12 Secret Shortcuts of Excel

12 Excel Shortcuts to make
your life easier.
By Ayush Jain
Founder –> http://discussexcel.com
This eBook is a collection of 12 shortcuts not so exploited but very useful. Apply
them and feel enthusiastic each time your productivity is boosted.
12 Excel Shortcuts to make your life easier
Share/Email/Print this Book for free. Pass it along as long as you make no
changes to its content or digital format.
© 2010 by http://discussexcel.com/
2|Page
http://discussexcel.com
Table of Contents
Table of contents.................................................................................... 3
Introduction .......................................................................................... 4
How much does this eBook cost to you? .................................................... 5
1) Create an Instant Chart. …………………………………………………………………………….6
2) See formulas at a glance…………………………………………………………………………….7
3) The Great F4………………………………………………………………………………………………..8
4) The Famous F5…………………………………………………………………………………………….9
5) Auto Sum Shortcut key……………………………………………………………………………..11
6) Enter a fixed date and time into Excel………………………………………………………12
7) Fast Copy, No Clipboard…………………………………………………………………………...13
8) Create hyperlinks to support files……………………………………………………………..14
9) Find the currently active cell……………………………………………………………………..15
10) Traverse between the worksheets…………………………………………………………….15
11) Erasing entries while typing………………………………………………………………………15
12) Fast and Easy Multiple Entry…………………………………………………………………….15
About http://discussexcel.com/ ………………………………………………………….................16
Excel Resources .....................................................................................18
About Ayush Jain ...................................................................................19
3|Page
INTRODUCTION
You know that Microsoft Excel is a handy program for accomplishing all sorts of
tasks. Now, get the scoop on neat little shortcuts you may not know about.
While they probably won't change your life, they'll definitely enhance your
productivity.
The Shortcuts listed in this eBook are known to be hidden and many people just
don’t aware of it. However, if you just try them once you will become the fan of
these shortcuts.
A shortcut is the quickest way to do any task. Here are the some BENEFITS of
learning excel shortcuts:
1. Do Things the right way from the start.
2. Increase your efficiency with Excel shortcuts.
3. Use formulas faster and more accurately.
4. Become a more valuable employee.
5. Help you connect gaps that open doors to more knowledge.
6. Grow your enthusiast for Excel so you keep more productive.
7. Reuse the knowledge you already possess in different ways.
8. Get instant reward because it’s instant application nature.
9. Perform an action you didn’t imagine possible.
4|Page
How much does this eBook cost to you?
Zero, it is absolutely free. How can you pay it forward? Help me spreading the
word.

The MS Excel and macros Help Forum is

the primary channel for getting your excel
and macros questions answered. You’ll
find that this community is always buzzing
with activity. Get ready to meet some
expert users of MS Excel and macros
who'll provide friendly advice about
subject. JOIN NOW 7000+ Members

5|Page
1) Create an Instant Chart

You can create a chart quickly without having to use the chart button on
the toolbar by using these two shortcuts whilst inside a range of data. The
chart created is Bar chart which you can change as per your requirement.
Here are the shortcuts:-

a. ALT + F1:- This shortcut creates chart with in worksheet.
b. F11:- This shortcut creates chart in new worksheet of same
workbook.
Example: - Just select the data range and click ALT+F1 to create an
Instant chart
6|Page
2) See formulas at a glance.

When you want to have a look at all the formulas of Excel sheet in one
go, Use this shortcut.
SHORTCUT: - CTRL + ` (on tilde ‘~’ button of keyboard)
The keyboard combination toggles between formulas and normal view.

When you’re finished viewing the formulas, simply press Ctrl+ ~ again to
return to normal view.
EXAMPLE: -
NORMAL VIEW
Name Jan Feb Mar

Alan 10 80 97
Bob 20 90 69
Carol 30 100 45
David 40 110 51
Eric 50 120 77
Francis 60 130 28
Gail 70 140 73
SUM 280 770 440

MAX 70 140 97
Average 40 110 62.85714
FORMULA VIEW
Name Jan Feb Mar

Alan 10 80 97
Bob 20 90 69
Carol 30 100 45
David 40 110 51
Eric 50 120 77
Francis 60 130 28
Gail 70 140 73
SUM =SUM(D10:D16) =SUM(E10:E16) =SUM(F10:F16)

MAX =MAX(D10:D16) =MAX(E10:E16) =MAX(F10:F16)
Average =AVERAGE(D10:D16) =AVERAGE(E10:E16) =AVERAGE(F10:F16)
7|Page
3) The Great F4
A) The ‘F4’ is easily the most useful shortcut key in Excel to repeat last action.
Basically it repeats your last command. So say you changed the color of a font in a cell.
Now click in a new cell and hit ‘F4’ and it will change the font in the new cell to the same
color. Wonderful, right? Well what’s GREAT about this is that it works for nearly
everything else in Excel too.
For example:-
Highlight a row, right-click and choose ‘Delete’. Now highlight another row and hit ‘F4’.
It deletes that row. Whatever you did last, Excel will attempt to repeat the same
command until you do something else. This works great for things that require you to go
to the menus or right-click and make choices or click buttons that bring up more dialogs.
It can be HUGE TIME SAVER once you get used to using it.
As the help says, it doesn’t work in every situation but most times ‘F4’ works great.
B) The other GREAT use of F4 is for placing ABSOLUTE CELL REFERENCES in your formulas
When you are typing your formula, after you type a cell reference – press the F4 key.
Excel automatically makes the cell reference absolute! By continuing to press F4, Excel
will cycle through all of the absolute reference possibilities.
For example, in the absolute cell reference formula, =B4*$B$10, I could have typed,
=B4*B10, then pressed the F4 key to change B10 to $B$10. Continuing to press F4
would have resulted in B$10, then $B10, and finally B10. Pressing F4 changes only the
cell reference directly to the left of your insertion point.
Allows the row reference to change,

$A1 but not the column reference.
Allows the column reference to

A$1 change, but not the row reference.
Allows neither the column nor the row

$A$1 reference to change.
8|Page
4) The Famous F5
A) The F5 function key can be used to display “Go To” Dialog Box. Go to is used to
navigate to specific place of the document like page number, footnote, table,
comment etc.
Shortcut: - F5
Example: - You can go to various defined range in a workbook using this feature.
9|Page
B) The Go TO dialog box has one more important feature i.e. SPECIAL. This feature is
very handy and useful. You can use special button to select specific type of data
from the range like Text, Numbers, blanks, formulas, visible cells, errors etc.
This can be used if you want to:-
A) Color specific type of data

B) Paste common formula in specific cells
C) Delete Error Data
D) Remove all comments
E) Remove Objects etc.
Example: - Select the range, press F5, click special, select blank, Ok and color the cell
selected.
INPUT OUTPUT
India China Malaysia Singapore India China Malaysia Singapore
A 10 32 49 A 10 32 49
B 44 23 B 44 23
C 13 45 34 C 13 45 34
D 67 D 67
E 23 32 42 E 23 32 42
F 78 F 78
G 56 99 48 23 G 56 99 48 23
10 | P a g e
5) AutoSum Shortcut key

Instead of using the AutoSum button from the toolbar, you can press Alt and = to
achieve the same result.
ShortCut :- ‘ALT’ + ‘=’
Example :- Just select the cell where you want the total, and press ALT and = buttons,
This
his will automatically sum the cells above.
11 | P a g e
6) Enter a fixed date and time in cell

If you want Excel to enter the current date or time and fix it at that point , use these
Shortcuts:
For Example, to show the last date the sheet was modified – click on a cell and press
A) [Ctrl] + [;] for the date
B) [Ctrl] + [:] for the time.

The MS Excel and macros Help Forum is the

primary channel for getting your excel and
macros questions answered. You’ll find that
this community is always buzzing with
activity. Get ready to meet some expert
users of MS Excel and macros who'll provide
friendly advice about subject (if you’re nice
to them). JOIN NOW 7000+ Members

12 | P a g e
7) Fast Copy, No Clipboard

Pressing [Ctrl] + [‘] is a speedy way to duplicate the formula or figure in the cell above
the one you’re in.
In case of duplicating formula, this shortcut does not change the cell address even if it is
relative reference. It exactly copies the same formula in the above cell.
Shortcut: - [Ctrl] + [‘]
For Example, if you want to copy the formula from C3 to Range C4:C7, Just select the
range and press [Ctrl] + [‘], This will automatically populate the cells with above formula.
The example is displayed in Formula view and Normal View.
Before applying shortcut:-
After applying shortcut (In Formula View):-
After applying shortcut (In Normal View):-
13 | P a g e
8) Create hyperlinks to support files

To place links in cells that enable you to load other documents with one click, enter a
name for the link in a cell and press [Ctrl] + [K].
You have four options to allow a cell link to:
1) Existing File or Web Page allows you to link to existing file or open a web page.
2) Place in this document allows you to link to specific sheet or defined ranged name.
3) Create new document allows you to create and link with a new document.
4) Email Address allows you to send an email with specified email address and Subject.
For Example:- You want to send an email on click of particular cell, Just select the cell
and Press [Ctrl] + [K] to specify Email address and subject and click Ok.
14 | P a g e
9) Find the currently active cell
If you’ve been scrolling around your spreadsheet and you lose your place, you can jump
back to the currently active cell by pressing the [Ctrl] + [Backspace] keys.
This is quite helpful while working with big data, dashboard and metrics and you want
update formulas by looking at various figures in same worksheet and need to back
where you actually were.
10) Traverse between the worksheets

When you are working with many sheets, you can easily move between the sheets by
using [Ctrl]+[pg up] for Previous sheet and [Ctrl]+[Pg dn] for Next Sheet.
11) Erasing entries while typing

If you mistype your formula, press [Esc] to erase the cell’s content.
12) Fast and Easy Multiple Entry

If you need to enter a formula in several cells at once, simply select all the target cells,
type your formula as normal and press [Ctrl] + [Enter].

The MS Excel and Macros Help Forum is the

primary channel for getting your excel and
macros questions answered. You’ll find that
this community is always buzzing with
activity. Get ready to meet some expert
users of MS Excel and macros who'll provide
friendly advice about subject (if you’re nice
to them). JOIN NOW 7000+ Members

15 | P a g e
About largest MS Excel and VBA Macros Google Group
The MS Excel and macros Help Forum is the primary channel for getting your excel
and macros questions answered. You’ll find that this community is always buzzing
with activity. Get ready to meet some expert users of MS Excel and macros who'll
provide friendly advice about subject (if you’re nice to them). The Owners and
managers of this group regularly monitor this moderated Help Forum. We have got
7000 members around the world which is increasing by day. Thanks to all excel
enthusiasts for being a part of this group!!
Testimonials
It’s a best VBA Group.
I got the best thing here which I search many times in net, like un- protect sheet &
UN-protect VBA code.
This is best thing 4 me.
By Naharwal on 21st March 2010
Dear Ayush,
Congratulations and thank you for creating this

wonderful forum to learn excel from the masters in this group.
Thanks
Ashish
By Ashish on 12th December 2009
16 | P a g e
Hi Ayush,
I am really thankful to you that u made this group

i m learning a lot
this is really gr8
i appreciate your efforts
regards
ruchi
By Ruchi on 9th November 2009
*Thanks DAVE, Ankur for a different way to solve this....*

**
*This is why I love this group, if we have a single problem, we learn
VARIOUS ways to solve them coz of you great ppl..*
**
*Cheers!!*
*ANISh*
By Anish on 6th June 2009
17 | P a g e
Excel Resources
Blogs
1) Learn VBA from small examples…good for beginners
http://quickvba.blogspot.com/
2) A centralized place to learn excel tips (60+ Tips)

http://exceldailytip.blogspot.com/
Forums and followings

1) Largest Google group to solve excel queries
http://discussexcel.com/
2) Linked Group 1100 + members

http://www.linkedin.com/groups?gid=1871310
3) Second largest ORKUT community

http://www.orkut.co.in/Main#Community?cmm=22913620
4) Follow us on Twitter for regular tips and tricks

http://twitter.com/exceldailytip
18 | P a g e
About Ayush Jain
Age: 25 years.
Academic Qualification: B.Com (H) from Delhi University, MBA from IMT, Ghaziabad.
Technical Qualification: GNIIT
Ayush is resident of Delhi, India and presently working as BI Reporting Specialist in

Agilent Technologies. His expertise is MS Excel and VBA Macros. He contributes to
various forums and communities along with creating new blogs, communities, groups
related to excel and macros.
His first initiative was to create a forum (http://discussexcel.com/) where people can
post queries and share knowledge. The forum has 7000+ members today and lots of
people are learning new tips and tricks every day. This forum is dedicated to all excel
enthusiasts to refine their excel skills and learn by helping others.
His objective of life is to help others and share innovative solutions with world.
If you have any query, do not hesitate to contact him @ jainayush85@gmail.com
19 | P a g e

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12 Excel Shortcuts to make

your life easier.

How much does this eBook cost to you? .................................................... 5

1) Create an Instant Chart. …………………………………………………………………………….6

2) See formulas at a glance…………………………………………………………………………….7

3) The Great F4………………………………………………………………………………………………..8

4) The Famous F5…………………………………………………………………………………………….9

5) Auto Sum Shortcut key……………………………………………………………………………..11

6) Enter a fixed date and time into Excel………………………………………………………12

7) Fast Copy, No Clipboard…………………………………………………………………………...13

8) Create hyperlinks to support files……………………………………………………………..14

9) Find the currently active cell……………………………………………………………………..15

10) Traverse between the worksheets…………………………………………………………….15

11) Erasing entries while typing………………………………………………………………………15

12) Fast and Easy Multiple Entry…………………………………………………………………….15

About http://discussexcel.com/ ………………………………………………………….................16

Excel Resources .....................................................................................18

About Ayush Jain ...................................................................................19

1. Do Things the right way from the start.

2. Increase your efficiency with Excel shortcuts.

3. Use formulas faster and more accurately.

4. Become a more valuable employee.

5. Help you connect gaps that open doors to more knowledge.

6. Grow your enthusiast for Excel so you keep more productive.

7. Reuse the knowledge you already possess in different ways.

8. Get instant reward because it’s instant application nature.

9. Perform an action you didn’t imagine possible.

How much does this eBook cost to you?

The MS Excel and macros Help Forum is

1) Create an Instant Chart

Here are the shortcuts:-

2) See formulas at a glance.

SHORTCUT: - CTRL + ` (on tilde ‘~’ button of keyboard)

The keyboard combination toggles between formulas and normal view.

Name Jan Feb Mar

SUM 280 770 440

Name Jan Feb Mar

SUM =SUM(D10:D16) =SUM(E10:E16) =SUM(F10:F16)

Allows the row reference to change,

Allows the column reference to

Allows neither the column nor the row

This can be used if you want to:-

A) Color specific type of data

5) AutoSum Shortcut key

ShortCut :- ‘ALT’ + ‘=’

6) Enter a fixed date and time in cell

The MS Excel and macros Help Forum is the

7) Fast Copy, No Clipboard

Shortcut: - [Ctrl] + [‘]

Before applying shortcut:-

After applying shortcut (In Formula View):-

After applying shortcut (In Normal View):-

8) Create hyperlinks to support files

You have four options to allow a cell link to:

9) Find the currently active cell

10) Traverse between the worksheets

11) Erasing entries while typing

12) Fast and Easy Multiple Entry

The MS Excel and Macros Help Forum is the

About largest MS Excel and VBA Macros Google Group

It’s a best VBA Group.

This is best thing 4 me.

By Naharwal on 21st March 2010

Thanks DAVE, Ankur for a different way to solve this....