Excel 2008 Keyboard Shortcuts

Moving and scrolling in a sheet or workbook

To

Press

Move one cell up, down, left, or right

An arrow key

Move to the edge of the current data region

Control+arrow key

Move to the beginning of the sheet

Control+Home

Move to the last cell in use on the sheet, which is the cell at the intersection of the rightmost column and the bottom row (in the lower-right corner); or the cell opposite the home cell, which is typically A1

Control+End

Move up one screen

Page Up

Move down one screen

Page Down

Move one screen to the left

Option+Page Up

Move one screen to the right

Option+Page Down

Move to the next sheet in the workbook

Control+Page Down

Move to the previous sheet in the workbook

Control+Page Up

Move to the next workbook or window

Control+Tab

Move to the previous workbook or window

Control+Shift+Tab

Move to the next pane in a workbook that has been split

F6

Move to the previous pane in a workbook that has been split

Shift+F6

Scroll to display the active cell

Control+Delete

Display the Go To dialog box

Control+G

Repeat the last Find action (Find Next)

Command+G

Move between unlocked cells on a protected sheet

Tab

Entering data on a sheet

To

Press

Complete a cell entry and move down in the selection

Return

Start a new line in the same cell

Control+Option+Return

Fill the selected cell range with the text that you type

Control+Return

Complete a cell entry and move up in the selection

Shift+Return

Complete a cell entry and move to the right in the selection

Tab

Complete a cell entry and move to the left in the selection

Shift+Tab

Cancel a cell entry

Escape

Delete the character to the left of the insertion point, or delete the selection

Delete

Delete the character to the right of the insertion point, or delete the selection

Del

Delete text to the end of the line

Control+Del

Move one character up, down, left, or right

An arrow key

Repeat the last action

Command+Y

Edit a cell comment

Shift+F2

Fill down

Control+D

Fill to the right

Control+R

Define a name

Control+L

Working with a selection

To

Press

Clear the contents of the selection

Delete

Delete the selection

Control+Hyphen

Turn on Show Formulas view

Control+Shift+Plus Sign

Move from top to bottom within the selection

Return

Move from bottom to top within the selection

Shift+Return

Move from left to right within the selection, or move down one cell if only one column is selected

Tab

Move from right to left within the selection, or move up one cell if only one column is selected

Shift+Tab

Move clockwise to the next corner of the selection

Control+Period

Move to the right between nonadjacent selections

Control+Option+Right Arrow

Move to the left between nonadjacent selections

Control+Option+Left Arrow

Formatting and editing data

To

Press

Display the Style dialog box

Shift+Command+L

Display the Format Cells dialog box

Command+1

Apply the general number format

Control+Shift+~

Apply the currency format with two decimal places (negative numbers appear in red with parentheses)

Control+Shift+$

Apply the percentage format with no decimal places

Control+Shift+%

Apply the exponential number format with two decimal places

Control+Shift+^

Apply the date format with the day, month, and year

Control+Shift+#

Apply the time format with the hour and minute, and indicate A.M. or P.M.

Control+Shift+@

Apply the number format with two decimal places, thousands separator, and minus sign (-) for negative values

Control+Shift+!

Apply the outline border around the selected cells

Command+Option+Zero

Add an outline border to the right of the selection

Command+Option+Right Arrow

Add an outline border to the left of the selection

Command+Option+Left Arrow

Add an outline border to the top of the selection

Command+Option+Up Arrow

Add an outline border to the bottom of the selection

Command+Option+Down Arrow

Remove outline borders

Command+Option+Hyphen

Apply or remove strikethrough formatting

Shift+Command+Underline

Hide rows

Control+9

Unhide rows

Control+Shift+(

Hide columns

Control+Zero

Unhide columns

Control+Shift+)

Add or remove the shadow font style

Shift+Command+W

Add or remove the outline font style

Shift+Command+D

Edit the active cell

Control+U

Cancel an entry in the cell or the formula bar

Escape

Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit the cell contents

Delete

Paste text into the active cell

Command+V

Complete a cell entry

Return

Enter a formula as an array formula

Control+Shift+Return

Display the Formula Builder after you type a valid function name in a formula

Control+A

Working in cells or the Formula bar

To

Press

Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit the cell contents

Delete

Complete a cell entry

Return

Enter a formula as an array formula

Control+Shift+Return

Cancel an entry in the cell or formula bar

Escape

Display the Formula Builder after you type a valid function name in a formula

Control+A

Insert a hyperlink

Command+K

Activate a hyperlink

Return (in a cell with a hyperlink)

Edit the active cell and position the insertion point at the end of the line

Control+U

Open the Formula Builder

Shift+F3

Calculate all sheets in all open workbooks

Command+=

Calculate the active sheet

Shift+Command+=

Start a formula

=

Alternate the formula reference style among absolute, relative, and mixed

Command+T

Insert the AutoSum formula

Shift+Command+T

Enter the date

Control+Semicolon (;)

Enter the time

Command+Semicolon (;)

Copy the value from the cell above the active cell into the cell or the formula bar

Control+Shift+Inch Mark (")

Alternate between displaying cell values and displaying cell formulas

Control+Grave Accent (`)

Copy a formula from the cell above the active cell into the cell or the formula bar

Control+Apostrophe (‘)

Display the AutoComplete list

Option+Down Arrow

Define a name

Control+L

Selecting cells, columns, or rows

To

Press

Select the current region around the active cell (the current region is an area enclosed by blank rows and blank columns)

Control+Shift+Asterisk

Extend the selection by one cell

Shift+arrow key

Extend the selection to the last nonblank cell in the same column or row as the active cell

Control+Shift+arrow key

Extend the selection to the beginning of the row

Shift+Home

Extend the selection to the beginning of the sheet

Control+Shift+Home

Extend the selection to the last cell used on the sheet (lower-right corner)

Control+Shift+End

Select the entire column

Control+Spacebar

Select the entire row

Shift+Spacebar

Select only the active cell when multiple cells are selected

Shift+Delete

Extend the selection down one screen

Shift+Page Down

Extend the selection up one screen

Shift+Page Up

With an object selected, select all objects on a sheet

Control+Shift+Spacebar

Alternate among hiding objects, displaying objects, and displaying placeholders for objects

Control+6

Show or hide the Standard toolbar

Control+7

Turn on the capability to extend a selection by using the arrow keys

F8

Add another range of cells to the selection; or use the arrow keys to move to the start of the range you want to add, and then press F8 and the arrow keys to select the next range

Shift+F8

Select all cells with comments

Shift+Command+O

Select cells in a row that don’t match the value in the active cell in that row

Control+

Select only cells that are directly referred to by formulas in the selection

Control+Shift+|

Select cells in a column that don’t match the value in the active cell in that column

Control+[

Select all cells that are directly or indirectly referred to by formulas in the selection

Control+Shift+{

Select only cells with formulas that refer directly to the active cell

Control+]

Select all cells with formulas that refer directly or indirectly to the active cell

Control+Shift+}

Select only visible cells in the current selection

Shift+Command+Z

Charts

To

Press

Cycle through chart object selection

An arrow key

Alternate among hiding chart objects, displaying chart objects, and displaying placeholders for chart objects

Control+6

Toolbars

To

Press

Make the first button on a floating toolbar active

Option+F10

Select the next button or menu on the active toolbar

Tab

Select the previous button or menu on the active toolbar

Shift+Tab

When a toolbar is active, select the next toolbar

Control+Tab

When a toolbar is active, select the previous toolbar

Control+Shift+Tab

Perform the action assigned to the selected button

Return

Windows

To

Press

Move to the next pane in a workbook that has been split

F6

Move to the previous pane in a workbook that has been split

Shift+F6

Switch to the next workbook window

Command+F6

Switch to the previous workbook window

Shift+Command+F6

Maximize or restore the workbook window

Control+F10

Simple Instructions for Doing Things in Excel 2008

Charts

To plot the data in selected cells as a chart

  • Click the chart category on the Charts tab of the Elements Gallery, and then click the specific chart type.

To change the chart type

  • Activate the chart and click a different chart type on the Charts tab of the Elements Gallery.

To format a chart

  • Select the part of the chart you want to format, and then choose formatting options such as the following:

    1. Add data labels by right-clicking the chart and clicking Add Data Labels.

    2. Add a title by displaying the Chart Options panel of the Formatting Palette, clicking the title placeholder, and then typing the title.

    3. Display axes by displaying the Chart Options panel of the Formatting Palette and clicking the Show option you want.

    4. Display gridlines by displaying the Chart Options panel of the Formatting Palette and clicking the Major and Minor options you want.

    5. Modify the position of the legend by displaying the Chart Options panel of the Formatting Palette and clicking the option you want in the Legend list.

    6. Double-click a data series to display its Format dialog box, in which you can format the fill, line, shadow, scale, plot direction, data labels, or other settings appropriate to the chart type.

To add data to an existing chart

  1. Right-click the chart and click Select Data.

  2. In the Select Data Source dialog box, change the data range in the Chart data range dialog box. Then click OK.

To move a chart to its own sheet

  1. Right-click the chart (not a chart element) and click Move Chart.

  2. In the Move Chart dialog box, click New sheet. In the New sheet box, enter a name for the chart sheet. Then click OK.

Columns, rows, and cells

To resize a column or row

  1. Drag the separator that is to the right of the column heading to the left or right.

  2. Drag the separator that is below the row heading up or down.

  3. Precisely fit a column to its contents by double-clicking the separator to the right of the column. Or point to Columns on the Format menu, and click AutoFit Selection.

  4. Precisely fit the height of a row to its contents by double-clicking the separator below the row. Or point to Rows on the Format menu, and click AutoFit Selection.

  5. Right-click a column heading or a selection of several column headings, click Column Width, specify the exact width in the Column Width dialog box, and click OK.

  6. Right-click a row heading or a selection of several row headings, click Row Height, specify the exact height in the Row Height dialog box, and click OK.

To hide a column or row

  1. Right-click a column heading or row heading or a selection of several headings, and click Hide.

  2. Unhide the column or row by selecting the flanking headings, right-clicking the selection, and clicking Unhide.

To insert columns, rows, or cells

  1. Insert a new column by selecting the column that will appear to the right of the new column and then clicking Columns on the Insert menu.

  2. Insert multiple new columns by selecting that number of columns to the right of where you want the new columns to appear and then clicking Columns on the Insert menu.

  3. Insert a new row by selecting the row that will appear below the new row and then clicking Rows on the Insert menu.

  4. Insert multiple new rows by selecting that number of rows below where you want the new rows to appear and then clicking Rows on the Insert menu.

  5. Insert cell(s) by selecting the cell(s) that will appear to the right or below the new cell(s) and then clicking Cells on the Insert menu. Then in the Insert dialog box, specify the direction you want to shift the selection to make room for the new cell(s).

To delete selected columns, rows, or cells

  1. Delete selected columns or rows by clicking Delete on the Edit menu.

  2. Delete selected cells by clicking Delete on the Edit menu and then in the Delete dialog box, specifying the direction you want the remaining content to move to fill the gap left by the deleted cells.

Conditional formatting

To automatically format cells that meet certain criteria

  1. Select the cells, and click Conditional Formatting on the Format menu.

  2. In the Conditional Formatting dialog box, specify the first condition for the formatting, and then click the Format button.

  3. In the Format Cells dialog box, specify the font, border, and/or pattern formats for cells meeting the condition. Then click OK.

  4. To set additional conditions for the selected cell range, click Add and then repeat steps 2 and 3.

Editing cell data

To cut, copy, or delete selected text

  • Use the standard menu commands, keys, and keyboard shortcuts.

To delete all the text in a cell

  • Activate the cell by clicking it once, and then press Delete.

Errors

To control how Excel checks for errors in workbooks

  • On the Error Checking page of the Preferences dialog box, select or configure options for background error checking, ignored errors, error-indicator colors, and error-checking rules.

Filling cells

To fill a series of cells with a series of data

  • Enter the first series element into the cell you want the series to start in, and then drag the cell’s fill handle down or to the right to increase the series, or up or to the left to decrease the series.

To fill a series backward

  • Enter the first two series items in the first two cells, select the two cells, and then drag the fill handle of the selection.

To adjust the content or formatting of a filled series

  • After releasing the fill handle, click the Auto Fill Options button that appears, and choose the option you want.

To copy the contents of a cell into a series of cells

  1. Select the cell, and drag the cell’s fill handle across the series of cells.

  2. After releasing the fill handle, click the Auto Fill Options button that appears, and click Copy Cells.

To create a custom list

  • On the Custom Lists page of the Preferences dialog box, with NEW LIST selected in the Custom lists box, enter the list items in the List entries box. Then click Add.

Formatting cells and cell contents

See Also

"Borders and shading," "Formatting text manually," "Formatting text by using styles," and "Formatting paragraphs" in the "Microsoft Word 2008 for Mac" Quick Reference section

To change the default font

  • On the General page of the Preferences dialog box, choose the font you want from the Standard font list.

To format numerical data

  • Choose the format you want from the Number panel of the Formatting Palette.

To merge selected cells

  • Select two or more cells you want to merge. Click the Merge and Center button on the Formatting toolbar, or select the Merge cells check box in the Alignment and Spacing panel of the Formatting Palette.

To draw borders manually

  1. Display the Border Drawing toolbar by clicking the Draw Border button in the Borders and Shading panel of the Formatting Palette.

  2. Select the line style and weight from the Border Style list, and the line color from the Border Color gallery.

  3. Do one of the following:

    1. Draw a single line by dragging along the cell separator.

    2. Create a set of lines by dragging diagonally across the range of cells.

Formulas

To display the Formula Bar

  1. Click Formula Bar on the View menu.

  2. Resize the Formula Bar by dragging its lower-right corner.

To create a formula

  1. Type the formula directly into the worksheet cell in which you want the results to appear, following the prompts as necessary.

  2. Display the Formula Bar, and type the formula into the box, following the prompts as necessary.

  3. Display the Formula Builder in the Toolbox, double-click the function you want to use, and enter the required information in the set of cells at the bottom of the Formula Builder.

To display formulas instead of their results

  • On the View page of the Preferences dialog box, select the Show formulas check box in the Window options area.

Headers and footers

To add headers and footers to a worksheet or list sheet

  • In Page Layout view, double-click in the header or footer area. Add the content you want, and then double-click the sheet to close the header or footer.

To display the date or time in the active header or footer

  • On the floating Header & Footer toolbar, click the Insert Date or Insert Time button.

Importing data

To insert an entire file

  1. Click the Import button on the Standard toolbar.

  2. In the Import dialog box, click the type of data you want to import, and then click Import.

  3. In the Choose A File dialog box, locate the data file you want to import and then click Get Data.

  4. Follow the Text Import Wizard instructions to select and map the data you want to import to fields in a new list sheet. Then click Finish at the end of the process.

New workbooks

To start a new workbook

  • Click the New button on the Standard toolbar.

Number formatting

To specify the number of decimal places used in a selected cell range

  • Click Cells on the Format menu. On the Number page of the Format Cells dialog box, click the number format you want and then, in the Decimal Places list, select or enter a number from 0 through 30.

Page breaks

To insert a manual page break

  • Select a cell in the row below the intended page break, and then click Page Break on the Insert menu.

Page setup

See Also

"Page setup" in the "Microsoft Office 2008 for Mac" Quick Reference section

To control the appearance of a worksheet when printed

  1. Scale content to a specific percentage of the actual size by entering or selecting the percentage in the Adjust to box in the Page Setup panel of the Formatting Palette.

  2. Fit content onto a specific number of pages by selecting the Fit to check box in the Page Setup panel of the Formatting Palette and then entering or selecting the number of pages in the Page(s) wide and Page(s) tall boxes.

  3. Display or hide gridlines and column/row headings by selecting or clearing the corresponding View check boxes in the Page Setup panel of the Formatting Palette.

  4. Print row and column titles by clicking the Print Titles button in the Page Setup panel of the Formatting Palette.

Print area

To specify the area of a worksheet to be printed

  1. Designate selected cells as the print area by pointing to Print Area on the File menu and then clicking Set Print Area.

  2. Add selected cells to an existing print area by pointing to Print Area on the File menu and clicking Add to Print Area.

  3. Clear the print area by pointing to Print Area on the File menu and clicking Clear Print Area.

Protection

To protect a worksheet or workbook from changes by unauthorized people

  1. In the Save As dialog box, click Options. Then in the Save Options dialog box, enter a password in the Password to modify dialog box.

  2. Point to Protection on the Tools menu, and then click Protect Sheet. In the Protect Sheet dialog box, select the Contents, Objects, and/or Scenarios check boxes. If you want to allow changes by authorized people, enter a password in the Password box and distribute the password to authorized people.

  3. Point to Protection on the Tools menu, and then click Protect Workbook. In the Protect Workbook dialog box, select the Structure and/or Windows check boxes. If you want to allow changes by authorized people, enter a password in the Password box and distribute the password to authorized people.

Range names

To name a selected range of cells

  • In the Name box at the left end of the Formula Bar, type the range name, and then press Return.

    Or

  1. Point to Name on the Insert menu, and then click Define.

  2. In the Define Name dialog box, verify or change the range name and cell range, and then click Add.

References

To reference a range

  1. Enter a relative reference by typing the first and last cells in the range, separated by a colon:

    A1:B5

  2. Enter an absolute reference by typing dollar signs ($) to the left of any part of the reference you want to be absolute:

    $A1:$B5

    A$1: B$5

    $A$1:$B$5

To reference a named range

  • Use the range name in place of the cell range. No special punctuation is necessary.

To reference a cell or cell range on another sheet

  • Type the sheet name followed by an exclamation mark (!).

    Sheet2!A1:B5

To reference a cell or cell range in another workbook

  • Type the workbook name and extension enclosed in square brackets, followed by the sheet you want within that workbook. Enclose the entire reference in single quotation marks, and follow the close quotation mark with an exclamation mark (!).

    ’[Workbook2.xlsx]Sheet2’!A1:B5

Restricting content

To control the content entered in a list column

  • Double-click the column heading, and in the Column Settings dialog box, specify the following:

    • Formatting appropriate to the type of data you expect the column to contain

    • The value to appear by default in all the cells in the column

    • Whether duplicate values are allowed

    • Data validation criteria and messages to guide data entry

Saving files

To set the default location in which Excel looks for and saves files

  • On the General page of the Preferences dialog box, click the Select button to the right of Preferred file location. In the Choose a Folder dialog box, select the folder and then click Choose.

Selecting cells and data

To select a single cell, column, or row

  • Click the cell, column heading, or row heading.

To select contiguous cells, columns, or rows

  • Point to the first cell, column heading, or row heading, and drag through to the last one.

To select noncontiguous cells, columns, or rows

  1. Select the first cell, column heading, or row heading.

  2. Hold down the Command key, and click the other cells, columns, or rows you want to include in the selection.

To select a cell for editing

  • Double-click the cell to activate the insertion point, and then click or use the keyboard navigation keys to position the insertion point where you want it.

To select cell data

  • Drag across the data, or hold down the Shift key and press the navigation keys.

Sheets

To insert a new sheet

  1. Insert a new worksheet by clicking the Insert Sheet button at the right end of the sheet tabs.

  2. Insert a new chart sheet or list sheet by pointing to the Sheet button on the Insert menu and then clicking Chart Sheet or List Sheet.

  3. Insert a specialized sheet from the Project Gallery or the Elements Gallery.

To hide the active sheet

  • Point to Sheet on the Format menu and click Hide.

To display a hidden sheet

  • Point to Sheet on the Format menu, click Unhide, click the sheet you want, and click OK.

To move or copy a sheet

  1. Move a sheet within a workbook by dragging its sheet tab.

  2. Move the sheet to a different workbook by dragging it from one workbook window to the other.

  3. Copy the sheet to a different workbook by dragging it while holding down the secondary mouse button.

    Or

  1. Right-click the sheet and click Move or Copy.

  2. In the Move or Copy dialog box, specify the target location of the sheet in the To book list.

  3. If you want to create a copy of the sheet at the selected location, select the Create a copy check box. Then click OK.

To rename a sheet

  1. Double-click the sheet tab, type the name, and press Return.

  2. Right-click the sheet tab, click Rename, type the name, and press Return.

Viewing worksheets

See Also

"Excel 2008 Keyboard Shortcuts" earlier in this Quick Reference section

To change the default view of new sheets

  • On the View page of the Preferences dialog box, in the Settings area, choose the view you want from the Preferred view for new sheets list.

To hide window elements to view more of a worksheet

  1. Hide row and column headings by clearing the View check box to the right of Headings in the Page Setup panel of the Formatting Palette, or by clearing the Show row and column Headings check box on the View page of the Preferences dialog box.

  2. Hide sheet tabs by clearing the Show sheet tabs check box on the View page of the Preferences dialog box.

  3. Hide scroll bars by clearing the Show vertical scroll bar or Show horizontal scroll bar check box on the View page of the Preferences dialog box.

  4. Hide the formula bar by clicking its Close button, by clicking Formula Bar on the View menu, or by clearing the Show formula bar check box on the View page of the Preferences dialog box.

  5. Hide the status bar by clicking Status Bar on the View menu, or by clearing the Show status bar check box on the View page of the Preferences dialog box.

To view more than one part of a workbook at the same time

  • Drag the Split bar located at the top of the vertical scrollbar downward, and then, in each pane, display the parts of the workbook you want to view.

To arrange only the windows for the active workbook

  1. Click Arrange on the Window menu, and select the arrangement you want in the Arrange Windows dialog box.

  2. Select the Windows of active workbook check box, and then click OK.

To move to a specific cell, named range, or worksheet element

  • Display the Go To dialog box by clicking Go To on the Edit menu. Click a named location, enter a cell reference in the Reference box, or click Special and, in the Go To Special dialog box, click the type of element you want to go to. Then click OK in the open dialog box(es).

Workbook templates

To start a new workbook based on a template

  1. Open the Project Gallery, and display the New page.

  2. In the Show list, click Excel Workbooks, and then in the Category list, click either Home Essentials or Ledger Sheets.

  3. In the Template list, click the template you want. Then click Open.

To add a standard ledger sheet to the active workbook

  1. At the top of the workbook window, click the Sheets button.

  2. On the Sheets tab of the Elements Gallery, click the button for the category of ledger sheets you want.

  3. Click the template you want.

To save a workbook as a template

  1. Click Save As on the File menu, and in the Save As dialog box, assign the template a name

  2. In the Format list, click Excel Template (.xltx). Then click Save.

To start a new workbook based on a template you have saved in the default location

  • In the Project Gallery, click My Templates in the Category list, and then double-click the template you want in the Template list.

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