Excel Ninja Shortcuts

How to use this book

Practical Usage of the Shortcuts
The Ninja Meter indicates the
importance of the shortcuts based
on use case. This is based on our
experience with consulting and
interacting with 20,000+ students
in the classroom sessions

Least Used
Moderately Used
Most Used
Widely Applicable

Note on Mac Shortcuts

Shift . . .

Control . . . .

Alt . . . .

Command . .

Function . Fn

Mouse Click .

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Table of Contents

File .. 2
Ribbon . 2
Active Cell .. 3
General 4
Selection .

Navigation .

Number Formatting

Extend Selection

Select Special ..

Cell Edit mode . 10

Entering data 11
Formatting . 12
Borders . 13
Dialog Box .. 13
Formulas . 14
Pivot Tables 15
Grid Operations . 16
Workbook .. 17
Other . 18

Excel Ninja Shortcuts

Win

File

Mac

Create new workbook

Ctrl N

Open workbook

Ctrl O

Save workbook

Ctrl

Save as

F12

Print file

Ctrl

Open print preview window

Ctrl

F2

Close current window

Ctrl W

Close Excel

Alt

F4

Expand or collapse ribbon

Ctrl

F1

Activate shortcut key tips

Alt

Move to next ribbon control

Tab

Ribbon

Move to previous button

Shift

Accept and Confirm

Enter

Help for button upon mouse over

F1

Tab

Tab

Tab

Return

A man only learns in two ways, one by reading, and the other by association with
smarter people. -Will Rogers

Excel Ninja Shortcuts

Active Cell
Select active cell only

Win

Mac

Shift

Backspace

Show active cell on worksheet

Ctrl Backspace

Move active cell clockwise in

selection

Ctrl

Move active cell down in selection

Enter

Move active cell up in selection

Shift

Move active cell right in a selection

Move active cell left in a selection

Delete
.

Return

Enter

Tab
Shift

Delete

Return

Tab
Tab

Tab

Education is the most powerful weapon which you can use to change the world.
Nelson Mandela

Excel Ninja Shortcuts

General

Win

Mac

Ctrl

Copy selected cells

Ctrl

Repeat last action

F4

Cut selected cells

Ctrl

Paste content from clipboard

Ctrl

Display Paste Special

Alt

Display Find and Replace

Ctrl

Find with replace selected

Ctrl H

Find previous match

Ctrl

Open help

F1

Undo last action

Ctrl

Redo last action

Find next match

Alt

Create chart in new worksheet

F11

Toggle Autofilter

Ctrl

^ H

Shift

Shift

Create embedded chart

F4

F4

Fn F1

F1

Fn F11
Shift

Education is the ability to listen to almost anything without losing your temper or your
self-confidence. Robert Frost

Excel Ninja Shortcuts

General Continued

Win

Mac

Activate filter dropdown

Alt

Insert table

Ctrl

Space
Space

Select table row

Shift

Space

Select table column

Ctrl

Space

Select table

Ctrl

Shift

Selection
Select entire row

Shift

Space

Space
Space

Select entire column

Ctrl

Space

Select entire worksheet

Ctrl

Add adjacent cells to selection

Add non-adjacent cells to selection

Shift

Ctrl

Same selection in next column

Tab

Same selection in previous column

Tab

Toggle add to selection mode

Cancel selection

Shift

F8

Esc

Intelligence plus character-that is the goal of true education.

Martin Luther King Jr.

Fn F8
Esc

Excel Ninja Shortcuts

Mac

Move one cell right

Win

Navigation

Move one cell left

Move one cell up

Move one cell down

Move one screen right

Alt

PgDn

Fn

Move one screen left

Alt

PgUp

Fn

Move one screen up

PgUp

Fn

Move one screen down

PgDn

Fn

Move to left edge of data region

Ctrl

Move to top edge of data region

Ctrl

Move to bottom edge of data

region

Ctrl

Move to beginning of row

Home

Fn

Move to last cell in worksheet

Ctrl End

Fn ^

Ctrl

Move to first cell in worksheet

Ctrl

Fn ^

Home

Move to right edge of data region

Study without desire spoils the memory, and it retains nothing that it takes in.
Leonardo da Vinci

Excel Ninja Shortcuts

Turn End mode on

Win

Mac

End

Fn

Navigation Continued

Number Formatting
Apply general format

Ctrl

Shift

Apply currency format

Ctrl

Shift

Apply percentage format

Ctrl

Shift

Apply scientific format

Ctrl

Shift

Apply date format

Ctrl

Shift

Apply time format

Ctrl

Shift

Apply number format

Ctrl

Shift

Anyone who stops learning is old, whether at twenty or eighty. Anyone who keeps
learning stays young. Henry Ford

Excel Ninja Shortcuts

Shift

Extend last cell left

Ctrl

Shift

Extend last cell up

Ctrl

Shift

Extend last cell down

Ctrl

Shift

Ctrl

Extend last cell right

Shift

Extend selection by one cell down

Shift

Extend selection by one cell up

Shift

Extend selection by one cell left

Shift

Extend selection by one cell right

Mac

Win

Extend Selection

Extend selection up one screen

Shift

PgUp

Fn

Extend selection down one screen

Shift

PgDn

Fn

Extend selection right one screen

Alt

Shift

PgDn

Fn

Extend selection left one screen

Alt

Shift

PgUp

Fn

Fn

Extend first cell

Ctrl

Shift

Home

Fn

Extend last worksheet cell

Ctrl

Shift

End

Fn

Home

Shift

Extend selection to start of row

All I have learned, I learned from books. Abraham Lincoln

Excel Ninja Shortcuts

Extend Selection Continued

Win

Mac

F8

Fn F8

Display Go To dialog box

Ctrl G

Select row difference

Ctrl

Select column difference

Ctrl

Shift

Select cells with comments

Ctrl

Shift

Select current region

Ctrl A

Select current array

Ctrl

Select direct precedents

Ctrl

Select all precedents

Ctrl

Shift

Select direct dependents

Ctrl

Select all dependents

Ctrl

Shift

Select visible cells only

Alt

Toggle extend selection mode

Select Special

Play is the highest form of research. Albert Einstein

Fn ^

Excel Ninja Shortcuts

Insert or edit comment

Cancel entry

Mac

F2
Shift

Fn F2

F2

Esc

Esc

Shift

Select one character left

Shift

Select one character right

Edit the active cell

Win

Cell Edit mode

10

Ctrl

Move one word left

Ctrl

Select one word right

Ctrl

Shift

Select one word left

Ctrl

Shift

Select to beginning of cell

Shift

Home

Fn

Select to end of cell

Shift

End

Fn

Move one word right

Delete character to the left of

cursor

Backspace

Delete

Delete character right

Delete

Fn Delete

New line in cell

Alt

Return

Enter

Education is no substitute for intelligence. Frank Herbert

Excel Ninja Shortcuts

Entering data

11

Win

Enter and move down

Enter

Enter and move up

Shift

Enter and move right

Enter and move left

Mac
Return
Return

Enter

Tab

Tab

Shift

Tab

Tab

Enter same data in multiple

cells

Ctrl

Enter

Return

Insert current date

Ctrl

Insert current time

Ctrl

Shift

Fill down from cell above

Ctrl D

Fill right from cell left

Ctrl R

Copy formula from cell above

Ctrl

Fn

Copy value from cell above

Ctrl

Shift

Add hyperlink

Ctrl

Display Auto Complete list

Alt

Flash fill

Ctrl

Risk comes from not knowing what you're doing Warren Buffett

Excel Ninja Shortcuts

Formatting

12

Win

Mac

Format (almost) anything

Ctrl

Display Format cells font tab

Ctrl

Apply or remove bold

formatting

Ctrl B

Apply or remove italic

formatting

Ctrl

Apply or remove underscoring

Ctrl U

Toggle shadow font style

Toggle outline font style

Toggle strikethrough formatting Ctrl

1
Shift

Align center

Alt

Align left

Alt

H A

Align Right

Alt

Indent

Alt

Tab

Remove indent

Alt

Tab

Increase font size one step

Alt

>

Decrease font size one step

Alt

<

Educated men are so impressive! William Shakespeare, Romeo and Juliet

Excel Ninja Shortcuts

Borders

Win

Add border outline

Ctrl

Add or remove border right

Alt

13

Add or remove border left

Alt

Mac

Add or remove border top

Alt

Add or remove border bottom

Alt

Add or remove border upward

diagonal

Alt

Add or remove border

horizontal interior

Alt

Remove borders

Ctrl

Shift

Shift

&

Dialog Boxes
Move to next control

Tab

Tab

Cancel and close the dialog box Esc

Esc
Tab

Toggle between open books

Ctrl

Tab

Move to previous tab

Ctrl

Accept and apply

Enter

Return

Check and uncheck box

Space

Space

Shift

Tab

Tab

I never learn anything talking. I only learn things when I ask questions. - Lou Holtz

Excel Ninja Shortcuts

Formulas
Toggle absolute & relative
references

14

Win

Mac

F4

Fn F3

Open Insert function dialog

Shift

Autosum selected cells

Alt

Toggle formulas on and off

Ctrl

Fn `

Enter array formula

Ctrl

Calculate worksheets

F9

Calculate active worksheet

F3

Shift

Return

Enter

Fn F9

Shift

Fn F9

F9

Force calculate all worksheets

Ctrl

Alt F9

Evaluate part of a formula

F9

Expand/collapse formula bar

Ctrl

Display function arguments

dialog box

Ctrl A

Define Name

Ctrl F3

Fn F3

Define names from labels

Ctrl

Paste name into formula

F3

Fn F9
Shift

Shift

F3

Fn

We learn from failure, not from success! Bram Stoker, Dracula

Shift

F3

Excel Ninja Shortcuts

Win

Mac

Select entire pivot table

Ctrl

Toggle pivot table field

checkbox

Space
Space

Group pivot table items

Alt

Shift

Ungroup pivot table items

Alt

Shift

Hide pivot table item

Ctrl

Create pivot chart on same

worksheet

Alt F1

Create pivot chart on new

worksheet

F11

Open pivot table wizard

Alt

Insert Calculated field

Ctrl

Space

Pivot Tables

15

Ctrl

Fn
F11

Shift

Education is the kindling of a flame, not the filling of a vessel. Socrates

Excel Ninja Shortcuts

Grid Operations

16

Win

Mac

Display Insert Dialog box

Ctrl

Shift

Ctrl

Shift

Insert rows

Ctrl

Shift

Ctrl

Shift

Insert columns

Ctrl

Shift

Ctrl

Shift

Display Delete dialog box

Ctrl -

Delete rows

Ctrl -

Delete columns

Ctrl

Delete cells

Ctrl

Delete contents of selected

cells

Delete

Fn Delete

Hide columns

Ctrl 0

Hide rows

Ctrl 9

Fn
9

Unhide rows

Ctrl

Shift

Unhide columns

Ctrl

Shift

Group rows or columns

Alt

Shift

Ungroup rows or columns

Alt

Shift

Open Group Dialog Box

Alt

Shift

A man only learns in two ways, one by reading, and the other by association with
smarter people. -Will Rogers

Excel Ninja Shortcuts

Grid Operations Continued

17

Win

Mac

Open Ungroup Dialog Box

Alt

Shift

Hide or show outline symbols

Ctrl

Workbook
Insert new worksheet

Shift

Fn F11

F11

Go to next worksheet

Ctrl

PgDn

Fn

Go to previous worksheet

Ctrl

PgUp

Fn

Move to next pane

F6

Move to previous pane

Shift

F6

Go to next workbook

Ctrl Tab

Go to previous workbook

Ctrl

Minimize current workbook

window

Ctrl F9

Maximize current workbook

window

Ctrl F10

Select adjacent worksheets

Shift

Select non-adjacent worksheets Ctrl

Toggle scroll lock

SrcLk

Shift

Tab
Tab

Fn

Tab

M
Fn F10

Fn F14

In learning you will teach, and in teaching you will learn. Phil Collins

Excel Ninja Shortcuts

18

Other

Win

Open Spelling dialog box

F7

Mac
Fn F7
F7

Fn F7

Open Thesaurus dialog box

Shift

Open Macro dialog box

Alt F8

Fn F8

Open VBA Editor

Alt F11

Fn F11

Duplicate object

Ctrl D

Snap to grid

Alt

Hide or show objects

Ctrl 6

Display Modify Cell Style

Alt

Display shortcut menu

Shift

Display control menu

Alt

F10
Space

We learn to do by doing. Spencer W. Kimball

Fn F10