Software

A cheatsheet of Excel shortcuts that make inserting data faster

These handy Microsoft excel shortcuts will help you enter data, create names, and complete functions easier and more efficiently once you start using them regularly.

Inserting content into an Excel sheet is a constant function for most of us. We're constantly entering something into a sheet. The following keyboard shortcuts automate some of these tasks - some you probably already know, but take a look. Maybe you'll find a few new ones!

Shortcut

Description

Insert data

Ctrl + K

Insert a hyperlink

Ctrl + ;

Insert the current date

Ctrl + :

Insert the current time

Ctrl + Enter

Enter value into non-contiguous cells

Alt + Enter

Wrap text to new line in same cell

Alt + Down Arrow

Display AutoComplete list

Shift + F2

Insert comment

Insert functions

Alt + =

Insert sum function

Shift + F3

Launch function wizard

Ctrl + Shift + A

Completes function by inserting argument

Insert names

Ctrl + Shift + F3

Create names from labels in adjacent row and/or columns

Ctrl + F3

Launch Name Manager

F3

Displays Paste Name dialog.  

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

33 comments
welshminx
welshminx

Hi, Could anyone help me with this one please? I'm populate a graph every month and each 'score' is colour coded between 1 and 5 under red, amber and green depending on performance. Is there a way I can enter data and the graph will automotically format the line to suit the grade of colour? (1-2 is red, 3 is amber and 4-5 is green)

NAOWAKE
NAOWAKE

CTRL + U Abre una pagina del mismo programa que se tenga en la pantalla. Y CTRL + R cierra el excel dejando abierto la interfaz de excel para abrir una nueva hoja de calculo. Muchas Gracias a todos por sus comentarios. Excel-entes !!!

mybatteryishot
mybatteryishot

I use this shortcut and then press down, down, enter to quickly paste values. It's saved me quite a bit of time!

Chas
Chas

I often have a column of data with long gaps of blank cells between multiple data cells that need to be filled. Rather than use Ctrl + d, copy down, on each segment I select all cells in the column, then I use: Ctrl + g to get the goto dialog. Alt + s to get to the special menu. k to select the Blanks radio button. Click OK and all blank cells in my column are selected and the active cell is the first blank cell in the selected data. I then type the formula, =a1, referencing the cell directly above and press Ctrl + Enter. All blank cells are filled with the data directly above and I have no blank cells in my column. Awesome time saver.

jmbifaro
jmbifaro

EVERYTIME I WISH TO PRINT AN ARTICLE LIKE THIS I RIGHT CLICK ON THE ARTICLE AND PUSH PRINT. I GET A MESSAGE EVERY TIME THAT SAY THAT INTERNET EXPLORER HAS STOPPED WORKING AND IT RECOVERS THE SCREEN ONLY TO HAVE THE SAME THING HAPPEN. I HAVE WINDOWS 7 AND INTERNET EXPOLOER 8. DOESN'T HAPPEN WITH OTHER THINGS I WANT TO PRINT. THOUGHTS? HELP? CAN'T YOU ADD A PRINT COMMAND ON ALL YOUR ARTICLES?

clcoronios
clcoronios

I find that they all work with 2007. At least all the ones I know what they're talking about. Ctrl + Enter for "Enter value into non-contiguous cells" and the two 'function' shortcuts leave me puzzled; I need to figure out how or why I'd use them; ditto with the Launch Name Manager and Displays Past Name dialog. These will make good additions to my Excel without the Mouse class (don't worry - I only teach lower level classes :-) )

jtroop
jtroop

Some of your shortcuts are really wrong for Excel 07. CTRL + ; Insert the current date CTRL + SHIFT ; Insert the current time These are just the first few right ones that do work. I do not have time to fix the rest if they are as wrong as these were. Did you even check these before you put them out here?? Or are you using old Excel 2003 and not stating that??

kevinkol
kevinkol

When editing a formula, F4 will toggles between absolute and relative row/column reference options (i.e. A1 --> $A$1--> A$4 --> $A4)

binqkor
binqkor

usin short cut keys make work easy and faster. i do a lot of work in words & excel. but when it come to formula, i prefer manualy keyin the command rather that goin to the function bar/ icon.

agency
agency

Ctrl + 1 Format anything (cells, chart series) Ctrl + Shift + 8 Select current data area F11 Create a column chart from highlighted data Ctrl + ` Toggle formula display on/off Also set zoom to less than 40% to display range names.

Spitfire_Sysop
Spitfire_Sysop

To switch between workbooks like you would alt-Tab through windows. Pressing CTRL-TAB moves to the next workbook and CTRL-SHIFT-TAB moves to the previous workbook. This is useful if you are moving data between multiple workbooks.

Broxoth
Broxoth

Great info to have. Correction though. To enter today's date it is: Ctrl + ; not comma. Also, if anyone knows of a shortcut that can swap contiguous cell entries from columns to rows and vise versa, that would be awesome(I know vba or macro could do it but that's not preferable). Sometimes tables just work better the opposite way once you've already begun! Been waiting for this since Offfice 2000. Maybe I'm the only one?

jbenton
jbenton

not in the Engish version ctrl-U underlines selected text ctrl-R fills to the right (really useful, ctrl-D fills down) my Spanish isn't great but the following might satisfy the above for English versions ctrl-N opens a new workbook ctrl-W closes current workbook but keeps excel open shift-F11 inserts a new sheet in the current workbook apologies if that's not what the above message was referring to

jbenton
jbenton

doesn't work for me (still using 2003), so have it set up as a button with shortcut alt-G (toGgle filter) right next to buttons for filter on current cell value (alt-C) and show all (alt-L) I use filtering a lot

jbenton
jbenton

I do this alot If it's a contiguous area I need to replace with values I often use the right-click-drag-away-and-drop-back technique (if you don't know, try it) I also changed alt-V to be the accelerator for paste values so I can use the keyboard to ctrl-C followed by a quick slide to alt-V Can't get Ctrl-alt-V to do anything - am I missing something?

cdiamond
cdiamond

Try ASAP Utilities. Single key operation

jbenton
jbenton

F5 is equivalent to ctrl-G When I do this sort of thing, I use autofilter to pick out the balnk cells but this works just as well

kozmo_kramer
kozmo_kramer

At the top of the article, right under the title, there is a 'more+' if you click that there is a print button. select print and print the article. it worked for me.

Lee Pietrus
Lee Pietrus

Switch to Google Chrome. Alllows bookmark migration. Only a handful of sites are yet not Chrome friendly.

Mark W. Kaelin
Mark W. Kaelin

You will get a much better response if you do not use all capital letters. In forums, all caps is considered yelling. Your printing problem is particular to your system it sounds like to me. Having a print button on the site would not solve it. Have you tried a different browser?

dforcey
dforcey

If you have a long string (e.g. "School District of Wannahokalugee") that needs to be entered in cells A3, A7, A8, B1, B2, B3, B6, and C22, highlight/select each of those by clicking on one of them, then CTRL-clicking on each of the rest. Without clicking anywhere else, type the string you want in all of these cells, then press CTRL + ENTER instead of just ENTER. The string will appear in each of the selected cells.

jbenton
jbenton

Ctrl-enter is useful when you want to enter the same formula in all cells in a selection; type it in one and press ctrl-enter instead of just enter and all cells now have this formula Otherwise you'd have to enter your formula, copy it, select cells and paste I use this alot, often after a GoTo, Special operation (to select all the errors in a column for example)

dforcey
dforcey

Date entry: You are "correcting" her statement that wasn't wrong. Time entry: CTRL + : is the same as CTRL + SHIFT + ; (you press SHIFT to get the colon).

brian
brian

One of these is presumbly for worksheet switching and the other for workbook switching? Sorry, I have now reread the origianl Post and it stands, My apologies! Brian

cricket4b
cricket4b

You can copy your table, move to new location, sheet or space with enough room, then paste transpose. Automatically moves the axis rows to columns. crispy

cdiamond
cdiamond

Try ASAP Utilities to transpose rows to columns or vice versa. This has hundreds of useful short utilities many of which can be accessed by key shortcuts or from a dropdown menu or toolbar icon. I would not be without it

mgrossrieder
mgrossrieder

To switch between worksheets, use Ctrl-PgDn/PgUp (at least in Excel 2003)

kwrickman
kwrickman

I didn't know when I bought my new computer last year that my favorite excel add-in ASAP Utilities will not work with a 64bit machine. I honestly would have bought a 32bit instead had I known.

medler1
medler1

ASAP v 4.8.0 is working fine on my win7 64bit installation of Office 2010. Have you checked your various security settings?

Editor's Picks