Excel Shortcuts & Formulas

Excel Shortcuts & Formulas

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  Shortcuts & Formulas Usedin MS Excel
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  Key Description Ctrl+PgDn Switchesbetween worksheet tabs, from left-to-right. Ctrl+PgUp Switches between worksheet tabs, from right-to-left. Ctrl+Shift+& Applies the outline border to the selected cells. Ctrl+Shift_ Removes the outline border from the selected cells. Ctrl+Shift+~ Applies the General number format. Ctrl+Shift+$ Applies the Currency format with two decimal places (negative numbers in parentheses). Ctrl+Shift+% Applies the Percentage format with no decimal places. Ctrl+Shift+^ Applies the Scientific number format with two decimal places. Ctrl+Shift+# Applies the Date format with the day, month, and year. Ctrl+Shift+@ Applies the Time format with the hour and minute, and AM or PM. Ctrl+Shift+! Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. Ctrl+Shift+* Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable, it selects the entire PivotTable report. Ctrl+Shift+: Enters the current time. Ctrl+Shift+" Copies the value from the cell above the active cell into the cell or the Formula Bar. Ctrl+Shift+Plus (+) Displays the Insert dialog box to insert blank cells. Ctrl+Minus (-) Displays the Delete dialog box to delete the selected cells. Ctrl+; Enters the current date. Excel Shortcuts
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  Key Description Ctrl+` Alternatesbetween displaying cell values and displaying formulas in the worksheet. Ctrl+' Copies a formula from the cell above the active cell into the cell or the Formula Bar. Ctrl+1 Displays the Format Cells dialog box. Ctrl+2 Applies or removes bold formatting. Ctrl+3 Applies or removes italic formatting. Ctrl+4 Applies or removes underlining. Ctrl+5 Applies or removes strikethrough. Ctrl+6 Alternates between hiding and displaying objects. Ctrl+8 Displays or hides the outline symbols. Ctrl+9 Hides the selected rows. Ctrl+0 Hides the selected columns. Ctrl+A Selects the entire worksheet. If the worksheet contains data, Ctrl+A selects the current region. Pressing Ctrl+A a second time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box. Ctrl+Shift+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. Ctrl+B Applies or removes bold formatting. Ctrl+C Copies the selected cells. Excel Shortcuts
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  Key Description Ctrl+D Copythe contents and format of the topmost cell of a selected range into the cells below. Ctrl+E Adds more values to the active column by using data surrounding that column. Ctrl+F Displays the Find and Replace dialog box, with the Find tab selected. Shift+F5 also displays this tab, while Shift+F4 repeats the last Find action. Ctrl+Shift+F opens the Format Cells dialog box with the Font tab selected. Ctrl+G Displays the Go To dialog box. F5 also displays this dialog box. Ctrl+H Displays the Find and Replace dialog box, with the Replace tab selected. Ctrl+I Applies or removes italic formatting. Ctrl+K Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. Ctrl+L Displays the Create Table dialog box. Ctrl+N Creates a new, blank workbook. Ctrl+O Displays the Open dialog box to open or find a file. Ctrl+Shift+O selects all cells that contain comments. Ctrl+P Displays the Print tab in Microsoft Office Backstage view. Ctrl+Shift+P opens the Format Cells dialog box with the Font tab selected. Ctrl+Q Displays the Quick Analysis options for your data when you have cells that contain that data selected. Ctrl+R Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. Excel Shortcuts
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  Key Description Ctrl+S Savesthe active file with its current file name, location, and file format. Ctrl+T Displays the Create Table dialog box. Ctrl+U Applies or removes underlining. Ctrl+Shift+U switches between expanding and collapsing of the formula bar. Ctrl+V Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. Ctrl+Alt+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. Ctrl+W Closes the selected workbook window. Ctrl+X Cuts the selected cells. Ctrl+Y Repeats the last command or action, if possible. Ctrl+Z Uses the Undo command to reverse the last command or to delete the last entry that you typed. Ctrl+S Saves the active file with its current file name, location, and file format. Ctrl+T Displays the Create Table dialog box. Ctrl+U Applies or removes underlining. Ctrl+Shift+U switches between expanding and collapsing of the formula bar. Ctrl+V Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents. Ctrl+Alt+V displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program. Ctrl+W Closes the selected workbook window. Excel Shortcuts
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  Key Description F1 Displays theExcel Help task pane. Ctrl+F1 displays or hides the ribbon. Alt+F1 creates an embedded chart of the data in the current range. Alt+Shift+F1 inserts a new worksheet. F2 Edits the active cell and positions the insertion point at the end of the cell contents. It also moves the insertion point into the Formula Bar when editing in a cell is turned off. Shift+F2 adds or edits a cell comment. Ctrl+F2 displays the print preview area on the Print tab in the Backstage view. F3 Displays the Paste Name dialog box. Available only if names have been defined in the workbook (Formulas tab, Defined Names group, Define Name). Shift+F3 displays the Insert Function dialog box. F4 Repeats the last command or action, if possible. When a cell reference or range is selected in a formula, F4 cycles through all the various combinations of absolute and relative references. Ctrl+F4 closes the selected workbook window. Alt+F4 closes Excel. F5 Displays the Go To dialog box. Ctrl+F5 restores the window size of the selected workbook window. F6 Switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that has been split (View menu, Manage This Window, Freeze Panes, Split Window command), F6 includes the split panes when switching between panes and the ribbon area. Shift+F6 switches between the worksheet, Zoom controls, task pane, and ribbon. Ctrl+F6 switches to the next workbook window when more than one workbook window is open. Excel Shortcuts
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  Key Description F7 Displays theSpelling dialog box to check spelling in the active worksheet or selected range. Ctrl+F7 performs the Move command on the workbook window when it is not maximized. Use the arrow keys to move the window, and when finished press Enter, or Esc to cancel. F8 Turns extend mode on or off. In extend mode, Extended Selection appears in the status line, and the arrow keys extend the selection. Shift+F8 enables you to add a nonadjacent cell or range to a selection of cells by using the arrow keys. Ctrl+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized. Alt+F8 displays the Macro dialog box to create, run, edit, or delete a macro. F9 Calculates all worksheets in all open workbooks. Shift+F9 calculates the active worksheet. Ctrl+Alt+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. 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. Ctrl+F9 minimizes a workbook window to an icon. F10 Turns key tips on or off. (Pressing Alt does the same thing.) Shift+F10 displays the shortcut menu for a selected item. Alt+Shift+F10 displays the menu or message for an Error Checking button. Ctrl+F10 maximizes or restores the selected workbook window. F11 Creates a chart of the data in the current range in a separate Chart sheet. Shift+F11 inserts a new worksheet. Alt+F11 opens the Microsoft Visual Basic For Applications Editor, in which you can create a macro by using Visual Basic for Applications (VBA). F12 Displays the Save As dialog box. Excel Shortcuts
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  Functions Excel FormulasDescription/ Outcome DATE =DATE(year,month,day) Returns the serial number of a particular date DATEVALUE =DATEVALUE(date_text) Converts a date in the form of text to a serial number DAY =DAY(serial_number) Converts a serial number to a day of the month MONTH =MONTH(serial_number) Converts a serial number to a month NOW =NOW() Returns the serial number of the current date and time TIME =TIME(hour,minute,second) Returns the serial number of a particular time TIMEVALUE =TIMEVALUE(time_text) Converts a time in the form of text to a serial number TODAY =TODAY() Returns the serial number of today’s date YEAR =YEAR(serial_number) Converts a serial number to a year CELL =CELL(info_type, [reference]) Returns information about the formatting, location, or contents of a cell ISBLANK =ISBLANK(value) Returns TRUE if the value is blank ISERROR =ISERROR(value) Returns TRUE if the value is any error value ISNONTEXT =ISNONTEXT(value) Returns TRUE if the value is not text ISNUMBER =ISNUMBER(value) Returns TRUE if the value is a number ISTEXT =ISTEXT(value) Returns TRUE if the value is text AND =AND(logical1,logical2,…) Returns TRUE if all of its arguments are TRUE Excel Formulas
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  Functions Excel FormulasDescription/ Outcome IF =IF(logical_test, [value_if_true], [value_if_false]) Specifies a logical test to perform IFERROR =IFERROR(value, value_if_error) Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula NOT =NOT(logical) Reverses the logic of its argument OR =OR(logical1,logical2,…) Returns TRUE if any argument is TRUE COLUMN =COLUMN([reference]) Returns the column number of a reference COLUMNS =COLUMNS(array) Returns the number of columns in a reference HLOOKUP =HLOOKUP(lookup_value,table_array,r ow_index_num,[range_lookup]) Looks in the top row of an array and returns the value of the indicated cell INDEX =INDEX(array,row_num,[column_num] ) – 2 types Uses an index to choose a value from a reference or array INDIRECT =INDIRECT(ref_text,A1) Returns a reference indicated by a text value LOOKUP =LOOKUP(lookup_value, array) – 2 types Looks up values in a vector or array MATCH =MATCH(lookup_value,lookup_array, match_type) Looks up values in a reference or array OFFSET =OFFSET(reference,rows,cols,height,w idth) Returns a reference offset from a given reference VLOOKUP =VLOOKUP(lookup_value,table_array,c ol_index_num,[range_lookup]) Looks in the first column of an array and moves across the row to return the value of a cell Excel Formulas
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  Functions Excel FormulasDescription/ Outcome PRODUCT =PRODUCT(number1,number2,…) Multiplies its arguments RAND =RAND() Returns a random number between 0 and 1 RANDBETWEEN =RANDBETWEEN(bottom,top) Returns a random number between the numbers you specify ROUND =ROUND(number,num_digits) Rounds a number to a specified number of digits ROUNDDOWN =ROUNDDOWN(number,num_digits) Rounds a number down, toward zero ROUNDUP =ROUNDUP(number,num_digits) Rounds a number up, away from zero SUBTOTAL =SUBTOTAL(function_num,REF1,…) Returns a subtotal in a list or database SUM =SUM(number1,number2,…) Adds its arguments SUMIF =SUMIF(range,criteria,[sum_range]) Adds the cells specified by a given criteria SUMIFS =SUMIFS(sum_range,criteria_range,cri teria,…) Adds the cells in a range that meet multiple criteria AVERAGE =AVERAGE(number1,number2,…) Returns the average of its arguments AVERAGEIF =AVERAGEIF(range,criteria,[average_r ange]) Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria COUNT =COUNT(value1,value2,…) Counts how many numbers are in the list of arguments COUNTA =COUNTA(value1,value2,…) Counts how many values are in the list of arguments COUNTBLANK =COUNTBLANK(range) Counts the number of blank cells within a range Excel Formulas
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  Functions Excel FormulasDescription/ Outcome COUNTIF =COUNTIF(range,criteria) Counts the number of cells within a range that meet the given criteria COUNTIFS =COUNTIFS(criteria_range,criteria,…) Counts the number of cells within a range that meet multiple criteria MAX =MAX(number1,number2,…) Returns the maximum value in a list of arguments MIN =MIN(number1,number2,…) Returns the minimum value in a list of arguments CONCATENATE =CONCATENATE(text1,text2,…) Joins several text items into one text item. Easier to use ‘&’ instead of the function usually. FIND =FIND(find_text,within_text,start_nu m) Finds one text value within another (case-sensitive) LEFT =LEFT(text,num_chars) Returns the leftmost characters from a text value LEN =LEN(text) Returns the number of characters in a text string LOWER =LOWER(text) Converts text to lowercase MID =MID(text,start_num,num_chars) Returns a specific number of characters from a text string starting at the position you specify PROPER =PROPER(text) Capitalizes the first letter in each word of a text value REPLACE =REPLACE(old_text,start_num,num_ch ars,new_text) Replaces characters within text RIGHT =RIGHT(text,num_chars) Returns the rightmost characters from a text value SEARCH =SEARCH(find_text,within_text,start_n um) Finds one text value within another (not case-sensitive) TEXT =TEXT(value,format_text) Formats a number and converts it to text Excel Formulas
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  Functions Excel FormulasDescription/ Outcome TRIM =TRIM(text) Removes spaces from text UPPER =UPPER(text) Converts text to uppercase NETWORKDAYS =NETWORKDAYS(start_date,end_date, [holidays]) Returns the number of whole workdays between two dates NETWORKDAYS.I NTL =NETWORKDAYS.INTL(start_date,end_ date,[weekend],[holidays]) Returns the number of whole workdays between two dates using parameters to indicate which and how many days are weekend days WEEKDAY =WEEKDAY(serial_number,[return_typ e]) Converts a serial number to a day of the week WEEKNUM =WEEKNUM(serial_number,[return_ty pe]) Converts a serial number to a number representing where the week falls numerically with a year ISERR =ISERR(value) Returns TRUE if the value is any error value except #N/A ISEVEN =ISEVEN(number) Returns TRUE if the number is even ISLOGICAL =ISLOGICAL(value) Returns TRUE if the value is a logical value ISNA =ISNA(value) Returns TRUE if the value is the #N/A error value ISODD =ISODD(number) Returns TRUE if the number is odd ISREF =ISREF(value) Returns TRUE if the value is a reference NA =NA() Returns the error value #N/A AVERAGEIFS =AVERAGEIFS(average_range,criteria_r ange,criteria,…) Returns the average (arithmetic mean) of all cells that meet multiple criteria. Excel Formulas
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  Practice, Practice &Practice This wasn’t achieved in a day