The Spreadsheet Application Microsoft Excel was created by Microsoft Corporation. Data analysis, computation, and organization are its main uses. For quicker, real-time collaboration, share your workbooks and spreadsheets with others and always work on the most recent version via the mobile, desktop, or internet app. Spreadsheets that feature charts, graphs and other visual representations of data can be created and edited using Excel.
It also provides a selection of formulae and functions that can be used to compute the spreadsheet’s data. Excel organizes your data based on your patterns, saving you time. Create spreadsheets quickly using pre-made templates or from scratch, and execute calculations using current formulas.
- AutoSum: Alt + =
- Create a pivot table: Alt + N, V
- Insert today’s date: Ctrl + ;
- Spelling & grammar check: F7
- Filter Data: Ctrl + Shift + L
- Currency format: Ctrl + Shift + $
- Percentage format: Ctrl + Shift + %
- Delete row: Ctrl + –
- Add row: Ctrl + +
- To find: Shift + F5
- Save workbook: Ctrl + S
1) AutoSum: Alt + =
A range of cells can be summarized quickly and easily using the AutoSum function in Microsoft Excel. Simply choose the cells you want to add up, then press Alt + = to use the AutoSum function (hold down the Alt key and then press the equals sign). This will display the result and automatically enter the SUM formula into the chosen cells.
The Greek letter sigma () designates the AutoSum button, which is found in the Editing group. The SUM formula will be automatically inserted into a selection of cells that are close to the active cell when you click this button in Excel. Then you may click the enter key to calculate the sum.
- Step 1: Place the cursor below the column of numbers you want to sum (or to the left of the row of numbers you want to sum).
- Step 2: Hold down the Alt key and then press the equals = sign while still holding Alt.
- Step 3: Press Enter.
2) Create a pivot table: Alt + N, V
Select the data you wish to utilize and click Alt + N, V in Microsoft Excel to create a pivot table. The “Create PivotTable” dialogue box will then open, allowing you to select the data range and where you want the pivot table to be placed.
After choosing the data range, you can modify your pivot table by dragging and dropping fields into the Rows, Columns, and Values areas. Simply choose any cell in your data set, then press ALT + N + V to insert a new pivot table. You can then select where to put the new pivot table by using the Insert PivotTable dialogue box, which will then open.
3) Insert today’s date: Ctrl + ;
The current date can be added to a Microsoft Excel sheet fast by pressing the shortcut keys Ctrl +; (hold down the Ctrl key and then press the semicolon key). As a result, the active cell on the sheet will now have the current date.
You can also use the “Today” option to insert the date as an alternative. When you type “=TODAY()” in a cell and press Enter, the current date will be displayed.
The current date and time can also be inserted using the “Now” function. When you enter “=NOW()” into a cell, the current date and time are shown.
Use the “Date” function to insert a specific date as well. When you insert “=DATE(year, month, day)” into a cell, the function’s data will be displayed. These capabilities can assist in tracking time-sensitive information and keeping track of the last time a record was edited. To create calculations with greater complexity, these functions can also be combined with other formulas and functions.
4) Spelling & grammar check: F7
Use the shortcut key F7 to quickly check the spelling and grammar in a Microsoft Excel sheet. By doing this, the “Spelling” dialogue box will appear, allowing you to check any terms that Excel has indicated may be misspelled. Additionally, you can select from a list of suggested correctly spelled terms in the dialogue box.
The grammar check function in Microsoft Excel is integrated with the spelling check and cannot be accessed separately. It will point out grammar mistakes and offer advice on how to fix them.
By selecting the Spelling & Grammar button on the Review tab of the ribbon, you can also access the spelling and grammar check tool. Excel checks your spelling by default as you type, allowing you to spot any mistakes as you go.
5) Filter Data: Ctrl + Shift + L
The shortcut key combination Ctrl + Shift + L can be used to filter data in a Microsoft Excel sheet. You can view only the data that satisfies predetermined criteria by applying a filter to the selected data using this method. You can also use the filter button on the Data tab of the ribbon as an alternative. The Sort & Filter group’s filter button may be found there and is indicated by a funnel icon. This button applies a filter to the data you’ve chosen, and drop-down arrows for each column’s headers appear when you click it.
When a filter is applied, you can filter the data depending on the drop-down arrows, which include criteria like a certain date range, a specified text, or a specific numeric range. Additionally, you can filter data using various criteria, such as choosing several options from a drop-down menu.
A significant method for quickly locating trends, patterns, or specific data within a huge data set is the use of filters. Filters can also be used to perform a more complex analysis when combined with other functions and formulas. It’s vital to remember that filtering data simply affects how it is presented; the data itself is unaffected. By clicking on the Data tab in the ribbon, you can eliminate the filter.
6) Currency format: Ctrl + Shift + $
Use the shortcut key combination Ctrl + Shift + $ to format a range of cells in a Microsoft Excel sheet as money. The dollar sign will be used as the currency symbol and the selected cells will be formatted as currency.
As an alternative, you can also choose “Format Cells” from the context menu when you right-click on a cell or group of cells and then select “Currency” from the list of choices under the “Number” tab. Additionally, this will format the chosen cells as money.
It’s vital to remember that your computer’s language and regional settings will determine how your money is formatted. Once the cells have been formatted as currency, you can modify the currency symbol, the number of decimal places, or the format for negative numbers by using the drop-down arrow on the Number group in the Home tab of the ribbon.
When working with financial data, such as in budgeting, accounting, or financial analysis, currency formatting is helpful. It can also be applied in other circumstances where presenting data in a monetary format is necessary, such as when displaying prices or exchange rates.
7) Percentage format: Ctrl + Shift + %
The shortcut key combination Ctrl + Shift + % can be used to format a range of cells in a Microsoft Excel document as percentages. This will add two decimal places and format the selected cells as a percentage with the percentage sign.
As an alternative, you can use the context menu when you right-click on a cell or group of cells, pick “Format Cells,” and then select “Percentage” from the menu that appears on the “Number” tab. Additionally, a percentage format will be applied to the chosen cells.
The number of decimal places or the format for negative numbers can be changed once the cells have been formatted as percentages using the drop-down arrow on the Number group in the Home tab of the ribbon.
When working with data that indicates a proportion, such as rates, proportions, or scores, percentage formatting is helpful. It can also be used to convey statistics in other circumstances when a percentage format is required, such as discounts or growth rates. It’s crucial to keep in mind that using the % format will multiply the value by 100, so if it’s a decimal figure, like 0.25, you must divide it by 100 first.
8) Delete row: Ctrl + –
Using the shortcut keys Ctrl + -, you can remove a row from an Excel sheet (hold down the Ctrl key and then press the minus sign). This will bring up a dialogue box where you can choose to remove the row containing the active cell. As an alternative, you can also use the context menu when you right-click on the row number of the desired row and choose “Delete.” Additionally, this will remove the row.
Holding down the Shift key while choosing the row numbers allows you to choose many rows at once. After selecting the rows, you can either use the shortcut Ctrl + – or right-click and choose “Delete” to remove them all at once.
It’s crucial to understand that when you delete a row, the information in its cells is likewise destroyed, and the rows below move up to fill the void. Making a backup copy of your data before making any modifications is therefore always a good practice.
When you need to organize your data or when you no longer want the data in a particular row, deleting rows might be helpful. The “Delete” option can also be used in conjunction with other formulas and functions to carry out more difficult actions.
9) Add row: Ctrl + +
In a Microsoft Excel sheet, you may create a row by pressing the shortcut keys Ctrl + +. (hold down the Ctrl key and then press the plus sign). By doing so, a dialogue box will appear, giving you the choice of inserting a row above or below the currently active cell.
As an alternative, you can also use the context menu by right-clicking on the row number of the row above or below where you wish to add a new row, and choosing “Insert.” A new row will be added as a result.
Holding down the Shift key while choosing the row numbers allows you to choose many rows at once. After selecting the rows, you can add additional rows above or below them by using the Ctrl + + shortcut or right-clicking and choosing “Insert.”
When you need to add more data to your sheet or when you want to add a new category or piece of information, adding a new row can be helpful. The “Insert” option can also be used in conjunction with other formulas and functions to carry out more difficult operations.
It’s crucial to keep in mind that when you introduce a new row, the information in its cells will move down, and the rows below it will move down as well, to make room for the new row.
10) To find: Shift + F5
The shortcut key combination Shift + F5 can be used to quickly find a specific piece of data in a Microsoft Excel sheet. The “Find and Replace” dialogue box will then open, allowing you to type the text or value you’re looking for there. The “Find” button on the Home tab of the ribbon’s Editing group can also be used.
The “Find Next” button can be used to find the first instance of the search phrase on the sheet after you have supplied the text or value. After that, you can use the “Find Next” button once more to find the subsequent occurrence, and so forth.
By clicking the “Replace” or “Replace All” buttons on the “Find and Replace” dialogue box, you can also choose to replace the text or value that was found with a different one.
When you need to find a single record or want to verify that a certain value appears in your data, finding a specific piece of information can be helpful. The “Find” option can also be used in conjunction with other formulas and functions to carry out more difficult tasks. The search is case-sensitive, so if you are looking for “apple” and the text you are searching for already contains “Apple,” it will not be discovered.
11) Save workbook: Ctrl + S
Using the keyboard shortcut Ctrl+S, you can save a worksheet in Microsoft Excel. Without using the File menu, this shortcut will immediately save the currently open workbook. Additionally, you can save the workbook under a different name or in another place by using the Save As option. Additionally, it’s a good idea to routinely save your work in case of an unplanned power outage or other problems.
To avoid losing crucial information, it’s a good habit to periodically save your work and maintain multiple copies of it.
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