- 1 What is a shortcut?
- 2 List of shortcuts (Windows/Mac)
- 3 Create and set up shortcuts for use
What is a shortcut?
How to use the shortcut key) In Windows
There is the daunting step of memorizing the combination of keys before making our life easier, but once memorized, these short cut keys are extremely helpful.
For example, to ‘copy a cell’, we simply select the cell and press the ‘Ctrl’ key and then the ‘C’ key.
① Select cell to copy
② Press the ‘Ctrl’ key and then the ‘C’ key (press ‘C’ while pressing ‘Ctrl’).
③ If the selected cell is surrounded with a dotted square, copying is complete.
The keyboard content is a little different in Mac (for example, there is no ‘Ctrl’ key).
In Mac, the ‘command’ or the ‘cmd’ key serves the same purpose as the ‘Ctrl’ in Windows. Like this, the name of keys might be different, but there are similar shortcuts in Mac as well.
List of shortcuts (Windows/Mac)
The list below shows shortcuts for both Windows and Mac. There are many more shortcuts, but here we have picked up the ones used most frequently.
(※Empty space means that there is no shortcut)
|Cut the selected cell||Ctrl+X||command+X|
|Copy the selected cell||Ctrl+C||command+C|
|Paste the copied cell||Ctrl+V||command+V|
|Undue most recent action||Ctrl+Z||command+Z|
|Repeat most recent action||Ctrl+Y
|Delete row/column (After selected)||Ctrl+「- (minus)」||ctrl+K|
|Add row/column (After selected)||Ctrl+「+ (plus)」||ctrl+I|
|Move left in the sheet||Ctrl+PageUp||option+「←」|
|Move right in the sheet||Ctrl+PageDown||option+「→」|
|Move to the upper left (A1)||Ctrl+Home||ctrl+Home|
|Move to the last cell with data/value||Ctrl+End||ctrl+End|
|Set up (Undue) AutoFilter||Ctrl+Shift+L||command+shift+F|
|Select reference for AutoFilter
(※After column title selected)
|Alt+「↓」、Enter after selected|
|Select check box in AutoFilter
(※After column title selected)
|Alt+「↓」、Space after selected|
|Format cells||Ctrl+1(※no number pad)||command+1|
|Today’s date||Ctrl+「; (semicolon)」||command+「;」|
|Current time||Ctrl+「: (colon)」||command+「:」|
|Absolute cell reference (fix with $)||F4||command+T|
|Zoom in of document (sheet)||command+「+」|
|Zoom out of document (sheet)||command+「-」|
|Open book||Ctrl+O (the alphabet)||command+O|
|Save book (Save As)||F12||F12|
|Save book (Save)||Ctrl+S||command+S|
Create and set up shortcuts for use
‘Merging cells’ and ‘undoing the merge of cells’ are actions we use often in Excel, but shortcuts for these actions do not exist in Windows.
In this case, we use the ‘Quick Access Toolbar‘ to create our own customized shortcut.
How to create and set up shortcuts for use) Customize Quick Access Toolbar and add ‘merge cells’
We will customize the Quick Access Toolbar and add ‘merge cells’ to the toolbar.
(1) Right click on ‘Quick Access Toolbar’.
(2) Select ‘Customize Quick Access Toolbar’.
(3) When the dialog box appears, follow steps through ①~⑤.
① Select ‘Quick Access Toolbar’.
② Select [All Commands] from Opposite triangle▼ of [Choose commands from].
③ Select ‘Merge Cells’.
④ Click ‘Add’. Check that ‘Merge Cells’ has been added in the category on the right.
⑤ Click ‘OK’ to complete.
How to use a shortcut key) Check the recently added shortcut and use it
Now let us check if the shortcut is added properly.
(1) Check the shortcut key
Click the [Alt] key, and number and alphabets will appear.
These signify the ‘key’ that can be used as a shortcut.
(2) How to use the shortcut key just added
If we see above, there is a number ‘4’ on top of the ‘merge cells’ tab.
This means that by combining the number with the [Alt] key, we can create a customized shortcut. In this case, the shortcut key to ‘merge cells’ would be:
Now we can merge by just pressing the above 2 keys.
Customizing tool bars might be something to make tasks more efficient.