Microsoft Excel

Keyboard
Shortcuts

Note: All these shortcuts are listed in the help files, from where this information has been
compiled. The more common ones are highlighted. You will have your own favourites
depending on the nature of the worksheets you handle.

Many of these shortcuts are applicable to the other office programs and are standard
Windows shortcuts too.

Happy reading!
Contents

Contents .............................................................................................................................. 2
Keys for the Office interface .............................................................................................. 4
Insert, delete, and copy cells ............................................................................................................. 4
Edit data ............................................................................................................................................. 4
Format data........................................................................................................................................ 5
Display and use windows .................................................................................................................. 6
Access and use smart tags ................................................................................................................ 6
Access and use task panes ............................................................................................................... 7
Access and use menus and toolbars ................................................................................................. 7
Resize and move toolbars and task panes ........................................................................................ 8
Use dialog boxes ............................................................................................................................... 9
Use edit boxes within dialog boxes ................................................................................................... 9
Use the Open, Save As, and Insert Picture dialog boxes ............................................................... 10
Keys for workbooks and worksheets .............................................................................. 11
Preview and print ............................................................................................................................. 11
Work with worksheets ...................................................................................................................... 11
Move and scroll within worksheets .................................................................................................. 11
Move within a selected range .......................................................................................................... 12
Move and scroll in End mode .......................................................................................................... 13
Move and scroll with SCROLL LOCK on ......................................................................................... 13
Keys for selecting data and cells ..................................................................................... 14
Select cells, rows and columns, and objects ................................................................................... 14
Select cells with specific characteristics .......................................................................................... 14
Extend a selection ........................................................................................................................... 15
Keys for entering, editing, formatting, and calculating data .......................................... 16
Enter data ........................................................................................................................................ 16
Enter special characters .................................................................................................................. 17
Enter and calculate formulas ........................................................................................................... 17
Use the Border tab in the Format Cells dialog box .......................................................................... 18
Keys for filtering, outlining, and managing lists ............................................................. 19
Use data forms (Data menu, Form command) ................................................................................ 19
Filter lists (Data menu, AutoFilter command) .................................................................................. 19
Show, hide, and outline data ........................................................................................................... 20
Keys for charts .................................................................................................................. 21
Create charts and select chart elements ......................................................................................... 21
Select an embedded chart ............................................................................................................... 21
Keys for drawing objects and other objects ................................................................... 22
Select a drawing object .................................................................................................................... 22
Insert an AutoShape ........................................................................................................................ 22

2
 Insert a text box ............................................................................................................................... 22
Insert WordArt .................................................................................................................................. 23
Rotate a drawing object ................................................................................................................... 23
Change the size of a drawing object ............................................................................................... 23
Move a drawing object ..................................................................................................................... 23
Copy drawing objects and their attributes ....................................................................................... 23
Keys for use with speech, e-mail, macros, and other languages .................................. 24
Use speech recognition and text-to-speech .................................................................................... 24
Send e-mail messages .................................................................................................................... 24
Work with macros ............................................................................................................................ 24
Work with multiple national languages ............................................................................................ 25
Keys for the Office Assistant and Help window ............................................................. 26
Display and use the Office Assistant ............................................................................................... 26
Display and use the Help window .................................................................................................... 26
Use the Contents, Index, and Answer Wizard pane ........................................................................ 27
Use the Help topic pane .................................................................................................................. 28
Keys for PivotTable and PivotChart reports ................................................................... 29
Lay out a report onscreen ................................................................................................................ 29
Use the PivotTable and PivotChart Wizard – Layout dialog box ..................................................... 29
Display and hide items in a field ...................................................................................................... 29
Change the layout of a report .......................................................................................................... 30

3
Keys for the Office interface
Insert, delete, and copy cells
CTRL+C
Copy the selected cells.
CTRL+C, immediately followed by another CTRL+C
Display the Microsoft Office Clipboard (multiple copy and paste).
CTRL+X
Cut the selected cells.
CTRL+V
Paste copied cells.
DELETE
Clear the contents of the selected cells.
CTRL+HYPHEN
Delete the selected cells.
CTRL+SHIFT+PLUS SIGN
Insert blank cells.
Edit data
F2
Edit the active cell and position the insertion point at the end of the cell contents.
ALT+ENTER
Start a new line in the same cell.
BACKSPACE
Edit the active cell and then clear it, or delete the preceding character in the active
cell as you edit cell contents.
DELETE
Delete the character to the right of the insertion point, or delete the selection.
CTRL+DELETE
Delete text to the end of the line.
F7
Display the Spelling dialog box.
SHIFT+F2
Edit a cell comment.
ENTER
Complete a cell entry and select the next cell below.
CTRL+Z
Undo the last action.
ESC
Cancel a cell entry.
CTRL+SHIFT+Z
When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic
correction.

4
Format data
ALT+' (apostrophe)
Display the Style dialog box.
CTRL+1
Display the Format Cells dialog box.
CTRL+SHIFT+~
Apply the General number format.
CTRL+SHIFT+$
Apply the Currency format with two decimal places (negative numbers in
parentheses).
CTRL+SHIFT+%
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 AM or PM.
CTRL+SHIFT+!
Apply the Number format with two decimal places, thousands separator, and minus
sign (–) for negative values.
CTRL+B
Apply or remove bold formatting.
CTRL+I
Apply or remove italic formatting.
CTRL+U
Apply or remove underlining.
CTRL+5
Apply or remove strikethrough.
CTRL+9
Hide the selected rows.
CTRL+SHIFT+( (opening parenthesis)
Unhide any hidden rows within the selection.
CTRL+0 (zero)
Hide the selected columns.
CTRL+SHIFT+) (closing parenthesis)
Unhide any hidden columns within the selection.
CTRL+SHIFT+&
Apply the outline border to the selected cells.
CTRL+SHIFT+_
Remove the outline border from the selected cells.

5
Display and use windows
ALT+TAB
Switch to the next program.
ALT+SHIFT+TAB
Switch to the previous program.
CTRL+ESC
Display the Windows Start menu.
CTRL+W or CTRL+F4
Close the selected workbook window.
CTRL+F5
Restore the window size of the selected workbook window.
F6
Switch to the next pane in a worksheet that has been split (Window menu, Split
command).
SHIFT+F6
Switch to the previous pane in a worksheet that has been split.
CTRL+F6
When more than one workbook window is open, switch to the next workbook window.
CTRL+SHIFT+F6
Switch to the previous workbook window.
CTRL+F7
When a workbook window is not maximized, perform the Move command (on the
Control menu for the workbook window). Use the arrow keys to move the window,
and when finished press ESC.
CTRL+F8
When a workbook window is not maximized, perform the Size command (on the
Control menu for the workbook window). Use the arrow keys to resize the window,
and when finished press ESC.
CTRL+F9
Minimize a workbook window to an icon.
CTRL+F10
Maximize or restore the selected workbook window.
PRTSCR
Copy a picture of the screen to the Clipboard.
ALT+PRINT SCREEN
Copy a picture of the selected window to the Clipboard.
Access and use smart tags
ALT+SHIFT+F10
Display the menu or message for a smart tag. If more than one smart tag is present,
switch to the next smart tag and display its menu or message.
DOWN ARROW
Select the next item in a smart tag menu.
UP ARROW
Select the previous item in a smart tag menu.
ENTER
Perform the action for the selected item in a smart tag menu.
ESC
Close the smart tag menu or message.

6
Access and use task panes
F6
Move to a task pane from another pane in the program window. (You may need to
press F6 more than once.)
Note If pressing F6 doesn't display the task pane you want, try pressing ALT to
place focus on the menu bar, and then pressing CTRL+TAB to move to the task
pane.
CTRL+TAB
When a menu or toolbar is active, move to a task pane. (You may need to press
CTRL+TAB more than once.)
TAB or SHIFT+TAB
When a task pane is active, select the next or previous option in the task pane
CTRL+DOWN ARROW
Display the full set of commands on the task pane menu
DOWN ARROW or UP ARROW
Move among choices in a selected submenu; move among certain options in a group
of options
SPACEBAR or ENTER
Open the selected menu, or perform the action assigned to the selected button
SHIFT+F10
Open a shortcut menu open a drop-down menu for the selected gallery item
HOME or END
When a menu or submenu is visible, select the first or last command on the menu or
submenu
PAGE UP or PAGE DOWN
Scroll up or down in the selected gallery list
CTRL+HOME or CTRL+END
Move to the top or bottom of the selected gallery list
Access and use menus and toolbars
F10 or ALT
Select the menu bar, or close an open menu and submenu at the same time.
TAB or SHIFT+TAB
When a toolbar is selected, select the next or previous button or menu on the toolbar.
CTRL+TAB or CTRL+SHIFT+TAB
When a toolbar is selected, select the next or previous toolbar.
ENTER
Open the selected menu, or perform the action for the selected button or command.
SHIFT+F10
Display the shortcut menu for the selected item.
ALT+SPACEBAR
Display the Control menu for the Excel window.
DOWN ARROW or UP ARROW
When a menu or submenu is open, select the next or previous command.
LEFT ARROW or RIGHT ARROW
Select the menu to the left or right. When a submenu is open, switch between the
main menu and the submenu.
HOME or END
Select the first or last command on the menu or submenu.
ESC
Close an open menu. When a submenu is open, close only the submenu.

7
CTRL+DOWN ARROW
Display the full set of commands on a menu.
CTRL+7
Show or hide the Standard toolbar.

Note You can select any menu command on the menu bar or on a displayed toolbar
with the keyboard. To select the menu bar, press ALT. Then to select a toolbar,
press CTRL+TAB repeatedly until you select the toolbar you want. Press the
underlined letter in the menu that contains the command you want. In the menu that
appears, press the underlined letter in the command that you want.

Resize and move toolbars and task panes

1. Press ALT to select the menu bar

2. Press CTRL+TAB repeatedly to select the toolbar or task pane you want.
3. Do one of the following:

Resize a toolbar

1. In the toolbar, press CTRL+SPACE to display the Toolbar Options

menu.
2. Select the Size command, and then press ENTER.
3. Use the arrow keys to resize the toolbar.

Move a toolbar

4. In the toolbar, press CTRL+SPACE to display the Toolbar Options

menu.
5. Select the Move command, and then press ENTER.
6. Use the arrow keys to position the toolbar. Press CTRL+ the arrow
keys to move one pixel at a time. To undock the toolbar, press DOWN
ARROW repeatedly. To dock the toolbar vertically on the left or right
side, press LEFT ARROW or RIGHT ARROW respectively when the
toolbar is all the way to the left or right side.

Resize a task pane

7. In the task pane, press CTRL+SPACE to display a menu of additional

commands.
8. Use the DOWN ARROW key to select the Size command, and then
press ENTER.
9. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys
to resize by one pixel at a time.

Move a task pane

10. In the task pane, press CTRL+SPACE to display a menu of additional

commands.
11. Use the DOWN ARROW key to select the Move command, and then
press ENTER.

8
 12. Use the arrow keys to position the task pane. Use CTRL+ the arrow
keys to move one pixel at a time.

4. When you are finished moving or resizing, press ESC.

Use dialog boxes

TAB
Move to the next option or option group.
SHIFT+TAB
Move to the previous option or option group.
CTRL+TAB or CTRL+PAGE DOWN
Switch to the next tab in a dialog box.
CTRL+SHIFT+TAB or CTRL+PAGE UP
Switch to the previous tab in a dialog box.
Arrow keys
Move between options in an open drop-down list, or between options in a group of
options.
SPACEBAR
Perform the action for the selected button, or select or clear the selected check box.
First letter of an option in a drop-down list
Open the list if it is closed and move to that option in the list.
ALT+ the underlined letter in an option
Select an option, or select or clear a check box.
ALT+DOWN ARROW
Open the selected drop-down list.
ENTER
Perform the action for the default command button in the dialog box (the button with
the bold outline, often the OK button).
ESC
Cancel the command and close the dialog box.
Use edit boxes within dialog boxes

An edit box is a blank in which you type or paste an entry, such as your user name
or the path to a folder.

HOME
Move to the beginning of the entry.
END
Move to the end of the entry.
LEFT ARROW or RIGHT ARROW
Move one character to the left or right.
CTRL+LEFT ARROW
Move one word to the left.
CTRL+RIGHT ARROW
Move one word to the right.
SHIFT+LEFT ARROW
Select or unselect one character to the left.
SHIFT+RIGHT ARROW
Select or unselect one character to the right.
CTRL+SHIFT+LEFT ARROW

9
 Select or unselect one word to the left.
CTRL+SHIFT+RIGHT ARROW
Select or unselect one word to the right.
SHIFT+HOME
Select from the insertion point to the beginning of the entry.
SHIFT+END
Select from the insertion point to the end of the entry.
Use the Open, Save As, and Insert Picture dialog boxes

The Open, Insert Picture, and Save As dialog boxes support standard dialog box
keyboard shortcuts. (To view standard shortcuts for dialog boxes, refer to the Use
Dialog Boxes and Use Edit Boxes Within Dialog Boxes sections in the main
Keyboard Shortcuts topic.) These dialog boxes also support the shortcuts below.

ALT+1
Go to the previous folder
ALT+2
Up One Level button: open the folder up one level above the open folder
ALT+3
Search the Web button: close the dialog box and open your Web search page
ALT+4
Delete button: delete the selected folder or file
ALT+5
Create New Folder button: create a new folder
ALT+6
Views button: switch among available folder views
ALT+7 or ALT+L
Tools button: show the Tools menu
SHIFT+F10
Display a shortcut menu for a selected item such as a folder or file
TAB
Move between options or areas in the dialog box
F4 or ALT+I
Open the Look in list
F5
Refresh the file list

10
Keys for workbooks and worksheets
Preview and print
CTRL+P or CTRL+SHIFT+F12
Display the Print dialog box.

Use the following keys in print preview (to get to print preview, press ALT+F, then
press V):

Arrow keys
Move around the page when zoomed in.
PAGE UP or PAGE DOWN
Move by one page when zoomed out.
CTRL+UP ARROW or CTRL+LEFT ARROW
Move to the first page when zoomed out.
CTRL+DOWN ARROW or CTRL+RIGHT ARROW
Move to the last page when zoomed out.
Work with worksheets
SHIFT+F11 or ALT+SHIFT+F1
Insert a new worksheet.
CTRL+PAGE DOWN
Move to the next sheet in the workbook.
CTRL+PAGE UP
Move to the previous sheet in the workbook.
SHIFT+CTRL+PAGE DOWN
Select the current and next sheet. To cancel selection of multiple sheets, press
CTRL+PAGE DOWN or, to select a different sheet, press CTRL+PAGE UP.
SHIFT+CTRL+PAGE UP
Select the current and previous sheet.
ALT+O H R
Rename the current sheet (Format menu, Sheet submenu, Rename command).
ALT+E M
Move or copy the current sheet (Edit menu, Move or Copy Sheet command).
ALT+E L
Delete the current sheet (Edit menu, Delete Sheet command).
Move and scroll within worksheets
Arrow keys
Move one cell up, down, left, or right.
CTRL+arrow key
Move to the edge of the current data region (a range of cells that contains data and
that is bounded by empty cells or worksheet borders).
HOME
Move to the beginning of the row.
CTRL+HOME
Move to the beginning of the worksheet.
CTRL+END
Move to the last cell on the worksheet, in the bottom-most used row of the rightmost
used column.
PAGE DOWN
Move down one screen.

11
PAGE UP
Move up one screen.
ALT+PAGE DOWN
Move one screen to the right.
ALT+PAGE UP
Move one screen to the left.
F6
Switch to the next pane in a worksheet that has been split (Window menu, Split
command).
SHIFT+F6
Switch to the previous pane in a worksheet that has been split.
CTRL+BACKSPACE
Scroll to display the active cell.
F5
Display the Go To dialog box.
SHIFT+F5
Display the Find dialog box.
SHIFT+F4
Repeat the last Find action (same as Find Next).
TAB
Move between unlocked cells on a protected worksheet.
Move within a selected range
ENTER
Move from top to bottom within the selected range.
SHIFT+ENTER
Move from bottom to top within the selected range.
TAB
Move from left to right within the selected range. If cells in a single column are
selected, move down.
SHIFT+TAB
Move from right to left within the selected range. If cells in a single column are
selected, move up.
CTRL+PERIOD
Move clockwise to the next corner of the selected range.
CTRL+ALT+RIGHT ARROW
In nonadjacent selections, switch to the next selection to the right.
CTRL+ALT+LEFT ARROW
Switch to the next nonadjacent selection to the left.

Note You can change the direction of movement after pressing ENTER or
SHIFT+ENTER: press ALT+T and then O (Tools menu, Options command), press
CTRL+TAB until the Edit tab is selected, and then change the Move selection after
Enter settings.

12
Move and scroll in End mode

END appears in the status bar when End mode is selected.

END key
Turn End mode on or off.
END+arrow key
Move by one block of data within a row or column.
END+HOME
Move to the last cell on the worksheet, in the bottom-most used row of the rightmost
used column.
END+ENTER
Move to the rightmost nonblank cell in the current row. This key sequence does not
work if you have turned on transition navigation keys (Tools menu, Options
command, Transition tab).
Move and scroll with SCROLL LOCK on

When you use scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL
LOCK off, cell selection moves the distance you scroll. To scroll without changing
which cells are selected , turn on SCROLL LOCK first.

SCROLL LOCK
Turn SCROLL LOCK on or off.
HOME
Move to the cell in the upper-left corner of the window.
END
Move to the cell in the lower-right corner of the window.
UP ARROW or DOWN ARROW
Scroll one row up or down.
LEFT ARROW or RIGHT ARROW
Scroll one column left or right.

13
Keys for selecting data and cells
Select cells, rows and columns, and objects
CTRL+SPACEBAR
Select the entire column.
SHIFT+SPACEBAR
Select the entire row.
CTRL+A
Select the entire worksheet.
SHIFT+BACKSPACE
With multiple cells selected, select only the active cell.
CTRL+SHIFT+SPACEBAR
With an object selected, select all objects on a sheet.
CTRL+6
Alternate between hiding objects, displaying objects, and displaying placeholders for
objects.
Select cells with specific characteristics
CTRL+SHIFT+* (asterisk)
Select the current region around the active cell (the data area enclosed by blank
rows and blank columns). In a PivotTable report, select the entire PivotTable report.
CTRL+/
Select the array (used to build single formulas that produce multiple results or that
operate on a group of arguments that are arranged in rows and columns. An array
range shares a common formula; an array constant is a group of constants used as
an argument) containing the active cell.
CTRL+SHIFT+O (the letter O)
Select all cells that contain comments.
CTRL+\
In a selected row, select the cells that don't match the value in the active cell.
CTRL+SHIFT+|
In a selected column, select the cells that don't match the value in the active cell.
CTRL+[ (opening bracket)
Select all cells directly referenced by formulas in the selection.
CTRL+SHIFT+{ (opening brace)
Select all cells directly or indirectly referenced by formulas in the selection.
CTRL+] (closing bracket)
Select cells that contain formulas that directly reference the active cell.
CTRL+SHIFT+} (closing brace)
Select cells that contain formulas that directly or indirectly reference the active cell.
ALT+; (semicolon)
Select the visible cells in the current selection.

14
Extend a selection
F8
Turn extend mode on or off. In extend mode, EXT appears in the status line, and the
arrow keys extend the selection.
SHIFT+F8
Add another range of cells to the selection; or use the arrow keys to move to the
start of the range you want to add, and then press F8 and the arrow keys to select
the next range.
SHIFT+arrow key
Extend the selection by one cell.
CTRL+SHIFT+arrow key
Extend the selection to the last nonblank cell in the same column or row as the
active cell.
SHIFT+HOME
Extend the selection to the beginning of the row.
CTRL+SHIFT+HOME
Extend the selection to the beginning of the worksheet.
CTRL+SHIFT+END
Extend the selection to the last used cell on the worksheet (lower-right corner).
SHIFT+PAGE DOWN
Extend the selection down one screen.
SHIFT+PAGE UP
Extend the selection up one screen.
END+SHIFT+arrow key
Extend the selection to the last nonblank cell in the same column or row as the
active cell.
END+SHIFT+HOME
Extend the selection to the last used cell on the worksheet (lower-right corner).
END+SHIFT+ENTER
Extend the selection to the last cell in the current row. This key sequence does not
work if you have turned on transition navigation keys (Tools menu, Options
command, Transition tab).
SCROLL LOCK+SHIFT+HOME
Extend the selection to the cell in the upper-left corner of the window.
SCROLL LOCK+SHIFT+END
Extend the selection to the cell in the lower-right corner of the window.

15
Keys for entering, editing, formatting, and calculating data
Enter data
ENTER
Complete a cell entry and select the cell below.
ALT+ENTER
Start a new line in the same cell.
CTRL+ENTER
Fill the selected cell range with the current entry.
SHIFT+ENTER
Complete a cell entry and select the previous cell above.
TAB
Complete a cell entry and select the next cell to the right.
SHIFT+TAB
Complete a cell entry and select the previous cell to the left.
ESC
Cancel a cell entry.
Arrow keys
Move one character up, down, left, or right.
HOME
Move to the beginning of the line.
F4 or CTRL+Y
Repeat the last action.
CTRL+SHIFT+F3
Create names (a word or string of characters that represents a cell, range of
cells, formula, or constant value. Use easy to understand names, such as Products
to refer to hard to understand ranges, such as Sales!C20:C30.) from row and column
labels.
CTRL+D
Fill down.
CTRL+R
Fill to the right.
CTRL+F3
Define a name.
CTRL+K
Insert a hyperlink
ENTER (in a cell with a hyperlink)
Activate a hyperlink.
CTRL+; (semicolon)
Enter the date.
CTRL+SHIFT+: (colon)
Enter the time.
ALT+DOWN ARROW
Display a drop-down list of the values in the current column of a list (list: A series of
worksheet rows that contain related data, such as an invoice database or a set of
client names and phone numbers. The first row of the list has labels for the
columns.).
CTRL+Z
Undo the last action.

16
Enter special characters

Press F2 to edit the cell, turn on NUM LOCK, and then press the following keys by
using the numeric key pad:

ALT+0162
Enters the cent character ¢. Note that there are many, many
ALT+0163 more special characters that can
Enters the pound sterling character £. be entered in this way using the
ALT+0165 Alt key and the numeric key pad.
Enters the yen symbol ¥.
ALT+0128
Enters the Euro symbol €.
Enter and calculate formulas
= (equal sign)
Start a formula.
F2
Move the insertion point into the Formula Bar when editing in a cell is turned off.
BACKSPACE
In the Formula Bar, delete one character to the left.
ENTER
Complete a cell entry from the cell or Formula Bar.
CTRL+SHIFT+ENTER
Enter a formula as an array formula (a formula that performs multiple calculations on
one or more sets of values, and then returns either a single result or multiple results.
Array formulas are enclosed between braces { }, and are entered by pressing
CTRL+SHIFT+ENTER.).
ESC
Cancel an entry in the cell or Formula Bar.
SHIFT+F3
In a formula, display the Insert Function dialog box.
CTRL+A
When the insertion point is to the right of a function name in a formula, display the
Function Arguments dialog box.
CTRL+SHIFT+A
When the insertion point is to the right of a function name in a formula, insert the
argument names and parentheses.
F3
Paste a defined name into a formula.
ALT+= (equal sign)
Insert an AutoSum formula with the SUM function.
CTRL+SHIFT+" (quotation mark)
Copy the value from the cell above the active cell into the cell or the Formula Bar.
CTRL+' (apostrophe)
Copies a formula from the cell above the active cell into the cell or the Formula Bar.
CTRL+` (single left quotation mark)
Alternate between displaying cell values and displaying formulas.
F9
Calculate all worksheets in all open workbooks.
When a portion of a formula is selected, calculate the selected portion. You can then
press ENTER or CTRL+SHIFT+ENTER (for array formulas) to replace the selected
portion with the calculated value.

17
SHIFT+F9
Calculate the active worksheet.
CTRL+ALT+F9
Calculate all worksheets in all open workbooks, regardless of whether they have
changed since the last calculation.
CTRL+ALT+SHIFT+F9
Rechecks dependent formulas and then calculates all cells in all open workbooks,
including cells not marked as needing to be calculated.
Use the Border tab in the Format Cells dialog box

Press CTRL+1 to display this dialog box.

ALT+T
Apply or remove the top border.
ALT+B
Apply or remove the bottom border.
ALT+L
Apply or remove the left border.
ALT+R
Apply or remove the right border.
ALT+H
If cells in multiple rows are selected, apply or remove the horizontal divider.
ALT+V
If cells in multiple columns are selected, apply or remove the vertical divider.
ALT+D
Apply or remove the downward diagonal border.
ALT+U
Apply or remove the upward diagonal border.

18
Keys for filtering, outlining, and managing lists
Use data forms (Data menu, Form command)
DOWN ARROW
Move to the same field in the next record.
UP ARROW
Move to the same field in the previous record.
TAB and SHIFT+TAB
Move to each field in the record, then to each command button.
ENTER
Move to the first field in the next record.
SHIFT+ENTER
Move to the first field in the previous record.
PAGE DOWN
Move to the same field 10 records forward.
CTRL+PAGE DOWN
Start a new, blank record.
PAGE UP
Move to the same field 10 records back.
CTRL+PAGE UP
Move to the first record.
HOME or END
Move to the beginning or end of a field.
SHIFT+END
Extend selection to the end of a field.
SHIFT+HOME
Extend selection to the beginning of a field.
LEFT ARROW or RIGHT ARROW
Move one character left or right within a field.
SHIFT+LEFT ARROW
Select the character to the left within a field.
SHIFT+RIGHT ARROW
Select the character to the right within a field.
Filter lists (Data menu, AutoFilter command)
ALT+DOWN ARROW
In the cell that contains the drop-down arrow, displays the AutoFilter list for the
current column.
DOWN ARROW
Selects the next item in the AutoFilter list.
UP ARROW
Selects the previous item in the AutoFilter list.
ALT+UP ARROW
Closes the AutoFilter list for the current column.
HOME
Selects the first item (All) in the AutoFilter list.
END
Selects the last item in the AutoFilter list.
ENTER
Filters the list based on the item selected from the AutoFilter list.

19
Show, hide, and outline data
ALT+SHIFT+RIGHT ARROW
Groups rows or columns.
ALT+SHIFT+LEFT ARROW
Ungroups rows or columns.
CTRL+8
Displays or hides the outline symbols.
CTRL+9
Hides the selected rows.
CTRL+SHIFT+( (opening parenthesis)
Unhides any hidden rows within the selection.
CTRL+0 (zero)
Hides the selected columns.
CTRL+SHIFT+) (closing parenthesis)
Unhides any hidden columns within the selection.

20
Keys for charts
Create charts and select chart elements
F11 or ALT+F1
Creates a chart of the data in the current range.
CTRL+PAGE DOWN
Selects a chart sheet: selects the next sheet in the workbook, until the chart sheet
you want is selected.
CTRL+PAGE UP
Selects a chart sheet: selects the previous sheet in the workbook, until the chart
sheet you want is selected.
DOWN ARROW
Select the previous group of elements in a chart.
UP ARROW
Selects the next group of elements in a chart.
RIGHT ARROW
Selects the next element within a group.
LEFT ARROW
Selects the previous element within a group.
Select an embedded chart

1. Display the Drawing toolbar: Press ALT+V, press T, press DOWN ARROW
until Drawing is selected, and then press ENTER.
2. Press F10 to make the menu bar active.
3. Press CTRL+TAB or CTRL+SHIFT+TAB to select the Drawing toolbar.
4. Press the RIGHT ARROW key to select the Select Objects button on the
Drawing toolbar.
5. Press CTRL+ENTER to select the first object.
6. Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward)
through the objects until round sizing handles (sizing handle: One of the small
circles or squares that appears at the corners and sides of a selected object.
You drag these handles to change the size of the object.) appear on the
embedded chart you want to select.
7. Press CTRL+ENTER to make the chart active so that you can select
elements within it.

21
Keys for drawing objects and other objects
When both the Reviewing and Drawing toolbars are onscreen, ALT+U switches
between the Review command and the AutoShapes command, and ENTER
performs the selected command.

Select a drawing object

When you're editing text in a drawing object, you can select the next or previous
object by pressing TAB or SHIFT+TAB. Starting from a worksheet, do the following:

1. Press F10, press CTRL+TAB to select the Drawing toolbar, and then press
RIGHT ARROW to select the Select Objects button.
2. Press CTRL+ENTER to select the first drawing object.
3. Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward)
through the objects until sizing handles appear on the object you want to
select.

If an object is grouped, TAB selects the group, then each object within the
group, and then the next object.

4. To switch back to the worksheet when an object is selected, press ESC.

Insert an AutoShape

1. Press ALT+U to select the AutoShapes menu on the Drawing toolbar.

2. Use the arrow keys to move to the category of AutoShapes you want, and
then press the RIGHT ARROW key.
3. Use the arrow keys to select the AutoShape you want.
4. Press CTRL+ENTER.
5. To format the AutoShape, press CTRL+1 to display the Format AutoShape
dialog box.

Insert a text box

1. Press F10, press CTRL+TAB to select the Drawing toolbar, and then press
RIGHT ARROW to select the Text Box button.
2. Press CTRL+ENTER.
3. Type the text you want in the text box.
4. Do one of the following:

To return to the worksheet when you are finished typing, press ESC twice.

To format the text box, press ESC, and then press CTRL+1 to display the
Format Text Box dialog box. When you finish formatting, press ENTER, and
then press ESC to return to the worksheet.

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Insert WordArt

1. Press ALT+I, then press P, then press W (Insert menu, Picture submenu,
WordArt command).
2. Use the arrow keys to select the WordArt style you want, and then press
ENTER.
3. Type the text you want, and then use the TAB key to select other options in
the dialog box.
4. Press ENTER to insert the WordArt object.
5. To format the WordArt object, use the tools on the Word Art toolbar, or press
CTRL+1 to display the Format WordArt dialog box.

Rotate a drawing object

1. Select the drawing object you want to rotate.

2. Press CTRL+1 to display the Format menu for the object, and then press
CTRL+TAB to select the Size tab.
3. Press ALT+T to select the Rotation box.
4. Use the arrow keys to select the amount of rotation you want.

Change the size of a drawing object

1. Select the drawing object you want to resize.

2. Press CTRL+1 to display the Format menu for the object, and then press
CTRL+TAB to select the Size tab.
3. Select the options you want to change the size.

Move a drawing object

1. Select the drawing object you want to move.

2. Press the arrow keys to move the object.
3. To position the object precisely, press CTRL+ an arrow key to move the
object in one-pixel increments.

Copy drawing objects and their attributes

To make a copy of a drawing object, select the object and press CTRL+D. To copy
attributes such as fill colour and line style from one object to another, do the
following:

1. Select the drawing object with the attributes you want to copy.

For AutoShapes with text, the text format is copied along with the other
attributes.

2. Press CTRL+SHIFT+C to copy the object attributes.

3. Press TAB or SHIFT+TAB to select the object you want to copy the attributes
to.
4. Press CTRL+SHIFT+V to copy the attributes to the object.

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Keys for use with speech, e-mail, macros, and other
languages
Use speech recognition and text-to-speech
CTRL
Switches between command mode and dictation mode.
ESC
Stops reading when text is being read aloud.
Send e-mail messages

To use keys to send e-mail messages, you must configure Microsoft Outlook as your
default e-mail program. Most of these keys do not work with Outlook Express.

SHIFT+TAB
When cell A1 is selected, moves to the Introduction box in the e-mail message
header. In the message header, moves to the Subject, Bcc (if displayed), Cc, To,
and From (if displayed) boxes, then to the address book for the Bcc, Cc, To, and
From boxes, and then to cell A1.
ALT+S
Sends the e-mail message.
CTRL+SHIFT+B
Opens the Address Book.
ALT+O
Opens the Options menu for access to the Options, Bcc Field, and From Field
commands.
ALT+P
Opens the Outlook Message Options dialog box (Options menu, Options command).
ALT+K
Checks the names in the To, Cc, and Bcc boxes against the Address Book.
ALT+PERIOD
Opens the Address Book for the To box.
ALT+C
Opens the Address Book for the Cc box.
ALT+B
If the Bcc box is displayed, opens the Address Book for the Bcc box.
ALT+J
Goes to the Subject box.
CTRL+SHIFT+G
Creates a message flag.
ALT+A
Adds interactivity to the range or sheet being sent.
Work with macros
ALT+F8
Displays the Macro dialog box.
ALT+F11
Displays the Visual Basic Editor.
CTRL+F11
Inserts a Microsoft Excel 4.0 macro sheet.

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Work with multiple national languages
CTRL+RIGHT SHIFT
Switches to right-to-left paragraph direction (the text must contain only neutral
characters (neutral characters: Characters that do not have strong right-to-left or left-
to-right language attributes. Numerals are an example of neutral characters.)).
CTRL+LEFT SHIFT
Switches to left-to-right paragraph direction (the text must contain only neutral
characters).
ALT+SHIFT+UP ARROW
In Japanese text for which you've displayed phonetic guides, moves the pointer into
the phonetic guides.
ALT+SHIFT+DOWN ARROW
Moves the pointer from the phonetic guides back to the parent string of characters.
NUM LOCK, ALT+numeric pad numbers
Enter a unicode character.
ALT+X
Pressed immediately after typing the hexadecimal code for a unicode character,
converts the numbers to the character. Pressed immediately following a unicode
character, converts the character to its hexadecimal code.

25
Keys for the Office Assistant and Help window
Display and use the Office Assistant

To perform the following actions, the Microsoft Office Assistant must be turned on
and visible. To turn on or show the Office Assistant, press ALT+H to open the Help
menu, and then press O. With the Assistant visible, press F1 to display the Assistant
balloon.

F1
Display the Assistant balloon (if the Assistant is turned off, F1 opens the Help
window)

In the Assistant balloon

ALT+number
Select a Help topic from the list the Assistant displays. ALT+1 is the first topic,
ALT+2 is the second, and so on.
ALT+DOWN ARROW
Display more Help topics in the Assistant list
ALT+UP ARROW
Display previous Help topics in the Assistant list
ESC
Close an Assistant message or a tip

In some wizards or dialog boxes:

TAB
Move to the Help button in the wizard
SPACEBAR, with the Help button selected
Show the Assistant in a wizard or dialog box. To hide the Assistant, press
SPACEBAR again. Note that not all wizards or dialog boxes have Help provided by
the Assistant.
Display and use the Help window

To use the Help window, the Microsoft Office Assistant must be turned off. To turn
off the Assistant, press F1 to display the Assistant. Press ALT+O to open the
Options tab in the Office Assistant dialog box. Press ALT+U to clear the Use the
Office Assistant check box, and then press ENTER. Press F1 to display the Help
window.

F1
Display the Help window if the Assistant is turned off (if the Assistant is turned on, F1
displays the Assistant balloon).

In the Help window

F6
Switch between the Help topic and the Contents, Answer Wizard, Index pane.

26
TAB
Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic.
SHIFT+TAB
Select the previous hidden text or hyperlink, or the Browser View button at the top of
a Microsoft Office Web article.
ENTER
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink
ALT+O
Display the Options menu to access any Help toolbar) command
ALT+O, and then press T
Hide or show the pane with the Contents, Answer Wizard, and Index tabs
ALT+O, and then press B
Display the previously viewed topic
ALT+O, and then press F
Display the next topic in a previously displayed sequence of topics
ALT+O, and then press H
Return to the specified home page
ALT+O, and then press S
Stop the Help window from opening a Help topic (useful if you want to stop a Web
page from downloading)
ALT+O, and then press I
Open the Internet Options dialog box for Microsoft Internet Explorer, where you can
change accessibility settings
ALT+O, and then press R
Refresh the topic (useful if you have linked to a Web page)
ALT+O, and then press P
Print all topics in a book or a selected topic only
ALT+F4
Close the Help window
Use the Contents, Index, and Answer Wizard pane

Press F6 to switch from the Help topic to the Contents, Answer Wizard, Index pane.

CTRL+TAB
Switch to the next tab
ALT+C
Switch to the Contents tab
ALT+A
Switch to the Answer Wizard tab
ALT+I
Switch to the Index tab
ENTER
Open a selected book or Help topic
DOWN ARROW
Select the next book or Help topic
UP ARROW
Select the previous book or Help topic
SHIFT+F10
Display a shortcut menu

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Use the Help topic pane

Press F6 to switch from the Contents, Answer Wizard, Index pane to the open Help
topic.

ALT+RIGHT ARROW
Go to the next Help topic
ALT+LEFT ARROW
Go to the previous Help topic
TAB
Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic.
SHIFT+TAB
Select the previous hidden text or hyperlink, or the Browser View button at the top of
a Microsoft Office Web article.
ENTER
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink
UP ARROW or DOWN ARROW
Scroll toward the beginning or end of a Help topic
PAGE UP or PAGE DOWN
Scroll toward the beginning or end of a Help topic in large increments
HOME or END
Go to the beginning or end of a Help topic
CTRL+P
Print the current Help topic
CTRL+A
Select the entire Help topic
CTRL+C
Copy the selected items to the Clipboard
SHIFT+F10
Display a shortcut menu

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Keys for PivotTable and PivotChart reports
Lay out a report onscreen

1. Press F10 to make the menu bar active.

2. Press CTRL+TAB or CTRL+SHIFT+TAB to make the PivotTable Field List
active.
3. Press the DOWN ARROW or UP ARROW key to select the field you want.
Press RIGHT ARROW or LEFT ARROW to open or close a field that can be
expanded.
4. Press TAB to select the Add To list, and then press DOWN ARROW to open
the list.
5. Press DOWN ARROW or UP ARROW to select the area where you want to
move the field, and then press ENTER.
6. Press TAB to select the Add To button, and then press ENTER.

Use the PivotTable and PivotChart Wizard – Layout dialog box

To display this dialog box, press TAB until Layout is selected in Step 3 of the
PivotTable and PivotChart Wizard.

UP ARROW or DOWN ARROW

Selects the previous or next field button in the list on the right.
LEFT ARROW or RIGHT ARROW
With two or more columns of field buttons, selects the button to the left or right.
ALT+R
Moves the selected field into the Row area.
ALT+C
Moves the selected field into the Column area.
ALT+D
Moves the selected field into the Data area.
ALT+P
Moves the selected field into the Page area.
ALT+L
Displays the PivotTable Field dialog box for the selected field.
Display and hide items in a field
ALT+DOWN ARROW
Displays the drop-down list for a field in a PivotTable or PivotChart report. Use the
arrow keys to select the field.
UP ARROW
Selects the previous item in the list.
DOWN ARROW
Selects the next item in the list.
RIGHT ARROW
For an item that has lower-level items available, displays the lower-level items.
LEFT ARROW
For an item that has lower-level items displayed, hides the lower-level items.

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HOME
Selects the first visible item in the list.
END
Selects the last visible item in the list.
ENTER
Closes the list and displays the selected items.
SPACEBAR
Checks, double-checks, or clears a check box in the list. Double-check selects both
an item and all of its lower-level items.
TAB
Switches between the list, the OK button, and the Cancel button.
Change the layout of a report
CTRL+SHIFT+* (asterisk)
Selects an entire PivotTable report.
ALT+SHIFT+RIGHT ARROW
Groups the selected items in a PivotTable field.
ALT+SHIFT+LEFT ARROW
Ungroups grouped items in a PivotTable field.

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