MICROSOFT EXCEL TIPS AND SHORTCUTS

Participant Notebook

PRESENTED BY

ROCKHURST AUDIO

CONFERENCE SERIES,

A DIVISION OF ROCKHURST

UNIVERSITY CONTINUING

EDUCATION CENTER, INC.

1107

Copyright 2007, Rockhurst University Continuing Education Center, Inc.

What Youll Learn

1. Navigate rapidly through workbooks and worksheets with keystroke and mouse shortcuts 2. Keystroke shortcuts for entering dates and times 3. Flawless copy and data movement with the touch of a button 4. Tricks to creating numerical series without commands or typing 5. A single keystroke shortcut that instantly displays all your worksheet formulas 6. One simple function key that debugs your formulas 7. How to instantly locate all of a cells dependencies 8. Create eye-catching on-sheet charts and graphs in just two clicks 9. Select just visible data from a range containing hidden rows and columns 10. Increase or decrease values in a range without using formulas 11. Create special formulas to display numbers in thousands or millions 12. A simple dragging technique that turns formulas into values

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Navigation Shortcuts
Display up to 16 sheet names on a multi-sheet workbook Right-click the navigation arrows (located to the left of sheet names) to see a vertical listing of sheet names. Click one of these names to jump to that sheet.
Navigation arrows

Adjust the display of sheet names and the horizontal scroll bar Click and drag the vertical separator located between the sheet names and the horizontal scroll bar to see more sheet names. You can still use the scroll bar, even when its small.

Jump from one worksheet to the next (or previous) worksheet To jump to the next sheet (to the right as displayed in sheet tabs), press Ctrl + Page Down. To jump to the previous sheet (to the left as displayed in sheet tabs), press Ctrl + Page Up. Jump quickly from one workbook to another workbook Use either of these keystroke combinations: Ctrl + Tab or Ctrl + F6 Jump (move the active cell) to the upper left corner of the worksheet Ctrl + Home This action returns the active cell to A1, unless the Frozen Panes feature is active. Jump to the lower right corner of the worksheet Ctrl + End The lower right corner refers to the cell in the active part of the worksheet. Although there may have been data in the column and row of this cell, it might currently be empty. Use this shortcut to ensure there is currently no data below or to the right of this cell.
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Navigation Shortcuts, continued

Jump to the edge of continuously occupied cells Ctrl + Arrow Key or Double-click the appropriate edge Insert a new worksheet Shift + F1 The new worksheet is inserted to the left of the current worksheet. Jump to any cell in the current worksheet Click the drop-down arrow in the Name Box, located to the left of the Formula Bar. Type a cell address, for example A2400, and press Enter. or Press the F5 function key. Type a cell address, for example A2400, and press Enter. Select only visible cells within a selected range 1. Press F5. 2. Click Special. 3. Click Visible cells only (one of the many options in the Go To Special dialog box) and then click OK. or Press Alt + Semicolon. Note: If you want to copy a range of cells that contains hidden rows or columns, but you dont want to copy any of the hidden data, use this feature just after selecting the range. Select the range of occupied cells that surrounds the active cell Ctrl + asterisk (use the asterisk on the number keypad). On laptop computers, press Ctrl + Shift + asterisk Ctrl + Period

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Navigation Shortcuts, continued

Select the entire worksheet Click the box located to the left of column letters and above row numbers. Press Ctrl + a Note: If the active cell is part of a range of cells that contains content, Ctrl + a selects the surrounding cells, not the entire worksheet. Select non-contiguous ranges To highlight unconnected ranges: 1. Select a range with the left mouse button. 2. Release the left mouse button. 3. With the Ctrl key held down, select another range. 4. Repeat Steps 3 and 4 as needed.

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Data-Entry Techniques
Make the same entry simultaneously in many cells at once 1. Select the cells. 2. Type the entry. 3. Press Ctrl + Enter. If you type a formula or function, it will be entered, relatively, into all of the selected cells; values and text will be entered, as typed, into all of the selected cells. Enter the current date in a cell Ctrl + Semicolon Enter the current time in a cell Ctrl + Shift + Semicolon Both of the previous entries stay frozen; they do not change with the system clock. Like snapshots, they retain the date and time information that reflects when they were entered. Save a keystroke when entering dates in this decade Instead of entering 12/13/07, enter 12/13/7, or 5/9/7 instead of 5/9/07. Note: Years entered as 00 through 29 are automatically entered as 21st century dates; years 3099 are automatically entered as 20th century dates. To avoid confusion, either type 4-digit years, as in 2/1/1929 or make sure that you display dates with 4-digit year formats.

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Data-Entry Techniques, continued

Use AutoFill techniques for entering dates and times To create various types of date series, 1. Enter dates in two adjacent cells. 2. Select both cells. 3. Drag from the lower right corner (the fill handle) of the selected cells into as many cells as needed. Examples: List all Fridays or alternate Fridays: Enter two different Friday dates in adjacent cells. List the last day of every month: Enter two different last days of different months in adjacent cells. List the first day of each quarter: Enter two different first days of different quarters in adjacent cells. Create various types of time series by entering times in two adjacent cells, selecting both cells, then dragging from the lower right corner of the selected cells: List times at 15-minute intervals. List times at any interval. Time Entries Enter a time before noon as: Enter a time before noon as: Enter a time after noon as: Enter a time after noon as: 8:15 a 9:45 1:30 p 18:00 Displays as: 8:15 AM Displays as: 9:45 Displays as: 1:30 PM Displays as: 18:00 Stored as: Stored as: Stored as: Stored as: .34375 .40625 .5625 .75

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Data-Entry Techniques, continued

Date fill shortcuts using the right mouse button Create a series of weekdays (no Saturdays or Sundays) Enter a weekday date in a cell. Right-drag the fill handle into the destination cells and release the mouse. Select Fill Weekdays from the menu. Create a monthly series using the same day for each month Enter a date in a cell. Right-drag the fill handle into the destination cells and release the mouse. Select Fill Months from the menu. Start a numerical series of successive numbers with one cell entry 1. Enter the starting number in the first cell. 2. With the Ctrl key held down, drag the fill handle in the direction of the series. Create your own AutoFill Series create a Custom List 1. Select the Tools menu. 2. Select Options. 3. Click the Custom Lists tab. 4. In the empty panel under List entries, type the items comprising the list, pressing Enter after typing each item. 5. Click the Add button, then OK. or 1. Select the cells that contain a list. 2. Select the Tools menu. 3. Select Options. 4. Click the Custom Lists tab. 5. Click the Import button, then OK. Once you have created a custom list, you can start the list easily by typing one of its entries in a cell and then dragging the fill handle to enter others. You can also use a custom list to sort according to its order, rather than alphabetically.
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Data-Entry Techniques, continued

Create a multi-line entry in a cell To make a long cell entry appear on multiple lines in the same cell, press Alt + Enter whenever you want a line break to occur. Note: When editing a long formula, press Alt + Enter at intervals to re-display the formula in coherent pieces; press Enter when finished. Any time you edit, this more readable display appears.

Control the movement of the active cell when entering data If you do not want the active cell to move when you finish typing, press Ctrl + Enter. This is most useful when you want to type a formula and then copy it by dragging you dont want to have to re-position the active cell before copying.

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Copy/Move/Paste Techniques
The best way to move a range of cells Unless you need to move a range of cells across many rows or columns, use this method for rapid relocation: 1. Select the cells you want to move. 2. Point to any edge (but not the fill handle in the lower right corner) of the selected cells; the cell pointer becomes an arrow. 3. Click and drag to the destination. Two fast ways to copy a range of cells These methods, like the one above, are not always practical if you need to copy a range across many rows or columns of a worksheet Method 1 Ctrl + Drag 1. Select the cells you want to copy. 2. Point to any edge (but not the fill handle in the lower right corner) of the selected cells; the cell pointer becomes an arrow. 3. Click and drag to the destination while holding down the Ctrl key. 4. Release the mouse button before releasing the Ctrl key. Method 2 Right Drag 1. Select the cells you want to copy. 2. Point to any edge (but not the fill handle in the lower right corner) of the selected cells; the cell pointer becomes an arrow. 3. Using the right mouse button, click and drag to the desired destination. 4. From the pop-up menu, click Copy Here. The best way to copy a worksheet 1. Click and drag a sheet tab while holding down the Ctrl key. 2. Drag to the desired location. 3. Release the mouse before releasing the Ctrl key. You can place the copied sheet into the current workbook or any other open workbook. Since Excel requires that worksheet names be unique within a workbook, a new worksheet name is followed by a number inside parentheses. If you copy a worksheet named Sheet1, the copy is named Sheet1(2).
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Copy/Move/Paste Techniquess, continued

Move cells and insert them between cells in a column or row Method 1: Use drag and drop with the Shift key. 1. Select the data to be moved. 2. Click the edge of the selection (the mouse pointer must look like an arrow). 3. Hold down the Shift key. 4. Drag the selection to the point between the two cells where you want to insert the information. 5. Release the mouse first, then the Shift key. Method 2: Drag and drop with the right mouse button. 1. Select a range of cells you want to move and insert elsewhere. 2. Right-click and drag an edge of the range to where you wish to insert it. 3. From the pop-up menu, select Shift Down and Move to insert the data. Copy cells and insert them between cells in a column or row Method 1: Use drag and drop with the Ctrl and Shift keys. 1. Select the data to be copied. 2. Click the edge of the selection (the mouse pointer must look like an arrow). 3. Hold down the Ctrl and Shift keys. 4. Drag the selection to the place between the two cells where you want to insert the information. 5. Release the mouse first, then the Ctrl and Shift keys. Method 2: Right-drag and drop. 1. Select a range of cells you want to copy and insert elsewhere. 2. Right-click and drag an edge of the range to where you wish to insert it. 3. From the pop-up menu, select Shift Down and Copy to insert the data. Use the right mouse button to get a shortcut menu as you drag and drop If you find it awkward to use the Ctrl or Shift keys as you copy and insert cell ranges, drag edges of selected ranges with the right mouse button instead; when you release the mouse button, a shortcut menu displays a number of options that you can select from.
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Formula Shortcuts
Use an entire row or entire column reference in a formula If you want a formula to refer to an entire row or entire column, click the row number or column letter when writing the formula. For example, if you want to average the contents of Column D, regardless of how many cells in the column contain values, create this formula: =AVERAGE(D:D) Instead of typing D:D, you can click the column letter heading. You dont need to adjust this kind of reference to take into account data entries or deletions that change the number of cells with data. Select all cells in the current worksheet containing formulas 1. Select a single cell. 2. Press F5. 3. Click Special. 4. Click Formulas, then OK. Tip: While these cells are highlighted, apply a color background to remind yourself which cells have formulas. Display all formulas (instead of results) in the current worksheet Use Ctrl + tilde All column widths are doubled when formulas are displayed. Formulas and functions, wherever present, are displayed. All other cells containing values and text display the same content but left-aligned. Ctrl + ~ is a toggle switch; press it again and the screen display returns to normal. Change a cell address to an absolute or mixed reference In a formula or function, convert a cell address to an absolute or mixed reference by clicking immediately before, after, or within the cell address and then pressing the F4 key. If you continue to press the F4 key, the cell address will cycle through four variations: 1. Absolute as in $B$7 2. Mixed column reference is not absolute, row reference is as in B$7 3. Mixed column reference is absolute, row reference is not as in $B7 4. Relative as in B7

Ctrl + ~

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Formula Shortcuts, continued

Copy a cell entry down a column without dragging When you enter data in a cell immediately adjacent to a column of entries, you can copy the entry (formula, value, or text) downward to fill as many consecutive cells as are in the immediate visible column to the left. After you enter the cell contents, double-click the lower right corner (the fill handle) of the cell. If your cell entry (such as a month or weekday) is recognized by the AutoFill feature, the remaining cells will be filled with the extended series. If theres no data in the column to the left, Excel extends the series based on consecutively filled cells in the adjacent column to the right. Note: This action will copy data down a column until there is an empty cell in the adjacent column. There is no corresponding capability to copy an entry across a row. Quickly convert a range of formula cells to cells containing values 1. Right-drag a selected range of cells in any direction (allow the image of the border of the cells to appear as if you are moving the cells) and then back on to the current location of the selected cells. 2. From the pop-up menu, click Copy Here as Values Only. Alternate Method With Toolbar Buttons 1. Select cells to be converted. 2. Click the Copy toolbar button. 3. Click the drop-down arrow on the Paste toolbar button and select Values.

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Formula Shortcuts, continued

Evaluate a formula by converting part of it to a value While editing a formula, select a cell address or a portion of a formula. Then press F9 to convert to a value only the selected part of the formula. Press Esc instead of Enter to retain the formula. Note: If you select a portion of a formula that cannot be evaluated and then press F9, you may get an error message indicating an error in your formula; press Esc and start over. Increase all cells in a range by the same amount or percentage without using a formula To increase the value of all cells in a range by the same amount: 1. Enter the increment into an empty cell. 2. Click the Copy button. 3. Select the cells to be changed. 4. Right-click the selected cells and click Paste Special. 5. Click the Add button and click OK. To increase the value of all cells in a range by the same percentage: 1. Type 1.1 (for a 10% increase), or 1.15 (for 15%), etc., into an empty cell. 2. Click the Copy button. 3. Select the cells to be changed. 4. Right-click the selected cells and click Paste Special. 5. Click the Multiply button and click OK. Use AutoCalculate for quick verification Any time you select two or more cells (containing values, functions, or formulas), a total for the cells appears at the bottom of the screen on the right side of the status bar. Rightclick on this part of the screen to get a list of other kinds of totals: average, count (number of cells with entries), count nums (number of cells with value, function, or formula entries), max (the highest value), min (the lowest value), and sum.

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Formula Shortcuts, continued

Use the TRIM function to clean out unwanted spaces in text cells This function returns the contents of a cell with all trailing, beginning, and extra embedded spaces removed. Single spaces between words are assumed to be desired. =TRIM(address) A 1 War and B Peace =TRIM(A1) Result in B1 War and Peace

The PROPER function This function returns the contents of a cell with the first letter of each word capitalized and the remaining letters in lowercase form. =PROPER(address) A 1 END OF MONTH B =PROPER(A1) Result in B1 End Of Month

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Formatting Shortcuts
Format cells as currency with two decimal places Ctrl + Shift + $ This format places the $ to the immediate left of the value. The $ toolbar button actually applies the Accounting format (even though the tool tip indicates Currency), which puts the $ on the left side of the cell. Negatives are formatted in red and enclosed in parentheses. Column K Ctrl + Shift + $ Column L The $ button Format cells as a number with two decimal places Ctrl + Shift + ! Similar to the previous format, but without the $ symbol; slightly different than the comma toolbar button. Negative numbers are displayed in black with a leading minus sign. Equivalent to number format Column K Ctrl + Shift + ! Column L The Comma toolbar button Format cells as dates Ctrl + Shift + # This shortcut uses the format d-mmm-yy, as in 17-Dec-07. Format cells as times Ctrl + Shift + @ uses the format h:mm AM/PM as in 9:43 PM Format cells containing Social Security numbers or phone numbers Dont bother typing the hyphens when entering Social Security numbers; and theres no need to type parentheses, spaces, and hyphens when entering phone numbers. In either case, before entering the data, select the data entry range and format it as follows. 1. Click the Format menu. 2. Select Cells. 3. Click the Number tab. 4. Click Special. 5. Click Social Security number or Phone number, as appropriate.
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Formatting Shortcuts, continued

Center data while merging cells After selecting cells in which to center data, press this toolbar button: To perform this action on more than one row at a time, select the rows individually using the Ctrl key before pressing the button.

Tabulate the sum of hours when they exceed 24 a special format If you need to add cells containing time entries, the result may appear incorrectly unless you use the special format for hours over 24. Adjust with the following steps: 1. Click the Format menu, then click Cells and then the Number tab. 2. Click the Time category. 3. Select the format: 37:30:55. This format fits the form [h]:mm:ss. This display includes hours, minutes, and seconds; if you dont need to see seconds, then, 4. Click the Custom category, and in the Custom box, adjust the display to [h]:mm and click OK.

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Formatting Shortcuts, continued

Add flair with angled text Although you can angle text using the Format Cells Alignment command sequence, a one-time toolbar adjustment makes angled text options readily available. 1. Right-click any toolbar button and select Customize. 2. Click the Commands tab. 3. Click one of the entries in the Categories panel. Three of the angled text options in the Format menu are shown to the right. 4. Click and drag a toolbar button from the Commands panel to any location on any visible toolbar.

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Operational Shortcuts
Quickly insert columns or rows 1. Right-click the column letter (just to the right of where you want the new column), or click the row number (just below where you want the new row). 2. Select Insert from the shortcut menu. If columns or rows are already selected, you can insert a new columns or rows: Ctrl + Plus Sign (Use the plus sign on the number keypad.) Quickly insert rows at a number of different locations 1. Hold down the Ctrl key as you click different row numbers. 2. Right-click any selected row (to activate the shortcut menu). 3. Select Insert from the shortcut menu. Quickly delete columns or rows Right-click the column letter or row number and click (with either mouse button) Delete. If columns or rows are already selected, you can delete them if you press: Ctrl + Minus Sign (Use the minus sign on the number keypad.) Hide a row or column Right-click the column letter or row number of the column or row you wish to hide, then, from the pop-up menu, click (with either mouse button) Hide. Restore a hidden row or column 1. Select two columns surrounding a hidden column or two rows surrounding a hidden row. 2. Right-click on the selection. 3. From the pop-up menu, click (with either mouse button) Unhide. Restore all hidden rows or all hidden columns 1. Select the entire worksheet by clicking just to the left of column letters and just above the row numbers. 2. Double-click the vertical line between any two column letters or the horizontal line between any two row numbers. Close all open workbooks With the Shift key held down, click the File menu, then Close All.
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Toolbar Tips
Add a toolbar button to any visible toolbar 1. Right-click any toolbar button and select Customize. 2. Click the Commands tab. 3. Click one of the entries in the Categories panel. Some of the many available buttons in the Format category are shown to the right. 4. Click and drag a toolbar button from the Commands panel to any location on any visible toolbar.

Remove a toolbar button Hold down the Alt key as you drag the button onto the worksheet. Change the effect of a toolbar button using the Shift key Some toolbar buttons can serve dual functions; use the Shift key when pointing and clicking on the following tools to get a different effect. Each of the tools below has an opposite function. Category Formatting Formatting Formatting Formatting Standard Standard Standard Edit Edit Edit
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Button Increase Indent Increase Decimal Left Align Underline Sort Ascending Print Open Insert a column Insert a row Paste Formats
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Opposite Button Decrease Indent Decrease Decimal Right Align Double Underline Sort Descending Print preview Save As Delete a column Delete a row Paste Values

Charting Tips
Create a chart instantly on another sheet 1. Select the data to appear in your chart. 2. Press F11. Create a chart quickly on the current worksheet 1. Select the data to appear in your chart. 2. Click the Chart Wizard button. 3. Click the Finish button in Step 1 of the Wizard. Convert a chart into a static chart Sometimes you want a chart to remain the same, even though the data its based on changes. Take these steps to freeze a chart: 1. Select the chart. 2. With the Shift key held down, click the Edit menu and then click Copy Picture. 3. Click OK in the Copy Picture dialog box. 4. Right-click at another location and then click Paste.

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Other Tips
Split a column of text cells into multiple column entries If a column contains data entries that should have been in multiple columns, you might be able to split the data using the Text to Columns feature. Insert a few empty columns to the right of the column you need to convert. These columns act as a receiving area once the data is split. 1. Select the cells in a column that you want to convert. 2. Click the Data menu. 3. Click Text to Columns. 4. In Step 1 of the Convert Text to Columns Wizard, click the Delimited button. 5. Click Next. 6. Check and uncheck the various delimiter check boxes until the Data preview panel appears to be splitting the text properly. Dont forget to use the vertical scroll bar to view other rows of your data. 7. If no single or multiple set of delimiter buttons improves the Data preview, this feature might not work on the selected data. 8. Click Next to proceed to Step 3. 9. Click various field headings in the Data preview panel and use settings from the Column Data format portion of the dialog box. 10. Click Finish. Move/copy a cell range to another worksheet in the same workbook 1. Select the cells you want to move/copy. 2. Point to any edge of the selected cells; the cell pointer becomes an arrow. 3. Hold down the Alt key and drag onto the destination sheet tab (to copy the range, you must also use the Alt key). 4. When the dragged border outline appears on the destination sheet, release the Alt key. 5. Continue dragging to the desired cells on the destination sheet; if you are copying, be sure to release the mouse button before releasing the Ctrl key.

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Other Tips, continued

Add a color background to every fifth row in a range 1. Select a range (use Ctrl + a if you want the format applied to the entire worksheet). 2. Activate the command Format, Conditional Formatting. 3. Click the drop arrow next to Cell Value Is and select Formula Is. 4. In the panel to the right of Formula Is, type: =MOD(ROW(A1),5)=0. 5. Click the Format button. 6. Click the Patterns tab. 7. Select a color (a lighter color is best). 8. Click OK. Note: Substitute the number 3 for the number 5 in the formula to add color to every third row, use 4 for every fourth row, 10 for every tenth row, etc.

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Recommended Resources
CD-ROMs
Microsoft Office 2003 (17-CD set) Microsoft Office XP Pro (15-CD set) Now This Is Art (Clip art) Office XP Integration (3-CD set) Office 2000 Macros

Books
Access 2003 Bible Excel 2003 Bible Excel 2003 Formulas Excel 2002 Power Programming with VBA Outlook 2003 Bible PowerPoint 2003 Bible Word 2003 Bible

DVDs
Digital Juice 2.0

To order resources, call Customer Service at 1-800-258-7246, or visit our Web site at www.NationalSeminarsTraining.com
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Bonus
Materials
Dear Customer, You are a valued customer and to say thank you, we have included the following as a bonus for you. We believe youll find it helpful as a job aid or to further your knowledge beyond todays broadcast. Thank you,

Susan Enyeart Director, Curriculum Development

Bonus Materials:
MICROSOFT EXCEL KEYSTROKE SHORTCUTS, FUNCTION KEYS, AND OTHER PRODUCTIVITY TIPS

PRESENTED BY

ROCKHURST AUDIO

CONFERENCE SERIES,

A DIVISION OF ROCKHURST

UNIVERSITY CONTINUING

EDUCATION CENTER, INC.

1007

Copyright 2007, Rockhurst University Continuing Education Center, Inc.

Excel Keystroke Shortcuts

Entering data Start a new line in the same cell Create or edit a cell comment Fill the selected cell range with the current entry keep current cell active Menus Undo the last action Repeat the last command action Show a shortcut menu Make the menu bar active Enter a hyperlink Activate the File Open dialog box Activate the File Save As dialog box Open a new workbook Insert a new worksheet to the left of the current worksheet Insert, delete, and copy a selection Copy the selection Paste the selection Cut the selection Insert new row/column above/left of selected row/column Delete currently selected row(s) or column(s) Ctrl+c Ctrl+v Ctrl+x Ctrl+Plus Sign Ctrl+ Minus Sign Ctrl+z or Alt+Bksp Ctrl+y or F4 Shift+F10 F10 or Alt Ctrl+k Ctrl+o (the letter o) Ctrl+s Ctrl+n Shift+F11 Alt+Enter Shift+F2 Ctrl+Enter

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Excel Keystroke Shortcuts, continued

Formatting data Apply general number format Apply number format, 2 decimals, commas, minus before negatives Apply currency format, 2 decimal places (negatives in parentheses) Apply percentage format with no decimal places Apply exponential number format with two decimal places Apply time format with AM/PM as in 5:43 PM Apply date format (d-mm-yy), i.e. 9-Aug-06 Increase indent Decrease indent Apply the outline border Remove all borders Apply or remove bold formatting Apply or remove italic formatting Apply or remove an underline Apply or remove strikethrough formatting Display the Format Style command dialog box Display the Format Cells command dialog box Hide rows of the selected range or active cell Unhide rows Hide columns of the selected range or active cell Unhide columns Toggle display of outline numbers and symbols Ctrl+Shift+ ~ (tilde) Ctrl+Shift+ ! Ctrl+Shift+ $ Ctrl+Shift+ % Ctrl+Shift+ ^ Ctrl+Shift+ @ Ctrl+Shift+ # Ctrl+Alt+Tab Ctrl+Alt+Shift+Tab Ctrl+Shift+& Ctrl+Shift+_ Ctrl+b or Ctrl+2 Ctrl+I or Ctrl+3 Ctrl+u or Ctrl+4 Ctrl+5 Alt+' (apostrophe) Ctrl+1 Ctrl+9 Ctrl+Shift+9 Ctrl+0 (zero) Ctrl+Shift+0 (zero) Ctrl+8

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Excel Keystroke Shortcuts, continued

Move and scroll on a worksheet or workbook Move to the upper left corner of the current worksheet Move the active cell to the lower right corner of worksheet Move to the next sheet in the workbook Move to the previous sheet in the workbook Move down one screen Move up one screen Move one screen to the right Move one screen to the left Move to the edge of data in the current column or row Move between unlocked cells on a protected worksheet Move to Column A in the current row Move to the next workbook or window Display the Print command (File menu) Scroll to display the active cell Move to the next pane or previous pane Move to the previous workbook or window Charting and graphical features Create a chart on a new sheet based on the selected range Select the next or previous group of items in a chart Select the next or previous item within a chart series Duplicate a selected object (picture, ClipArt, WordArt, etc.) F11 or or Ctrl+d Ctrl+Home Ctrl+End Ctrl+Page Down Ctrl+Page Up Page Down Page Up Alt+Page Down Alt+Page Up Ctrl+ Arrow key Tab Home Ctrl+F6 or Ctrl+Tab Ctrl+p Ctrl+Backspace F6 or Shift+F6 Ctrl+Shift+F6 or Ctrl+Shift+Tab

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Excel Keystroke Shortcuts, continued

Move within a selection Move downward Move upward Complete current cell entry, but keep active cell in place Move clockwise to the next corner of the selection Move to the right between nonadjacent selections Move to the left between nonadjacent selections Select cells, columns, rows, objects, or display features in worksheets Extend the selection by one cell Extend the selection to the beginning of the worksheet Select the entire column Select the entire row Select the entire worksheet If multiple cells are selected, select only the active cell Extend the selection down one screen Extend the selection up one screen With an object selected, select all objects on a sheet Alternate hiding/displaying objects and displaying object placeholders Show or hide the standard toolbar Show or hide outlining symbols and outlining panel Shift+ Arrow key Ctrl+Shift+Home Ctrl+Spacebar Shift+Spacebar Ctrl+a Shift+Backspace Shift+Page Down Shift+Page Up Ctrl+Shift+Spacebar Ctrl+6 Ctrl+7 Ctrl+8 Enter Shift+Enter Ctrl+Enter Ctrl+period Ctrl+Alt+ Ctrl+Alt+

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Excel Keystroke Shortcuts, continued

Working in cells or in the formula bar Insert the AutoSum formula Enter the current date Enter the current time Alternate displaying cell values and displaying cell formulas Copy the value from cell above active cell into active cell Copy a formula from cell above active cell into active cell Define a name Calculate all sheets in all open workbooks Calculate the active worksheet Display AutoComplete list; also used in Data Validation lists Toggle between absolute, relative, and mixed address designation Select cells with special characteristics Select only visible cells in the current selection Select all cells that are directly dependent on the active cell Select all cells in any way dependent on the active cell Select cells that directly contribute to the active cell's result Select all cells that contribute to the active cell's result Select current region (range enclosed by blank rows & columns) around active cell Select all cells with comments Alt+; (semicolon) Ctrl+[ Ctrl+Shift+[ Ctrl+] Ctrl+Shift+] Ctrl+Shift+ asterisk Ctrl+Shift+o (letter o) Alt+= (equal sign) Ctrl+; (semicolon) Ctrl+Shift+; (semicolon) Ctrl+ ~ (tilde) Ctrl+Shift+" (quote) Ctrl+' (apostrophe) Ctrl+F3 F9 Shift+F9 Alt+Down Arrow F4

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Excel Keystroke Shortcuts, continued

Editing data Edit the active cell Delete text to the end of the edit line Move edit cursor one word to left or right After typing a function name, show function arguments Move edit cursor to the beginning (left side) of the edit line Move edit cursor to the end (right side) of the edit line Paste a name into a formula Enter a formula as an array formula Convert the highlighted portion of a formula to its current value Windows and dialog boxes Switch to the next program Show the Windows Start menu Close the active workbook window Restore the active workbook window Switch to the next workbook window Switch to the previous workbook window Minimize the workbook window to an icon Maximize or restore the workbook window Exit from Excel Alt+Tab Ctrl+Esc Ctrl+w or Ctrl+F4 Ctrl+F5 Ctrl+F6 Ctrl+Shift+F6 Ctrl+F9 Ctrl+F10 Alt+F4 F2 Ctrl+Delete Ctrl+ or Ctrl+Shift+a Home End F3 Ctrl+Shift+Enter F9

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Excel Function Keys

Function Keys in Excel Shift F1 Display Help or the Office Assistant F2 Edit the active cell F3 Paste a name into a formula F4 Repeat last action; apply abs/rel status F5 Edit Go To command F6 Move to the next pane Activates the Whats This pointer Enter or edit a cell comment Paste a function into a formula Repeat the last Find Next command Define a name Ctrl Alt Create a chart on a new sheet (same as F11) File Save As Command (same as F12) Create names from row/ column labels File Exit command Edit Find search backward from last Ctrl+Shift

File Close command

Display the Find Restore the dialog box window size Move to the previous pane Move to the next workbook window Move the window Add to the selection Resize the window Display the Macro dialog box Jump to VB editor, if open Move to the previous workbook window

F7 Spell check F8 Extend a selection

F9 Calculate all Calculate the Minimize the sheets in all active worksheet workbook open workbooks F10 Make the menu bar active Display a shortcut menu Maximize or restore the workbook window

F11 Create a chart on a new sheet

Insert a new Insert an Excel Display the worksheet to the 4.0 macro sheet Visual Basic left of the Editor current one File Save command File Open command
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F12 File Save As command

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File Print command

Excel Productivity Tips

Other Time-Saving Techniques 1. Hold down the Ctrl key as you roll the mouse wheel zoom in 15% increments. 2. To enter the same data in a selected range type an entry and press Ctrl+Enter. 3. To move/copy a range, right-drag the selection border menu appears when you release mouse. 4. Align edges of an object (picture, ClipArt, etc.) with cell boundaries press Alt as you drag edge. 5. To paste values from a selected range, right-drag its border and select Copy here as Values Only. 6. Press F5, type an address, and press Enter to jump to any cell. 7. Right-click sheet navigation arrows to see up to 16 sheet names. 8. Double-click the fill handle to copy data or formula down a column. 9. Double-click a cell edge to move an active cell to the end of data in any direction. 10. To close all open workbooks, hold Shift as you click the File menu, then Close All. 11. Select a range, click the Chart Wizard button, then Finish to get a chart next to the data.

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