MS Excel VBA

MS Excel VBA
Ms Excel VBA Excel keyboard shortcuts Numerous individuals discover that employing an external keyboard, along with Excel keyboard shortcuts, significantly enhances their work efficiency. For those with mobility challenges or visual impairments, relying on keyboard shortcuts can be more accessible and is a vital substitute for using a traditional mouse.

In this topic

  1. Frequently used shortcuts
  2. Ribbon keyboard shortcuts
  3. Use the Access keys for ribbon tabs
  4. Work in the ribbon with the keyboard
  5. Keyboard shortcuts for navigating in cells
  6. Keyboard shortcuts for formatting cells
  7. Keyboard shortcuts in the Paste Special dialog box in Excel 2013
  8. Keyboard shortcuts for making selections and performing actions
  9. Keyboard shortcuts for working with data, functions, and the formula bar
  10. Keyboard shortcuts for refreshing external data
  11. Power Pivot keyboard shortcuts
  12. Function keys
  13. Other useful shortcut keys
Frequently used shortcuts, This table lists the most frequently used shortcuts in Excel.

To do this

Press

Close a workbook.

Ctrl+W

Open a workbook.

Ctrl+O

Go to the Home tab.

Alt+H

Save a workbook.

Ctrl+S

Copy selection.

Ctrl+C

Paste selection.

Ctrl+V

Undo recent action.

Ctrl+Z

Remove cell contents.

Delete

Choose a fill color.

Alt+H, H

Cut selection.

Ctrl+X

Go to the Insert tab.

Alt+N

Apply bold formatting.

Ctrl+B

Center align cell contents.

Alt+H, A, C

Go to the Page Layout tab.

Alt+P

Go to the Data tab.

Alt+A

Go to the View tab.

Alt+W

Open the context menu.

Shift+F10 or

Windows Menu key

Add borders.

Alt+H, B

Delete column.

Alt+H, D, C

Go to the Formula tab.

Alt+M

Hide the selected rows.

Ctrl+9

Hide the selected columns.

Ctrl+0

Use the Access keys for ribbon tabs , This table lists the most frequently used shortcuts in Excel.

To do this

Press

Move to the Tell me or Search field on the ribbon and type a search term for assistance or Help content.

Alt+Q, then enter the search term.

Open the File menu.

Alt+F

Open the Home tab and format text and numbers and use the Find tool.

Alt+H

Open the Insert tab and insert PivotTables, charts, add-ins, Sparklines, pictures, shapes, headers, or text boxes.

Alt+N

Open the Page Layout tab and work with themes, page setup, scale, and alignment.

Alt+P

Open the Formulas tab and insert, trace, and customize functions and calculations.

Alt+M

Open the Data tab and connect to, sort, filter, analyze, and work with data.

Alt+A

Open the Review tab and check spelling, add notes and threaded comments, and protect sheets and workbooks.

Alt+R

Open the View tab and preview page breaks and layouts, show and hide gridlines and headings, set zoom magnification, manage windows and panes, and view macros.

Alt+W

Work in the ribbon with the keyboard, This table lists the most frequently used shortcuts in Excel.

To do this

Press

Select the active tab on the ribbon and activate the access keys.

Alt or F10. To move to a different tab, use access keys or the arrow keys.

Move the focus to commands on the ribbon.

Tab key or Shift+Tab

Move down, up, left, or right, respectively, among the items on the ribbon.

Arrow keys

Show the tooltip for the ribbon element currently in focus.

Ctrl+Shift+F10

Activate a selected button.

Spacebar or Enter

Open the list for a selected command.

Down arrow key

Open the menu for a selected button.

Alt+Down arrow key

When a menu or submenu is open, move to the next command.

Down arrow key

Expand or collapse the ribbon.

Ctrl+F1

Open a context menu.

Shift+F10

Or, on a Windows keyboard, the Windows Menu key (usually between the Alt Gr and right Ctrl keys)

Move to the submenu when a main menu is open or selected.

Left arrow key

Move from one group of controls to another.

Ctrl+Left or Right arrow key



Keyboard shortcuts for navigating in cells, This table lists the most frequently used shortcuts in Excel.

To do this

Press

Move to the previous cell in a worksheet or the previous option in a dialog box.

Shift+Tab

Move one cell up in a worksheet.

Up arrow key

Move one cell down in a worksheet.

Down arrow key

Move one cell left in a worksheet.

Left arrow key

Move one cell right in a worksheet.

Right arrow key

Move to the edge of the current data region in a worksheet.

Ctrl+Arrow key

Enter the End mode, move to the next nonblank cell in the same column or row as the active cell, and turn off End mode. If the cells are blank, move to the last cell in the row or column.

End, Arrow key

Move to the last cell on a worksheet, to the lowest used row of the rightmost used column.

Ctrl+End

Extend the selection of cells to the last used cell on the worksheet (lower-right corner).

Ctrl+Shift+End

Move to the cell in the upper-left corner of the window when Scroll lock is turned on.

Home+Scroll lock

Move to the beginning of a worksheet.

Ctrl+Home

Move one screen down in a worksheet.

Page down

Move to the next sheet in a workbook.

Ctrl+Page down

Move one screen to the right in a worksheet.

Alt+Page down

Move one screen up in a worksheet.

Page up

Move one screen to the left in a worksheet.

Alt+Page up

Move to the previous sheet in a workbook.

Ctrl+Page up

Move one cell to the right in a worksheet. Or, in a protected worksheet, move between unlocked cells.

Tab key

Open the list of validation choices on a cell that has data validation option applied to it.

Alt+Down arrow key

Cycle through floating shapes, such as text boxes or images.

Ctrl+Alt+5, then the Tab key repeatedly

Exit the floating shape navigation and return to the normal navigation.

Esc

Scroll horizontally.

Ctrl+Shift, then scroll your mouse wheel up to go left, down to go right

Zoom in.

Ctrl+Alt+Equal sign ( = )

 Zoom out.

Ctrl+Alt+Minus sign (-)

Keyboard shortcuts for formatting cells, This table lists the most frequently used shortcuts in Excel.

To do this

Press

Open the Format Cells dialog box.

Ctrl+1

Format fonts in the Format Cells dialog box.

Ctrl+Shift+F or Ctrl+Shift+P

Edit the active cell and put the insertion point at the end of its contents. Or, if editing is turned off for the cell, move the insertion point into the formula bar. If editing a formula, toggle Point mode off or on so you can use the arrow keys to create a reference.

F2

Insert a note.

Open and edit a cell note.

Shift+F2

Shift+F2

Insert a threaded comment.

Open and reply to a threaded comment.

Ctrl+Shift+F2

Ctrl+Shift+F2

Open the Insert dialog box to insert blank cells.

Ctrl+Shift+Plus sign (+)

Open the Delete dialog box to delete selected cells.

Ctrl+Minus sign (-)

Enter the current time.

Ctrl+Shift+Colon (:)

Enter the current date.

Ctrl+Semicolon (;)

Switch between displaying cell values or formulas in the worksheet.

Ctrl+Grave accent (`)

Copy a formula from the cell above the active cell into the cell or the formula bar.

Ctrl+Apostrophe (‘)

Move the selected cells.

Ctrl+X

Copy the selected cells.

Ctrl+C

Paste content at the insertion point, replacing any selection.

Ctrl+V

Open the Paste Special dialog box.

Ctrl+Alt+V

Italicize text or remove italic formatting.

Ctrl+I or Ctrl+3

Bold text or remove bold formatting.

Ctrl+B or Ctrl+2

Underline text or remove underline.

Ctrl+U or Ctrl+4

Apply or remove strikethrough formatting.

Ctrl+5

Switch between hiding objects, displaying objects, and displaying placeholders for objects.

Ctrl+6

Apply an outline border to the selected cells.

Ctrl+Shift+Ampersand sign (&)

Remove the outline border from the selected cells.

Ctrl+Shift+Underscore (_)

Display or hide the outline symbols.

Ctrl+8

Use the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below.

Ctrl+D

Apply the General number format.

Ctrl+Shift+Tilde sign (~)

Apply the Currency format with two decimal places (negative numbers in parentheses).

Ctrl+Shift+Dollar sign ($)

Apply the Percentage format with no decimal places.

Ctrl+Shift+Percent sign (%)

Apply the Scientific number format with two decimal places.

Ctrl+Shift+Caret sign (^)

Apply the Date format with the day, month, and year.

Ctrl+Shift+Number sign (#)

Apply the Time format with the hour and minute, and AM or PM.

Ctrl+Shift+At sign (@)

Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.

Ctrl+Shift+Exclamation point (!)

Open the Insert hyperlink dialog box.

Ctrl+K

Check spelling in the active worksheet or selected range.

F7

Display the Quick Analysis options for selected cells that contain data.

Ctrl+Q

Display the Create Table dialog box.

Ctrl+L or Ctrl+T

Open the Workbook Statistics dialog box.

Ctrl+Shift+G

Keyboard shortcuts in the Paste Special You can also select Home > Paste > Paste Special

To do this

Press

Paste all cell contents and formatting.

A

Paste only the formulas as entered in the formula bar.

F

Paste only the values (not the formulas).

V

Paste only the copied formatting.

T

Paste only comments and notes attached to the cell.

C

Paste only the data validation settings from copied cells.

N

Paste all cell contents and formatting from copied cells.

H

Paste all cell contents without borders.

X

Paste only column widths from copied cells.

W

Paste only formulas and number formats from copied cells.

R

Paste only the values (not formulas) and number formats from copied cells.

U

Keyboard shortcuts for making selections and performing actions

To do this

Press

Select the entire worksheet.

Ctrl+A or Ctrl+Shift+Spacebar

Select the current and next sheet in a workbook.

Ctrl+Shift+Page down

Select the current and previous sheet in a workbook.

Ctrl+Shift+Page up

Extend the selection of cells by one cell.

Shift+Arrow key

Extend the selection of cells to the last nonblank cell in the same column or row as the active cell, or if the next cell is blank, to the next nonblank cell.

Ctrl+Shift+Arrow key

Turn extend mode on and use the arrow keys to extend a selection. Press again to turn off.

F8

Add a non-adjacent cell or range to a selection of cells by using the arrow keys.

Shift+F8

Start a new line in the same cell.

Alt+Enter

Fill the selected cell range with the current entry.

Ctrl+Enter

Complete a cell entry and select the cell above.

Shift+Enter

Select an entire column in a worksheet.

Ctrl+Spacebar

Select an entire row in a worksheet.

Shift+Spacebar

Select all objects on a worksheet when an object is selected.

Ctrl+Shift+Spacebar

Extend the selection of cells to the beginning of the worksheet.

Ctrl+Shift+Home

Select the current region if the worksheet contains data. Press a second time to select the current region and its summary rows. Press a third time to select the entire worksheet.

Ctrl+A or Ctrl+Shift+Spacebar

Select the current region around the active cell.

Ctrl+Shift+Asterisk sign (*)

Select the first command on the menu when a menu or submenu is visible.

Home

Repeat the last command or action, if possible.

Ctrl+Y

Undo the last action.

Ctrl+Z

Expand grouped rows or columns.

While hovering over the collapsed items, press and hold the Shift key and scroll down.

Collapse grouped rows or columns.

While hovering over the expanded items, press and hold the Shift key and scroll up.

Keyboard shortcuts for working with data, functions, and the formula bar

To do this

Press

Turn on or off tooltips for checking formulas directly in the formula bar or in the cell you’re editing.

Ctrl+Alt+P

Edit the active cell and put the insertion point at the end of its contents. Or, if editing is turned off for the cell, move the insertion point into the formula bar. If editing a formula, toggle Point mode off or on so you can use the arrow keys to create a reference.

F2

Expand or collapse the formula bar.

Ctrl+Shift+U

Cancel an entry in the cell or formula bar.

Esc

Complete an entry in the formula bar and select the cell below.

Enter

Move the cursor to the end of the text when in the formula bar.

Ctrl+End

Select all text in the formula bar from the cursor position to the end.

Ctrl+Shift+End

Calculate all worksheets in all open workbooks.

F9

Calculate the active worksheet.

Shift+F9

Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation.

Ctrl+Alt+F9

Check dependent formulas, and then calculate all cells in all open workbooks, including cells not marked as needing to be calculated.

Ctrl+Alt+Shift+F9

Display the menu or message for an Error Checking button.

Alt+Shift+F10

Display the Function Arguments dialog box when the insertion point is to the right of a function name in a formula.

Ctrl+A

Insert argument names and parentheses when the insertion point is to the right of a function name in a formula.

Ctrl+Shift+A

Insert the AutoSum formula

Alt+Equal sign ( = )

Invoke Flash Fill to automatically recognize patterns in adjacent columns and fill the current column

Ctrl+E

Cycle through all combinations of absolute and relative references in a formula if a cell reference or range is selected.

F4

Insert a function.

Shift+F3

Copy the value from the cell above the active cell into the cell or the formula bar.

Ctrl+Shift+Straight quotation mark (“)

Create an embedded chart of the data in the current range.

Alt+F1

Create a chart of the data in the current range in a separate Chart sheet.

F11

Define a name to use in references.

Alt+M, M, D

Paste a name from the Paste Name dialog box (if names have been defined in the workbook).

F3

Move to the first field in the next record of a data form.

Enter

Create, run, edit, or delete a macro.

Alt+F8

Open the Microsoft Visual Basic For Applications Editor.

Alt+F11 

Open the Power Query Editor

Alt+F12

Keyboard shortcuts for refreshing external data In excel

To do this

Press

Stop a refresh operation.

Esc

Refresh data in the current worksheet.

Ctrl+F5

Refresh all data in the workbook.

Ctrl+Alt+F5

Power Pivot keyboard shortcuts Excel

To do this

Press

Open the context menu for the selected cell, column, or row.

Shift+F10

Select the entire table.

Ctrl+A

Copy selected data.

Ctrl+C

Delete the table.

Ctrl+D

Move the table.

Ctrl+M

Rename the table.

Ctrl+R

Save the file.

Ctrl+S

Redo the last action.

Ctrl+Y

Undo the last action.

Ctrl+Z

Select the current column.

Ctrl+Spacebar

Select the current row.

Shift+Spacebar

Select all cells from the current location to the last cell of the column.

Shift+Page down

Select all cells from the current location to the first cell of the column.

Shift+Page up

Select all cells from the current location to the last cell of the row.

Shift+End

Select all cells from the current location to the first cell of the row.

Shift+Home

Move to the previous table.

Ctrl+Page up

Move to the next table.

Ctrl+Page down

Move to the first cell in the upper-left corner of selected table.

Ctrl+Home

Move to the last cell in the lower-right corner of selected table.

Ctrl+End

Move to the first cell of the selected row.

Ctrl+Left arrow key

Move to the last cell of the selected row.

Ctrl+Right arrow key

Move to the first cell of the selected column.

Ctrl+Up arrow key

Move to the last cell of selected column.

Ctrl+Down arrow key

Close a dialog box or cancel a process, such as a paste operation.

Ctrl+Esc

Open the AutoFilter Menu dialog box.

Alt+Down arrow key

Open the Go To dialog box.

F5

Recalculate all formulas in the Power Pivot window. For more information, see Recalculate Formulas in Power Pivot.

F9

Function keys

Key

Description

F1

  • F1 alone: displays the Excel Help task pane.

  • Ctrl+F1: displays or hides the ribbon.

  • Alt+F1: creates an embedded chart of the data in the current range.

  • Alt+Shift+F1: inserts a new worksheet.

  • Ctrl+Shift+F1: toggles full screen mode

F2

  • F2 alone: edit the active cell and put the insertion point at the end of its contents. Or, if editing is turned off for the cell, move the insertion point into the formula bar. If editing a formula, toggle Point mode off or on so you can use the arrow keys to create a reference.

  • Shift+F2: adds or edits a cell note.

  • Ctrl+F2: displays the print preview area on the Print tab in the Backstage view.

F3

  • F3 alone: displays the Paste Name dialog box. Available only if names have been defined in the workbook.

  • Shift+F3: displays the Insert Function dialog box.

F4

  • F4 alone: repeats the last command or action, if possible.

    When a cell reference or range is selected in a formula, F4 cycles through all the various combinations of absolute and relative references.

  • Ctrl+F4: closes the selected workbook window.

  • Alt+F4: closes Excel.

F5

  • F5 alone: displays the Go To dialog box.

  • Ctrl+F5: restores the window size of the selected workbook window.

F6

  • F6 alone: switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet that has been split, F6 includes the split panes when switching between panes and the ribbon area.

  • Shift+F6: switches between the worksheet, Zoom controls, task pane, and ribbon.

  • Ctrl+F6: switches between two Excel windows.

  • Ctrl+Shift+F6: switches between all Excel windows.

F7

  • F7 alone: Opens the Spelling dialog box to check spelling in the active worksheet or selected range.

  • 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 Enter, or Esc to cancel.

F8

  • F8 alone: turns extend mode on or off. In extend mode, Extended Selection 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 when a workbook is not maximized.

  • Alt+F8: displays the Macro dialog box to create, run, edit, or delete a macro.

F9

  • F9 alone: calculates all worksheets in all open workbooks.

  • Shift+F9: calculates the active worksheet.

  • 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

  • F10 alone: turns key tips on or off. (Pressing Alt does the same thing.)

  • Shift+F10: displays the context menu for a selected item.

  • Alt+Shift+F10: displays the menu or message for an Error Checking button.

  • Ctrl+F10: maximizes or restores the selected workbook window.

F11

  • F11 alone: creates a chart of the data in the current range in a separate Chart sheet.

  • Shift+F11: inserts a new worksheet.

  • Alt+F11: opens the Microsoft Visual Basic For Applications Editor, in which you can create a macro by using Visual Basic for Applications (VBA).

F12

  • F12 alone: displays the Save As dialog box.

Other useful shortcut keys

Key

Description

Alt

  • Displays the Key Tips (new shortcuts) on the ribbon.

For example,

  • Alt, W, P switches the worksheet to Page Layout view.

  • Alt, W, L switches the worksheet to Normal view.

  • Alt, W, I switches the worksheet to Page Break Preview view.

Arrow keys

  • Move one cell up, down, left, or right in a worksheet.

  • Ctrl+Arrow key moves to the edge of the current data region 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, or if the next cell is blank, extends the selection to the next nonblank cell.

  • Left or Right arrow key selects the tab to the left or right when the ribbon is selected. When a submenu is open or selected, these arrow keys switch between the main menu and the submenu. When a ribbon tab is selected, these keys navigate the tab buttons.

  • Down or Up arrow key selects the next or previous command when a menu or submenu is open. When a ribbon tab is selected, these keys navigate up or down the tab group.

  • In a dialog box, arrow keys move between options in an open drop-down list, or between options in a group of options.

  • Down or Alt+Down arrow key opens a selected drop-down list.

Backspace

  • Deletes one character to the left in the formula bar.

  • Clears the content of the active cell.

  • In cell editing mode, it deletes the character to the left of the insertion point.

Delete

  • Removes the cell contents (data and formulas) from selected cells without affecting cell formats, threaded comments, or notes.

  • In cell editing mode, it deletes the character to the right of the insertion point.

End

  • End turns End mode on or off. In End mode, you can press an arrow key to move to the next nonblank cell in the same column or row as the active cell. End mode turns off automatically after pressing the arrow key. Make sure to press End again before pressing the next arrow key. End mode is shown in the status bar when it is on.

  • If the cells are blank, pressing End followed by an arrow key moves to the last cell in the row or column.

  • End also selects the last command on the menu when a menu or submenu is visible.

  • Ctrl+End moves to the last cell on a worksheet, to the lowest used row of the rightmost used column. If the cursor is in the formula bar, Ctrl+End moves the cursor to the end of the text.

  • Ctrl+Shift+End extends the selection of cells to the last used cell on the worksheet (lower-right corner). If the cursor is in the formula bar, 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.

Enter

  • 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.

  • 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.

Esc

  • Cancels an entry in the cell or formula bar.

  • Closes an open menu or submenu, dialog box, or message window.

Home

  • 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.

  • 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.

Page up

  • 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 workbook.

Shift

  • Hold the Shift key while you drag a selected row, column, or selected cells to move the selected cells and drop to insert them in a new location.

Spacebar

  • In a dialog box, performs the action for the selected button, or selects or clears a checkbox.

  • Ctrl+Spacebar selects an entire column in a worksheet.

  • Shift+Spacebar selects an entire row in a worksheet.

  • 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 current region and its summary rows. Pressing Ctrl+Shift+Spacebar a third 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.

Tab key

  • 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.

  • 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 a dialog box, or (if no dialog box is open) switches between two Excel windows. 

  • Ctrl+Shift+Tab switches to the previous tab in a dialog box, or (if no dialog box is open) switches between all Excel windows.

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