5 Key Shortcuts that You Should Know in Microsoft Excel

Association of Business Training
April 8, 2013 — 6,844 views  

Microsoft Excel is a versatile tool for all business professionals. It includes many shortcuts to help execute common tasks like adding a new worksheet, performing simple calculations and formulas, and retrieving and placing the date. It is important that professionals be aware of how to execute these shortcuts, in order to increase productivity.

Inserting a new Excel Worksheet

This shortcut will help you to insert an empty new Excel worksheet into your project workbook using a combination of keys on your keyboard. In order to create a new worksheet and insert it into your workbook, press the SHIFT key on your keyboard and hold it down. At the same time, tap the F11 key and release the SHIFT key. You will notice that a new worksheet has been added to your workbook. If you want to add multiple worksheets, just hold down your SHIFT key and tap the F11 key as many times as the number of new worksheets you require.

Entering SUM Function by Using a Shortcut

The SUM function is used to add up a set of data. To execute this, the data must be entered into consecutive rows in the same column of a worksheet. Then click on any empty row after the last row of data to make it active. Press down the ALT key and tap the equal sign (=) on your keyboard. Then, release the ALT key and you will be able to see the sum function in the selected row cell. Press the ENTER key to execute it and view the resultant sum in the selected cell.

Inserting a Hyperlink into Excel using a Shortcut

The hyperlink is used to add a link from your worksheet to another location. The shortcut used for inserting a hyperlink is a combination of the CTRL key and letter 'K'. Click on the cell where you want to include the hyperlink, type an anchor text, and then press the ENTER key. Click on this cell again, hold down your CTRL key and tap the letter 'K'. This will open up a dialog box 'Insert Hyperlink'. Enter the URL in the 'Address' text box and click OK. You will notice that the text becomes blue and underlined, indicating that it holds a hyperlink.

Displaying Formulas in Excel

The ‘show formulas’ function changes the way the spreadsheet is displayed and not the spreadsheet content. It shows all formulas used in the spreadsheet and will make it easy for you when looking for errors. The shortcut for the ‘show formulas’ is a combination of the CTRL key and the grave accent (`), which is the key above the 'TAB' key and to the left of the number '1' key. Press down your CTRL key and tap the grave accent (`) key to turn on ‘show formulas’.

Select Non-Adjacent cells using a Shortcut

Selecting multiple data cells allows you to apply formatting or other options for large areas in your worksheet simultaneously. You can use the drag select tool for quickly highlighting adjacent blocks. But when the blocks are non-adjacent, you can use the mouse and keyboard to highlight the required cells. Click on the first cell, hold down CTRL, and click on all the other cells you want to select. Then release CTRL. You will notice that all the cells you clicked on will be highlighted and ready for formatting.

Knowledge of a few key shortcuts in Excel can go a long way in helping you increase your work rate and be a better business professional.

Association of Business Training