Function keys in Microsoft Excel

Function Key SHIFT CTRL ALT CTRL+SHIFT ALT+SHIFT

Display Help or Insert a
Insert a new
F1 the Office What's This?   chart  
worksheet
Assistant sheet
Edit the active Edit a cell Save As Save
F2    
cell comment command command
Create
Paste a names by
Paste a name into Define a
F3 function into a   using row  
a formula name
formula and column
labels
Repeat the last
Repeat the last Close the
F4 Find (Find Exit    
action window
Next)
Restore
Display the the
F5 Go To      
Find dialog box window
size
Move to Move to the
Move to the next Move to the the next previous
F6    
pane previous pane workbook workbook
window window
Spelling Move the
F7        
command window
Display
Extend a Add to the Resize the
F8 the Macro    
selection selection window
dialog box
Calculate all Calculate the Minimize
F9 sheets in all open active the      
workbooks worksheet workbook
Maximize
Display a or restore
Make the menu
F10 shortcut menu the      
bar active
(right click) workbook
window
Insert a
Display
Microsoft
Insert a new Visual
F11 Create a chart Excel 4.0    
worksheet Basic
macro
Editor
sheet
Save As Save Open Print
F12    
command command command command
 Enter data by using shortcut keys
To Press
Complete a cell entry ENTER
Cancel a cell entry ESC
Repeat the last action F4 or CTRL+Y
Start a new line in the same cell ALT+ENTER
Delete the character to the left of the insertion point, or
BACKSPACE
delete the selection
Delete the character to the right of the insertion point, or
DELETE
delete the selection
Delete text to the end of the line CTRL+DELETE
Move one character up, down, left, or right Arrow keys
Move to the beginning of the line HOME
Edit a cell comment SHIFT+F2
Create names from row and column labels CTRL+SHIFT+F3
Fill down CTRL+D
Fill to the right CTRL+R
1
Fill the selected cell range with the current entry CTRL+ENTER
0
Complete a cell entry and move down in the selection ENTER
Complete a cell entry and move up in the selection SHIFT+ENTER
Complete a cell entry and move to the right in the
TAB
selection
Complete a cell entry and move to the left in the
SHIFT+TAB
selection

Work in cells or the formula bar by using

shortcut keys
To Press
Start a formula = (EQUAL SIGN)  
Cancel an entry in the cell or formula bar ESC  
Edit the active cell F2  
Edit the active cell and then clear it, or delete the
preceding character in the active cell as you edit the BACKSPACE  
cell contents
Paste a name into a formula F3
Define a name CTRL+F3
Calculate all sheets in all open workbooks F9
Calculate the active worksheet SHIFT+F9
Insert the AutoSum formula ALT+= (EQUAL SIGN)
Enter the date CTRL+; (SEMICOLON)
Enter the time CTRL+SHIFT+: (COLON)
Insert a hyperlink CTRL+K
Complete a cell entry ENTER
Copy the value from the cell above the active cell into CTRL+SHIFT+" (QUOTATION
the cell or the formula bar MARK)
Alternate between displaying cell values and CTRL+` (SINGLE LEFT
displaying cell formulas QUOTATION MARK)
Copy a formula from the cell above the active cell into
CTRL+' (APOSTROPHE)
the cell or the formula bar
Enter a formula as an array formula CTRL+SHIFT+ENTER
Display the Formula Palette after you type a valid
CTRL+A
function name in a formula
Insert the argument names and parentheses for a
function, after you type a valid function name in a CTRL+SHIFT+A
formula
Display the AutoComplete list ALT+DOWN ARROW

Format data by using shortcut keys

To Press
ALT+'
Display the Style command (Format menu)
(APOSTROPHE)
Display the Cells command (Format menu) CTRL+1
Apply the General number format CTRL+SHIFT+~
Apply the Currency format with two decimal places (negative numbers
CTRL+SHIFT+$
appear in parentheses)
Apply the Percentage format with no decimal places CTRL+SHIFT+%
Apply the Exponential number format with two decimal places CTRL+SHIFT+^
Apply the Date format with the day, month, and year CTRL+SHIFT+#
Apply the Time format with the hour and minute, and indicate A.M. or
CTRL+SHIFT+@
P.M.
Apply the Number format with two decimal places, 1000 separator, and
CTRL+SHIFT+!
– for negative values
Apply the outline border CTRL+SHIFT+&
Remove all borders CTRL+SHIFT+_
Apply or remove bold formatting CTRL+B
Apply or remove italic formatting CTRL+I
Apply or remove an underline CTRL+U
Apply or remove strikethrough formatting CTRL+5
Hide rows CTRL+9
Unhide rows CTRL+SHIFT+(
Hide columns CTRL+0 (ZERO)
Unhide columns CTRL+SHIFT+)

Edit data by using shortcut keys

To Press

Edit the active cell F2

Cancel an entry in the cell or formula bar ESC
Edit the active cell and then clear it, or delete the preceding character
in the active cell as you edit the cell contents BACKSPACE
Paste a name into a formula F3
Complete a cell entry ENTER
CTRL+SHIFT+ENTE
Enter a formula as an array formula R
Display the Formula Palette after you type a valid function name in a
formula CTRL+A
Insert the argument names and parentheses for a function, after you
type a valid function name in a formula CTRL+SHIFT+A

Insert, delete, and copy a selection by using shortcut keys

To Press
Copy the selection CTRL+C
Paste the selection CTRL+V
Cut the selection CTRL+X
Clear the contents of the selection DELETE
CTRL+SHIFT+PLUS
Insert blank cells SIGN
Delete the selection CTRL+ –
Undo the last action CTRL+Z

Move within a selection by using shortcut keys

To Press
Move from top to bottom within the selection (down), or in the direction
that is selected on the Edit tab (Tools menu, Options command) ENTER
Move from bottom to top within the selection (up), or opposite to the
direction that is selected on the Edit tab (Tools menu, Options
command) SHIFT+ENTER
Move from left to right within the selection, or move down one cell if
only one column is selected TAB
Move from right to left within the selection, or move up one cell if only
one column is selected SHIFT+TAB
Move clockwise to the next corner of the selection CTRL+PERIOD
CTRL+ALT+RIGHT
Move to the right between nonadjacent selections ARROW
CTRL+ALT+LEFT
Move to the left between nonadjacent selections ARROW

Select data, cells, chart items, or objects by using

shortcut keys

Select cells, columns, rows, or objects in worksheets and workbooks by using

shortcut keys
To Press
Select the current region around the active cell (the current region is CTRL+SHIFT+*
an area enclosed by blank rows and blank columns) (ASTERISK)
Extend the selection by one cell SHIFT+ arrow key
Extend the selection to the last nonblank cell in the same column or CTRL+SHIFT+ arrow
row as the active cell key
Extend the selection to the beginning of the row SHIFT+HOME
Extend the selection to the beginning of the worksheet CTRL+SHIFT+HOME
Extend the selection to the last cell used on the worksheet (lower-
right corner) CTRL+SHIFT+END
Select the entire column CTRL+SPACEBAR
Select the entire row SHIFT+SPACEBAR
Select the entire worksheet CTRL+A
If multiple cells are selected, select only the active cell SHIFT+BACKSPACE
Extend the selection down one screen SHIFT+PAGE DOWN
Extend the selection up one screen SHIFT+PAGE UP
CTRL+SHIFT+SPACEB
With an object selected, select all objects on a sheet AR
Alternate between hiding objects, displaying objects, and displaying
placeholders for objects CTRL+6
Show or hide the Standard toolbar CTRL+7
In End mode, to Press
Turn End mode on or off END
Extend the selection to the last nonblank cell in the same column or
row as the active cell END, SHIFT+ arrow key
Extend the selection to the last cell used on the worksheet (lower-
right corner) END, SHIFT+HOME
Extend the selection to the last cell in the current row; this
keystroke is unavailable if you selected the Transition navigation
keys check box on the Transition tab (Tools menu, Options END, SHIFT+ENTER
command)
With SCROLL LOCK on, to Press
Turn SCROLL LOCK on or off SCROLL LOCK
UP ARROW or DOWN
Scroll the screen up or down one row ARROW
LEFT ARROW or RIGHT
Scroll the screen left or right one column ARROW
Extend the selection to the cell in the upper-left corner of the
window SHIFT+HOME
Extend the selection to the cell in the lower-right corner of the
window SHIFT+END
Tip When you use the scrolling keys (such as PAGE UP and PAGE
DOWN) with SCROLL LOCK turned off, your selection moves the
distance you scroll. If you want to keep the same selection as you
scroll, turn on SCROLL LOCK first.  

Select cells with special characteristics by using

shortcut keys
To Press
Select the current region around the active cell (the current region is CTRL+SHIFT+*
an area enclosed by blank rows and blank columns) (ASTERISK)
Select the current array, which is the array that the active cell
belongs to CTRL+/
CTRL+SHIFT+O (the
Select all cells with comments letter O)
Select cells whose contents are different from the comparison cell in
each row (for each row, the comparison cell is in the same column
as the active cell) CTRL+\
Select cells whose contents are different from the comparison cell in
each column (for each column, the comparison cell is in the same
row as the active cell) CTRL+SHIFT+|
Select only cells that are directly referred to by formulas in the
selection CTRL+[
Select all cells that are directly or indirectly referred to by formulas
in the selection CTRL+SHIFT+{
Select only cells with formulas that refer directly to the active cell CTRL+]
Select all cells with formulas that refer directly or indirectly to the
active cell CTRL+SHIFT+}
Select only visible cells in the current selection ALT+SEMICOLON

Select chart items by using shortcut keys

To Press
Select the previous group of items DOWN ARROW
Select the next group of items UP ARROW
Select the next item within the group RIGHT ARROW
Select the previous item within the group LEFT ARROW

Move and scroll on a worksheet or workbook by using shortcut keys

 To Press
Move one cell in a given direction Arrow key
Move to the edge of the current data region CTRL+ arrow key
Move between unlocked cells on a protected
worksheet TAB
Move to the beginning of the row HOME
Move to the beginning of the worksheet CTRL+HOME
Move to the last cell on the worksheet, which is the
cell at the intersection of the right-most used column
and the bottom-most used row (in the lower-right
corner); cell opposite the Home cell, which is typically
A1 CTRL+END
Move down one screen PAGE DOWN
Move up one screen PAGE UP
Move one screen to the right ALT+PAGE DOWN
Move one screen to the left ALT+PAGE UP
Move to the next sheet in the workbook CTRL+PAGE DOWN
Move to the previous sheet in the workbook CTRL+PAGE UP
Move to the next workbook or window CTRL+F6 or CTRL+TAB
CTRL+SHIFT+F6 or
Move to the previous workbook or window CTRL+SHIFT+TAB
Move to the next pane F6
Move to the previous pane SHIFT+F6
Scroll to display the active cell CTRL+BACKSPACE

In End mode, to Press

Turn End mode on or off END
Move by one block of data within a row or column END, arrow key
Move to the last cell on the worksheet, which is the
cell at the intersection of the right-most used column
and the bottom-most used row (in the lower-right
corner); cell opposite the Home cell, which is typically
A1 END, HOME
Move to the last cell to the right in the current row that
is not blank; unavailable if you have selected the
Transition navigation keys check box on the
Transition tab (Tools menu, Options command) END, ENTER

With SCROLL LOCK turned on, to Press

Turn SCROLL LOCK on or off SCROLL LOCK
Move to the cell in the upper-left corner of the window HOME
Move to the cell in the lower-right corner of the
window END
Scroll one row up or down UP ARROW or DOWN ARROW
Scroll one column left or right LEFT ARROW or RIGHT ARROW
Tip When you use the scrolling keys (such as PAGE
UP and PAGE DOWN) with SCROLL LOCK turned off,
your selection moves the distance you scroll. If you
want to preserve your selection while you scroll
through the worksheet, turn on SCROLL LOCK first.  

Work with databases, lists, and PivotTables by using shortcut keys

Work in a data form by using

shortcut keys
To Press
ALT+ key, where key is the underlined letter in
Select a field or a command button the field or command name
Move to the same field in the next record DOWN ARROW
Move to the same field in the previous
record UP ARROW
Move to the next field you can edit in the
record TAB
Move to the previous field you can edit in
the record SHIFT+TAB
Move to the first field in the next record ENTER
Move to the first field in the previous
record SHIFT+ENTER
Move to the same field 10 records forward PAGE DOWN
Move to the same field 10 records back PAGE UP
Move to the new record CTRL+PAGE DOWN
Move to the first record CTRL+PAGE UP
Move to the beginning or end of a field HOME or END
Move one character left or right within a
field LEFT ARROW or RIGHT ARROW
Extend a selection to the beginning of a
field SHIFT+HOME
Extend a selection to the end of a field SHIFT+END
Select the character to the left SHIFT+LEFT ARROW
Select the character to the right SHIFT+RIGHT ARROW

Work with the AutoFilter feature by using shortcut keys

To Press
Display the AutoFilter list for the current Select the cell that contains the column label,
column and then press ALT+DOWN ARROW
Close the AutoFilter list for the current
column ALT+UP ARROW
Select the next item in the AutoFilter list DOWN ARROW
Select the previous item in the AutoFilter
list UP ARROW
Select the first item (All) in the AutoFilter
list HOME
Select the last item in the AutoFilter list END
Filter the list by using the selected item in
the AutoFilter list ENTER

Work with the PivotTable Wizard by using shortcut keys

In Step 3 of the PivotTable Wizard,
Press
to
Select the next or previous field button in
the list UP ARROW or DOWN ARROW
Select the field button to the right or left in
a multicolumn field button list LEFT ARROW or RIGHT ARROW
Move the selected field into the Page area ALT+P
Move the selected field into the Row area ALT+R
Move the selected field into the Column
area ALT+C
Move the selected field into the Data area ALT+D
Display the PivotTable Field dialog box ALT+L

Work with page fields in a PivotTable by using shortcut keys

To Press
Select the previous item in the list UP ARROW
Select the next item in the list DOWN ARROW
Select the first visible item in the list HOME
Select the last visible item in the list END
Display the selected item ENTER

Group and ungroup PivotTable items by using shortcut keys

To Press
Group selected PivotTable items ALT+SHIFT+RIGHT ARROW
Ungroup selected PivotTable items ALT+SHIFT+LEFT ARROW

Keys for windows and dialog boxes

In a window, to Press
Switch to the next program ALT+TAB
Switch to the previous program ALT+SHIFT+TAB
Show the Windows Start menu CTRL+ESC
Close the active workbook window CTRL+W
Restore the active workbook window CTRL+F5
Switch to the next workbook window CTRL+F6
Switch to the previous workbook window CTRL+SHIFT+F6
Carry out the Move command (workbook icon CTRL+F7
menu, menu bar)
Carry out the Size command (workbook icon
menu, menu bar) CTRL+F8
Minimize the workbook window to an icon CTRL+F9
Maximize or restore the workbook window CTRL+F10
Select a folder in the Open or Save As dialog box ALT+0 to select the folder list; arrow keys
(File menu) to select a folder
Choose a toolbar button in the Open or Save As ALT+ number (1 is the leftmost button, 2 is
dialog box (File menu) the next, and so on)
Update the files visible in the Open or Save As
dialog box (File menu) F5

In a dialog box, to Press

Switch to the next tab in a dialog box CTRL+TAB or CTRL+PAGE DOWN
Switch to the previous tab in a dialog box CTRL+SHIFT+TAB or CTRL+PAGE UP
Move to the next option or option group TAB
Move to the previous option or option group SHIFT+TAB
Move between options in the active drop-down
list box or between some options in a group of
options Arrow keys
Perform the action assigned to the active button
(the button with the dotted outline), or select or
clear the active check box SPACEBAR
Letter key for the first letter in the option
name you want (when a drop-down list box
Move to an option in a drop-down list box is selected)
ALT+ letter, where letter is the key for the
Select an option, or select or clear a check box underlined letter in the option name
Open the selected drop-down list box ALT+DOWN ARROW
Close the selected drop-down list box ESC
Perform the action assigned to the default
command button in the dialog box (the button
with the bold outline ¾ often the OK button) ENTER
Cancel the command and close the dialog box ESC

In a text box, to Press

Move to the beginning of the entry HOME
Move to the end of the entry END
Move one character to the left or right LEFT ARROW or RIGHT ARROW
CTRL+LEFT ARROW or CTRL+RIGHT
Move one word to the left or right ARROW
Select from the insertion point to the beginning
of the entry SHIFT+HOME
Select from the insertion point to the end of the
entry SHIFT+END
Select or unselect one character to the left SHIFT+LEFT ARROW
Select or unselect one character to the right SHIFT+RIGHT ARROW
Select or unselect one word to the left CTRL+SHIFT+LEFT ARROW
Select or unselect one word to the right CTRL+SHIFT+RIGHT ARROW
 Print and preview a document by using shortcut keys
To Press
Display the Print command (File menu) CTRL+P

Work in print preview

To Press
Move around the page when zoomed in Arrow keys
Move by one page when zoomed out PAGE UP or PAGE DOWN
CTRL+UP ARROW or CTRL+LEFT
Move to the first page when zoomed out ARROW
CTRL+DOWN ARROW or
Move to the last page when zoomed out CTRL+RIGHT ARROW

Outline data by using shortcut keys

To Press
Ungroup rows or columns ALT+SHIFT+LEFT ARROW
Group rows or columns ALT+SHIFT+RIGHT ARROW
Display or hide outline symbols CTRL+8
Hide selected rows CTRL+9
Unhide selected rows CTRL+SHIFT+(
Hide selected columns CTRL+0 (ZERO)
Unhide selected columns CTRL+SHIFT+)

Keys for menus

To Press
Show a shortcut menu SHIFT+F10
Make the menu bar active F10 or ALT
Show the program icon menu (on the program title
bar) ALT+SPACEBAR
Select the next or previous command on the menu or DOWN ARROW or UP ARROW (with
submenu the menu or submenu displayed)
Select the menu to the left or right, or, with a submenu
visible, switch between the main menu and the
submenu LEFT ARROW or RIGHT ARROW
Select the first or last command on the menu or
submenu HOME or END
Close the visible menu and submenu at the same time ALT
Close the visible menu, or, with a submenu visible,
close the submenu only ESC
Tip You can select any menu command on the menu
bar or on a visible toolbar with the keyboard. Press
ALT to select the menu bar. (To then select a toolbar,
press CTRL+TAB; repeat until the toolbar you want is
selected.) Press the letter that is underlined in the
menu name that contains the command you want. In
the menu that appears, press the letter underlined in
the command name that you want.  

Keys for toolbars

On a toolbar, to Press
Make the menu bar active F10 or ALT
Select the next or previous toolbar CTRL+TAB or CTRL+SHIFT+TAB
Select the next or previous button or menu on the TAB or SHIFT+TAB (when a toolbar is
toolbar active)
Open the selected menu ENTER
Perform the action assigned to the selected button ENTER
Enter text in the selected text box ENTER
Arrow keys to move through options
in the list or menu; ENTER to select
Select an option from a drop-down list box or from a the option you want (when a drop-
drop-down menu on a button down list box is selected)

Keys for using the Office Assistant

To Press
ALT+F6; repeat until the balloon is
Make the Office Assistant the active balloon active
Select a Help topic from the topics displayed by the ALT+topic number (where 1 is the
Office Assistant first topic, 2 is the second, and so on)
See more help topics ALT+DOWN ARROW
See previous help topics ALT+UP ARROW
Close an Office Assistant message ESC
Get Help from the Office Assistant F1
Display the next tip ALT+N
Display the previous tip ALT+B
Close tips ESC
TAB to select the Office Assistant
button; SPACEBAR to show or hide
Show or hide the Office Assistant in a wizard the Assistant