Cheetahs Source Image: Roberta DoyleThis is the fifth list of shortcuts to use in Excel that deal with data, functions and the formula bar. I have highlighted for you some that I find very useful to know.

When I use named ranges in formulas it is great to be able to select from a list rather than type the name as you might mistype it or refer to a name that does not exist. So using F3 lists all the names in the workbook and you can choose the one you need.

When you have set Excel to calculate manually it’s easy to use the F9 key to ask for calculation of all worksheets in all open workbooks, whereas Shift+F9 only calculates the one active sheet you are in.

The F4 key is so much quicker to insert absolute referencing in your formulae than typing the dollar sign. Please refer to the other lists that I have posted before for General Shortcuts, Navigating, Formatting, Referencing and Selecting.

Highlight the ones you feel most useful to you and learn them. They will save you time.


To do this Press
Select an entire PivotTable report. Ctrl+Shift+asterisk (*)
Edit the active cell and put the insertion point at the end of its contents. Or, if editing is turned off for the cell, move the insertion point into the formula bar. If editing a formula, toggle Point mode off or on so you can use arrow keys to create a reference. F2
Expand or collapse the formula bar. Ctrl+Shift+U
Cancel an entry in the cell or Formula Bar. Esc
Complete an entry in the formula bar and select the cell below. Enter
Move the cursor to the end of the text when in the formula bar. Ctrl+End
Select all text in the formula bar from the cursor position to the end. Ctrl+Shift+End
Calculate all worksheets in all open workbooks. F9
Calculate the active worksheet. Shift+F9
Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. Ctrl+Alt+F9
Check dependent formulas, and then calculate all cells in all open workbooks, including cells not marked as needing to be calculated. Ctrl+Alt+Shift+F9
Display the menu or message for an Error Checking button. Alt+Shift+F10
Display the Function Arguments dialog box when the insertion point is to the right of a function name in a formula. Ctrl+A
Insert argument names and parentheses when the insertion point is to the right of a function name in a formula. Ctrl+Shift+A
Invoke Flash Fill to automatically recognize patterns in adjacent columns and fill the current column Ctrl+E
Cycle through all combinations of absolute and relative references in a formula if a cell reference or range is selected. F4
Insert a function. Shift+F3
Copy the value from the cell above the active cell into the cell or the formula bar. Ctrl+Shift+straight quotation mark (“)
Create an embedded chart of the data in the current range. Alt+F1
Create a chart of the data in the current range in a separate Chart sheet. F11
Define a name to use in references. Alt+M, M, D
Paste a name from the Paste Name dialog box (if names have been defined in the workbook. F3
Move to the first field in the next record of a data form. Enter
Create, run, edit, or delete a macro. Alt+F8
Open the Microsoft Visual Basic For Applications Editor. Alt+F11


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