MS Office 2016 shortcuts bookkeepers need to know about

Bookkeeping usually involves working with Excel spreadsheets and data analysis. With so many data and information you need to handle, it would be efficient to know some Excel tips and tricks. In addition to advanced Excel skills such as learning conditional formatting and formulas, you can learn MS Office shortcuts that will speed up your bookkeeping work. We present you all Excel shortcuts you need to know and as a bonus, you will find basic Word shortcuts at the bottom of the article.

Working with tables – Excel shortcuts

CTRL+SPACEBAR  press twice to select the entire table

Working with charts

Alt + N + B Insert Bar Chart

Alt + N + C Insert Column Chart

Alt + N + N Insert Line Chart

F11 Create a chart in a separate Chart sheet using currently selected data

Working with cells

Alt + H + M + M Merge two or more cells

Alt + H + M + U Unmerge two or more cells

Shift + F10 + m Insert or delete a comment in the cell

Shift + F2 Insert or modify a cell comment

Delete Alt + H + E + C Clear the contents of the selected cell

F2     use this shortcut to edit cell content. When you press F2, the cursor will show up at the end of the cell. 

F5     Detect all cells linked to a particular formula by pressing F5, clicking Special and selecting formulas. You need to click on OK and Excel will select cells that contain formulas.

F5 + (Alt + S) + T Alt + H + FD + C Select cells that have conditional formatting

F5 + (Alt + S) + T + E Select cells with same conditional formatting

F5 + (Alt + S) + V Alt + H + FD + V Select cells with data validation

F5 + (Alt + S) + V + E Select cells with same data validation

Ctrl + D Copy the contents and the formatting of the first cell in the selected range into the cells below. If you select more than one column, the contents of the first cell in each column will be copied downwards.

Alt + Enter Write in a new line in the cell.

Quicker formatting

Alt + H + E + F Clear the formatting of the selected cells

Alt + H + L + C + P Clear conditional formatting rules from the chosen PivotTable. You can use this shortcut only when the cell is within a PivotTable.

Alt + H + L + C + S Clear conditional formatting rules from the selected cells

Alt + H + L + C + T Clear conditional formatting rules from the selected table. You can use this shortcut only when the active cell is within a table. 

CTRL + S             Save your work and don’t risk you lose precious data when

Switch between different worksheets and workbooks

CTRL + ALT + F9 Calculate data from all worksheets in all open workbooks

Shift + F11 Alt + H + I + S Insert a new worksheet in the opened workbook

Ctrl + Tab Switch to the next Excel workbook that is opened.

Ctrl + PgDown Switch to the next worksheet. 

Press Ctrl + PgUp Press this shortcut to switch to the previous sheet in a workbook.

Ctrl + Home Move to the beginning of an opened worksheet (A1 cell).

Ctrl + End Move to the last used cell of the opened worksheet

Alt + H + I + C Insert the columns to the left of the active cell

Formatting large amounts of data

Ctrl + Shift + ! Apply number format Default settings are: two decimal places, 1000 separator, and minus sign for negative values

Ctrl + Shift + # Apply date format Default setting for date formatting is date, month and year

Ctrl + Shift + $ Apply currency format Default settings are: two decimal places, 1000 separator, and negative values within parentheses

Ctrl + Shift + % Alt + H + P Apply percentage format Default setting is without decimal places

Ctrl + Shift + @ Apply time format Default settings are: hour and minute, and AM or PM

F4  Copy the cell which formatting you want to use, press F4 and double click on the Format Painter button to format multiple cells at the same time.

GENERAL

Ctrl + Y Redo/repeat last action or command

Ctrl + Z Undo/reverse last action or command

Ctrl + F1 Show or hide the Excel Ribbon. You can hide the ribbon so more than 4 rows of data is visible.

CTRL + ALT + V  When you need to copy cell contents but paste only values without formulas and formatting

CTRL + $ Apply currency format

BONUS: BASIC WORD SHORTCUTS

Shift+Enter: Insert a line break

Ctrl+Enter: Insert a page break

Ctrl+Shift+Enter: Insert a column break

Ctrl+E: Center a paragraph

Ctrl+L: Left-align a paragraph

Ctrl+R: Right-align a paragraph

Ctrl+J: Justify a paragraph

Ctrl+B: Apple bold formatting

Ctrl+I: Apply italic formatting

Ctrl+U: Apply underline formatting

Backspace: Delete one character to the left

Ctrl+Backspace: Delete one word to the left

Delete: Delete one character to the right

Ctrl+Delete: Delete one word to the right

Left/Right Arrow: Move the cursor from one character to the left or right character

Ctrl+Left/Right Arrow: Move one word to the right or left 

Up/Down Arrow: Move up or down one line

Ctrl+Up/Down Arrow: Move up or down one paragraph

F7: Run a spelling and grammar check