15 Excel Keyboard Shortcuts that Work Like Magic

There’s no sample file for this post.  You can use these tips and tricks on any spreadsheet you want!

Here’s the end goal for this post: I hope that you will learn one trick that will impress your boss.

I mean, that’s the goal for this blog in general, but let’s focus on one thing at a time right now – quick tricks that you can use when you’re working on something, during a meeting, or when someone inevitably comes to do to consult your Excel-based knowledge.  I want it to feel like when Harry first gets to Hogwarts, and he sees all the different witches and wizards using their magical skills – except you’re the witch or wizard and your boss is Harry Potter in this scenario.  So let’s talk about the things you can use Excel for to make your life easier – keyboard shortcut.

What are keyboard shortcuts?

Keyboard shortcuts are exactly what they sound like – combinations of keyboard strokes that you can use to do something without clicking.  

Why not just use the mouse, you may ask?  Quite simply – keyboard shortcuts are faster.  They mean that when you’re working on something, you never have to take your hands away from the keyboard – you can always just keep typing like a machine.  Some keyboard shortcuts might take a little while to wrap your mind around, but trust me, the investment is worth it in the end.  

Many common keyboard shortcuts are the same across all computer products (for example, CTRL + C to copy, CTRL + V to paste), but there are some that have the power to make Excel (and your life) a whole lot easier.

Here are 15 keyboard shortcuts that I use every single day.  

Note: some keyboard shortcuts are going to be different from Windows users to Mac users, although several are going to be the same.  Where applicable, I’ve noted the differences.  

 

Keyboard shortcuts that let you move quickly.

Shortcut	Windows	Mac
Move down one cell	ENTER	ENTER
Move up one cell	SHIFT + ENTER	SHIFT + ENTER
Move right one cell	TAB	TAB
Move left one cell	SHIFT + TAB	SHIFT + TAB
Move to the top/bottom of a column	CTRL + ↑ CTRL + ↓	COMMAND + ↑ COMMAND + ↓
Move to the left/right of a row	CTRL + ← CTRL + →	COMMAND + ← COMMAND + →
Switch between different program windows	ALT + TAB	COMMAND + TAB (different programs) COMMAND + ~ (different windows, same program)

 

Keyboard shortcuts that let you select cells.

Shortcut	Windows	Mac
Select all cells	CTRL + A	COMMAND + A
Select all cells to the top/bottom of a column	CTRL + SHIFT + ↑ CTRL + SHIFT + ↓	COMMAND + SHIFT + ↑ COMMAND + SHIFT + ↓
Select all cell to the left/right of a row	CTRL + SHIFT + ← CTRL + SHIFT + →	COMMAND + SHIFT + ← COMMAND + SHIFT + →

 

 

Keyboard shortcuts that let you edit cells.

Shortcut	Windows	Mac
Click into a cell so you can edit its contents	F2	CTRL + U
Click out of a cell and keep changes	ENTER	ENTER
Click out of a cell and remove changes	ESCAPE	ESCAPE

 

Keyboard shortcuts that let you copy/paste data in a single stroke. (These work with either data or formulas!)

Shortcut	Windows	Mac
Duplicate data down	CTRL + D	CTRL + D
Duplicate data right	CTRL + R	CTRL + R

 

 

Did you see something that blew your mind?  With a little practice, all of these keyboard shortcuts can become almost automatic, making you look like an Excel wizard.  

Hungry for even more Excel shortcuts?  The Hubspot Marketing Blog has a great post detailing their top 40 Excel keyboard shortcuts, that could make your life even easier!

Which one was your favorite?  Let us know in the comments!