You can avoid reaching for the mouse if you are familiar with keyboard shortcuts.

If you forget one of these, use the mouse and go to the menu bar. In each pull down menu you will see keyboard commands given in the right side of the window.

Commonly used keyboard combinations

To use one of these combinations Hold the Ctrl or Alt key down and strike the letter key Ctrl+N Open a new workbook Ctrl+X Cut- Removes the selection from the active document and quickly. places it on the clipboard. Ctrl+O Opens a previously saved document. Ctrl+W Closes the active window, but does not Exit Excel. Ctrl+C Copies the selection to the clipboard Ctrl+V Paste - Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected.

Ctrl+S

Saves the active document Ctrl+A Selects all on the active with its current file name, worksheet. location and format. Prints the active file, also gives the opportunity to change print options Exit - Closes Microsoft Excel. Undo the last action. This selection can be repeated several times. Ctrl+F Find - Searches for specified text in the active document Ctrl+B Bold - Formats selected text; make text bold, or remove bold formatting Ctrl+I Italic - Formats selected text; make text italic or remove italic

Ctrl+P

Alt+F4

Ctrl+Z

Ctrl+Y

Redo - After an action has Ctrl+U Underline - Formats selected been undone, it can be text; make text underlined or reinstated in the document. remove underline

Less commonly used keyboard combinations

To use any of these combinations hold down the first key(s) and tap the last key one time. Release the held keys when the action is completed
Select the next sheet in the workbook Complete a cell entry and move to the right in the selection Move to the next workbook or window Move to the next workbook or window In print preview, move to the first page when zoomed out In print preview, move to the first page when zoomed out Insert a new worksheet Select the previous sheet in the workbook Complete a cell entry and move to the left in the selection Start a new line in the same cell Move to the previous workbook or window Move to the previous workbook or window Complete a cell entry and move down in the selection Cancel a cell entry In print preview, move to the last page when zoomed out

Start a formula In print preview, move to the last page when zoomed out

Complete a cell entry and move up in the selection

Move between unlocked cells on a protected worksheet Prints the active file, also gives the opportunity to change

Insert a new worksheet

print options Create a chart that uses the current range Create a chart that uses the current range Insert a hyperlink In a cell with a hyperlink, this activates the hyperlink Apply the percentage format Select the entire row Select the entire column

Enter the time

Enter the date Fill to the right

Fill down

Apply the outline border

Remove outline borders

Apply the currency format Hide columns un hide columns Create names from row and column labels Displays all formulas in a worksheet, repeat to hide

Select the current region around the active cell Insert the Auto Sum formula Display the Format Cells dialog box Show, or hide, the Standard toolbar

Hide rows

un hide rows Complete a cell entry and move up in the selection

If text is already selected and you want to extend the selection area
Extend selection one character to the left in the formula bar, or one cell to the left in the worksheet Extend selection to the last non blank cell to the right or above a selected cell. One character to the right in the formula bar or one cell to the right in the worksheet One word to the right in the formula bar To the end of a document or to the right edge of the formula bar Extend selection one character to the right in the formula bar, or one cell to the right in the worksheet Extend selection to the to the last non blank cell to the left or below a selected cell

If you want to move the cursor

One character to the left in the formula bar or one cell to the left in the worksheet One word to the left in the formula bar To the beginning of a document or to the left edge of the formula bar

This list is by no means complete. To find other keyboard combinations check the Excel help index.

Assignment
Leave your browser window open. Open Microsoft Excel, if it is not already open. From this point forward, do not use your mouse 1. Open a new workbook. 2. Insert a new worksheet into the workbook 3. Move to sheet 2 4. Move your cursor to cell D4 5. Type your name and press the Enter key 6. Move back into cell D4 and Copy your name 7. Move from sheet 2 to sheet 4 8. Move your cursor into cell E5 9. Paste your name 10. Hide the column your name is in 11. (deserved, but not required) Pat yourself on the back! Each of the steps in the list above should have been accomplished without the

use of your mouse. If you reached for the rodent, review the two tables above, go back to step 1 and try again. Good luck. A Windows Keyboard is available showing general PC/Windows keyboard shortcuts
Key CTRL+( CTRL+) CTRL+& CTRL+_ CTRL+~ CTRL+$ CTRL+% CTRL+^ CTRL+# CTRL+@ CTRL+! CTRL+CTRL+* Description Unhides any hidden rows within the selection. Unhides any hidden columns within the selection. Applies the outline border to the selected cells. Removes the outline border from the selected cells. Applies the General number format. Applies the Currency format with two decimal places (negative numbers in parentheses). Applies the Percentage format with no decimal places. Applies the Exponential number format with two decimal places. Applies the Date format with the day, month, and year. Applies the Time format with the hour and minute, and AM or PM. Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. Displays the Delete dialog box to delete the selected cells. 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+: Enters the current time. CTRL+; Enters the current date. Alternates between displaying cell values and displaying formulas in the CTRL+` worksheet. Copies a formula from the cell above the active cell into the cell or the Formula CTRL+' Bar. Copies the value from the cell above the active cell into the cell or the Formula CTRL+" Bar. CTRL++ Displays the Insert dialog box to insert blank cells. 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. Alternates between hiding objects, displaying objects, and displaying CTRL+6 placeholders for objects. CTRL+7 Displays or hides the Standard toolbar.

CTRL+8 Displays or hides the outline symbols. CTRL+9 Hides the selected rows. CTRL+0 Hides the selected columns. 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. CTRL+A 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. Copies the selected cells. CTRL+C CTRL+C followed by another CTRL+C displays the Microsoft Office Clipboard. Uses the Fill Down command to copy the contents and format of the topmost CTRL+D cell of a selected range into the cells below. Displays the Find dialog box. CTRL+F SHIFT+F5 also displays this dialog box, while SHIFT+F4 repeats the last Find action. Displays the Go To dialog box.

CTRL+G F5 also displays this dialog box. CTRL+H Displays the Find and Replace dialog box. CTRL+I Applies or removes italic formatting. Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit CTRL+K Hyperlink dialog box for selected existing hyperlinks. CTRL+L Displays the Create List dialog box. CTRL+N Creates a new, blank file. Displays the Open dialog box to open or find a file. CTRL+O CTRL+SHIFT+O selects all cells that contain comments. CTRL+P Displays the Print dialog box. Uses the Fill Right command to copy the contents and format of the leftmost CTRL+R cell of a selected range into the cells to the right. CTRL+S Saves the active file with its current file name, location, and file format. CTRL+U Applies or removes underlining. Inserts the contents of the Clipboard at the insertion point and replaces any CTRL+V selection. Available only after you cut or copied an object, text, or cell contents.

CTRL+W Closes the selected workbook window. CTRL+X Cuts the selected cells. CTRL+Y Repeats the last command or action, if possible. Uses the Undo command to reverse the last command or to delete the last entry you typed. CTRL+Z CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed. Function keys Key Displays the Help task pane. CTRL+F1 closes and reopens the current task pane. F1 ALT+F1 creates a chart of the data in the current range. ALT+SHIFT+F1 inserts a new worksheet. 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 F2 off. SHIFT+F2 edits a cell comment. Pastes a defined name into a formula. F3 SHIFT+F3 displays the Insert Function dialog box. Repeats the last command or action, if possible. F4 CTRL+F4 closes the selected workbook window. Displays the Go To dialog box. F5 CTRL+F5 restores the window size of the selected workbook window. F6 Switches to the next pane in a worksheet that has been split (Window menu, Split command). SHIFT+F6 switches to the previous pane in a worksheet that has been split. CTRL+F6 switches to the next workbook window when more than one workbook window is open. Note When the task pane is visible, F6 and SHIFT+F6 include that pane when switching between panes. F7 Displays the Spelling dialog box to check spelling in the active worksheet or selected range. Description

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 ESC. Turns extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the selection. SHIFT+F8 enables you to add a non-adjacent 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 run, edit, or delete a macro. Calculates all worksheets in all open workbooks. F9 followed by ENTER (or followed by CTRL+SHIFT+ENTER for array formulas) calculates the selected a portion of a formula and replaces the selected portion with the calculated value. SHIFT+F9 calculates the active worksheet. F9 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 Selects the menu bar or closes an open menu and submenu at the same time. SHIFT+F10 displays the shortcut menu for a selected item. ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message. CTRL+F10 maximizes or restores the selected workbook window. Creates a chart of the data in the current range. SHIFT+F11 inserts a new worksheet. F11 ALT+F11 opens the Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA). ALT+SHIFT+F11 opens the Microsoft Script Editor, where you can add text, edit HTML tags, and modify any script code.

F8

F12 Displays the Save As dialog box. Other useful shortcut keys Key Description Move one cell up, down, left, or right in a worksheet. CTRL+ARROW KEY moves to the edge of the current data region (data region: A range of cells that contains data and that is bounded by empty cells or datasheet borders.) in a worksheet. SHIFT+ARROW KEY extends the selection of cells by one cell. CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cell in the same column or row as the active cell. ARROW KEYS LEFT ARROW or RIGHT ARROW selects the menu to the left or right when a menu is visible. When a submenu is open, these arrow keys switch between the main menu and the submenu. DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options. ALT+DOWN ARROW opens a selected drop-down list. Deletes one character to the left in the Formula Bar. BACKSPACE Also clears the content of the active cell. Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments. DELETE In cell editing mode, it deletes the character to the right of the insertion point. Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on. Also selects the last command on the menu when a menu or submenu is visible. END CTRL+END moves to the last cell on a worksheet, in the lowest used row of the rightmost used column. CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner).

Completes a cell entry from the cell or the Formula Bar, and selects the cell below (by default). In a data form, it moves to the first field in the next record. Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command. ENTER In a dialog box, it performs the action for the default command button in the dialog box (the button with the bold outline, often the OK button). ALT+ENTER starts a new line in the same cell. CTRL+ENTER fills the selected cell range with the current entry. SHIFT+ENTER completes a cell entry and selects the cell above. Cancels an entry in the cell or Formula Bar. ESC It also closes an open menu or submenu, dialog box, or message window. Moves to the beginning of a row in a worksheet. Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on. HOME Selects the first command on the menu when a menu or submenu is visible. CTRL+HOME moves to the beginning of a worksheet. CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet. PAGE DOWN Moves one screen down in a worksheet. ALT+PAGE DOWN moves one screen to the right in a worksheet. CTRL+PAGE DOWN moves to the next sheet in a workbook. CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook. Moves one screen up in a worksheet. ALT+PAGE UP moves one screen to the left in a worksheet. CTRL+PAGE UP moves to the previous sheet in a workbook. CTRL+SHIFT+PAGE UP selects the current and previous sheet in a

PAGE UP

workbook. In a dialog box, performs the action for the selected button, or selects or clears a check box. CTRL+SPACEBAR selects an entire column in a worksheet. SHIFT+SPACEBAR selects an entire row in a worksheet. SPACEBAR CTRL+SHIFT+SPACEBAR selects the entire worksheet.

If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region. Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet. When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet.

ALT+SPACEBAR displays the Control menu for the Excel window. Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialog box. TAB SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box. CTRL+TAB switches to the next tab in dialog box. CTRL+SHIFT+TAB switches to the previous tab in a dialog box.

Keys for General Use

Working with Spreadsheet Files

To perform this action... To create a new spreadsheet file To open a spreadsheet file To close a spreadsheet file To save a spreadsheet file To quit Excel Press... CTRL+N CTRL+O CTRL+W CTRL+S ALT+F4

Working with Workbook Windows

To perform this action... To close the selected workbook window To restore the window size of the selected workbook window To switch to the next pane in a worksheet that has been split (by using the Split command on the Window menu) To switch to the previous pane in a worksheet that has been split To switch to the next workbook window when more than one workbook window is open To switch to the previous workbook window To minimize a workbook window to an icon To maximize or restore the selected workbook window Press... CTRL+F4 or CTRL+W

CTRL+F5

F6

SHIFT+F6

CTRL+F6

CTRL+SHIFT+F6

CTRL+F9

CTRL+F10

Working with Menus and Toolbars

To perform this action... Press...

To show or hide the Standard toolbar

CTRL+7

Working with Worksheets

To perform this action... To insert a new worksheet To move to the next worksheet in the workbook To move to the previous worksheet in the workbook To select the current and next worksheet Press... SHIFT+F11 or ALT+SHIFT+F1 CTRL+PAGE DOWN

CTRL+PAGE UP

SHIFT+CTRL+PAGE DOWN (To cancel selection of multiple sheets, press CTRL+PAGE DOWN; or to select a different sheet, press CTRL+PAGE UP) SHIFT+CTRL+PAGE UP

To select the current and previous worksheet To rename the current worksheet

ALT+O, H, R (Format menu, Sheet submenu, Rename command) ALT+E, M (Edit menu, Move or Copy Sheet command) ALT+E, L (Edit menu, Delete Sheet command) CTRL+` (SINGLE LEFT QUOTATION MARK) SHIFT+F9 F9

To move or copy the current worksheet To delete the current worksheet

To alternate between displaying cell values and displaying cell formulas To calculate the active worksheet To calculate all sheets in all open workbooks

Working with Speech, E-Mail, Macros, and Other Languages

Using Speech Recognition and Text-to-Speech To perform this action... To switch between command mode Press... CTRL

and dictation mode To stop reading when text is being read aloud Sending E-Mail Messages To perform this action... With cell A1 selected, to move to the Introduction box in the e-mail message header Press... SHIFT+TAB (In the message header, moves to the Subject, Bcc (if displayed), Cc, To, and From (if displayed) boxes, then to the address book for the Bcc, Cc, To, and From boxes, and then to cell A1.) ALT+S CTRL+SHIFT+B ALT+O ESC

To send the e-mail message To open the Address Book To open the Options menu for access to the Options, Bcc Field, and From Field commands To open the Outlook Message Options dialog box (Options menu, Options command) To check the names in the To, Cc, and Bcc boxes against the Address Book To open the Address Book for the To box To open the Address Book for the Cc box To open the Address Book for the Bcc box if the Bcc box is displayed To go to the Subject box To create a message flag To add interactivity to the range or sheet being sent

ALT+P

ALT+K

ALT+PERIOD

ALT+C

ALT+B

ALT+J CTRL+SHIFT+G ALT+A

Note: To use keys to send e-mail messages, you must configure Microsoft Outlook as your default e-mail program. Most of the keystrokes above do not work with Outlook Express.

Working with Macros To perform this action... To display the Macro dialog box To display the Visual Basic Editor To insert a Microsoft Excel 4.0 macro sheet Press... ALT+F8 ALT+F11 CTRL+F11

Working with Multiple National Languages To perform this action... To switch to right-to-left paragraph direction (the text must contain only neutral characters) To switch to left-to-right paragraph direction (the text must contain only neutral characters) To move the pointer into the phonetic guides in Japanese text for which you've displayed phonetic guides To move the pointer from the phonetic guides back to the parent string of characters To enter a unicode character Press... CTRL+RIGHT SHIFT

CTRL+LEFT SHIFT

ALT+SHIFT+UP ARROW

ALT+SHIFT+DOWN ARROW

NUM LOCK, ALT+numeric pad numbers ALT+X (Press immediately after typing the hexadecimal code or the unicode character)

To convert the hexadecimal code for a unicode character to the character, or to convert a unicode character to its hexadecimal code

Miscellaneous
To perform this action... To cancel an action To undo an action To redo an action Press... ESC CTRL+Z F4 or CTRL+Y