Mastering Excel: The Most Useful Shortcut Keys for Windows and macOS
Excel is a powerhouse for data management, analysis, and visualization, but its full potential is best unlocked through keyboard shortcuts. These time-saving commands allow you to navigate, format, and manipulate data with speed and precision, eliminating the need to fumble with menus or a mouse. Whether you’re managing multiple workbooks, formatting cells, adjusting rows and columns, working with pivot tables, or performing everyday tasks like inserting dates and formulas, this guide has you covered.
In this expanded blog post, we’ve compiled an extensive collection of the most useful Excel shortcuts for both Windows and macOS users. Each section includes an introduction to provide context, a detailed table of shortcuts, and practical tips to help you apply them effectively. The categories include Workbook Shortcut Keys, Cell Formatting Shortcut Keys, Row and Column Formatting Shortcut Keys, Pivot Table Shortcut Keys, and Other Useful Shortcuts. Let’s dive in and supercharge your Excel productivity!
Workbook Shortcut Keys
Efficient workbook management is the foundation of a smooth Excel experience. Whether you’re creating new files, saving your work, or switching between worksheets and workbooks, these shortcuts will keep you organized and in control.
Tip: Memorize shortcuts like Ctrl + Tab
(Windows) or `Command + “ (macOS) to seamlessly switch between open workbooks, especially when juggling multiple projects.
Description | Windows Shortcut | macOS Shortcut |
---|---|---|
Create new workbook | Ctrl + N | Command + N |
Open existing workbook | Ctrl + O | Command + O |
Save workbook | Ctrl + S | Command + S |
Save as (new file name) | F12 | Command + Shift + S |
Close current workbook | Ctrl + W or Ctrl + F4 | Command + W |
Ctrl + P | Command + P | |
Switch between workbooks | Ctrl + Tab | Command + ` |
Undo last action | Ctrl + Z | Command + Z |
Redo last undone action | Ctrl + Y | Command + Shift + Z |
Insert new worksheet | Shift + F11 | Shift + F11 |
Switch to next worksheet | Ctrl + Page Down | Control + Page Down |
Switch to previous worksheet | Ctrl + Page Up | Control + Page Up |
Rename current worksheet | Alt + H, O, R | (Use menu: Format > Rename Sheet) |
Protect workbook | Alt + T, P, P | (Use menu: Tools > Protection) |
Additional Tips:
- On macOS, if your keyboard lacks Page Up/Page Down keys (common on laptops), use
Control + Fn + Down Arrow
(next worksheet) orControl + Fn + Up Arrow
(previous worksheet). - Use
Shift + F11
to quickly add a new worksheet without navigating the ribbon or sidebar—perfect for expanding your project on the fly.
Cell Formatting Shortcut Keys
Formatting cells efficiently is key to making your data visually appealing and easy to interpret. These shortcuts cover basic text styling, number formats, and access to advanced formatting options, saving you from digging through menus.
Tip: The “Open format cells dialog” shortcut (Ctrl + 1
or Command + 1
) is your gateway to advanced formatting like custom borders, fill colors, and cell protection—learn it well!
Description | Windows Shortcut | macOS Shortcut |
---|---|---|
Bold text | Ctrl + B | Command + B |
Italicize text | Ctrl + I | Command + I |
Underline text | Ctrl + U | Command + U |
Increase font size | Ctrl + Shift + > | Command + Shift + > |
Decrease font size | Ctrl + Shift + < | Command + Shift + < |
Apply number format | Ctrl + Shift + ! | Command + Shift + ! |
Apply date format | Ctrl + Shift + # | Command + Shift + # |
Apply currency format | Ctrl + Shift + $ | Command + Shift + $ |
Apply percentage format | Ctrl + Shift + % | Command + Shift + % |
Apply scientific format | Ctrl + Shift + ^ | Command + Shift + ^ |
Open format cells dialog | Ctrl + 1 | Command + 1 |
Apply strikethrough | Ctrl + 5 | Command + Shift + X |
Apply general format | Ctrl + Shift + ~ | Command + Shift + ~ |
Copy formatting (Format Painter) | Ctrl + Alt + C | Command + Option + C |
Paste formatting | Ctrl + Alt + V | Command + Option + V |
Additional Tips:
- Use
Ctrl + Shift + $
(orCommand + Shift + $
) to instantly format numbers as currency—ideal for financial reports. - The Format Painter shortcuts (
Ctrl + Alt + C
/V
on Windows,Command + Option + C
/V
on macOS) let you replicate formatting across cells with minimal effort.
Row and Column Formatting Shortcut Keys
Adjusting rows and columns—whether inserting, deleting, hiding, or resizing—is a frequent task in Excel. These shortcuts streamline the process, letting you restructure your worksheet in seconds.
Tip: Select multiple rows or columns before using insert/delete shortcuts to apply the action to all selected areas at once.
Description | Windows Shortcut | macOS Shortcut |
---|---|---|
Insert rows | Select row(s), Ctrl + Shift + = | Select row(s), Command + Shift + = |
Insert columns | Select column(s), Ctrl + Shift + = | Select column(s), Command + Shift + = |
Delete rows | Select row(s), Ctrl + – | Select row(s), Command + – |
Delete columns | Select column(s), Ctrl + – | Select column(s), Command + – |
Hide selected rows | Ctrl + 9 | Command + 9 |
Unhide selected rows | Ctrl + Shift + 9 | Command + Shift + 9 |
Hide selected columns | Ctrl + 0 | Command + 0 |
Unhide selected columns | Ctrl + Shift + 0 | Command + Shift + 0 |
Autofit row height | Alt + H, O, A | (Use menu: Format > AutoFit Row Height) |
Autofit column width | Alt + H, O, I | (Use menu: Format > AutoFit Column Width) |
Set specific row height | Alt + H, O, H | (Use menu: Format > Row Height) |
Set specific column width | Alt + H, O, W | (Use menu: Format > Column Width) |
Additional Tips:
- For inserting or deleting, ensure you’ve selected entire rows (e.g.,
Shift + Space
) or columns (e.g.,Ctrl + Space
) to avoid triggering an unwanted dialog box. - On Windows,
Ctrl + Shift + 0
to unhide columns may conflict with system settings; use the ribbon (Format > Unhide Columns) as a workaround.
Pivot Table Shortcut Keys
Pivot tables are Excel’s go-to tool for data analysis and summarization. These shortcuts help you create, modify, and manage pivot tables faster, so you can focus on insights rather than mechanics.
Tip: Use Ctrl + A
(Windows) or Command + A
(macOS) to select an entire pivot table for quick formatting or copying.
Description | Windows Shortcut | macOS Shortcut |
---|---|---|
Create pivot table | Alt + N, V | (Use menu: Data > PivotTable) |
Refresh pivot table | Alt + F5 | (Use menu: Data > Refresh) |
Group selected items | Alt + Shift + Right Arrow | Command + Shift + K |
Ungroup selected items | Alt + Shift + Left Arrow | Command + Shift + J |
Select entire pivot table | Ctrl + A | Command + A |
Open pivot table field list | Alt + JT + F | (Use menu: PivotTable Analyze > Show Field List) |
Expand field (in pivot table) | Alt + Down Arrow | Option + Down Arrow |
Collapse field (in pivot table) | Alt + Up Arrow | Option + Up Arrow |
Toggle pivot table filter | Alt + Shift + S | (Use menu: PivotTable Analyze > Filter) |
Additional Tips:
Ctrl + A
orCommand + A
works only when your cursor is inside the pivot table.- On macOS, pivot table shortcuts are less extensive; rely on the contextual menu (right-click) or ribbon for additional options.
Other Useful Shortcuts
This section covers a broad range of shortcuts for everyday tasks—inserting dates and times, adding comments, navigating large datasets, and working with formulas. These are the unsung heroes of Excel efficiency.
Tip: Use navigation shortcuts like Ctrl + Home
(Windows) or Command + Fn + Left Arrow
(macOS) to jump around your worksheet without scrolling.
Description | Windows Shortcut | macOS Shortcut |
---|---|---|
Insert current date | Ctrl + ; | Command + ; |
Insert current time | Ctrl + Shift + ; | Command + Shift + ; |
Insert date and time | Ctrl + ; then Ctrl + Shift + ; | Command + ; then Command + Shift + ; |
Add or edit comment | Shift + F2 | Shift + F2 |
Start a formula | = | = |
Insert function (opens dialog) | Shift + F3 | Shift + F3 |
Autosum selected range | Alt + = | Command + Shift + T |
Toggle absolute/relative references | F4 (when editing formula) | Command + T (when editing formula) |
Move to beginning of row | Home | Fn + Left Arrow |
Move to end of row | End | Fn + Right Arrow |
Move to beginning of worksheet | Ctrl + Home | Command + Fn + Left Arrow |
Move to last used cell | Ctrl + End | Command + Fn + Right Arrow |
Select entire row | Shift + Space | Shift + Space |
Select entire column | Ctrl + Space | Control + Space |
Select all data in region | Ctrl + Shift + * | Command + Shift + * |
Find text or values | Ctrl + F | Command + F |
Replace text or values | Ctrl + H | Command + Shift + H |
Repeat last action | F4 | Command + Y |
Open Name Manager | Ctrl + F3 | Command + F3 |
Additional Tips:
Ctrl + End
orCommand + Fn + Right Arrow
moves to the last used cell in your data range, which may not be the bottom-right corner of the sheet.- On macOS, the
Fn
key is critical for navigation on compact keyboards; test your layout to confirm compatibility.
Excel shortcuts are more than just time-savers—they’re a pathway to mastering this versatile tool. By integrating these commands into your workflow, you’ll minimize repetitive tasks, boost your efficiency, and have more time to focus on what matters: analyzing and presenting your data. Start with the shortcuts that align with your most frequent tasks, and gradually build your skills to include more advanced ones.
Keep this guide bookmarked or printed as a quick reference. With practice, these shortcuts will become second nature, transforming how you use Excel on Windows or macOS. So, dive in, experiment,
FAQs
What are Excel shortcuts?
Excel shortcuts are keyboard combinations that allow you to perform actions in Excel without using a mouse, making tasks faster and more efficient.
Why are Excel shortcuts important?
Excel shortcuts are important because they help you save time, improve workflow, and reduce errors. Mastering them enhances productivity in both basic and advanced tasks.
What is the most useful shortcut in Excel?
The most useful shortcut in Excel often depends on your needs, but Ctrl + C (copy) and Ctrl + V (paste) are commonly used across many tasks.
How can I create my own Excel shortcuts?
You can customize your Excel shortcuts by navigating to the “Options” menu and then selecting “Customize Ribbon” or “Customize Quick Access Toolbar” to assign specific shortcuts.
How many Excel shortcuts are there?
There are over 100 Excel shortcuts available, covering various functions, from simple data entry to complex analysis tasks. Apply now and take your first step towards a successful career in data science! Click here to learn more.
Mastering Excel formulas and shortcut keys is an invaluable skill that can significantly boost your productivity. Whether you’re working on data analysis, financial modeling, or business reporting, being efficient with Excel will make your work more accurate and faster. Regular practice is key to becoming proficient, and the shortcuts discussed in this guide can help you navigate Excel with ease. If you’re looking to further enhance your Excel skills and open doors to a successful career in data science, consider our courses designed to boost your expertise. Apply now and take your first step towards a successful career in data science! Click here to learn more.

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