MS EXCEL - for Accountants and Short cut keys
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1. Use PivotTables to analyse and summarise data
Many spreadsheet pros believe that pivot tables are the most powerful tool in Excel. PivotTables are a great way to summarise a list of data at the click of a button. They are also very easy to do.
Before you begin to create a PivotTable, make sure your source data is well organised and that you have an idea of what data should feature in it.
- Select a cell in your source data.
- On theInsert tab, click the
- Choose the fields to add to your PivotTable report.
- Drag a ‘label’ field into the Row Labels area (e.g. Client).
- Drag a numeric field into the Values area (e.g. Assets).
- Adjust what value is shown by right-clicking in your values field, and selecting ‘Show value as’. You can choose from options such as % of grand total, running total, and difference from.
2. Count how many times data appears
COUNTIF is a very useful and easy function to use in Excel. Quite simply, it will count the number of cells that meet your specified criteria. For example how many times the word ‘January’ appears in your spreadsheet, or how many times ‘office supplies’ has been claimed on expenses.
Syntax=COUNTIF(range ,“criteria”).
3.SUMIF() Function
SUMIF is a function to sum cells that meet a single criteria. SUMIF can be used to sum cells based on dates, numbers, and text that match specific criteria. SUMIF supports logical operators (>,<,<>,=) and wildcards (*,?) for partial matching.
Syntax: =SUMIF (range, criteria, [sum_range])
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Vlookup
Syntax: In the Concerned Cell, go to Formulas-->Lookup and Reference-->Vlookup
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Hlookup
To use the function, select the target cell you want the answer to appear in and then select the formulas menu from the menu bar in Excel. Select the Lookup & Reference tab to access the HLOOKUP function.
Select HLOOKUP and then add the parameters in the formula window. This is what the above HLOOKUP formula will look like:
6. Text To Column
To separate the contents of one Excel cell into separate columns, you can use the 'Convert Text to Columns Wizard'. For example, when you want to separate a list of full names into last and first names.
- Select the range with full names..
- On the Data tab, in the Data Tools group, click Text to Columns.
The following dialog box appears.
. Choose Delimited and click Next.
- Clear all the check boxes under Delimiters except for the Comma and Space check box.
- Click Finish.
Note: This example has commas and spaces as delimiters. You may have other delimiters in your data. Experiment by checking and unchecking the different check boxes. You get a live preview of how your data will be separated.
Result:
MS EXCEL - for Accountants and Short cut keys
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Function Key
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SHIFT
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CTRL
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ALT
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CTRL+SHIFT
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ALT+SHIFT
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F1
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Display Help or the Office Assistant
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What's This?
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Insert a chart sheet
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Insert a new worksheet
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F2
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Edit the active cell
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Edit a cell comment
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Save As command
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Save command
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F3
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Paste a name into a formula
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Paste a function into a formula
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Define a name
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Create names by using row and column labels
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F4
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Repeat the last action
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Repeat the last Find (Find Next)
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Close the window
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Exit
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F5
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Go To
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Display the Find dialog box
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Restore the window size
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F6
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Move to the next pane
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Move to the previous pane
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Move to the next workbook window
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Move to the previous workbook window
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F7
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Spelling command
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Move the window
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F8
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Extend a selection
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Add to the selection
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Resize the window
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Display the Macro dialog box
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F9
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Calculate all sheets in all open workbooks
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Calculate the active worksheet
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Minimize the workbook
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F10
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Make the menu bar active
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Display a shortcut menu (right click)
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Maximize or restore the workbook window
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F11
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Create a chart
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Insert a new worksheet
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Insert a Microsoft Excel 4.0 macro sheet
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Display Visual Basic Editor
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F12
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Save As command
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Save command
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Open command
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Print command
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Short Cut Keys Enter data by using shortcut keys
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To
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Press
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Complete a cell entry
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ENTER
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Cancel a cell entry
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ESC
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Repeat the last action
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F4 or CTRL+Y
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Start a new line in the same cell
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ALT+ENTER
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Delete the character to the left of the insertion point, or delete the selection
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BACKSPACE
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Delete the character to the right of the insertion point, or delete the selection
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DELETE
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Delete text to the end of the line
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CTRL+DELETE
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Move one character up, down, left, or right
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Arrow keys
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Move to the beginning of the line
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HOME
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Edit a cell comment
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SHIFT+F2
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Create names from row and column labels
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CTRL+SHIFT+F3
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Fill down
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CTRL+D
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Fill to the right
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CTRL+R
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Fill the selected cell range with the current entry
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CTRL+ENTER
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Complete a cell entry and move down in the selection
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ENTER
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Complete a cell entry and move up in the selection
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SHIFT+ENTER
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Complete a cell entry and move to the right in the selection
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TAB
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Complete a cell entry and move to the left in the selection
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SHIFT+TAB
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Work in cells or the formula bar by using shortcut keys
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To
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Press
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Start a formula
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= (EQUAL SIGN)
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Cancel an entry in the cell or formula bar
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ESC
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Edit the active cell
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F2
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Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit the cell contents
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BACKSPACE
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Paste a name into a formula
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F3
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Define a name
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CTRL+F3
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Calculate all sheets in all open workbooks
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F9
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Calculate the active worksheet
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SHIFT+F9
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Insert the AutoSum formula
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ALT+= (EQUAL SIGN)
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Enter the date
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CTRL+; (SEMICOLON)
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Enter the time
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CTRL+SHIFT+; (SEMICOLON)
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Insert a hyperlink
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CTRL+K
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Complete a cell entry
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ENTER
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Copy the value from the cell above the active cell into the cell or the formula bar
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CTRL+SHIFT+" (QUOTATION MARK)
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Alternate between displaying cell values and displaying cell formulas
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CTRL+` (SINGLE LEFT QUOTATION MARK)
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Copy a formula from the cell above the active cell into the cell or the formula bar
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CTRL+' (APOSTROPHE)
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Enter a formula as an array formula
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CTRL+SHIFT+ENTER
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Display the Formula Palette after you type a valid function name in a formula
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CTRL+A
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Insert the argument names and parentheses for a function, after you type a valid function name in a formula
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CTRL+SHIFT+A
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Display the AutoComplete list
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ALT+DOWN ARROW
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Format & Edit
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Format data by using shortcut keys
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To
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Press
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Display the Style command (Format menu)
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ALT+' (APOSTROPHE)
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Display the Cells command (Format menu)
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CTRL+1
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Apply the General number format
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CTRL+SHIFT+~
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Apply the Currency format with two decimal places (negative numbers appear in parentheses)
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CTRL+SHIFT+$
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Apply the Percentage format with no decimal places
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CTRL+SHIFT+%
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Apply the Exponential number format with two decimal places
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CTRL+SHIFT+^
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Apply the Date format with the day, month, and year
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CTRL+SHIFT+#
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Apply the Time format with the hour and minute, and indicate A.M. or P.M.
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CTRL+SHIFT+@
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Apply the Number format with two decimal places, 1000 separator, and – for negative values
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CTRL+SHIFT+!
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Apply the outline border
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CTRL+SHIFT+&
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Remove all borders
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CTRL+SHIFT+_
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Apply or remove bold formatting
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CTRL+B
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Apply or remove italic formatting
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CTRL+I
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Apply or remove an underline
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CTRL+U
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Apply or remove strikethrough formatting
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CTRL+5
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Hide rows
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CTRL+9
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Unhide rows
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CTRL+SHIFT+(
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Hide columns
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CTRL+0 (ZERO)
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Unhide columns
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CTRL+SHIFT+)
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Edit data by using shortcut keys
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To
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Press
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Edit the active cell
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F2
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Cancel an entry in the cell or formula bar
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ESC
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Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit the cell contents
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BACKSPACE
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Paste a name into a formula
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F3
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Complete a cell entry
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ENTER
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Enter a formula as an array formula
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CTRL+SHIFT+ENTER
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Display the Formula Palette after you type a valid function name in a formula
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CTRL+A
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Insert the argument names and parentheses for a function, after you type a valid function name in a formula
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CTRL+SHIFT+A
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Insert, delete, and copy a selection by using shortcut keys
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To
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Press
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Copy the selection
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CTRL+C
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Paste the selection
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CTRL+V
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Cut the selection
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CTRL+X
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Clear the contents of the selection
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DELETE
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Insert Dialogue box
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CTRL+SHIFT+PLUS SIGN
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Delete the selection
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CTRL+ –
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Undo the last action
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CTRL+Z
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Move within a selection by using shortcut keys
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To
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Press
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Move from top to bottom within the selection (down), or in the direction that is selected on the Edit tab (Tools menu, Options command)
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ENTER
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Move from bottom to top within the selection (up), or opposite to the direction that is selected on the Edit tab (Tools menu, Options command)
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SHIFT+ENTER
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Move from left to right within the selection, or move down one cell if only one column is selected
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TAB
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Move from right to left within the selection, or move up one cell if only one column is selected
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SHIFT+TAB
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Move clockwise to the next corner of the selection
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CTRL+PERIOD
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Move to the right between nonadjacent selections
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CTRL+ALT+RIGHT ARROW
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Move to the left between nonadjacent selections
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CTRL+ALT+LEFT ARROW
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Select data, cells, chart items, or objects by using shortcut keys
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Select cells, columns, rows, or objects in worksheets and workbooks by using shortcut keys
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To
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Press
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Select the current region around the active cell (the current region is an area enclosed by blank rows and blank columns)
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CTRL+SHIFT+* (ASTERISK)
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Extend the selection by one cell
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SHIFT+ arrow key
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Extend the selection to the last nonblank cell in the same column or row as the active cell
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CTRL+SHIFT+ arrow key
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Extend the selection to the beginning of the row
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SHIFT+HOME
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Extend the selection to the beginning of the worksheet
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CTRL+SHIFT+HOME
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Extend the selection to the last cell used on the worksheet (lower-right corner)
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CTRL+SHIFT+END
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Select the entire column
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CTRL+SPACEBAR
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Select the entire row
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SHIFT+SPACEBAR
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Select the entire worksheet
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CTRL+A
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If multiple cells are selected, select only the active cell
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SHIFT+BACKSPACE
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Extend the selection down one screen
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SHIFT+PAGE DOWN
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Extend the selection up one screen
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SHIFT+PAGE UP
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With an object selected, select all objects on a sheet
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CTRL+SHIFT+SPACEBAR
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Alternate between hiding objects, displaying objects, and displaying placeholders for objects
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CTRL+6
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Show or hide the Standard toolbar
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CTRL+7
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In End mode, to
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Press
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Turn End mode on or off
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END
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Extend the selection to the last nonblank cell in the same column or row as the active cell
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END, SHIFT+ arrow key
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Extend the selection to the last cell used on the worksheet (lower-right corner)
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END, SHIFT+HOME
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Extend the selection to the last cell in the current row; this keystroke is unavailable if you selected the Transition navigation keys check box on the Transition tab (Tools menu, Options command)
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END, SHIFT+ENTER
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With SCROLL LOCK on, to
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Press
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Turn SCROLL LOCK on or off
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SCROLL LOCK
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Scroll the screen up or down one row
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UP ARROW or DOWN ARROW
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Scroll the screen left or right one column
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LEFT ARROW or RIGHT ARROW
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Extend the selection to the cell in the upper-left corner of the window
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SHIFT+HOME
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Extend the selection to the cell in the lower-right corner of the window
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SHIFT+END
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Tip When you use the scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK turned off, your selection moves the distance you scroll. If you want to keep the same selection as you scroll, turn on SCROLL LOCK first.
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Select cells with special characteristics by using shortcut keys
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To
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Press
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Select the current region around the active cell (the current region is an area enclosed by blank rows and blank columns)
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CTRL+SHIFT+* (ASTERISK)
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Select the current array, which is the array that the active cell belongs to
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CTRL+/
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Select all cells with comments
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CTRL+SHIFT+O (the letter O)
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Select cells whose contents are different from the comparison cell in each row (for each row, the comparison cell is in the same column as the active cell)
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CTRL+\
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Select cells whose contents are different from the comparison cell in each column (for each column, the comparison cell is in the same row as the active cell)
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CTRL+SHIFT+|
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Select only cells that are directly referred to by formulas in the selection
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CTRL+[
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Select all cells that are directly or indirectly referred to by formulas in the selection
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CTRL+SHIFT+{
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Select only cells with formulas that refer directly to the active cell
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CTRL+]
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Select all cells with formulas that refer directly or indirectly to the active cell
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CTRL+SHIFT+}
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Select only visible cells in the current selection
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ALT+SEMICOLON
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Select chart items by using shortcut keys
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To
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Press
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Select the previous group of items
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DOWN ARROW
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Select the next group of items
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UP ARROW
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Select the next item within the group
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RIGHT ARROW
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Select the previous item within the group
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LEFT ARROW
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MOVE & SCROLL
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Move and scroll on a worksheet or workbook by using shortcut keys
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To
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Press
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Move one cell in a given direction
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Arrow key
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Move to the edge of the current data region
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CTRL+ arrow key
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Move between unlocked cells on a protected worksheet
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TAB
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Move to the beginning of the row
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HOME
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Move to the beginning of the worksheet
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CTRL+HOME
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Move to the last cell on the worksheet, which is the cell at the intersection of the right-most used column and the bottom-most used row (in the lower-right corner); cell opposite the Home cell, which is typically A1
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CTRL+END
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Move down one screen
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PAGE DOWN
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Move up one screen
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PAGE UP
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Move one screen to the right
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ALT+PAGE DOWN
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Move one screen to the left
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ALT+PAGE UP
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Move to the next sheet in the workbook
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CTRL+PAGE DOWN
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Move to the previous sheet in the workbook
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CTRL+PAGE UP
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Move to the next workbook or window
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CTRL+F6 or CTRL+TAB
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Move to the previous workbook or window
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CTRL+SHIFT+F6 or CTRL+SHIFT+TAB
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Move to the next page
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F6
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Move to the previous page
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SHIFT+F6
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Scroll to display the active cell
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CTRL+BACKSPACE
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In End mode, to
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Press
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Turn End mode on or off
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END
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Move by one block of data within a row or column
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END, arrow key
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Move to the last cell on the worksheet, which is the cell at the intersection of the right-most used column and the bottom-most used row (in the lower-right corner); cell opposite the Home cell, which is typically A1
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END, HOME
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Move to the last cell to the right in the current row that is not blank; unavailable if you have selected the Transition navigation keys check box on the Transition tab (Tools menu, Options command)
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END, ENTER
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With SCROLL LOCK turned on, to
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Press
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Turn SCROLL LOCK on or off
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SCROLL LOCK
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Move to the cell in the upper-left corner of the window
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HOME
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Move to the cell in the lower-right corner of the window
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END
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Scroll one row up or down
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UP ARROW or DOWN ARROW
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Scroll one column left or right
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LEFT ARROW or RIGHT ARROW
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Tip When you use the scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK turned off, your selection moves the distance you scroll. If you want to preserve your selection while you scroll through the worksheet, turn on SCROLL LOCK first.
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Work with Database, lists and PivotTables by using shortcut keys
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Work in a data form by using shortcut keys
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To
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Press
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Select a field or a command button
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ALT+ key, where key is the underlined letter in the field or command name
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Move to the same field in the next record
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DOWN ARROW
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Move to the same field in the previous record
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UP ARROW
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Move to the next field you can edit in the record
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TAB
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Move to the previous field you can edit in the record
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SHIFT+TAB
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Move to the first field in the next record
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ENTER
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Move to the first field in the previous record
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SHIFT+ENTER
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Move to the same field 10 records forward
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PAGE DOWN
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Move to the same field 10 records back
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PAGE UP
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Move to the new record
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CTRL+PAGE DOWN
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Move to the first record
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CTRL+PAGE UP
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Move to the beginning or end of a field
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HOME or END
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Move one character left or right within a field
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LEFT ARROW or RIGHT ARROW
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Extend a selection to the beginning of a field
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SHIFT+HOME
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Extend a selection to the end of a field
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SHIFT+END
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Select the character to the left
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SHIFT+LEFT ARROW
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Select the character to the right
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SHIFT+RIGHT ARROW
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Work with the AutoFilter feature by using shortcut keys
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To
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Press
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Display the AutoFilter list for the current column
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Select the cell that contains the column label, and then press ALT+DOWN ARROW
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Close the AutoFilter list for the current column
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ALT+UP ARROW
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Select the next item in the AutoFilter list
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DOWN ARROW
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Select the previous item in the AutoFilter list
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UP ARROW
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Select the first item (All) in the AutoFilter list
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HOME
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Select the last item in the AutoFilter list
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END
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Filter the list by using the selected item in the AutoFilter list
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ENTER
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Work with the PivotTable Wizard by using shortcut keys
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In Step 3 of the PivotTable Wizard, to
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Press
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Select the next or previous field button in the list
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UP ARROW or DOWN ARROW
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Select the field button to the right or left in a multicolumn field button list
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LEFT ARROW or RIGHT ARROW
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Move the selected field into the Page area
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ALT+P
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Move the selected field into the Row area
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ALT+R
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Move the selected field into the Column area
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ALT+C
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Move the selected field into the Data area
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ALT+D
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Display the PivotTable Field dialog box
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ALT+L
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Work with page fields in a PivotTable by using shortcut keys
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To
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Press
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Select the previous item in the list
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UP ARROW
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Select the next item in the list
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DOWN ARROW
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Select the first visible item in the list
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HOME
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Select the last visible item in the list
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END
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Display the selected item
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ENTER
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Group and ungroup PivotTable items by using shortcut keys
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To
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Press
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Group selected PivotTable items
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ALT+SHIFT+RIGHT ARROW
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Ungroup selected PivotTable items
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ALT+SHIFT+LEFT ARROW
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KEYS FOR WINDOWS AND DIALOG BOXES
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In a window, to
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Press
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Switch to the next programme
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ALT+TAB
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Switch to the previous programme
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ALT+SHIFT+TAB
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Show the Windows Start menu
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CTRL+ESC
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Close the active workbook window
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CTRL+W
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Restore the active workbook window
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CTRL+F5
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Switch to the next workbook window
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CTRL+F6
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Switch to the previous workbook window
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CTRL+SHIFT+F6
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Carry out the Move command (workbook icon menu, menu bar)
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CTRL+F7
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Carry out the Size command (workbook icon menu, menu bar)
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CTRL+F8
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Minimise the workbook window to an icon
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CTRL+F9
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Maximise or restore the workbook window
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CTRL+F10
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Select a folder in the Open or Save As dialog box (File menu)
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ALT+0 to select the folder list; arrow keys to select a folder
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Choose a toolbar button in the Open or Save As dialog box (File menu)
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ALT+ number (1 is the leftmost button, 2 is the next, and so on)
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Update the files visible in the Open or Save As dialog box (File menu)
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F5
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In a dialog box, to
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Press
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Switch to the next tab in a dialog box
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CTRL+TAB or CTRL+PAGE DOWN
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Switch to the previous tab in a dialog box
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CTRL+SHIFT+TAB or CTRL+PAGE UP
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Move to the next option or option group
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TAB
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Move to the previous option or option group
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SHIFT+TAB
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Move between options in the active drop-down list box or between some options in a group of options
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Arrow keys
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Perform the action assigned to the active button (the button with the dotted outline), or select or clear the active check box
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SPACEBAR
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Move to an option in a drop-down list box
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Letter key for the first letter in the option name you want (when a drop-down list box is selected)
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Select an option, or select or clear a check box
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ALT+ letter, where letter is the key for the underlined letter in the option name
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Open the selected drop-down list box
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ALT+DOWN ARROW
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Close the selected drop-down list box
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ESC
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Perform the action assigned to the default command button in the dialog box (the button with the bold outline ¾ often the OK button)
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ENTER
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Cancel the command and close the dialog box
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ESC
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In a text box, to
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Press
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Move to the beginning of the entry
|
HOME
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Move to the end of the entry
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END
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Move one character to the left or right
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LEFT ARROW or RIGHT ARROW
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Move one word to the left or right
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CTRL+LEFT ARROW or CTRL+RIGHT ARROW
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Select from the insertion point to the beginning of the entry
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SHIFT+HOME
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Select from the insertion point to the end of the entry
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SHIFT+END
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Select or unselect one character to the left
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SHIFT+LEFT ARROW
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|
Select or unselect one character to the right
|
SHIFT+RIGHT ARROW
|
|
Select or unselect one word to the left
|
CTRL+SHIFT+LEFT ARROW
|
|
Select or unselect one word to the right
|
CTRL+SHIFT+RIGHT ARROW
|
Others
|
Print and preview a document by using shortcut keys
|
|
To
|
Press
|
|
Display the Print command (File menu)
|
CTRL+P
|
| |
|
Work in print preview
|
|
To
|
Press
|
|
Move around the page when zoomed in
|
Arrow keys
|
|
Move by one page when zoomed out
|
PAGE UP or PAGE DOWN
|
|
Move to the first page when zoomed out
|
CTRL+UP ARROW or CTRL+LEFT ARROW
|
|
Move to the last page when zoomed out
|
CTRL+DOWN ARROW or CTRL+RIGHT ARROW
|
| |
|
Outline data by using shortcut keys
|
|
To
|
Press
|
|
Ungroup rows or columns
|
ALT+SHIFT+LEFT ARROW
|
|
Group rows or columns
|
ALT+SHIFT+RIGHT ARROW
|
|
Display or hide outline symbols
|
CTRL+8
|
|
Hide selected rows
|
CTRL+9
|
|
Unhide selected rows
|
CTRL+SHIFT+(
|
|
Hide selected columns
|
CTRL+0 (ZERO)
|
|
Unhide selected columns
|
CTRL+SHIFT+)
|
| |
|
Keys for menus
|
|
To
|
Press
|
|
Show a shortcut menu
|
SHIFT+F10
|
|
Make the menu bar active
|
F10 or ALT
|
|
Show the programme icon menu (on the programme title bar)
|
ALT+SPACEBAR
|
|
Select the next or previous command on the menu or submenu
|
DOWN ARROW or UP ARROW (with the menu or submenu displayed)
|
|
Select the menu to the left or right, or, with a submenu visible, switch between the main menu and the submenu
|
LEFT ARROW or RIGHT ARROW
|
|
Select the first or last command on the menu or submenu
|
HOME or END
|
|
Close the visible menu and submenu at the same time
|
ALT
|
|
Close the visible menu, or, with a submenu visible, close the submenu only
|
ESC
|
|
Tip You can select any menu command on the menu bar or on a visible toolbar with the keyboard. Press ALT to select the menu bar. (To then select a toolbar, press CTRL+TAB; repeat until the toolbar you want is selected.) Press the letter that is underlined in the menu name that contains the command you want. In the menu that appears, press the letter underlined in the command name that you want.
|
|
| |
|
Keys for toolbars
|
|
On a toolbar, to
|
Press
|
|
Make the menu bar active
|
F10 or ALT
|
|
Select the next or previous toolbar
|
CTRL+TAB or CTRL+SHIFT+TAB
|
|
Select the next or previous button or menu on the toolbar
|
TAB or SHIFT+TAB (when a toolbar is active)
|
|
Open the selected menu
|
ENTER
|
|
Perform the action assigned to the selected button
|
ENTER
|
|
Enter text in the selected text box
|
ENTER
|
|
Select an option from a drop-down list box or from a drop-down menu on a button
|
Arrow keys to move through options in the list or menu; ENTER to select the option you want (when a drop-down list box is selected)
|
| |
|
Keys for using the Office Assistant
|
|
To
|
Press
|
|
Make the Office Assistant the active balloon
|
ALT+F6; repeat until the balloon is active
|
|
Select a Help topic from the topics displayed by the Office Assistant
|
ALT+topic number (where 1 is the first topic, 2 is the second, and so on)
|
|
See more help topics
|
ALT+DOWN ARROW
|
|
See previous help topics
|
ALT+UP ARROW
|
|
Close an Office Assistant message
|
ESC
|
|
Get Help from the Office Assistant
|
F1
|
|
Display the next tip
|
ALT+N
|
|
Display the previous tip
|
ALT+B
|
|
Close tips
|
ESC
|
|
Show or hide the Office Assistant in a wizard
|
TAB to select the Office Assistant button; SPACEBAR to show or hide the Assistant
|
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|
