Mastering Shortcuts in Excel

On Demand Webinar

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   David Ringstrom
  • Topic:   Software, Finance, Business Administration, Business Skills, Taxation and Accounting
  • Credit:   CPE 2.0, ATAOP 1.5, ATAAA 1.5
All Access Membership

Excel expert David H. Ringstrom, CPA coined the phrase "Either you work Excel, or it works you!" In this comprehensive presentation David will show you ways to move efficiently through repetitive tasks by utilizing keyboard shortcuts in Microsoft Excel. Not only will David review commonly used keyboard shortcuts, he'll also show you have to craft your own custom shortcuts both by way of Excel's Quick Access toolbar, and also by using Excel's Macro Recorder to create macros that can be played back with a keystroke. Along the way David will point out the nuances involved in certain keystrokes and techniques so that you don't solve one problem in Excel and inadvertently create new ones.

David demonstrates every technique at least twice: first, on a PowerPoint slide with numbered steps, and second, in the subscription-based Microsoft 365 (formerly Office 365) version of Excel. David draws your attention to any differences in the older versions of Excel (2021, 2019, 2016 and earlier) during the presentation as well as in his detailed handouts. David also provides an Excel workbook that includes most of the examples he uses during the webcast.

Topics covered:

• Accessing a free template in Excel that provides a listing of 50 keyboard shortcuts.

• Capitalizing on keyboard shortcuts to make navigating within a table easier.

• Displaying all formulas in a worksheet at once with the Show Formulas feature.

• Exploring shortcuts that can streamline copying and pasting data in Excel.

• Hiding and unhiding columns and rows quickly by way of keyboard shortcuts.

• Learning how the Table feature empowers you to improve the integrity of Excel spreadsheets.

• Leveraging Excel’s Quick Access Toolbar to create a shortcut that enables you to filter lists with a keystroke instead of multiple mouse actions.

• Navigate Excel menus entirely by keyboard shortcuts.

• Navigate through the new Save As dialog box that appears in Microsoft 365 solely with keyboard shortcuts.

• Recording a macro for applying a highlight color to any selection of cells and then contrasting two different ways to create keyboard shortcuts for the macro.

• Reorganizing the Quick Access toolbar to prioritize frequently used keyboard shortcuts.

• Restoring Full Screen View in Excel 2013 and later as well as enabling a keyboard shortcut for this feature.

Learning objectives:

• Recall the keyboard shortcut for selecting the current region within an Excel worksheet.

• Recall the location of the Scroll Lock indicator in Excel.

• Recall the keyboard shortcut that allows you to close the current workbook without closing Excel.

Level: Intermediate

NASBA Field of Study: Computer Software & Applications (2 hours)

Program Prerequisites: Prior experience working in Microsoft Excel

Advance Preparation: None

  1. Introduction
  2. Please Ask Questions Today 00:01:56
  3. Excel Versions 00:04:19
  4. Menu Keyboard Shortcuts 00:05:08
  5. Column/Row Keyboard Shortcuts 00:14:26
  6. Worksheet Selection Shortcuts 00:16:14
  7. Copy and Paste Keyboard Shortcuts 00:23:27
  8. Worksheet Navigation Shortcuts 00:30:21
  9. ScrollLock Navigation Interference 00:32:00
  10. Table Feature 00:33:26
  11. Table Navigation Shortcuts 00:42:41
  12. Shortcuts to Select the Table 00:44:30
  13. Ctrl-R and Ctrl-D Keyboard Shortcuts 00:53:59
  14. Show Formulas Feature 00:56:41
  15. Formula Auditing Keyboard Shortcuts 00:59:13
  16. Hide/Unhide Rows Keyboard Shortcuts 01:03:46
  17. Hide/Unhide Columns Keyboard Shortcuts 01:06:45
  18. Microsoft 365 Quick Access Toolbar 01:08:44
  19. Creating a Center Text Shortcut 01:13:20
  20. Filtering Keyboard Shortcut 01:16:45, 01:21:50
  21. Add Clear Filter to Quick Access Toolbar 01:24:07
  22. Alt-Down Arrow 01:24:21
  23. Creating a Lock Cell Shortcut 01:27:11
  24. Toggle Full-Screen Shortcut 01:31:54
  25. Creating a Yellow Highlight Macro 01:37:51
  26. Yellow Highlight Quick Access Shortcut 01:39:47
  27. Testing the Yellow Highlight Macro 01:38:41
  28. Alternate Highlight Macro Shortcut 01:40:49
  29. Reorganize Quick Access Toolbar 01:42:11
  30. Keyboard Shortcuts for Save Prompt 042:50:
  31. Microsoft 365 Save As Dialog Box 01:43:38
  32. 50 Excel Keyboard Shortcuts Template 01:44:02
  33. Thank you for Attending! 01:45:35
  34. Presentation Closing 01:46:06
  • Alt Key 00:05:35
  • Cell 00:17:48, 00:18:58, 00:30:58, 00:59:46
  • Column 00:14:29, 00:22:08, 01:04:06
  • Column Headings 00:44:56, 00:58:51
  • Control Key (CTRL) 00:30:42, 00:34:33, 01:19:26
  • Ctrl + Shift + End 00:18:27
  • Ctrl-0 (zero) 01:07:08
  • Ctrl-9 01:04:22
  • Ctrl-A 00:16:23, 00:23:33, 00:44:40
  • Ctrl-B 01:30:34
  • Ctrl-C 00:23:36
  • Ctrl-D 00:54:36
  • Ctrl-End 00:30:23
  • Ctrl–R 00:54:29
  • Ctrl-T 00:33:26
  • Ctrl-V 00:23:46
  • Dialog Box 01:18:11
  • Fill Handle 00:54:20
  • Filter  00:11:27, 00:35:39, 00:38:17, 00:40:44, 00:43:35, 01:21:39, 01:24:29
  • Formula 00:35:33, 00:56:52, 00:59:24
  • Keyboard Shortcut 00:00:10, 00:05:13, 00:07:09, 00:15:04, 00:31:33, 00:56:55, 01:29:40
  • Macro 01:38:41, 01:43:01
  • Macro Recorder 00:
  • Macro Recorder 01:38:50
  • Microsoft 365 00:04:26, 01:09:02
  • Quick Access Toolbar 00:07:25, 00:08:22, 00:11:50, 01:07:25, 01:08:52, 01:20:27, 01:24:14, 01:42:12
  • Redo Command 01:10:57
  • Ribbon 00:06:39, 00:22:26
  • Row 00:07:30, 00:14:30, 00:40:36, 00:42:47
  • Row Headings 00:58:51, 01:04:06
  • Scroll Bar 00:18:35, 00:21:31, 00:22:58
  • ScrollLock Key 00:31:37
  • Shift+Spacebar 00:14:41
  • Table 00:40:30, 0044:50
  • Table Feature 00:33:30
  • Text to Columns Wizard 01:17:16
  • Total Row 00:35:27, 00:41:37, 00:44:48, 00:52:32
  • Trace Dependents 00:59:26
  • Undo Command 01:10:56
  • Worksheet 00:17:04, 00:34:39

Alt Key: The Alt key Alt (pronounced /ɔːlt/ AWLT or /ʌlt/ ULT) on a computer keyboard is used to change (alternate) the function of other pressed keys. Thus, the Alt key is a modifier key, used in a similar fashion to the Shift key.

Cell: In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value, or a formula. The entire spreadsheet is composed of rows and columns of cells.

Column: A column is a vertical series of cells in a chart, table, or spreadsheet in Excel.

Column Headings : The column heading or column header is the gray-colored row containing the letters (A, B, C, etc.) used to identify each column in the worksheet. The column header is located above row 1 in the worksheet.

Control Key (CTRL): A Control key is a modifier key which, when pressed in conjunction with another key, performs a special operation (for example, Ctrl+C)

Ctrl + Shift + End: CTRL+SHIFT+END Extends the selection to the last used cell on the worksheet.

Ctrl-0 (zero): In Microsoft Excel, pressing Ctrl + 0 hides the column containing the active cell or multiple columns if more than one is selected.

Ctrl-9: In Microsoft Excel and all other spreadsheet programs, pressing Ctrl+9 hides the row of the active cell.

Ctrl-A: Selects all items in a document or window

Ctrl-B: Toggles bold on the current selection

Ctrl-C: Copies the selection to the clipboard

Ctrl-D: Use Ctrl-D to duplicate the data from the cell above you have selected. You can highlight multiple cells to fill them all too.

Ctrl-End: To locate the last cell that contains data or formatting, click anywhere in the worksheet, and then press Ctrl-End.

Ctrl-R: In Microsoft Excel and other spreadsheet programs, pressing Ctrl + R fills the row cell(s) to the right with the contents of the selected cell. To fill more than one cell, select the source cell and press Ctrl + Shift + Right arrow to select additional ones.

Ctrl-T: Ctrl-T is the keyboard shortcut to create a table feature in a spreadsheet

Ctrl-V: Pastes the clipboard contents

Dialog Box: A dialog box in Excel is a screen where you input information and make choices about different aspects of the current worksheet or its content, such as data, charts, and graphic images.

Fill Handle: The little notch in the bottom right-hand corner of the selected cell or block of cells. You can drag the fill handle to copy the contents to other cells, double-click to copy contents down a column, or right-drag to reveal a hidden context menu.

Filter: The Filter feature in Excel allows you to show or hide rows within a list of data by making selections from drop-down lists. The Filter feature is available on the Data tab of all versions of Excel as well under the Sort & Filter command on the Home menu.

Formula: A formula is an expression which calculates the value of a cell.

Keyboard Shortcut: A keyboard shortcut is a series of one or several keys that invoke a software program to perform a preprogrammed action. This action may be part of the standard functionality of the operating system or application program, or it may have been written by the user in a scripting language.

Macro: One or more lines of programming code that automate tasks. The Macro Recorder allows users to automate tasks without seeing the underlying programming code.

Macro Recorder: A feature in Excel that allows you to transcribe actions you take in Excel into programming code.

Microsoft 365: Microsoft 365, formerly Office 365, is a line of subscription services offered by Microsoft which adds to and includes the Microsoft Office product line.

Quick Access Toolbar: A customizable shortcut toolbar that appears above the ribbon in Office 2007 and later.

Redo Command: Like the undo action, redo can be performed multiple times by using the same keyboard shortcut over and over. The Excel Ribbon also has a redo button right next to the undo button; it is represented by an icon with an arrow pointing to the right. After using the Undo button on the Quick Access toolbar, Excel 2010 activates the Redo button to its immediate right. If you delete an entry from a cell and then click the Undo button or press Ctrl+Z, the ScreenTip that appears when you position the mouse pointer over the Redo button appears as Redo Clear (Ctrl+Y).

Ribbon: The "ribbon" is the strip of buttons and icons located above the work area that was first introduced in Excel 2007. The ribbon replaces the menus and toolbars found in earlier versions of Excel. Above the ribbon are a number of tabs, such as Home, Insert, and Page Layout.

Row: A row is the range of cells that go across (horizontal) the spreadsheet/worksheet. Rows are identified by numbers e.g. row 1, row 5. Examples of use. A row might contain the headings of a table e.g. product ID, product name, price, number sold.

Row Headings: The row heading or row header is the gray-colored column located to the left of column 1 in the worksheet containing the numbers (1, 2, 3, etc.) used to identify each row in the worksheet.

Scroll Bar: A vertical or horizontal bar commonly located on the far right or bottom of a window that allows you to move the window viewing area up, down, left, or right. Scrolls through a range of values when you click the scroll arrows or when you drag the scroll box. You can move through a page (a preset interval) of values by clicking the region between the scroll box and either scroll arrow.

ScrollLock Key: The ScrollLock feature in Excel allows you to quickly alter how you can navigate your Excel workbooks

Shift+Spacebar: Press Shift+Spacebar to select the row or column.

Table: A table is an arrangement of data in rows and columns, or possibly in a more complex structure. Tables are widely used in communication, research, and data analysis. Tables appear in print media, handwritten notes, computer software, architectural ornamentation, traffic signs, and many other places.

Table Feature : The Table feature in Excel 2007 and later is an improvement on the List feature in Excel 2003 and earlier. The Table feature provides enhancements that make it much easier to analyze lists of data.

Text to Columns Wizard: An Excel feature which allows users to separate data from a single column within an Excel spreadsheet into two or more columns, or to remove unnecessary data from within a column.

Total Row: A Total row appears below the data where each column has access to several automatic formulas. The default selection for the Total Row is none, meaning no function is selected when you first turn on the Total Row on your Table.

Trace Dependents: A formula auditing feature that enables you to identify which cell or cells at are linked to the active cell.

Undo Command: The Undo feature in Excel 2010 can quickly correct mistakes that you make in a worksheet. The Redo button lets you “undo the Undo.” The Undo button appears next to the Save button on the Quick Access toolbar, and it changes in response to whatever action you just took; the Redo button becomes active whenever you use Undo.

Worksheets: A worksheet is a collection of cells where you keep and manipulate the data. Each Excel workbook can contain multiple worksheets.

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Guest Speaker

  • David H. Ringstrom, CPA

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