

END+arrow key

3.5.3 Move to the last cell on the worksheet, in the bottom-most used row of the
rightmost used column.

END+HOME

3.5.4 Move to the rightmost nonblank cell in the current row. This key sequence does
not work if you have turned on transition navigation keys (Tools menu, Options
command, Transition tab).

END+ENTER

3.6 Move and scroll with SCROLL LOCK on

When you use scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK off, cell
selection moves the distance you scroll. To scroll without changing which cells are selected , turn
on SCROLL LOCK first.
3.6.1 Turn SCROLL LOCK on or off.

SCROLL LOCK

3.6.2 Move to the cell in the upper-left corner of the window.

HOME

3.6.3 Move to the cell in the lower-right corner of the window.

END

3.6.4 Scroll one row up or down.

UP ARROW or DOWN ARROW

3.6.5 Scroll one column left or right.

LEFT ARROW or RIGHT ARROW

4 Keys for selecting data and cells

4.1 Select cells, rows and columns, and objects

4.1.1 Select the entire column.

CTRL+SPACEBAR

4.1.2 Select the entire row.

SHIFT+SPACEBAR

4.1.3 Select the entire worksheet.

CTRL+A

4.1.4 With multiple cells selected, select only the active cell.

SHIFT+BACKSPACE

4.1.5 With an object selected, select all objects on a sheet.

CTRL+SHIFT+SPACEBAR

4.1.6 Alternate between hiding objects, displaying objects, and displaying placeholders
for objects.

CTRL+6

4.2 Select cells with specific characteristics

4.2.1 Select the current region around the active cell (the data area enclosed by blank
rows and blank columns). In a PivotTable report, select the entire PivotTable report.

CTRL+SHIFT+* (asterisk)

4.2.2 Select the array containing the active cell.

CTRL+/

4.2.3 Select all cells that contain comments.

CTRL+SHIFT+O (the letter O)

4.2.4 In a selected row, select the cells that don't match the value in the active cell.

CTRL+\

4.2.5 In a selected column, select the cells that don't match the value in the active cell.

CTRL+SHIFT+|

4.2.6 Select all cells directly referenced by formulas in the selection.

CTRL+[ (opening bracket)

4.2.7 Select all cells directly or indirectly referenced by formulas in the selection.

CTRL+SHIFT+{ (opening brace)

4.2.8 Select cells that contain formulas that directly reference the active cell.

CTRL+] (closing bracket)

4.2.9 Select cells that contain formulas that directly or indirectly reference the active
cell.

CTRL+SHIFT+} (closing brace)

4.2.10 Select the visible cells in the current selection.

ALT+; (semicolon)

4.3 Extend a selection

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

F8
4.3.2 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, and then press F8 and the arrow keys to select the
next range.

SHIFT+F8

4.3.3 Extend the selection by one cell.

SHIFT+arrow key

4.3.4 Extend the selection to the last nonblank cell in the same column or row as the
active cell.

CTRL+SHIFT+arrow key

4.3.5 Extend the selection to the beginning of the row.

SHIFT+HOME

4.3.6 Extend the selection to the beginning of the worksheet.

CTRL+SHIFT+HOME

4.3.7 Extend the selection to the last used cell on the worksheet (lower-right corner).

CTRL+SHIFT+END

4.3.8 Extend the selection down one screen.

SHIFT+PAGE DOWN

4.3.9 Extend the selection up one screen.

SHIFT+PAGE UP

4.3.10 Extend the selection to the last nonblank cell in the same column or row as the
active cell.

END+SHIFT+arrow key

4.3.11 Extend the selection to the last used cell on the worksheet (lower-right corner).

END+SHIFT+HOME

4.3.12 Extend the selection to the last cell in the current row. This key sequence does
not work if you have turned on transition navigation keys (Tools menu, Options
command, Transition tab).

END+SHIFT+ENTER

4.3.13 Extend the selection to the cell in the upper-left corner of the window.
SCROLL LOCK+SHIFT+HOME

4.3.14 Extend the selection to the cell in the lower-right corner of the window.

SCROLL LOCK+SHIFT+END

5 Keys for entering, editing, formatting, and calculating data

5.1 Enter data

5.1.1 Complete a cell entry and select the cell below.

ENTER

5.1.2 Start a new line in the same cell.

ALT+ENTER

5.1.3 Fill the selected cell range with the current entry.

CTRL+ENTER

5.1.4 Complete a cell entry and select the previous cell above.

SHIFT+ENTER

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

TAB

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

SHIFT+TAB

5.1.7 Cancel a cell entry.

ESC

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

Arrow keys

5.1.9 Move to the beginning of the line.

HOME

5.1.10 Repeat the last action.

F4 or CTRL+Y
5.1.11 Create names from row and column labels.

CTRL+SHIFT+F3

5.1.12 Fill down.

CTRL+D

5.1.13 Fill to the right.

CTRL+R

5.1.14 Define a name.

CTRL+F3

5.1.15 Insert a hyperlink.

CTRL+K

5.1.16 Activate a hyperlink.

ENTER (in a cell with a hyperlink)

5.1.17 Enter the date.

CTRL+; (semicolon)

5.1.18 Enter the time.

CTRL+SHIFT+: (colon)

5.1.19 Display a drop-down list of the values in the current column of a list.

ALT+DOWN ARROW

5.1.20 Undo the last action.

CTRL+Z

5.2 Enter special characters

5.2.1 Press F2 to edit the cell, turn on NUM LOCK, and then press the following keys by
using the numeric key pad:

5.2.2 Enters the cent character ¢.

ALT+0162

5.2.3 Enters the pound sterling character £.

ALT+0163

5.2.4 Enters the yen symbol ¥.

ALT+0165

5.2.5 Enters the euro symbol €.

ALT+0128

5.3 Enter and calculate formulas

5.3.1 Start a formula.

= (equal sign)

5.3.2 Move the insertion point into the Formula Bar when editing in a cell is turned off.

F2

5.3.3 In the Formula Bar, delete one character to the left.

BACKSPACE

5.3.4 Complete a cell entry from the cell or Formula Bar.

ENTER

5.3.5 Enter a formula as an array formula.

CTRL+SHIFT+ENTER

5.3.6 Cancel an entry in the cell or Formula Bar.

ESC

5.3.7 In a formula, display the Insert Function dialog box.

SHIFT+F3

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

CTRL+A

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

CTRL+SHIFT+A

5.3.10 Paste a defined name into a formula.

F3

5.3.11 Insert an AutoSum formula with the SUM function.

ALT+= (equal sign)

5.3.12 Copy the value from the cell above the active cell into the cell or the Formula Bar.

CTRL+SHIFT+" (quotation mark)

5.3.13 Copies a formula from the cell above the active cell into the cell or the Formula
Bar.

CTRL+' (apostrophe)

5.3.14 Alternate between displaying cell values and displaying formulas.

CTRL+` (single left quotation mark)

5.3.15 Calculate all worksheets in all open workbooks.

F9

5.3.16 When a portion of a formula is selected, calculate the selected portion.

You can then press ENTER or CTRL+SHIFT+ENTER (for array formulas) to replace the
selected portion with the calculated value.

5.3.17 Calculate the active worksheet.

SHIFT+F9

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

CTRL+ALT+F9

5.3.19 Rechecks dependent formulas and then calculates all cells in all open
workbooks, including cells not marked as needing to be calculated

CTRL+ALT+SHIFT+F9

5.4 Edit data

5.4.1 Edit the active cell and position the insertion point at the end of the cell contents.

F2

5.4.2 Start a new line in the same cell.

ALT+ENTER
5.4.3 Edit the active cell and then clear it, or delete the preceding character in the active
cell as you edit cell contents.

BACKSPACE

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

DELETE

5.4.5 Delete text to the end of the line.

CTRL+DELETE

5.4.6 Display the Spelling dialog box.

F7

5.4.7 Edit a cell comment.

SHIFT+F2

5.4.8 Complete a cell entry and select the next cell below.

ENTER

5.4.9 Undo the last action.

CTRL+Z

5.4.10 Cancel a cell entry.

ESC

5.4.11 When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic
correction.

CTRL+SHIFT+Z

5.5 Insert, delete, and copy cells

5.5.1 Copy the selected cells.

CTRL+C

5.5.2 Display the Microsoft Office Clipboard (multiple copy and paste).

CTRL+C, immediately followed by another CTRL+C

5.5.3 Cut the selected cells.

CTRL+X
5.5.4 Paste copied cells.

CTRL+V

5.5.5 Clear the contents of the selected cells.

DELETE

5.5.6 Delete the selected cells.

CTRL+HYPHEN

5.5.7 Insert blank cells.

CTRL+SHIFT+PLUS SIGN

5.6 Format data

5.6.1 Display the Style dialog box.

ALT+' (apostrophe)

5.6.2 Display the Format Cells dialog box.

CTRL+1

5.6.3 Apply the General number format.

CTRL+SHIFT+~

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

CTRL+SHIFT+$

5.6.5 Apply the Percentage format with no decimal places.

CTRL+SHIFT+%

5.6.6 Apply the Exponential number format with two decimal places.

CTRL+SHIFT+^

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

CTRL+SHIFT+#

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

CTRL+SHIFT+@
5.6.9 Apply the Number format with two decimal places, thousands separator, and
minus sign (–) for negative values.

CTRL+SHIFT+!

5.6.10 Apply or remove bold formatting.

CTRL+B

5.6.11 Apply or remove italic formatting.

CTRL+I

5.6.12 Apply or remove underlining.

CTRL+U

5.6.13 Apply or remove strikethrough.

CTRL+5

5.6.14 Hide the selected rows.

CTRL+9

5.6.15 Unhide any hidden rows within the selection.

CTRL+SHIFT+( (opening parenthesis)

5.6.16 Hide the selected columns.

CTRL+0 (zero)

5.6.17 Unhide any hidden columns within the selection.

CTRL+SHIFT+) (closing parenthesis)

5.6.18 Apply the outline border to the selected cells.

CTRL+SHIFT+&

5.6.19 Remove the outline border from the selected cells.

CTRL+SHIFT+_

5.7 Use the Border tab in the Format Cells dialog box
5.7.1 Display this dialog box.

Press CTRL+1
5.7.2 Apply or remove the top border.

ALT+T

5.7.3 Apply or remove the bottom border.

ALT+B

5.7.4 Apply or remove the left border.

ALT+L

5.7.5 Apply or remove the right border.

ALT+R

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

ALT+H

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

ALT+V

5.7.8 Apply or remove the downward diagonal border.

ALT+D

5.7.9 Apply or remove the upward diagonal border.

ALT+U

6 Keys for filtering, outlining, and managing lists

6.1 Use data forms (Data menu, Form command)

6.1.1 Move to the same field in the next record.

DOWN ARROW

6.1.2 Move to the same field in the previous record.

UP ARROW

6.1.3 Move to each field in the record, then to each command button.

TAB and SHIFT+TAB

6.1.4 Move to the first field in the next record.

ENTER

6.1.5 Move to the first field in the previous record.

SHIFT+ENTER

6.1.6 Move to the same field 10 records forward.

PAGE DOWN

6.1.7 Start a new, blank record.

CTRL+PAGE DOWN

6.1.8 Move to the same field 10 records back.

PAGE UP

6.1.9 Move to the first record.

CTRL+PAGE UP

6.1.10 Move to the beginning or end of a field.

HOME or END

6.1.11 Extend selection to the end of a field.

SHIFT+END

6.1.12 Extend selection to the beginning of a field.

SHIFT+HOME

6.1.13 Move one character left or right within a field.

LEFT ARROW or RIGHT ARROW

6.1.14 Select the character to the left within a field.

SHIFT+LEFT ARROW

6.1.15 Select the character to the right within a field.

SHIFT+RIGHT ARROW

6.2 Filter lists (Data menu, AutoFilter command)

6.2.1 In the cell that contains the drop-down arrow, displays the AutoFilter list for the
current column.
ALT+DOWN ARROW

6.2.2 Selects the next item in the AutoFilter list.

DOWN ARROW

6.2.3 Selects the previous item in the AutoFilter list.

UP ARROW

6.2.4 Closes the AutoFilter list for the current column.

ALT+UP ARROW

6.2.5 Selects the first item (All) in the AutoFilter list.

HOME

6.2.6 Selects the last item in the AutoFilter list.

END

6.2.7 Filters the list based on the item selected from the AutoFilter list.

ENTER

6.3 Show, hide, and outline data

6.3.1 Groups rows or columns.

ALT+SHIFT+RIGHT ARROW

6.3.2 Ungroups rows or columns.

ALT+SHIFT+LEFT ARROW

6.3.3 Displays or hides the outline symbols.

CTRL+8

6.3.4 Hides the selected rows.

CTRL+9

6.3.5 Unhides any hidden rows within the selection.

CTRL+SHIFT+( (opening parenthesis)

6.3.6 Hides the selected columns.

CTRL+0 (zero)
6.3.7 Unhides any hidden columns within the selection.

CTRL+SHIFT+) (closing parenthesis)

7 Keys for PivotTable and PivotChart reports

7.1 Lay out a report onscreen

7.1.1 Press F10 to make the menu bar active.

7.1.2 Press CTRL+TAB or CTRL+SHIFT+TAB to make the PivotTable Field List active.

7.1.3 Press the DOWN ARROW or UP ARROW key to select the field you want. Press
RIGHT ARROW or LEFT ARROW to open or close a field that can be expanded.

7.1.4 Press TAB to select the Add To list, and then press DOWN ARROW to open the list.

7.1.5 Press DOWN ARROW or UP ARROW to select the area where you want to move the
field, and then press ENTER.

7.1.6 Press TAB to select the Add To button, and then press ENTER.

7.2 Use the PivotTable and PivotChart Wizard – Layout dialog box
7.2.1 To display this dialog box, press TAB until Layout is selected in Step 3 of the
PivotTable and PivotChart Wizard.

7.2.2 Selects the previous or next field button in the list on the right.

UP ARROW or DOWN ARROW

7.2.3 With two or more columns of field buttons, selects the button to the left or right.

LEFT ARROW or RIGHT ARROW

7.2.4 Moves the selected field into the Row area.

ALT+R

7.2.5 Moves the selected field into the Column area.

ALT+C

7.2.6 Moves the selected field into the Data area.

ALT+D

7.2.7 Moves the selected field into the Page area.

ALT+P

7.2.8 Displays the PivotTable Field dialog box for the selected field.

ALT+L

7.3 Display and hide items in a field

7.3.1 Displays the drop-down list for a field in a PivotTable or PivotChart report. Use
the arrow keys to select the field.

ALT+DOWN ARROW

7.3.2 Selects the previous item in the list.

UP ARROW

7.3.3 Selects the next item in the list.

DOWN ARROW

7.3.4 For an item that has lower-level items available, displays the lower-level items.

RIGHT ARROW

7.3.5 For an item that has lower-level items displayed, hides the lower-level items.

LEFT ARROW

7.3.6 Selects the first visible item in the list.

HOME

7.3.7 Selects the last visible item in the list.

END

7.3.8 Closes the list and displays the selected items.

ENTER

7.3.9 Checks, double-checks, or clears a check box in the list. Double-check selects both
an item and all of its llower-level items.

SPACEBAR

7.3.10 Switches between the list, the OK button, and the Cancel button.

TAB

7.4 Change the layout of a report

7.4.1 Selects an entire PivotTable report.

CTRL+SHIFT+* (asterisk)

7.4.2 Groups the selected items in a PivotTable field.

ALT+SHIFT+RIGHT ARROW

7.4.3 Ungroups grouped items in a PivotTable field.

ALT+SHIFT+LEFT ARROW

8 Keys for charts

8.1 Create charts and select chart elements

8.1.1 Creates a chart of the data in the current range.

F11 or ALT+F1

8.1.2 Selects a chart sheet: selects the next sheet in the workbook, until the chart sheet
you want is selected.

CTRL+PAGE DOWN

8.1.3 Selects a chart sheet: selects the previous sheet in the workbook, until the chart
sheet you want is selected.

CTRL+PAGE UP

8.1.4 Select the previous group of elements in a chart.

DOWN ARROW

8.1.5 Selects the next group of elements in a chart.

UP ARROW

8.1.6 Selects the next element within a group.

RIGHT ARROW

8.1.7 Selects the previous element within a group.

LEFT ARROW

8.2 Select an embedded chart

8.2.1 Display the Drawing toolbar: Press ALT+V, press T, press DOWN ARROW until
Drawing is selected, and then press ENTER.

8.2.2 Press F10 to make the menu bar active.

8.2.3 Press CTRL+TAB or CTRL+SHIFT+TAB to select the Drawing toolbar.

8.2.4 Press the RIGHT ARROW key to select the Select Objects button on the Drawing
toolbar.

8.2.5 Press CTRL+ENTER to select the first object.

8.2.6 Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the
objects until round sizing handles appear on the embedded chart you want to select.

8.2.7 Press CTRL+ENTER to make the chart active so that you can select elements
within it.

9 Keys for drawing objects and other objects

9.1 Select a drawing object

9.1.1 When you're editing text in a drawing object, you can select the next or previous
object by pressing TAB or SHIFT+TAB. Starting from a worksheet, do the following:

9.1.2 Press F10, press CTRL+TAB to select the Drawing toolbar, and then press RIGHT
ARROW to select the Select Objects button.

9.1.3 Press CTRL+ENTER to select the first drawing object.

9.1.4 Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the
objects until sizing handles appear on the object you want to select.

9.1.5 If an object is grouped, TAB selects the group, then each object within the group,
and then the next object.

9.1.6 To switch back to the worksheet when an object is selected, press ESC.

9.2 Insert an AutoShape

9.2.1 Press ALT+U to select the AutoShapes menu on the Drawing toolbar.

9.2.2 Use the arrow keys to move to the category of AutoShapes you want, and then
press the RIGHT ARROW key.

9.2.3 Use the arrow keys to select the AutoShape you want.
9.2.4 To format the AutoShape, press CTRL+1 to display the Format AutoShape dialog
box.

Press CTRL+ENTER.

9.3 Insert a text box

9.3.1 Press F10, press CTRL+TAB to select the Drawing toolbar, and then press RIGHT
ARROW to select the Text Box button.

9.3.2 Press CTRL+ENTER.

9.3.3 Type the text you want in the text box.

9.3.4 To return to the worksheet when you are finished typing, press ESC twice.

9.3.5 To format the text box, press ESC, and then press CTRL+1 to display the Format
Text Box dialog box. When you finish formatting, press ENTER, and then press ESC to
return to the worksheet.

9.4 Insert WordArt

9.4.1 Press ALT+I, then press P, then press W (Insert menu, Picture submenu, WordArt
command).

9.4.2 Use the arrow keys to select the WordArt style you want, and then press ENTER.

9.4.3 Type the text you want, and then use the TAB key to select other options in the
dialog box.

9.4.4 Press ENTER to insert the WordArt object.

9.4.5 To format the WordArt object, use the tools on the Word Art toolbar, or press
CTRL+1 to display the Format WordArt dialog box.

9.5 Rotate a drawing object

9.5.1 Select the drawing object you want to rotate.

9.5.2 Press CTRL+1 to display the Format menu for the object, and then press
CTRL+TAB to select the Size tab.

9.5.3 Press ALT+T to select the Rotation box.

9.5.4 Use the arrow keys to select the amount of rotation you want.

9.6 Change the size of a drawing object

9.6.1 Select the drawing object you want to resize.
9.6.2 Press CTRL+1 to display the Format menu for the object, and then press
CTRL+TAB to select the Size tab.

9.6.3 Select the options you want to change the size.

9.7 Move a drawing object

9.7.1 Select the drawing object you want to move.

9.7.2 Press the arrow keys to move the object.

9.7.3 To position the object precisely, press CTRL+ an arrow key to move the object in
one-pixel increments.

9.8 Copy drawing objects and their attributes

9.8.1 To make a copy of a drawing object, select the object and press CTRL+D. To copy
attributes such as fill color and line style from one object to another, do the following:

9.8.2 Select the drawing object with the attributes you want to copy.

9.8.3 For AutoShapes with text, the text format is copied along with the other
attributes.

9.8.4 Press CTRL+SHIFT+C to copy the object attributes.

9.8.5 Press TAB or SHIFT+TAB to select the object you want to copy the attributes to.

9.8.6 Press CTRL+SHIFT+V to copy the attributes to the object.

10 Keys for use with speech, e-mail, macros, and other languages

10.1 Use speech recognition and text-to-speech

10.1.1 Switches between command mode and dictation mode.

CTRL

10.1.2 Stops reading when text is being read aloud.

ESC

10.2 Send e-mail messages

10.2.1 To use keys to send e-mail messages, you must configure Microsoft Outlook as
your default e-mail program. Most of these keys do not work with Outlook Express.
10.2.2 When cell A1 is selected, moves to the Introduction box in the e-mail message
header. In the message header, moves to the Subject, Bcc (if displayed), Cc, To, and
From (if displayed) boxes, then to the address book for the Bcc, Cc, To, and From boxes,
and then to cell A1.

SHIFT+TAB

10.2.3 Sends the e-mail message.

ALT+S

10.2.4 Opens the Address Book.

CTRL+SHIFT+B

10.2.5 Opens the Options menu for access to the Options, Bcc Field, and From Field
commands.

ALT+O

10.2.6 Opens the Outlook Message Options dialog box (Options menu, Options
command).

ALT+P

10.2.7 Checks the names in the To, Cc, and Bcc boxes against the Address Book.

ALT+K

10.2.8 Opens the Address Book for the To box.

ALT+PERIOD

10.2.9 Opens the Address Book for the Cc box.

ALT+C

10.2.10 If the Bcc box is displayed, opens the Address Book for the Bcc box.

ALT+B

10.2.11 Goes to the Subject box.

ALT+J

10.2.12 Creates a message flag.

CTRL+SHIFT+G

10.2.13 Adds interactivity to the range or sheet being sent.

ALT+A

10.3 Work with macros

10.3.1 Displays the Macro dialog box.

ALT+F8

10.3.2 Displays the Visual Basic Editor.

ALT+F11

10.3.3 Inserts a Microsoft Excel 4.0 macro sheet.

CTRL+F11

10.4 Work with multiple national languages

10.4.1 Switches to right-to-left paragraph direction (the text must contain only neutral
characters).

CTRL+RIGHT SHIFT

10.4.2 Switches to left-to-right paragraph direction (the text must contain only neutral
characters).

CTRL+LEFT SHIFT

10.4.3 In Japanese text for which you've displayed phonetic guides, moves the pointer
into the phonetic guides.

ALT+SHIFT+UP ARROW

10.4.4 Moves the pointer from the phonetic guides back to the parent string of
characters.

ALT+SHIFT+DOWN ARROW

10.4.5 Enter a unicode character.

NUM LOCK, ALT+numeric pad numbers

10.4.6 Pressed immediately after typing the hexadecimal code for a unicode character,
converts the numbers to the character.

ALT+X

10.4.7 Pressed immediately following a unicode character, converts the character to its
hexadecimal code.
ALT+X