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Top 12 High Frequency Excel Shortcuts Using The Ctrl Key

December 16, 2015 by terp Leave a Comment

The 12 Excel Ctrl Shortcuts I Use Most

Here are my favorite Excel Ctrl shortcuts — those I use most frequently, but in no particular order.  They’re my fave’s because they’re so easy on the hands.  Nine of the 12 can be executed with the left hand.  For these nine, your right hand can remain comfortably on the mouse, relaxing in a hot tub.  I’ll explain why I include the other three at the end of the post.

Cut, Copy & Paste

Ctrl+C: Copy (see more on Excel shortcuts for Save, Cut, Copy, Paste and Bold here)

Ctrl+V: Paste (see more on Excel shortcuts for Save, Cut, Copy, Paste and Bold here)

Ctrl+X: Cut (see more on Excel shortcuts for Save, Cut, Copy, Paste and Bold here)

Undo & Redo

Ctrl+Z: Undo

Ctrl+Y: Redo [Read more…]

Filed Under: Cut Copy Paste, Excel Shortcuts, Format Cells, Navigation Shortcuts, Save Tagged With: cut copy paste, Excel Keyboard Shortcuts, Excel Shortcuts, Format Cells, Formatting, save, Selection and Navigation

Change Excel Column Width With Autofit & Paste Column Width

November 23, 2015 by terp Leave a Comment

How do I quickly adjust my Excel column width with AutoFit?

Sometimes you have columns that are too narrow to display what’s in them (or are so wide they leave extra space in every cell).  You may have a similar problem with your row heights.

excel-column-width-autofit

[Read more…]

Filed Under: Uncategorized Tagged With: Excel Shortcuts, Format Cells, Formatting

Use The Quick Access Toolbar (QAT) To Create Custom Excel Shortcuts

November 11, 2015 by terp Leave a Comment

What and where is Excel’s Quick Access Toolbar?

If you have certain formats that you use a lot but for which there’s no easy shortcut, you can put them on your QAT or Quick Access Toolbar.  This is the skinny toolbar that by default sits above the Ribbon – but that I move to below the Ribbon for easier access – see below:

excel-quick-access-toolbar-qat

You’ll notice that, while I use Bold, Italics and Underline a lot, I don’t have them on the QAT.  Why?  Because I already have Ctrl-2/3/4 or B/I/U.  If I change cell colors and font colors a lot, I can put those on the QAT (as I’ve done above).  This way they’re within easy reach no matter which Ribbon tab I’m on.

But another benefit of putting them on the QAT is that you give yourself the option of basically creating your own new customized keyboard shortcuts.  If you hit the Alt key you’ll see the Ribbon and the QAT light up with keyboard shortcuts:

excel-quick-access-toolbar-qat-shortcut-key-tips

How do I create my own custom Excel shortcuts using the Quick Access Toolbar?

The ones on the left of the Quick Access Toolbar are fairly easy to type in with your left hand – e.g., Alt-1 for Commas.  I like to have my numbers formatted with commas but no decimals, and the fastest way I’ve found is to place the Comma and Decrease Decimal icons in the number 1 and number 2 positions so I can just type Alt-1-2-2 to (1) add the Comma formatting (which also puts in two decimals) by typing “1” and then (2) remove the two decimals by typing “2” twice.

Unlike with the Ctrl shortcuts, Alt shortcuts don’t require you to keep the key depressed (though you can if you want).  For example, to use Comma formatting you can hit Alt-1 (press Alt and then, while keeping it down, type “1” – the same way you would type Ctrl-1 for the Format Cells dialog box) – or you can let go of Alt before you type “1” (using the QAT in the illustration above).  In my number formatting example (comma and no decimals) I can go faster by keeping the Alt key depressed, as this saves me from re-typing Alt for each shortcut – meaning I type Alt-1-2-2 instead of Alt-1, Alt-2, Alt-2.

Depending on the keyboard you might be able to type Alt-1 through Alt-6 without lifting your left hand, meaning the 1 though 6 positions on the QAT are prime real estate for creating your own shortcuts.  I recommend that you reserve these slots for tasks you will use frequently and that have no better shortcut alternatives.

If you have a short-term project with intensive usage of a certain Excel task – say, wrapping text or merging and centering – you may want to place the shortcut for this command on the far left on a temporary basis.  In effect, you’ll have a temporary custom shortcut.  When the project is done, you can move it back to its “normal” position.   Don’t be afraid to modify the Quick Access Toolbar as needed to save you time.  It’s fast and easy.

Filed Under: Format Cells, Keyboard Shortcuts Tagged With: Excel Keyboard Shortcuts, Excel Shortcuts, Format Cells, Quick Access Toolbar - QAT

Excel Formatting Shortcuts

September 4, 2015 by terp Leave a Comment

The Basics Of Excel Formatting Shortcuts

Formatting is a common task in Excel.  So what are some good formatting shortcuts to increase your speed?

Excel-Formatting-Shortcuts

First, memorize these shortcuts for opening up the Format Cells dialog box (shown below):

Format Cells Dialog Box (keyboard): Ctrl+1

Format Cells Dialog Box (hybrid): Right Click+F*

(*Note: this won’t work if you have copied something into the clipboard since at that point “F” will activate the paste Formulas option instead).

format-cells-dialog-box-excel

You can switch between tabs in the dialog box with your mouse or by typing the first letter for tab (e.g., “F” for Font).

Second, there are some common formats with easy shortcuts:

Bold (keyboard): Ctrl+B –or– Ctrl+2

Italics (keyboard): Ctrl+I –or–Ctrl+3

Underline (keyboard): Ctrl+U –or– Ctrl+4

[Read more…]

Filed Under: Format Cells, Formatting, Paste Special Tagged With: Excel Shortcuts, Format Cells, Format Painter, Paste Formats, Paste Special, Quick Access Toolbar - QAT

Excel Shortcuts: Mouse-Keyboard Hybrids

August 2, 2015 by terp Leave a Comment

Keyboard Or Mouse?

What’s faster?  The mouse or the keyboard?  That is the question when it comes to speed and Excel shortcuts.

Like most people, I employ both types — I am a “hybrid” user.

In theory, a keyboard-only approach is fastest.  However, for most people (including me), a keyboard-only approach is a bridge too far, requiring too much memorization.  Moreover, the mouse is comfortable and, in many cases, actually faster than the keyboard.  So I typically use keyboard shortcuts involving only those keys reachable by the left hand (without looking at the keyboard).  I keep the right hand on the mouse unless putting it on the keyboard will clearly save me a lot of time (e.g., navigating and selecting large ranges).

Hybrid Excel Shortcuts

One great example of a fast hybrid shortcut is right clicking the mouse, then typing the shortcut key with your left hand.  Beginning an action with the mouse doesn’t require you to finish it that way.

[Read more…]

Filed Under: Excel Shortcuts, Keyboard Shortcuts, Right Click Tagged With: Excel Keyboard Shortcuts, Excel Mouse Shortcuts, Excel Shortcuts, Format Cells, Paste Special

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