8 Excel Shortcuts to Know for Windows & Mac That Will Save You Hours

Spending hours clicking through Excel menus? You’re not alone. Even seasoned Excel users miss out on the full potential of keyboard shortcuts and the efficiency of using a shortcut key, which can save you hours, if not days, over time.

Imagine the possibilities—automating repetitive tasks, seamlessly navigating massive datasets, and executing commands with just a few keystrokes. Whether you’re running a small business, crunching data as an analyst, or managing accounts, mastering Excel shortcuts can be a game-changer.

This guide will walk you through essential Excel shortcuts organized by how and when you’ll need them. By the end, you’ll see why investing time in learning these shortcuts is one of the best ways to boost your productivity.

Introduction to Excel Shortcuts

What are Excel Shortcuts?

Think of them as a cheat sheet for Excel, designed to streamline your work and boost your productivity.

Excel shortcuts are keyboard combinations that allow you to perform tasks quickly and efficiently, bypassing the need to navigate through multiple menus. These shortcuts can range from basic actions like copying and pasting to more complex tasks such as formatting cells, creating charts, and managing data. 

Imagine being able to execute commands with just a few keystrokes instead of clicking through a file menu. Whether you’re copying cell values, displaying cell values, or navigating through your worksheet, these shortcut keys can make your tasks much more manageable. 

Why are Excel Shortcuts Important?

Excel shortcuts are crucial for several reasons. First and foremost, they save you time. Each shortcut may only save a few seconds, but those seconds add up, especially when you’re working on large projects. Over time, this can translate into hours saved, allowing you to focus on more important tasks or even wrap up your workday earlier.

Additionally, using shortcuts can reduce the risk of repetitive strain injuries. Constantly switching between the keyboard and mouse can be tiring and lead to discomfort over time. By relying more on keyboard shortcuts, you can minimize this strain and work more comfortably.

Shortcuts also enhance accuracy. When you use the mouse to perform tasks, there’s always a risk of clicking the wrong option. With keyboard shortcuts, you can execute commands with greater precision, reducing the likelihood of errors. Whether you’re working with cell formulas, managing a pivot table, or adjusting the date format, shortcuts can help you perform these tasks more accurately and efficiently.

Excel shortcuts are an investment in yourself. And if you want to take your career to new heights, courses from ONLC Training Centers can train you to not only use Excel but master it… but more on that later.

Let’s get into the shortcuts! 

• Essential Shortcuts for Editing

When You’re Updating Cell Values or Formatting Data

These shortcuts will help you quickly edit and clean up data. Perfect for generating polished reports or inputting data efficiently.

• F2 – Edit the active cell.
• Ctrl + X (Windows) / Command + X (Mac) – Cut.
• Ctrl + C (Windows) / Command + C (Mac) – Copy.
• Ctrl + V (Windows) / Command + V (Mac) – Paste.
• Ctrl + Z (Windows) / Command + Z (Mac) – Undo the last action.
• Ctrl + D – Fill down the contents of the active cell to the cells below.
• Ctrl + R – Fill data to the right.
• Ctrl + Shift + $ – Apply currency format ctrl to selected cells.

Use case example: Updating a project budget spreadsheet? These shortcuts make it quicker to copy and adjust formulas across multiple cells.

• Navigation Shortcuts

When You’re Losing Time Searching for the Right Cell

Jumping between rows and columns or performing a cell shift is critical when working with large datasets. These navigation shortcuts keep you grounded.

• Ctrl + Home – Go to the beginning (cell A1).
• Ctrl + End – Jump to the last used cell.
• Shift + Spacebar – Select the entire row.
• Ctrl + Spacebar – Select the entire column.
• Arrow keys – Move between cells one at a time.
• Ctrl + Arrow keys – Jump to the outer edges of data in any direction.
• Ctrl + F – Open the Find and Replace dialog.

Use case example: Reviewing a sales report with thousands of rows? Quickly jump to the relevant section without losing momentum.

• Formatting Shortcuts

When You Need Professional-Looking Spreadsheets Quickly

Creating clean, readable spreadsheets is key to effective communication. Use these to save time while improving readability.

• Ctrl + B – Bold text.
• Ctrl + I – Italicize text.
• Ctrl + 1 – Open the Format Cells menu.
• Ctrl + Shift + 1 – Apply number format.
• Ctrl + Shift + 5 – Apply percentage format.
• Alt + H + H – Open color-fill options.

Use case example: Finalizing quarterly reports? Apply consistent number formats and highlight key figures in seconds.

• Shortcuts for Formulas and Calculations

When Crunching Numbers Feels Tedious

Simplify complex calculations with these shortcuts designed for quick formulas and precise data entry.

• = (Equals sign) – Start a formula.
• Alt + = – Insert an AutoSum formula.
• F4 – Toggle between cell references (absolute, relative, and mixed).
• Ctrl + Shift + Enter – Enter an array formula.
• Ctrl + ` (grave accent) – Toggle between showing formulas and their results.

Use case example: Building a budget forecast (or using a template here)? Toggle between formulas to verify data integrity, making error-checking quicker.

• Data Management Shortcuts

When You Need to Organize and Analyze Data with Pivot Table Alt

Excel is a powerhouse for managing data. These shortcuts will help you filter, sort, and structure your information efficiently.

• Ctrl + T – Convert data into a table.
• Alt + A + T – Open the Filter menu.
• Ctrl + Shift + L – Toggle filters on and off.
• Alt + A + S + S – Sort a selection ascending.
• Alt + A + S + D – Sort a selection descending.

Use case example: Sorting customer feedback from online surveys? Filtering and sorting shortcuts will help you understand trends more effectively.

• Workbook and Worksheet Shortcuts

When You’re Managing Workbooks or Worksheets

These shortcuts ensure you’re in control of the workbook and its many sheets.

• Ctrl + N – Create a new workbook.
• Ctrl + S – Save your workbook.
• F12 – Save as a new file.
• Ctrl + P – Open the print menu.
• Ctrl + Page Up/Down – Switch between sheets.

Use case example: Collaborating on a shared financial workbook? Save, switch between sheets, and stay organized without reaching for your mouse.

• Quick Shortcuts for Working with Charts

When You’re Creating Data Visualizations on the Fly

Charts communicate data in an easy-to-understand format. These shortcuts help you create charts without interrupting your workflow.

• Alt + F1 – Create a default chart based on data from the current range.
• F11 – Create a column chart from selected data located immediately to the left or right of the data it retrieves.

Use case example: Quickly visualizing sales trends? Use these shortcuts to generate charts without losing focus on your spreadsheet’s input fields.

• Super Shortcut Keys

When You Want to Impress Your Colleagues (and Yourself)

Take your Excel game to the next level with these lesser-known but highly effective shortcuts.

• Ctrl + Alt + V – Open the Paste Special dialog box.
• Alt + I + R – Insert a row above the selected cell.
• Alt H O I F – Autofit columns in an entire workbook.

Use case example: Managing team budgets? Apply formula paste special and autofit column formatting across multiple sheets for unmatched efficiency.

Bonus Shortcut: The Power of Macros

Macros are a powerful tool for automating repetitive tasks in Excel. They allow you to record a series of commands and actions, and then play them back with the click of a button or the use of a keyboard shortcut. This can save you even more time when working on large data sets or complex calculations by efficiently navigating through different areas of the Excel interface, such as the worksheet, ribbon, and task pane.

To create a macro, go to the Developer tab (if it is not visible, go to File > Options > Customize Ribbon and check the box next to Developer) and click on the Record Macro button. Give your macro a name and choose whether you want it to be available for use in all workbooks or just the current one.

Next, perform the actions you want to automate, such as formatting cells or running a complex formula. When you are done, click on the Stop Recording button in the Developer tab.

You can now run your macro by going to View > Macros > View Macros and selecting the one you created. To assign a keyboard shortcut to it, go back to the Customize Ribbon menu and click on Keyboard Shortcuts. Select Macros from the dropdown menu and choose your macro from the list. Then, simply enter the desired key combination and save your changes.

Additional Tips and Tricks

• Customize Your Shortcuts: Go to File > Options > Customize Ribbon > Keyboard Shortcuts. There, you can assign or change existing shortcuts.
• Use the Shortcut Finder: When you use a command by clicking its ribbon icon, Excel displays any associated shortcut on the tooltip.
• Embrace Function Keys (F1-F12): You can reassign function keys in Excel’s options menu. This allows you to keep your most used shortcuts at your fingertips without having to remember complex combinations.
• Get Familiar with the Alt Key: The Alt key is your ticket to Excel’s hidden keyboard shortcuts. Press it to reveal shortcut keys for every available ribbon tab, and you can navigate menus without ever touching a mouse.
• Select Cells Efficiently: Learn to select cells using keyboard shortcuts. This includes extending selections, selecting entire rows or columns, and utilizing key combinations to perform various tasks related to selecting cells within a spreadsheet.
• Practice Makes Perfect: The more you use these shortcuts, the more familiar they will become, saving you time and effort in the long run.

How Excel Shortcuts Can Transform Your Schedule

The true beauty of Excel shortcuts is in the time they save you. Imagine this scenario:

You adopt shortcuts that save you just 10 seconds every minute of Excel use. That’s 10 minutes saved in an hour, adding up to 600 minutes saved per month, or 120 hours saved every year.

With that time, you could:

• Finish projects ahead of schedule.
• Dedicate time to new business strategies.
• Spend more evenings with family and friends.

And these are just seconds shaved off from simple improvements.

Take Your Excel Skills to the Next Level

Excel shortcuts are just the beginning. Want to truly unlock your potential and become the go-to person in your workplace for spreadsheet wizardry?

Consider ONLC Training Centers—a trusted leader in professional skill development. Our Excel courses provide hands-on guidance, practical use cases, and the know-how to streamline every aspect of using Excel.

Whether you’re a beginner or an advanced user, the right training can save you not just hours, but also elevate your career.

Take the first step—start saving hours today.