Excel keyboard shortcuts
This list gives you a glance of (nearly) all shortcut combinations in Excel. Please take the time to read it. I'm sure you'll find many of them useful. There is also a list of the default shortcuts in ASAP Utilities.
Excel shortcuts
| Shortcut key | Action | Menu equivalent comments | version |
| Ctrl+A | Select All | None | All |
| Ctrl+B | Bold | Format, Cells, Font, Font Style, Bold | All |
| Ctrl+C | Copy | Edit, Copy | All |
| Ctrl+D | Fill Down | Edit, Fill, Down | All |
| Ctrl+F | Find | Edit, Find | All |
| Ctrl+G | Goto | Edit, Goto | All |
| Ctrl+H | Replace | Edit, Replace | All |
| Ctrl+I | Italic | Format, Cells, Font, Font Style, Italic | All |
| Ctrl+K | Insert Hyperlink | Insert, Hyperlink | Excel 97/2000 + |
| Ctrl+N | New Workbook | File, New | All |
| Ctrl+O | Open | File, Open | All |
| Ctrl+P | Print | File, Print | All |
| Ctrl+R | Fill Right | Edit, Fill Right | All |
| Ctrl+S | Save | File, Save | All |
| Ctrl+U | Underline | Format, Cells, Font, Underline, Single | All |
| Ctrl+V | Paste | Edit, Paste | All |
| Ctrl W | Close | File, Close | Excel 97/2000 + |
| Ctrl+X | Cut | Edit, Cut | All |
| Ctrl+Y | Repeat | Edit, Repeat | All |
| Ctrl+Z | Undo | Edit, Undo | All |
| F1 | Help | Help, Contents and Index | All |
| F2 | Edit | None | All |
| F3 | Paste Name | Insert, Name, Paste | All |
| F4 | Repeat last action | Edit, Repeat. Works while not in Edit mode. | All |
| F4 | While typing a formula, switch between absolute/relative refs | None | All |
| F5 | Goto | Edit, Goto | All |
| F6 | Next Pane | None | All |
| F7 | Spell check | Tools, Spelling | All |
| F8 | Extend mode | None | All |
| F9 | Recalculate all workbooks | Tools, Options, Calculation, Calc Now | All |
| F10 | Activate Menubar | N/A | All |
| F11 | New Chart | Insert, Chart | All |
| F12 | Save As | File, Save As | All |
| Ctrl+: | Insert Current Time | None | All |
| Ctrl+; | Insert Current Date | None | All |
| Ctrl+" | Copy Value from Cell Above | Edit, Paste Special, Value | All |
| Ctrl+' | Copy Formula from Cell Above | Edit, Copy | All |
| Shift | Hold down shift for additional functions in Excel's menu | none | Excel 97/2000 + |
| Shift+F1 | What's This? | Help, What's This? | All |
| Shift+F2 | Edit cell comment | Insert, Edit Comments | All |
| Shift+F3 | Paste function into formula | Insert, Function | All |
| Shift+F4 | Find Next | Edit, Find, Find Next | All |
| Shift+F5 | Find | Edit, Find, Find Next | All |
| Shift+F6 | Previous Pane | None | All |
| Shift+F8 | Add to selection | None | All |
| Shift+F9 | Calculate active worksheet | Tools, Options, Calculation, Calc Sheet | All |
| Ctrl+Alt+F9 | Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. | None | Excel 97/2000 + |
| Ctrl+Alt+Shift+F9 | Rechecks dependent formulas and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. | None | Excel 97/2000 + |
| Shift+F10 | Display shortcut menu | None | All |
| Shift+F11 | New worksheet | Insert, Worksheet | All |
| Shift+F12 | Save | File, Save | All |
| Ctrl+F3 | Define name | Insert, Names, Define | All |
| Ctrl+F4 | Close | File, Close | All |
| Ctrl+F5 | XL, Restore window size | Restore | All |
| Ctrl+F6 | Next workbook window | Window, ... | All |
| Shift+Ctrl+F6 | Previous workbook window | Window, ... | All |
| Ctrl+F7 | Move window | XL, Move | All |
| Ctrl+F8 | Resize window | XL, Size | All |
| Ctrl+F9 | Minimize workbook | XL, Minimize | All |
| Ctrl+F10 | Maximize or restore window | XL, Maximize | All |
| Ctrl+F11 | Inset 4.0 Macro sheet | None in Excel 97. In versions prior to 97 - Insert, Macro, 4.0 Macro | All |
| Ctrl+F12 | File Open | File, Open | All |
| Alt+F1 | Insert Chart | Insert, Chart... | All |
| Alt+F2 | Save As | File, Save As | All |
| Alt+F4 | Exit | File, Exit | All |
| Alt+F8 | Macro dialog box | Tools, Macro, Macros in Excel 97 Tools,Macros - in earlier versions | Excel 97/2000 + |
| Alt+F11 | Visual Basic Editor | Tools, Macro, Visual Basic Editor | Excel 97/2000 + |
| Ctrl+Shift+F3 | Create name by using names of row and column labels | Insert, Name, Create | All |
| Ctrl+Shift+F6 | Previous Window | Window, ... | All |
| Ctrl+Shift+F12 | Print | File, Print | All |
| Alt+Shift+F1 | New worksheet | Insert, Worksheet | All |
| Alt+Shift+F2 | Save | File, Save | All |
| Alt+= | AutoSum | No direct equivalent | All |
| Ctrl+` | Toggle Value/Formula display | Tools, Options, View, Formulas | All |
| Ctrl+Shift+A | Insert argument names into formula | No direct equivalent | All |
| Alt+Down arrow | Display AutoComplete list | None | Excel 95 |
| Alt+' | Format Style dialog box | Format, Style | All |
| Ctrl+Shift+~ | General format | Format, Cells, Number, Category, General | All |
| Ctrl+Shift+! | Comma format | Format, Cells, Number, Category, Number | All |
| Ctrl+Shift+@ | Time format | Format, Cells, Number, Category, Time | All |
| Ctrl+Shift+# | Date format | Format, Cells, Number, Category, Date | All |
| Ctrl+Shift+$ | Currency format | Format, Cells, Number, Category, Currency | All |
| Ctrl+Shift+% | Percent format | Format, Cells, Number, Category, Percentage | All |
| Ctrl+Shift+^ | Exponential format | Format, Cells, Number, Category, | All |
| Ctrl+Shift+& | Place outline border around selected cells | Format, Cells, Border | All |
| Ctrl+Shift+_ | Remove outline border | Format, Cells, Border | All |
| Ctrl+Shift+* | Select current region | Edit, Goto, Special, Current Region | All |
| Ctrl++ | Insert | Insert, (Rows, Columns, or Cells) Depends on selection | All |
| Ctrl+- | Delete | Delete, (Rows, Columns, or Cells) Depends on selection | All |
| Ctrl+1 | Format cells dialog box | Format, Cells | All |
| Ctrl+2 | Bold | Format, Cells, Font, Font Style, Bold | All |
| Ctrl+3 | Italic | Format, Cells, Font, Font Style, Italic | All |
| Ctrl+4 | Underline | Format, Cells, Font, Font Style, Underline | All |
| Ctrl+5 | Strikethrough | Format, Cells, Font, Effects, Strikethrough | All |
| Ctrl+6 | Show/Hide objects | Tools, Options, View, Objects, Show All/Hide | All |
| Ctrl+7 | Show/Hide Standard toolbar | View, Toolbars, Stardard | All |
| Ctrl+8 | Toggle Outline symbols | None | All |
| Ctrl+9 | Hide rows | Format, Row, Hide | All |
| Ctrl+0 | Hide columns | Format, Column, Hide | All |
| Ctrl+Shift+( | Unhide rows | Format, Row, Unhide | All |
| Ctrl+Shift+) | Unhide columns | Format, Column, Unhide | All |
| Alt or F10 | Activate the menu | None | All |
| Ctrl+Tab | In toolbar: next toolbar | None | Excel 97/2000 + |
| Shift+Ctrl+Tab | In toolbar: previous toolbar | None | Excel 97/2000 + |
| Ctrl+Tab | In a workbook: activate next workbook | None | Excel 97/2000 + |
| Shift+Ctrl+Tab | In a workbook: activate previous workbook | None | Excel 97/2000 + |
| Tab | Next tool | None | Excel 97/2000 + |
| Shift+Tab | Previous tool | None | Excel 97/2000 + |
| Enter | Do the command | None | Excel 97/2000 + |
| Alt+Enter | Start a new line in the same cell. | None | Excel 97/2000 + |
| Ctrl+Enter | Fill the selected cell range with the current entry. | None | Excel 97/2000 + |
| Shift+Ctrl+F | Font Drop Down List | Format, Cells, Font | All |
| Shift+Ctrl+F+F | Font tab of Format Cell Dialog box | Format, Cells, Font | Before 97/2000 |
| Shift+Ctrl+P | Point size Drop Down List | Format, Cells, Font | All |
A special thanks goes out to Shane Devenshire who provided most of the shortcuts in this list!
References:
Shortcuts for the Visual Basic Editor
| Shortcut key | Action | Menu equivalent comments |
| F1 | Help | Help |
| F2 | View Object Browser | View, Object Browser |
| F3 | Find Next | |
| F4 | Properies Window | View, Properties Window |
| F5 | Run Sub/Form or Run Macro | Run, Run Macro |
| F6 | Switch Split Windows | |
| F7 | View Code Window | View, Code |
| F8 | Step Into | Debug, Step Into |
| F9 | Toggle Breakpoint | Debug, Toggle Breakpoint |
| F10 | Activate Menu Bar | |
| Shift+F2 | View definition | View, Definition |
| Shift+F3 | Find Previous | |
| Shift+F7 | View Object | View, Object |
| Shift+F8 | Step Over | Debug, Step Over |
| Shift+F9 | Quick Watch | Debug, Quick Watch |
| Shift+F10 | Show Right Click Menu | |
| Ctrl+F2 | Focus To Object Box | |
| Ctrl+F4 | Close Window | |
| Ctrl+F8 | Run To Cursor | Debug, Run To Cursor |
| Ctrl+F10 | Activate Menu Bar | |
| Alt+F4 | Close VBE | File, Close and Return to Microsoft Excel |
| Alt+F6 | Switch Between Last 2 Windows | |
| Alt+F11 | Return To Application | |
| Ctrl+Shift+F2 | Go to last position | View, Last Position |
| Ctrl+Shift+F8 | Step Out | Debug, Step Out |
| Ctrl+Shift+F9 | Clear All Breakpoints | Debug, Clear All Breakpoints |
| Insert | Toggle Insert Mode | |
| Delete | Delete | Edit, Clear |
| Home | Move to beginning of line | |
| End | Move to end of line | |
| Page Up | Page Up | |
| Page Down | Page Down | |
| Left Arrow | Left | |
| Right Arrow | Right | |
| Up Arrow | Up | |
| Down Arrow | Down | |
| Tab | Indent | Edit, Indent |
| Enter | New Line | |
| BackSpace | Delete Prev Char | |
| Shift+Insert | Paste | Edit, Paste |
| Shift+Home | Select To Start Of Line | |
| Shift+End | Select To End Of Line | |
| Shift+Page Up | Select To Top Of Module | |
| Shift+Page Down | Select To End Of Module | |
| Shift+Left Arrow | Extend Selection Left 1 Char | |
| Shift+Right Arrow | Extend Selection Right 1 Char | |
| Shift+Up Arrow | Extend Selection Up | |
| Shift+Down Arrow | Extend Selection Down | |
| Shift+Tab | Outdent | Edit, Outdent |
| Alt+Spacebar | System Menu | |
| Alt+Tab | Cycle Applications | |
| Alt+BackSpace | Undo | |
| Ctrl+A | Select All | Edit, Select All |
| Ctrl+C | Copy | Edit, Copy |
| Ctrl+E | Export Module | File, Export File |
| Ctrl+F | Find | Edit, Find… |
| Ctrl+G | Immediate Window | View, Immediate Window |
| Ctrl+H | Replace | Edit, Replace… |
| Ctrl+I | Turn On Quick Info | Edit, Quikc Info |
| Ctrl+J | List Properties/Methods | Edit, List Properties/Methods |
| Ctrl+L | Show Call Stack | |
| Ctrl+M | Import File | File, Import File |
| Ctrl+N | New Line | |
| Ctrl+P | Print | File, Print |
| Ctrl+R | Project Explorer | View, Project Explorer |
| Ctrl+S | Save | File, Save |
| Ctrl+T | Show Available Components | Insert, Components... |
| Ctrl+V | Paste | Edit, Paste |
| Ctrl+X | Cut | Edit, Cut |
| Ctrl+Y | Cut Entire Line | |
| Ctrl+Z | Undo | Edit, Undo |
| Ctrl+Insert | Copy | Edit, Copy |
| Ctrl+Delete | Delete To End Of Word | |
| Ctrl+Home | Top Of Module | |
| Ctrl+End | End Of Module | |
| Ctrl+Page Up | Top Of Current Procedure | |
| Ctrl+Page Down | End Of Current Procedure | |
| Ctrl+Left Arrow | Move one word to left | |
| Ctrl+Right Arrow | Move one word to right | |
| Ctrl+Up Arrow | Previous Procedure | |
| Ctrl+Down Arrow | Next Procedure | |
| Ctrl+Spacebar | Complete Word | Edit, Complete Word |
| Ctrl+Tab | Cycle Windows | |
| Ctrl+BackSpace | Delete To Start Of Word | |
| Ctrl+Shift+I | Parameter Info | Edit, Parameter Info |
| Ctrl+Shift+J | List Constants | Edit, List Constants |
References:
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Links to this Post
Comments
1. Alan Bristow 9:28am, Tue 9th, 2009
Glad to read this Joshua since I agonize over copy, trying to read it aloud in my head and imagine I don’t yet know what the copy needs to tell me to see if it clearly informs.
A by-product of Twitter’s 140 char cap is that it’s helping me keep succinct.
2. Tim 10:09am, Tue 9th, 2009
I know Flickr is always mentioned in this sort of context, but the majority of their microcopy is really good. Ditto Hunch’s microcopy which was picked up in the review on UX Hero
http://uxhero.com/user-experience-reviews/ux-review-hunch-dot-com/
3. Martin Wake 10:16am, Tue 9th, 2009
Well said Joshua. We’re online copywriters and we love it when clients ask us to do this, because they tend to be the clients who get what we do and understand that it can give them real business benefits.
These examples are great but I’d add another point too: make damn sure the form (or app, or whatever) can back up what you say in the microcontent. It’s no good saying “we hate spam as much as you do” if you then turn round and sell your database to an email marketer. That’s maybe an extreme example but it’s easy to overpromise on things like response times and delivery dates, especially if you’re not the one directly responsible for keeping those promises.
(Something we wrote a while back about form copy might be interesting for a bit more detail: feel free to chop this if you think not, though: http://www.stickycontent.co.uk/blog/2008/12/15/online-forms-how-to-get-the-copy-right/)
Cheers
Martin
4. Ian Waugh 10:34am, Tue 9th, 2009
Absolutely true, I’ve been arguing this for ages!
And with this microcopy, what we don’t say is often as important as what we do.
For example, don’t call a field “username” when you really mean “email address”, or anything wacky like that!
5. Lisa Rex 12:47pm, Tue 9th, 2009
Yes, agree, the smallest details make a huge difference. Advanced search pages and search results often lack decent microcopy.
Another example that I wish I saw more often:
“Your password must contain a minimum of 8 characters. At least one character must be a number” (Don’t wait for the user to discover this in an error message)
If this level of detail makes your head hurt, outsource it to a UX/QA person or copywriter. Your customers won’t necessarily thank you directly, but they’ll be happier for it.
6. Stephen 1:12pm, Tue 9th, 2009
Excellent article and great points. Thanks!
7. Brian Berg 1:19pm, Tue 9th, 2009
Couldn’t agree more! (Short enough for ya?)
8. Jackson 2:01pm, Tue 9th, 2009
Too true. I ran into this with a custom CMS I developed a while back. The client was fairly computer illiterate. After getting call after call with the same questions, I decided to take action. I added little hints above each form field that was a potential stumbling point for my client. As I wrote the hints, I tried to channel my client and think like someone who feels intimidated and clumsy. I pushed the changes onto the server quietly and waited. I didn’t get called for three weeks after that. Eventually, she called me to say thanks for adding that stuff and that it saved her lots of time, which made made me chuckle since, honestly, I only did it to save myself trouble. Double lesson learned.
9. Okke 2:31pm, Tue 9th, 2009
Great stuff Joshua!
I run large internet projects myself and don’t write copy. I am always amazed that copy tends to be forgotten. Clients ask trainees to write articles on their websites or allow anybody to put content up since it is ‘free’ and anyone can write so ‘how hard can it be’.
Micro content is often written by designers of developers and at best reviewed by a marketeer. Truly amazing since it can indeed make or break an application or worse an entire business or business case for a new product or launch.
However most editors do an extremely poor job at explaining what they are worth. Most don’t like micro content. They would rather write major pieces. Almost no editor likes their work to be researched and improved based on data or user feedback.
It would be a great help both for me and for themselves if they would put at least a minimal effort in proving the value of their work based on hard data. They don’t have to turn into account managers but should at least make a minimal effort to look at user data/attend usability research and connect with users.
At the moment it is way easier to get budget approval for an impressive CMS or a serverpark than it is to get approval for 1 FTE Editor.
10. Raphael 2:58pm, Tue 9th, 2009
If in doubt, try running your copy through a style checker. A style checker will bring complex phrases, redundant expressions, and confusing terms to your attention. On Windows, there is StyleWriter and GNU Style/Dict for UNIX Users. I also wrote one you can use at http://www.polishmywriting.com
11. Ric 4:03pm, Tue 9th, 2009
I can’t agree with you enough on the importance of microcopy. I am co-designing a social network currently and find I agonize over it everybit as much as I ever did creating full length content. I find all the editing tricks apply and particularly the write it place it and sleep on it. Its amazing how it will sound just as right the next day or way more wrong then when you first wrote it. Try it if you deal in Microcopy
12. Val Nelson 4:06pm, Tue 9th, 2009
Yes, yes, I have seen it make a difference so many times. We think people don’t read them, but the little instruction lines do help people build trust and take the next step.
Thank you for this reminder and for something I can show my copywriting clients when they are reluctant to take the extra time on microcopy.
13. Carly 5:52pm, Tue 9th, 2009
Fantastic article, I am going to save this article to show people at work tomorrow. I’d written down today a load of tasks to do tomorrow, and a lot of them were ‘rewrite copy on X tab in the control panel’ – they’re small things but I have a rule – the first time I look at it, I have to instantly know what it’s saying. Anything too long that isn’t direct and instructional or helpful is being chopped tomorrow… and now I have the support of your article is my boss asks why! Not that you’d think I could write short, clear and direct messages from this rambled comment (I’m soooo sleepy!!) Good night, and thank you.
14. Bander 7:05pm, Tue 9th, 2009
Facebook seems to be having some trouble with their micro copy at the moment. I think they are trying to tell me they’ll start using personal URL’s soon (/myname) but they communicate it as follows: “Soon you will be able to have a username”
15. Michael 8:08pm, Tue 9th, 2009
Very good tips! It’s the small things that matter the most sometimes.
16. Guy Arceneaux 8:43pm, Tue 9th, 2009
This is living proof that direct mail techniques are a viable source for web design strategy. We always never assume that people know what they are expected to do and much less do it correctly. “Mice” type is powerful copy! Sometimes the most important in getting an action. Like the suggestions for how to use “micro” copy for different situations. Thanks good article.
17. Randy 9:23pm, Tue 9th, 2009
Yes, it’s true that small bits make a difference, especially today when we are so overwhelmed with a flood of information. Small changes all add up.
18. Glenn Gutierrez 11:47pm, Tue 9th, 2009
Sweet. Will definitely use the advice here. Working on microcopy right now. Good points to remember.
19. Suffian 2:39am, Wed 10th, 2009
Spot on, Joshua. I try to add microcopy wherever I can. It’s also a great way to add character and reinforce the overall tone of the copy; if the body copy is quirky and conversational, the microcopy should be, too. Small gesture, but it all adds up to the brand identity.
20. David Yeiser 12:51pm, Wed 10th, 2009
Like those above me said, great article and great points.
Tumblr uses microcopy effectively on their signup form. When choosing a URL for your blog there’s a helpful sentence that reads “(you can change this at any time).” Great for those of us who would sit there and agonize over the perfect blog name.
21. Jens Swelson 2:09pm, Wed 10th, 2009
Nice article and very usefull. I think I might need to use this on my blog for the e-mailupdates function.
22. Marsh 10:41am, Fri 12th, 2009
I heartily agree, but
could be tightened to “Must match the billing address for your card.” And since the name comes first, “address” might be “information” instead.
Another example is the
microcopy note for the “Mail” field of this comment form.
23. Alex Wu 1:35pm, Sun 28th, 2009
Joshua, you are absolutely right. Even the tiniest change in microcopy text can have a huge impact on business. For example, on my site signup screen, we used to have a line, separating what is required versus option fields. But most people just ignores that line, so we had additional text telling people what is required. The day we did that, our signup rate went from 1.3% of visitors to over 5%. Then we realized what we did wrong.
24. Rhonda 11:23pm, Wed 22nd, 2009
Technical writers and communicators use the term ‘user assistance’ for what you term ‘microcopy’. The end result is the same — making the experience better for the user. But it would be nice and less confusing for searchers and researchers if the technical and marketing writing communities could use a common term for these small pieces of text on user interfaces.
25. David 6:24am, Tue 11th, 2009
Great post, thanks! Reading the comments I’d also call microcopy on forms an “affordance”, in usability terms. But microcopy applies to navigation and tooltips as well, I think.
26. Phil 8:43pm, Wed 12th, 2009
This is good stuff (I esp liked the tumblr example) but you have to be careful that you do not use microcopy as a crutch. Sometimes, when you see microcopy, it should really be zerocopy. For example, in the first example I would have just made a header/title on the billing address area called something like “Credit Card Billing Address:”
And in the 2nd example, I would just not show the Paypal logo at all–just “Pay with your credit/debit card now!” and be done with it. You don’t need a crutch when the leg (the user experience) is not broken.
27. Rahul 11:39am, Fri 30th, 2009
Came back to read this again and wanted to mention that it’s still so true. Thanks again!
Offtopic: dates for comments are missing the month. It says “Wed 12th, 2009″.