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.
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.
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