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Excel 2007 Shortcut and Function Keys

Excel 2007 Shortcut and Function Keys

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Document Contents

Keyboard Shortcuts for Microsoft Excel 2007

Finding and using keyboard shortcuts ........................................................................................................ 2 Microsoft Office basics............................................................................................................................ 2 Use dialog boxes ..................................................................................................................................... 3 Use edit boxes within dialog boxes ......................................................................................................... 4 Use the Open and Save As dialog boxes .................................................................................................. 5 Undo and redo actions ............................................................................................................................ 5 Access and use task panes and galleries ................................................................................................. 6 Close a task pane ................................................................................................................................ 6 Move a task pane ................................................................................................................................ 6 Resize a task pane ............................................................................................................................... 6 Access and use smart tags ...................................................................................................................... 7 Navigating the Office Fluent Ribbon ....................................................................................................... 8 Change the keyboard focus without using the mouse ............................................................................ 9 Common tasks in Microsoft Excel ............................................................................................................. 10 CTRL combination shortcut keys ........................................................................................................... 10 Function keys ........................................................................................................................................ 14 Other useful shortcut keys .................................................................................................................... 17

Finding and using keyboard shortcuts
For keyboard shortcuts in which you press two or more keys simultaneously, the keys to press are separated by a plus sign (+) in Microsoft Office Word 2007 Help. For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,).

Microsoft Office basics
To do this Switch to the next window. Switch to the previous window. Close the active window. Restore the size of the active window after you maximize it. Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. Move to a task pane from another pane in the program window (counterclockwise direction). When more than one window is open, switch to the next window. Switch to the previous window. Maximize or restore a selected window. Copy a picture of the screen to the Clipboard. Copy a picture of the selected window to the Clipboard. Press ALT+TAB ALT+SHIFT+TAB CTRL+W or CTRL+F4 ALT+F5 F6

SHIFT+F6

CTRL+F6 CTRL+SHIFT+F6 CTRL+F10 PRINT SCREEN ALT+PRINT SCREEN

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Perform the action assigned to the selected button. Switch to the next tab in a dialog box. Open a selected drop-down list. Run the selected command. Select an option. select or clear a check box. Switch to the previous tab in a dialog box. Press ALT+F6 TAB SHIFT+TAB CTRL+TAB CTRL+SHIFT+TAB Arrow keys SPACEBAR ALT+ the letter underlined in an option ALT+DOWN ARROW First letter of an option in a drop-down list ESC ENTER 3|P age . or between options in a group of options. Move to the next option or option group. Close a selected drop-down list. cancel a command and close a dialog box. Move to the previous option or option group. Move between options in an open drop-down list. Select an option from a drop-down list.Use dialog boxes To do this Move from an open dialog box back to the document. select or clear the selected check box. for dialog boxes such as Find and Replace that support this behavior.

Use edit boxes within dialog boxes An edit box is a blank in which you type or paste an entry. Select or unselect one word to the right. Select or unselect one word to the left. Select from the insertion point to the beginning of the entry. Press HOME END LEFT ARROW or RIGHT ARROW CTRL+LEFT ARROW CTRL+RIGHT ARROW SHIFT+LEFT ARROW SHIFT+RIGHT ARROW CTRL+SHIFT+LEFT ARROW CTRL+SHIFT+RIGHT ARROW SHIFT+HOME SHIFT+END 4|P age . Select or unselect one character to the right. Select from the insertion point to the end of the entry. Select or unselect one character to the left. Move to the end of the entry. Move one word to the right. such as your user name or the path to a folder. Move one word to the left. To do this Move to the beginning of the entry. Move one character to the left or right.

Update the file list.Use the Open and Save As dialog boxes To do this Display the Open dialog box. Display the Save As dialog box. Undo an action. Go to the previous folder. button: Create a new folder. Display a shortcut menu for a selected item such as a folder or file. DELETE ALT+4 ALT+5 SHIFT+F10 TAB F4 or ALT+I F5 Create New Folder Views button: Switch among available folder views. Delete button: Open the folder one level above the Press CTRL+F12 or CTRL+O F12 ALT+1 ALT+2 button: Delete the selected folder or file. Move between options or areas in the dialog box. Open the Look in list. Undo and redo actions To do this Cancel an action. Up One Level open folder. Press ESC CTRL+Z CTRL+Y 5|P age . Redo or repeat an action.

Select the first or last item in a gallery.) When a task pane is active. and then press ENTER. Press CTRL+SPACEBAR. 2. and then press ENTER. Move a task pane 1. Use the arrow keys to select Move. 6|P age . 2. Use the arrow keys to select Close. Open a drop-down menu for the selected gallery item. if necessary. Press F6 to move to the task pane. Press F6 CTRL+TAB TAB or SHIFT+TAB CTRL+SPACEBAR SPACEBAR or ENTER SHIFT+F10 HOME or END PAGE UP or PAGE DOWN Close a task pane 1. Use the arrow keys to move the task pane.) When a menu is active. Display the full set of commands on the task pane menu. (You may need to press CTRL+TAB more than once. Perform the action assigned to the selected button.Access and use task panes and galleries To do this Move to a task pane from another pane in the program window. Press CTRL+SPACEBAR. Press F6 to move to the task pane. Press F6 to move to the task pane. 4. and then press ENTER. and then press ENTER. and then press ENTER. if necessary. 3. select the next or previous option in the task pane. if necessary. Press CTRL+SPACEBAR. Scroll up or down in the selected gallery list. move to a task pane. 4. Use the arrow keys to resize the task pane. Use the arrow keys to select Size. (You may need to press F6 more than once. Resize a task pane 1. 3. 2. 3.

If more than one smart tag is present. Close the smart tag menu or message. Perform the action for the selected item on a smart tag menu. Select the next item on a smart tag menu. DOWN ARROW UP ARROW ENTER ESC Press SHIFT+F10 ALT+SHIFT+F10 7|P age . Display the menu or message for a smart tag or for the AutoCorrect Options button or the Paste options button . Select the previous item on a smart tag menu.Access and use smart tags To do this Display the shortcut menu for the selected item. switch to the next smart tag and display its menu or message.

Access keys provide a way to quickly use a command by pressing a few keys. you must first press the letter of the group that contains the command. along with the KeyTips for the groups on that tab. Press the letter shown in the KeyTip over the feature that you want to use. The KeyTips are displayed over each feature that is available in the current view.Navigating the Office Fluent Ribbon Note The Ribbon is a component of the Microsoft Office Fluent user interface. Press ALT. The above image was excerpted from Training on Microsoft Office Online. 4. if the Home tab is active and you press I. 8|P age . For example. Every command in Office Word 2007 can be accessed by using an access key. In some cases. 3. press ALT. You can get to most commands by using two to five keystrokes. Continue pressing letters until you press the letter of the command or control that you want to use. the Insert tab is displayed. no matter where you are in the program. 2. Note To cancel the action that you are taking and hide the KeyTips. you may be shown additional KeyTips. To use an access key: 1. Depending on which letter you press.

To do this Select the active tab of the Ribbon and activate the access keys. Open the selected menu or gallery on the Ribbon. Press either of these keys again to move back to the document and cancel the access keys. respectively. respectively. (If no Help topic is associated with the selected command. The following table lists some ways to move the keyboard focus without using the mouse. • • • • Press ALT or F10.Change the keyboard focus without using the mouse Another way to use the keyboard to work with programs that feature the Office Fluent Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. or right. and move focus back to the document. Activate the selected command or control on the Ribbon. Get help on the selected command or control on the Ribbon. Move the focus to select each of the following areas of the window: Active tab of the Ribbon Any open task panes Status bar at the bottom of the window Your document Move the focus to each command on the Ribbon. Hide or show the Ribbon. and then LEFT ARROW or RIGHT ARROW CTRL+F1 SHIFT+F10 F6 TAB or SHIFT+TAB DOWN ARROW. LEFT ARROW. a general Help topic about the program is shown instead. Move to another tab of the Ribbon. up. or RIGHT ARROW SPACEBAR or ENTER SPACEBAR or ENTER ENTER ENTER F1 Move down. Finish modifying a value in a control on the Ribbon. forward or backward. among the items on the Ribbon. Activate a command or control on the Ribbon so you can modify a value.) 9|P age . UP ARROW. F10 to select the active tab. left. Display the shortcut menu for the selected command.

Applies the Number format with two decimal places. month. Enters the current time. Applies the Percentage format with no decimal places. and AM or PM. Applies the Time format with the hour and minute. Displays the Insert dialog box to insert blank cells. Copies the value from the cell above the active cell into the cell or the Formula Bar. Applies the General number format. 10 | P a g e CTRL+SHIFT+: CTRL+SHIFT+" Press CTRL+SHIFT+( CTRL+SHIFT+) CTRL+SHIFT+& CTRL+SHIFT_ CTRL+SHIFT+~ CTRL+SHIFT+$ CTRL+SHIFT+% CTRL+SHIFT+^ CTRL+SHIFT+# CTRL+SHIFT+@ CTRL+SHIFT+! CTRL+SHIFT+* CTRL+SHIFT+Plus (+) CTRL+Minus (-) .Common tasks in Microsoft Excel The following lists contain CTRL combination shortcut keys. Applies the Exponential number format with two decimal places. and year. function keys. Applies the outline border to the selected cells. and some other common shortcut keys. thousands separator. Displays the Delete dialog box to delete the selected cells. Applies the Date format with the day. Unhides any hidden columns within the selection. along with descriptions of their functionality. and minus sign (-) for negative values. CTRL combination shortcut keys To do this Unhides any hidden rows within the selection. Removes the outline border from the selected cells. it selects the entire PivotTable report. Applies the Currency format with two decimal places (negative numbers in parentheses). Selects the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable.

Displays the Format Cells 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. Applies or removes italic formatting. Applies or removes bold formatting. and displaying placeholders for objects. Applies or removes bold formatting. Pressing CTRL+A a third time selects the entire worksheet. Selects the entire worksheet. Copies a formula from the cell above the active cell into the cell or the Formula Bar. Hides the selected rows. If the worksheet contains data. Applies or removes strikethrough. CTRL+A selects the current region. Press CTRL+. displaying objects. CTRL+8 CTRL+9 CTRL+0 CTRL+A CTRL+B 11 | P a g e . Hides the selected columns. Alternates between displaying cell values and displaying formulas in the worksheet. Applies or removes underlining. Pressing CTRL+A a second time selects the current region and its summary rows. displays the Function Arguments dialog box. CTRL+` CTRL+' CTRL+1 CTRL+2 CTRL+3 CTRL+4 CTRL+5 CTRL+6 Displays or hides the outline symbols. Alternates between hiding objects. When the insertion point is to the right of a function name in a formula.To do this Enters the current date.

blank workbook. Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. Displays the Find and Replace dialog box. F5 also displays this dialog box.To do this Copies the selected cells. Applies or removes italic formatting. Press CTRL+C CTRL+D CTRL+F Displays the Go To dialog box. SHIFT+F5 also displays this tab. 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. Displays the Print dialog box. Creates a new. while SHIFT+F4 repeats the last Find action. Displays the Find and Replace dialog box. CTRL+SHIFT+O selects all cells that contain comments. Displays the Open dialog box to open or find a file. CTRL+G CTRL+H CTRL+I CTRL+K CTRL+N CTRL+O CTRL+P CTRL+R 12 | P a g e . CTRL+SHIFT+P opens the Format Cells dialog box with the Font tab selected. with the Replace tab selected. with the Find tab selected. CTRL+C followed by another CTRL+C displays the Clipboard. CTRL+SHIFT+F opens the Format Cells dialog box with the Font tab selected. Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks.

if possible. location. text. Cuts the selected cells. text. Available only after you have cut or copied an object. Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object. CTRL+ALT+V displays the Paste Special dialog box. or cell contents. Displays the Create Table dialog box. CTRL+SHIFT+U switches between expanding and collapsing of the formula bar. Press CTRL+S CTRL+T CTRL+U CTRL+V CTRL+W CTRL+X CTRL+Y Uses the Undo command to reverse the last command or to delete the last entry that you typed. or cell contents on a worksheet or in another program. Repeats the last command or action. CTRL+Z 13 | P a g e . CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed.To do this Saves the active file with its current file name. Applies or removes underlining. Closes the selected workbook window. and file format.

SHIFT+F3 displays the Insert Function dialog box. and Ribbon. ALT+SHIFT+F1 inserts a new worksheet. Split Window command). if possible. In a worksheet that has been split (View menu. CTRL+F1 displays or hides the Ribbon. ALT+F1 creates a chart of the data in the current range. a component of the Microsoft Office Fluent user interface. task pane. CTRL+F4 closes the selected workbook window. Repeats the last command or action. Freeze Panes. Switches between the worksheet. and Zoom controls. SHIFT+F2 adds or edits a cell comment. Displays the Go To dialog box. It also moves the insertion point into the Formula Bar when editing in a cell is turned off. task pane. CTRL+F2 displays the Print Preview window. Ribbon. Manage This Window. CTRL+F5 restores the window size of the selected workbook window. F6 includes the split panes when switching between panes and the Ribbon area. Zoom controls. Key F1 F2 F3 F4 F5 F6 14 | P a g e . SHIFT+F6 switches between the worksheet. Displays the Paste Name dialog box. Edits the active cell and positions the insertion point at the end of the cell contents.Function keys Description Displays the Microsoft Office Excel Help task pane. CTRL+F6 switches to the next workbook window when more than one workbook window is open.

CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized. Turns extend mode on or off. Key F7 F8 F9 15 | P a g e . Use the arrow keys to move the window. In extend mode. CTRL+F7 performs the Move command on the workbook window when it is not maximized. CTRL+ALT+F9 calculates all worksheets in all open workbooks.Description Displays the Spelling dialog box to check spelling in the active worksheet or selected range. edit. regardless of whether they have changed since the last calculation. SHIFT+F9 calculates the active worksheet. Extended Selection appears in the status line. or delete a macro. or ESC to cancel. ALT+F8 displays the Macro dialog box to create. CTRL+F9 minimizes a workbook window to an icon. Calculates all worksheets in all open workbooks. including cells not marked as needing to be calculated. run. and then calculates all cells in all open workbooks. and when finished press ENTER. CTRL+ALT+SHIFT+F9 rechecks dependent formulas. 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.

SHIFT+F11 inserts a new worksheet. ALT+SHIFT+F10 displays the menu or message for a smart tag. Displays the Save As dialog box. CTRL+F10 maximizes or restores the selected workbook window. If more than one smart tag is present. Creates a chart of the data in the current range. it switches to the next smart tag and displays its menu or message.Description Turns key tips on or off. Key F10 F11 F12 16 | P a g e . SHIFT+F10 displays the shortcut menu for a selected item. in which you can create a macro by using Visual Basic for Applications (VBA). ALT+F11 opens the Microsoft Visual Basic Editor.

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 cell editing mode. SHIFT+ARROW KEY extends the selection of cells by one cell. Key ARROW KEYS BACKSPACE 17 | P a g e .Other useful shortcut keys Description Move one cell up. down. When a Ribbon tab is selected. extends the selection to the next nonblank cell. DOWN ARROW or ALT+DOWN ARROW opens a selected drop-down list. these arrow keys switch between the main menu and the submenu. it deletes the character to the left of the insertion point.) in a worksheet. or right in a worksheet. left. these keys navigate the tab buttons. LEFT ARROW or RIGHT ARROW selects the tab to the left or right when the Ribbon is selected. When a Ribbon tab is selected. these keys navigate up or down the tab group. 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 move between options in an open drop-down list. or between options in a group of options. Also clears the content of the active cell. DOWN ARROW or UP ARROW selects the next or previous command when a menu or submenu is open. When a submenu is open or selected. In a dialog box. Deletes one character to the left in the Formula Bar. or if the next cell is blank.

CTRL+ENTER fills the selected cell range with the current entry. CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet (lower-right corner).Description Removes the cell contents (data and formulas) from selected cells without affecting cell formats or comments. Key DELETE END ENTER 18 | P a g e . Opens a selected menu (press F10 to activate the menu bar) or performs the action for a selected command. In cell editing mode. CTRL+END moves the cursor to the end of the text. Completes a cell entry from the cell or the Formula Bar. it moves to the first field in the next record. SHIFT+ENTER completes a cell entry and selects the cell above. it performs the action for the default command button in the dialog box (the button with the bold outline. in the lowest used row of the rightmost used column. If the cursor is in the formula bar. CTRL+END moves to the last cell on a worksheet. In a dialog box. Moves to the cell in the lower-right corner of the window when SCROLL LOCK is turned on. and selects the cell below (by default). CTRL+SHIFT+END selects all text in the formula bar from the cursor position to the end—this does not affect the height of the formula bar. If the cursor is in the formula bar. In a data form. often the OK button). ALT+ENTER starts a new line in the same cell. it deletes the character to the right of the insertion point.

CTRL+HOME moves to the beginning of a worksheet. It also closes full screen mode when this mode has been applied. ALT+PAGE DOWN moves one screen to the right in a worksheet. dialog box. Closes an open menu or submenu. Moves to the beginning of a row in a worksheet. CTRL+PAGE UP moves to the previous sheet in a workbook.Description Cancels an entry in the cell or Formula Bar. or message window. Moves one screen down in a worksheet. CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet. and returns to normal screen mode to display the Ribbon and status bar again. Selects the first command on the menu when a menu or submenu is visible. ALT+PAGE UP moves one screen to the left in a worksheet. Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on. Moves one screen up in a worksheet. Key ESC HOME PAGE DOWN PAGE UP 19 | P a g e . CTRL+PAGE DOWN moves to the next sheet in a workbook. CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook. CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.

When an object is selected. CTRL+SPACEBAR selects an entire column in a worksheet. Pressing CTRL+SHIFT+SPACEBAR a second time selects the current region and its summary rows. CTRL+SHIFT+TAB switches to the previous tab in a dialog box.Description In a dialog box. performs the action for the selected button. SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box. Moves between unlocked cells in a protected worksheet. CTRL+SHIFT+SPACEBAR selects the current region. • Key SPACEBAR If the worksheet contains data. CTRL+SHIFT+SPACEBAR selects all objects on a worksheet. TAB 20 | P a g e . Pressing CTRL+SHIFT+SPACEBAR a third time selects the entire worksheet. • ALT+SPACEBAR displays the Control menu for the Microsoft Office Excel window. CTRL+SHIFT+SPACEBAR selects the entire worksheet. SHIFT+SPACEBAR selects an entire row in a worksheet. or selects or clears a check box. Moves to the next option or option group in a dialog box. Moves one cell to the right in a worksheet. CTRL+TAB switches to the next tab in dialog box.

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