Keyboard shortcut Usage

Open Start Menu or Screen.

 + E Open File Explorer.

 + C Open Chat.

 + S or   + Q Open Search (online and offline).

 + I Open Settings app.

 + A Open Action Center.

 + N Open Notification Center.

 + H Start voice typing.

 + F Open Feedback hub.

 + W Open Widgets.

 + K Connect to wireless displays and audio devices.

 + X Open Start context menu.

 + G Open Game bar.

+ [1][2][3][…] Open programs that are pinned to task bar.

 + Space Switch keyboard input language (only if 2 or more than 2 languages present).

 + R Open Run.

 + P Project current screen.

 + L Lock your Windows 11.

 + D Show Windows Desktop.

 + V Show Clipboard history.

 + O Change orientation.

 + M Minimize all open windows.

 + , Take a peek look at the desktop until you release the   key.

 + Shift + S Capture part of the screen with Snip & Sketch. 

 + U Open Accessibility settings.

 + ; or . Open Emoji viewer.

 + B Highlight the first item in the Notification Area and use the Arrow key switch between the
items.
 + PrtScr or   + Fn + Take screenshot of current screen and saves it to Screenshots directory under Pictures library.
PrtScr
 + T Cycle through apps on taskbar.

 + Tab Open Task View.

+ Ctrl + Left / Right Switch to the virtual desktop on the left/right.

 + Down Snap current window to the bottom of the screen.

 + Up Snap current window to the top of the screen.

+ Right Snap current window the the right side of the screen.

 + Left Snap current window to the left side of the screen.

 + Ctrl + D Create a new virtual desktop and switch to it.

+ Ctrl + F4 Close the current virtual desktop.

Other useful keyboard shortcuts:
Keyboard shortcut Usage
Alt + F4 Closes current program window. When no program is open, it provides Shut down Windows dialog.
Ctrl + F  Opens a Find dialog for searching the currently opened program.
Ctrl + M Enter mark mode which helps for selecting text especially in Command Prompt.
Ctrl + Page Up / Page Scrolling up / down on current screen or page.
Down
Ctrl + Up / Down Move up / down on current screen or page line by line.
Ctrl + A Select all content on the screen.
Ctrl + C or Ctrl + Insert Copies all content on screen to clipboard.
Ctrl + V or Shift + Pastes text at the cursor.
Insert
Ctrl + Z Undo operation.
Ctrl + Y Redo operation, provided if you’ve used Ctrl + Z already.
Ctrl + Page Up / Page Scrolling up / down on current screen or page.
Down
Ctrl + Page Up / Page Scrolling up / down on current screen or page.
Down
Alt + Tab This is the good older shortcut we’ve used for year to switch between tabs.
Shift + Left / Right / Moves the cursor left a character, right a character, up a line, or down a line, selecting the text along
Up / Down  the way. Continue pressing arrow keys to select more text.
Ctrl + Shift + Left / Moves the cursor one word to the left or right, selecting that word along the way.
Right
Shift + Home / End Moves the cursor to the beginning or end of the current line, selecting text along the way.
Shift + Page Up / Page Moves the cursor up or down a screen, selecting text.
Down
Ctrl + Shift + Home / Moves the cursor to the beginning or end of the screen buffer, selecting all text between the cursor
End and the beginning or end.
Ctrl + Shift + Esc Open Task Manager.
Alt + Tab + F4 Restart File Explorer.

ACTION SHORTCUTS KEYS

Open Action Center / Quick Settings Win + A

Open Notifications Panel Win + N

Open Widgets Panel Win + W

Open the Snap Layouts Win + Z

Open Microsoft Teams app Win + C

General Windows Keyboard Shortcuts

These are the general Windows 11 keyboard shorts you will be using mostly while working on this new operating
system.

ACTION SHORTCUTS KEYS

Select all contents Ctrl + A

Copy the selected items Ctrl + C

Cut the selected items Ctrl + X

Paste the copied or cut items Ctrl + V

Undo an action Ctrl + Z

Redo an action Ctrl + Y

Switch between the running applications Alt + Tab

Open Task View Win + Tab

Close the active app or If you are on Desktop, open the Shutdown Alt + F4
box to shut down, restart, log out or put your PC to sleep.

Lock your computer. Win + L

Display and hide the desktop. Win + D

Delete the selected item and move it to the Recycle Bin. Ctrl + Delete

Delete the selected item permanently. Shift + Delete

Capture a full screenshot and saves it in the clipboard. PrtScn or Print

Capture part of the screen with Snip & Sketch. Win + Shift + S
 ACTION SHORTCUTS KEYS

Open Start button context menu. Windows + X

Rename selected item. F2

Refresh the active window. F5

Open Menu bar in the current app. F10

Go back. Alt + Left arrow

Go forward. Alt + Left arrow

Move up one screen Alt + Page Up

Move down one screen Alt + Page Down

Open Task Manager. Ctrl + Shift + Esc

Project a screen. Win + P

Print the current page. Ctrl + P

Select more than one item. Shift + Arrow keys

Save the current file. Ctrl + S

Save As Ctrl + Shift + S

Open a file in the current app. Ctrl + O

Cycle through the apps on the taskbar. Alt + Esc

Display your password on the login screen Alt + F8

 ACTION SHORTCUTS KEYS

Open the shortcut menu for the current window Alt + Spacebar

Open properties for the selected item. Alt + Enter

Open the context menu (right-click menu) for the selected item. Alt + F10

Open Run command. Win + R

Open a new program window of the current app Ctrl + N

Take a screen clipping Win + Shift + S

Open Windows 11 settings Win + I

Go back to Settings home page Backspace

Stop or close the current task Esc

Enter/Exit the full-screen mode F11

Win + period (.) or Win +

Launch Emoji keyboard semicolon (;)

Taskbar Keyboard Shortcuts for Windows 11

ACTION SHORTCUTS KEYS

Ctrl + Shift + Left

Run an app as administrator from the taskbar Click app button or icon

Open the app in the first position on your taskbar. Win + 1

 ACTION SHORTCUTS KEYS

Open the app in the number position from the taskbar. Win + Number (0 - 9)

Cycle through apps in the taskbar. Win + T

View Date and Time from the taskbar Win + Alt + D

Shift + Left Click app

Open another instance of an app from the taskbar. button

Shift + Right-click grouped

Show the window menu for the group apps from the taskbar. app icon

Highlight the first item in the Notification Area and use the Win + B
Arrow key switch between the item

Alt + Windows key + number

Open the application’s menu on the task bar keys

Accessibility Keyboard Shortcuts for Windows 11

ACTION SHORTCUTS KEYS

Open Ease of Access Centre Win + U

Turn on Magnifier and Zoom in Win + plus (+) 

Zoom out using Magnifier Win + minus (-) 

Exit Magnifier Win + Esc

Switch to docked mode in Magnifier Ctrl + Alt + D

Switch to full-screen mode in Magnifier Ctrl + Alt + F

Switch to lens mode in Magnifier Ctrl + Alt + L

 ACTION SHORTCUTS KEYS

Invert colors in Magnifier Ctrl + Alt + I

Cycle through views in Magnifier Ctrl + Alt + M

Resize the lens with the mouse in Magnifier. Ctrl + Alt + R

Pan in the direction of the arrow keys in Magnifier. Ctrl + Alt + arrow keys

Zoom in or out using mouse Ctrl + Alt + mouse scroll

Open Narrator Win + Enter

Open on-screen keyboard Win + Ctrl + O

Turn Filter Keys on and off Press Right Shift for eight seconds

Turn High Contrast on or off Left Alt + left Shift + PrtSc

Turn Mouse Keys on or off Left Alt + left Shift + Num Lock

Turn Sticky Keys on or off Press Shift five times

Turn Toggle Keys on or off Press Num Lock for five seconds

Open Action Center Win + A

Desktop and Virtual Desktops Shortcuts for Windows 11

ACTION SHORTCUTS KEYS

Open Start menu Window logo key (Win)

Switch keyboard layout Ctrl + Shift

 ACTION SHORTCUTS KEYS

View all open apps Alt + Tab

Select more than one item on the desktop Ctrl + Arrow keys + Spacebar

Minimize all open windows Win + M

Maximize all minimized windows on the desktop. Win + Shift + M

Minimize or maximize all but the active window Win + Home

Snap the current app or window to the Left Win + Left Arrow Key

Snap the current app or window to the RIght. Win + Right Arrow Key

Stretch the active window to the top and bottom of the Win + Shift + Up arrow key
screen.

Restore or minimize active desktop windows vertically, Win + Shift + Down arrow key
maintaining width.

Open Desktop view Win + Tab

Add a new virtual desktop Win + Ctrl + D

Close the active virtual desktop. Win + Ctrl + F4

Toggle or switch to the virtual desktops you’ve created on Win key + Ctrl + Right arrow
the Right

Toggle or switch to the virtual desktops you’ve created on Win key + Ctrl + Left arrow
the Left

Create a shortcut CTRL + SHIFT while dragging icon

 ACTION SHORTCUTS KEYS

or file

Open WIndows Search Win + S or Win + Q

Take a peek look at the desktop until you release the Win + Comma (,)
WINDOWS key.

File Explorer Shortcuts for Windows 11

ACTION SHORTCUTS KEYS

Open the File Explorer. Win + E

Open the search box in the file explorer. Ctrl + E

Open the current window in a new window. Ctrl + N

Close active window. Ctrl + W

Start the mark mode Ctrl + M

Change the file and folder view. Ctrl + Mouse Scroll

Switch between left and right panes F6

Create a new folder. Ctrl + Shift + N

Expand all subfolders in the navigation pane on the left. Ctrl + Shift + E

Select address bar of the File Explorer. Alt + D

Ctrl + Shift + Number

Changes folder view. (1-8)
 ACTION SHORTCUTS KEYS

Display the preview panel. Alt + P

Open the Properties settings for the selected item. Alt + Enter

Expand the selected drive or folder Num Lock + plus (+)

Collapse the selected drive or folder. Num Lock + minus (-)

Expand all the subfolders under the selected drive or folder. Num Lock + asterisk (*)

Go the next folder. Alt + Right arrow

Alt + Left arrow (or

Go the previous folder Backspace)

Go to the parent folder the folder was in. Alt + Up arrow

Switch focus to address bar. F4

Refresh the File Explorer F5

Expand the current folder tree or select the first subfolder (if it’s Right Arrow key
expanded) in the left pane.

Collapse the current folder tree or select the parent folder (if it’s Left Arrow Key
collapsed) in the left pane.

Move to the top of the active window. Home

Move to the bottom of the active window. End

Command Prompt Shortcuts for Windows 11

 ACTION SHORTCUTS KEYS

Scroll to the top of the Command Prompt (cmd). Ctrl + Home

Scroll to the bottom of the cmd. Ctrl + End

Select everything on the current line Ctrl + A

Move the cursor up a page Page Up

Move the cursor down a page Page Down

Enter Mark mode. Ctrl + M

Move the cursor to the beginning of the buffer. Ctrl + Home (in Mark mode)

Move the cursor to the end of the buffer. Ctrl + End (in Mark mode)

Cycle through command history of active session Up or Down arrow keys

Move cursor left or right in the current command line. Left or Right arrow keys

Move your cursor to the start of the current line Shift + Home

Move your cursor to the end of the current line Shift + End

Move cursor up one screen and select text. Shift + Page Up

Move cursor down one screen and select text. Shift + Page Down

Move the screen up one line in the output history. Ctrl + Up arrow

Move the screen down one line in the output history. Ctrl + Down arrow

Move cursor up one line and select the text. Shift + Up 
 ACTION SHORTCUTS KEYS

Move cursor down one line and select the text. Shift + Down

Move the cursor one word at a time. Ctrl + Shift + Arrow Keys

Open search for Command Prompt. Ctrl + F

Dialog box Shortcuts for Windows 11

ACTION SHORTCUTS KEYS

Move forward through tabs. Ctrl + Tab

Move back through tabs. Ctrl + Shift + Tab

Switch to nth tab. Ctrl + N (number 1–9)

Show the items in the active list. F4

Move forward through options of the dialog box Tab

Move back through options of the dialog box Shift + Tab

Execute the command (or select the option) that is used with the Alt + underlined
underlined letter. letter

Check or Uncheck the check box if the active option is a check box. Spacebar

Select or move to a button in a group of active buttons. Arrow keys

Open the parent folder if a folder is selected in the Open or Save As Backspace
dialog box.
Other Keyboard Shortcuts for Windows 11
ACTION SHORTCUTS KEYS

Move forward through tabs. Ctrl + Tab

Move back through tabs. Ctrl + Shift + Tab

Switch to nth tab. Ctrl + N (number 1–9)

Show the items in the active list. F4

Move forward through options of the dialog box Tab

Move back through options of the dialog box Shift + Tab

Execute the command (or select the option) that is used with the Alt + underlined
underlined letter. letter

Check or Uncheck the check box if the active option is a check box. Spacebar

Select or move to a button in a group of active buttons. Arrow keys

Open the parent folder if a folder is selected in the Open or Save As Backspace
dialog box.

Keyboard Action

Shortcut

Win key Toggle the Start Menu.

Win  + A Open Quick Settings.

Win + B Set focus for the Show hidden icons dropdown menu.

Win + C Open Microsoft Teams Chat.

Keyboard Action

Shortcut

Win + Ctrl + C Toggle the Color Filters (you have to enable this shortcut first in

Color Filter settings).

Win + D Display and hide the desktop.

Win + E Open File Explorer.

Win + F Open Feedback Hub and takes a screenshot.

Win + G Open Xbox Game Bar when a game is open.

Win + H Launch voice typing.

Win + I Open the Windows 11 Settings app.

Win + K Open Cast from Quick Settings. You can use this shortcut to share

your device screen on your computer.

Win + L Lock your PC or switch accounts (if you have created more than one

account on your PC).

Win + M Minimize all the opened windows.

Win + Shift + M Restore all the minimized windows on the desktop.

Win + N Open the Notification Center and Calendar.

Win + O Lock your device orientation.

Win + P Used to select a presentation display mode.

Win + Ctrl + Q Open Quick Assist.

Win + Alt + R Used to record the video of the game that you are playing (using the
Keyboard Action

Shortcut

Xbox Game bar).

Win + R Open the Run dialog box.

Win + S Open Windows Search.

Win + Shift + S Used to take a screenshot of the entire screen or a part of it.

Win + T Cycle through apps on the Taskbar.

Win + U Open Accessibility Settings.

Win + V Open the Windows 11 Clipboard.

Note: You can turn off Clipboard history in Settings. Simply launch

the Settings app and go to System  > Clipboard, and turn off

the Clipboard history button. After that, the Win + V shortcut keys

will launch the Clipboard but not display the Clipboard history.

Win + Shift + V Set focus to a notification.

Win + W Open Windows 11 Widgets.

Win + X Open the Quick Link menu.

Win + Y Switch input between your desktop and Windows Mixed Reality.

Win + Z Open the snap layouts.

Win + period (.) Open Windows 11 Emoji Panel.

or Win +

semicolon (;)
Keyboard Action

Shortcut

Win + comma (,) Displays the desktop temporarily until you release the Windows logo

key.

Win + Pause Display the System Properties dialog box.

Win + Ctrl + F Search for PCs (if you’re connected to a network).

Win + number Open the app pinned on the taskbar in the position indicated by the

number. If the app is already running, you can use this shortcut to

switch to that app.

Win + Shift + Start a new instance of the app pinned to the taskbar in the position

number indicated by the number.

Win + Ctrl + Switch to the last active window of the app pinned to the taskbar in

number the position indicated by the number.

Win + Alt + Open the Jump List for the app pinned to the taskbar in the position

number indicated by the number.

Win + Ctrl + Shift Open a new instance of the app located at the given position on the

+ number taskbar as an administrator.

Win + Tab Open the Task View.

Win + Up arrow Maximize the window or app that is currently active.

Win + Alt + Up Snap the currently active window or app to the top half of the screen.

arrow
Keyboard Action

Shortcut

Win + Down Restores the currently active window or app.

arrow

Win + Alt + Down Snap the currently active window or app to the bottom half of the

arrow screen.

Win + Left arrow Maximize the currently active app or desktop window to the left side

of the screen.

Win + Right arrow Maximize the currently active app or desktop window to the right

side of the screen.

Win + Home Minimize all except the active desktop window or app (restores all

windows on the second stroke).

Win + Shift + Up Stretch the active desktop window or app to the top of the screen by

arrow maintaining its width.

Win + Shift + Restore the active desktop window or app or stretch it vertically

Down arrow downwards by maintaining its width. (Minimize the restored window

or app on the second stroke).

Win + Shift + Left Move an app or window on the desktop from one monitor to

arrow or Win + another.

Shift + Right

arrow

Win + Shift + Cycle backward through language and keyboard layout.

Spacebar

Win + Spacebar Switch between different input languages and keyboard layouts.
Keyboard Action

Shortcut

Win + Ctrl + Change to the previously selected input.

Spacebar

Win + Ctrl + Enter Turn on Narrator.

Win + Plus (+) Open Magnifier and zoom in.

Win + Minus (-) Zoom out in the Magnifier app.

Win + Esc Close the Magnifier app.

Win + Forward- Begin IME reconversion.

slash (/)

Win + Ctrl + Shift Wake PC from the blank or black screen.

+B

Win + PrtScn Save full-screen screenshot to file.

Win + Alt + Save a screenshot of the active game window to file (using Xbox

PrtScn Game Bar).

2] General keyboard shortcuts

The following general keyboard shortcuts let you perform your tasks on Windows 11 with ease.

Keyboard Shortcuts Action

Ctrl + X Cut the selected item or text.

Keyboard Shortcuts Action

Ctrl + C (or Ctrl + Copy the selected item or text.

Insert)

Ctrl + V (or Shift + Paste the selected item. Paste the copied text without losing

Insert) formatting.

Ctrl + Shift + V Paste the text without formatting.

Ctrl + Z Undo an action.

Alt + Tab Switch between open apps or windows.

Alt + F4 Close the currently active window or app.

Alt + F8 Show your password on the sign-in screen.

Alt + Esc Switch between the items in the order in which they were

opened.

Alt + underlined letter Perform the command for that letter.

Alt + Enter Display properties for the selected item.

Alt + Spacebar Open the shortcut menu for the active window. This menu

appears on the top left corner of the active window.

Alt + Left arrow Go back.

Alt + Right arrow Go forward.

Alt + Page Up Move up one screen.

Alt + Page Down Move down one screen.

Ctrl + F4 Close the active document (in apps that are full-screen and let
Keyboard Shortcuts Action

you have multiple documents open at the same time, such as

Word, Excel, etc.).

Ctrl + A Select all items in a document or window.

Ctrl + D (or Delete) Delete the selected item and move it to the Recycle Bin.

Ctrl + E Open Search. This shortcut works in most apps.

Ctrl + R (or F5) Refresh the active window. Reload the webpage in a web

browser.

Ctrl + Y Redo an action.

Ctrl + Right arrow Move the cursor to the beginning of the next word.

Ctrl + Left arrow Move the cursor to the beginning of the previous word.

Ctrl + Down arrow Move the cursor to the beginning of the next paragraph. This

shortcut may not work in some applications.

Ctrl + Up arrow Move the cursor to the beginning of the previous paragraph.

This shortcut may not work in some applications.

Ctrl + Alt + Tab Displays all the opened windows on your screen so that you can

switch to the desired one by using arrow keys or your mouse

click.

Alt + Shift + arrow keys Used to move an app or tile on the Start Menu.
 Keyboard Shortcuts Action

Ctrl + arrow key (to Select multiple individual items in a window or on the desktop.

move to an item) + Here, the spacebar acts as a left mouse click.

Spacebar

Ctrl + Shift + Right Used to select a complete word or text.

Arrow key or Shift +

Left Arrow key

Ctrl + Esc Open the Start Menu.

Ctrl + Shift + Esc Open the Task Manager.

Shift + F10 Opens the right-click context menu for the selected item.

Shift with any arrow Select more than one item in a window or on the desktop, or

key select text in a document.

Shift + Delete Permanently delete the selected item from your computer

without moving it to the Recycle Bin.

Right arrow Open the next menu to the right, or open a submenu.

Left arrow Open the next menu to the left, or close a submenu.

Esc Stop or leave the current task.

PrtScn Take a screenshot of your whole screen and copy it to the

clipboard. If you have enabled  OneDrive on your computer,

Windows saves the captured screenshot to OneDrive.

3] File Explorer keyboard shortcuts

In Windows 11 File Explorer, you can do your tasks quickly by using the following keyboard shortcuts.
Keyboard Action

Shortcuts

Alt + D Select the address bar.

Ctrl + E and Ctrl + F Both of these shortcuts select the search box.

Ctrl + F Select the search box.

Ctrl + N Open a new window.

Ctrl + W Close the active window.

Ctrl + mouse scroll Increase or decrease the size and appearance of file and folder

wheel icons.

Ctrl + Shift + E Expands the selected item in the left pane of File Explorer.

Ctrl + Shift + N Create a new folder.

Num Lock + asterisk Displays all the folders and subfolders under the selected item in

(*) the left pane of File Explorer.

Num Lock + plus Display the contents of the selected item in the left pane of the File

(+) Explorer.

Num Lock + minus Collapse the selected site in the left pane of the File Explorer.

(-)

Alt + P Toggles the preview panel.

Alt + Enter Open the Properties dialog box for the selected item.

Alt + Right arrow Used to move forward in File Explorer.

Alt + Up arrow Take you one step back in the File Explorer
Keyboard Action

Shortcuts

Alt + Left arrow Used to move back in File Explorer.

Backspace Used to view the previous folder.

Right arrow Expand the current selection (if it’s collapsed), or select the first

subfolder.

Left arrow Collapse the current selection (if it’s expanded), or select the folder

that the folder was in.

End Select the last item in the current directory or display the bottom

of the active window.

Home Select the first item in the current directory display the top of the

active window.

4] Taskbar keyboard shortcuts

The following table lists Windows 11 Taskbar keyboard shortcuts.

Keyboard Shortcuts Action

Shift + click on an app pinned on Open the app. If the app is already running, another

the Taskbar instance of the app will open.

Ctrl + Shift + click on an app Open the app as an administrator.

pinned on the Taskbar

Shift + right-click on an app Show the window menu for the app.

pinned on the Taskbar

Keyboard Shortcuts Action

Shift + right-click a grouped Show the window menu for the group.

taskbar button

Ctrl + click a grouped taskbar Cycle through the windows of the group.

button

5] Dialog box keyboard shortcuts

Keyboard Action

Shortcut

F4 Display the items in the active list.

Ctrl + Tab Move forward through tabs.

Ctrl + Shift + Tab Move back through tabs.

Ctrl + number Move to the nth tab.

(number 1–9)

Tab Move forward through options.

Shift + Tab Move back through options.

Spacebar Used to select or deselect the checkboxes.

Backspace Take you one step back or open a folder one level up if a folder is

selected in the Save As or Open dialog box.

Arrow keys Used to move through the items in a particular directory or move

the cursor in the specified direction in a document.

6] Command Prompt keyboard shortcuts

Keyboard Action

Shortcut

Ctrl + C (or Ctrl + Copy the selected text.

Insert)

Ctrl + V (or Shift + Paste the selected text.

Insert)

Ctrl + M Enter into the Mark mode.

Alt + selection key Begin selection in block mode.

Arrow keys Used to move the cursor in a specified direction.

Page up Move the cursor by one page up.

Page down Move the cursor by one page down.

Ctrl + Home Move the cursor to the beginning of the buffer. (This shortcut works

only if the Mark mode is enabled).

Ctrl + End Move the cursor to the end of the buffer. (To use this keyboard

shortcut, first, you have to enter into the Mark mode).

Ctrl + Up arrow Move up one line in the output history.

Ctrl + Down arrow Move down one line in the output history.

Ctrl + Home If the command line is empty, move the viewport to the top of the

(History navigation) buffer. Otherwise, delete all the characters to the left of the cursor

in the command line.

Ctrl + End (History If the command line is empty, move the viewport to the command

navigation) line. Otherwise, delete all the characters to the right of the cursor in
 Keyboard Action

Shortcut

the command line.

7] Windows 11 Settings app keyboard shortcuts

By using the following keyboard shortcuts, you can navigate through the Windows 11 Settings app without
using your mouse.

Keyboard Shortcuts Action

Win + I Open the Settings app.

Backspace Used to return to the Settings home page.

Type on any page with a search Search settings.

box

Tab Used to cycle through different sections in the Settings

app.

Arrow keys Used to cycle through different elements in a particular

section.

Spacebar or Enter Can be used as a left mouse click.

8] Keyboard shortcuts for Virtual Desktops

By using the following keyboard shortcuts, you can switch quickly between and close the specific virtual
desktops.

Keyboard Shortcuts Action

Win + Tab Open Task view.

Win + Ctrl + D Add a virtual desktop.

Win + Ctrl + Right arrow Switch between virtual desktops you’ve created on the right.
Keyboard Shortcuts Action

Win + Ctrl + Left arrow Switch between virtual desktops you’ve created on the left.

Win + Ctrl + F4 Close the virtual desktop you’re using.

9] Function keys shortcuts in Windows 11

Most of us do not know the use of Function keys in Windows OS. The following table will help you know what
tasks different Function keys perform.

Key Action

boa

rd

Sho

rtc

uts

F1 It is the default Help key in most of the apps.

F2 Rename the selected item.

F3 Search for a file or folder in File Explorer.

F4 Display the address bar list in File Explorer.

F5 Refresh the active window.

F6
 Cycle through screen elements in a window or on the desktop

 It also cycles through the pinned apps on the Taskbar.

 Takes you to the address bar if you press F6 in a web browser.

F7  Used for grammar and spell checking in some applications, like Microsoft
 Word.

 It also turns on the Caret Browsing in some web browsers like Firefox,

Chrome, etc. The Varet Browsing places a movable cursor on the web page

so that you can select or copy the text by using the arrow keys on your

keyboard.

F8 Used to enter into the Safe Mode while your system is booting.

F10 Activate the Menu bar in the active app.

F11  Maximize and restore the active window.

 It also activates the full-screen mode in some web browsers, like Firefox,

Chrome, etc.

F12 Opens the Save As dialog box in Microsoft Office applications like Word, Excel, etc.

WORD

Frequently used shortcuts

This table shows the most frequently used shortcuts
in Microsoft Word.

Press
To do this
Open a document. Ctrl+O
Create a new Ctrl+N
document.
Save the document. Ctrl+S
Close the document. Ctrl+W
Cut the selected Ctrl+X
content to the
Clipboard.
Copy the selected Ctrl+C
content to the
Clipboard.
Paste the contents of Ctrl+V
the Clipboard.
Select all document Ctrl+A
content.
Apply bold formatting Ctrl+B
to text.
Apply italic formatting Ctrl+I
to text.
Apply underline Ctrl+U
formatting to text.
Decrease the font size Ctrl+Left bracket ([)
by 1 point.
Increase the font size by Ctrl+Right bracket (])
1 point.
Center the text. Ctrl+E
Align the text to the Ctrl+L
left.
Align the text to the Ctrl+R
right.
Cancel a command. Esc
Undo the previous Ctrl+Z
action.
Redo the previous Ctrl+Y
action, if possible.
Adjust the zoom Alt+W, Q, then use the Tab key in
magnification. the Zoom dialog box to go to the value
you want.
Split the document Ctrl+Alt+S
window.
Remove the document Alt+Shift+C or Ctrl+Alt+S
window split.
Top of page
Close a task pane
To close a task pane using the keyboard:

1. Press F6 until the task pane is selected.

2. Press Ctrl+Spacebar.
3. Use the arrow keys to select Close, and then press
Enter.

Ribbon keyboard shortcuts

The ribbon groups related options on tabs. For example,
on the Home tab, the Font group includes the Font
Color option. Press the Alt key to display the ribbon
shortcuts, called Key Tips, as letters in small images next to
the tabs and options as shown in the image below.

Note: Add-ins and other programs can add new tabs to the ribbon and might provide access keys for
those tabs.

You can combine the Key Tips letters with the Alt key to
make shortcuts called Access Keys for the ribbon options.
For example, press Alt+H to open the Home tab, and
Alt+Q to move to the Tell Me or Search field. Press Alt
again to see Key Tips for the options for the selected tab.

Depending on the version of Office you are using,

the Search text field at the top of the app window might
be called Tell Me instead. Both offer a largely similar
experience, but some options and search results can vary.

In Office 2013 and Office 2010, most of the old Alt key
menu shortcuts still work, too. However, you need to know
the full shortcut. For example, press Alt, and then press one
of the old menu keys E (Edit), V (View), I (Insert), and so on.
A notification pops up saying you're using an access key
from an earlier version of Microsoft Office. If you know the
entire key sequence, go ahead and use it. If you don't
know the sequence, press Esc and use Key Tips instead.

Use the Access Keys for ribbon tabs

To go directly to a tab on the ribbon, press one of the
following access keys. Additional tabs might appear
depending on your selection in the document.

Press
To do this
Move to the Tell Me or Search field on the Ribbon Alt+Q, then
to search for assistance or Help content. enter the
search term.
Open the File page to use Backstage view. Alt+F
Open the Home tab to use common formatting Alt+H
commands, paragraph styles, and the Find tool.
Open the Insert tab to insert tables, pictures and Alt+N
shapes, headers, or text boxes.
Open the Design tab to use themes, colors, and Alt+G
effects, such as page borders.
Open the Layout tab to work with page margins, Alt+P
page orientation, indentation, and spacing.
Open the References tab to add a table of contents, Alt+S
footnotes, or a table of citations.
Open the Mailings tab to manage Mail Merge tasks Alt+M
and to work with envelopes and labels.
Open the Review tab to use Spell Check, set Alt+R
proofing languages, and to track and review
changes to your document.
Open the View tab to choose a document view or Alt+W
mode, such as Read Mode or Outline view. You can
also set the zoom magnification and manage
multiple document windows.
Top of page

Work in the ribbon with the keyboard

 Press
To do this
Select the active tab on Alt or F10. To move to a different tab,
the ribbon and activate use access keys or the arrow keys.
the access keys.
Move the focus to Tab key or Shift+Tab
commands on the
ribbon.
Move between Ctrl+Left or Right arrow key
command groupings on
the ribbon.
Move among the items Arrow keys
on the ribbon.
Show the tooltip for the Ctrl+Shift+F10
ribbon element currently
in focus.
Activate the selected Spacebar or Enter
button.
Open the list for the Down arrow key
selected command.
Open the menu for the Alt+Down arrow key
selected button.
When a menu or Down arrow key
submenu is open, move
to the next command.
Expand or collapse the Ctrl+F1
ribbon.
Open the context menu. Shift+F10

Or, on a Windows keyboard, the

Windows Menu key (between the right
Alt and right Ctrl keys)
Move to the submenu Left arrow key
when a main menu is
open or selected.
Top of page
Navigate the document
Press
To do this
Move the cursor one word to the left. Ctrl+Left arrow key
Move the cursor one word to the right. Ctrl+Right arrow key
Move the cursor up by one paragraph. Ctrl+Up arrow key
Move the cursor down by one paragraph. Ctrl+Down arrow key
Move the cursor to the end of the current End
line.
Move the cursor to the beginning the Home
current line.
Move the cursor to the top of the screen. Ctrl+Alt+Page up
Move the cursor to the bottom of the Ctrl+Alt+Page down
screen.
Move the cursor by scrolling the Page up
document view up by one screen.
Move the cursor by scrolling the Page down
document view down by one screen.
Move the cursor to the top of the next Ctrl+Page down
page.
Move the cursor to the top of the previous Ctrl+Page up
page.
Move the cursor to the end of the Ctrl+End
document.
Move the cursor to the beginning of the Ctrl+Home
document.
Move the cursor to the location of the Shift+F5
previous revision.
Move the cursor to the location of the last Shift+F5, immediately
revision made before the document was after opening the
last closed. document.
Cycle through floating shapes, such as text Ctrl+Alt+5, and then
boxes or images. the Tab key
repeatedly
 Press
To do this
Exit the floating shape navigation and Esc
return to the normal navigation.
Display the Navigation task pane, to Ctrl+F
search within the document content.
Display the Go To dialog box, to navigate Ctrl+G
to a specific page, bookmark, footnote,
table, comment, graphic, or other location.
Cycle through the locations of the four Ctrl+Alt+Z
previous changes made to the document.
Top of page

Navigate the document using the

browse options in Word 2007 and 2010
In Word 2007 and 2010, you can browse the document by
various types of objects, such as fields, footnotes,
headings, and graphics.

Press
To do this
Open the list of browse options to define the Ctrl+Alt+Home
type of object to browse by.
Move to the previous object of the defined type. Ctrl+Page up
Move to the next object of the defined type. Ctrl+Page
down
Top of page

Preview and print documents

Press
To do this
Print the document. Ctrl+P
Switch to print preview. Ctrl+Alt+I
Move around the preview page when Arrow keys
zoomed in.
 Press
To do this
Move by one preview page when zoomed Page up or Page
out. down
Move to the first preview page when Ctrl+Home
zoomed out.
Move to the last preview page when Ctrl+End
zoomed out.
Top of page

Select text and graphics

Press
To do this
Select text. Shift+Arrow keys
Select the word to the left. Ctrl+Shift+Left arrow
key
Select the word to the right. Ctrl+Shift+Right arrow
key
Select from the current position to the Shift+Home
beginning of the current line.
Select from the current position to the Shift+End
end of the current line.
Select from the current position to the Ctrl+Shift+Up arrow
beginning of the current paragraph. key
Select from the current position to the Ctrl+Shift+Down arrow
end of the current paragraph. key
Select from the current position to the Shift+Page up
top of the screen.
Select from the current position to the Shift+Page down
bottom of the screen.
Select from the current position to the Ctrl+Shift+Home
beginning of the document.
Select from the current position to the Ctrl+Shift+End
end of the document.
Select from the current position to the Ctrl+Alt+Shift+Page
 Press
To do this
bottom of the window. down
Select all document content. Ctrl+A
Top of page

Extend a selection
Press
To do this
Start extending the F8
selection.
In the extend selection mode, clicking a
location in the document extends the
current selection to that location.
Select the nearest F8, Left or Right arrow key
character to the left
or right.
Expand the selection. F8 repeatedly to expand the selection to
the entire word, sentence, paragraph,
section, and document.
Reduce the selection. Shift+F8
Select a vertical Ctrl+Shift+F8, then press the arrow keys
block of text.
Stop extending the Esc
selection.
Top of page

Edit text and graphics

Press
To do this
Delete one word to the left. Ctrl+Backspace
Delete one word to the right. Ctrl+Delete
Open the Clipboard task pane and Alt+H, F, O
enable the Office Clipboard, which
allows you to copy and paste content
between Microsoft Office apps.
 Press
To do this
Cut the selected content to the Ctrl+X
Clipboard.
Copy the selected content to the Ctrl+C
Clipboard.
Paste the contents of the Clipboard. Ctrl+V
Move the selected content to a F2, move the cursor to the
specific location. destination, and then press
Enter.
Copy the selected content to a Shift+F2, move the cursor
specific location. to the destination, and
then press Enter.
Define an AutoText block with the Alt+F3
selected content.
Insert an AutoText block. The first few characters of
the AutoText block, and
then press Enter when the
ScreenTip appears.
Cut the selected content to the Ctrl+F3
Spike.
Paste the contents of the Spike. Ctrl+Shift+F3
Copy the selected formatting. Ctrl+Shift+C
Paste the selected formatting. Ctrl+Shift+V
Copy the header or footer used in Alt+Shift+R
the previous section of the
document.
Display the Replace dialog box, to Ctrl+H
find and replace text, specific
formatting, or special items.
Display the Object dialog box, to Alt+N, J, J
insert a file object into the
document.
Insert a SmartArt graphic. Alt+N, M
Insert a WordArt graphic. Alt+N, W
Top of page
Align and format paragraphs
Press
To do this
Center the paragraph. Ctrl+E
Justify the paragraph. Ctrl+J
Align the paragraph to the left. Ctrl+L
Align the paragraph to the right. Ctrl+R
Indent the paragraph. Ctrl+M
Remove a paragraph indent. Ctrl+Shift+M
Create a hanging indent. Ctrl+T
Remove a hanging indent. Ctrl+Shift+T
Remove paragraph formatting. Ctrl+Q
Apply single spacing to the paragraph. Ctrl+1
Apply double spacing to the paragraph. Ctrl+2
Apply 1.5-line spacing to the paragraph. Ctrl+5
Add or remove space before the paragraph. Ctrl+0 (zero)
Enable AutoFormat. Ctrl+Alt+K
Apply the Normal style. Ctrl+Shift+N
Apply the Heading 1 style. Ctrl+Alt+1
Apply the Heading 2 style. Ctrl+Alt+2
Apply the Heading 3 style. Ctrl+Alt+3
Display the Apply Styles task pane. Ctrl+Shift+S
Display the Styles task pane. Ctrl+Alt+Shift+S
Top of page

Format characters
Press
To do this
Display the Font dialog box. Ctrl+D or Ctrl+Shift+F
Increase the font size. Ctrl+Shift+Right angle
bracket (>)
Decrease the font size. Ctrl+Shift+Left angle
 Press
To do this
bracket (<)
Increase the font size by 1 point. Ctrl+Right bracket (])
Decrease the font size by 1 point. Ctrl+Left bracket ([)
Switch the text between upper case, Shift+F3
lower case, and title case.
Change the text to all upper case. Ctrl+Shift+A
Hide the selected text. Ctrl+Shift+H
Apply bold formatting. Ctrl+B
Add a bulleted list. Ctrl+Shift+L
Apply underline formatting. Ctrl+U
Apply underline formatting to the Ctrl+Shift+W
words, but not the spaces.
Apply double-underline formatting. Ctrl+Shift+D
Apply italic formatting. Ctrl+I
Apply small caps formatting. Ctrl+Shift+K
Apply subscript formatting. Ctrl+Equal sign ( = )
Apply superscript formatting. Ctrl+Shift+Plus sign (+)
Remove manual character formatting. Ctrl+Spacebar
Change the selected text to the Symbol Ctrl+Shift+Q
font.
Top of page

Manage text formatting

Press
To do this
Display all nonprinting Ctrl+Shift+8 (do not use the
characters. numeric keypad)
Display the Reveal Shift+F1
Formatting task pane.
Top of page

Insert special characters

 Press
To do this
Insert a line break. Shift+Enter
Insert a page break. Ctrl+Enter
Insert a column break. Ctrl+Shift+Enter
Insert an em dash (—). Ctrl+Alt+Minus sign (on
the numeric keypad)
Insert an en dash (–). Ctrl+Minus sign (on the
numeric keypad)
Insert an optional hyphen. Ctrl+Hyphen (-)
Insert a nonbreaking hyphen. Ctrl+Shift+Hyphen (-)
Insert a nonbreaking space. Ctrl+Shift+Spacebar
Insert a copyright symbol (©). Ctrl+Alt+C
Insert a registered trademark symbol Ctrl+Alt+R
(®).
Insert a trademark symbol (™). Ctrl+Alt+T
Insert an ellipsis (…) Ctrl+Alt+Period (.)
Insert the Unicode character for the The character code, then
specified Unicode (hexadecimal) press Alt+X
character code. For example, to insert
the euro currency symbol ( ), type 20AC,
and then hold down Alt and press X.
Tip: To find out the Unicode character code for a selected character,
press Alt+X.

Insert the ANSI character for the Alt+the character code

specified ANSI (decimal) character code. (on the numeric keypad)
For example, to insert the euro currency
symbol, hold down Alt and press 0128
on the numeric keypad.
Top of page

Work with web content

Press
To do this
Insert a hyperlink. Ctrl+K
 Press
To do this
Go back one page. Alt+Left arrow key
Go forward one page. Alt+Right arrow key
Refresh the page. F9
Top of page

Work with tables

Move around in a table

Press
To do this
Move to the next cell in the row and Tab key
select its content.
Move to the previous cell in the row and Shift+Tab
select its content.
Move to the first cell in the row. Alt+Home
Move to the last cell in the row. Alt+End
Move to the first cell in the column. Alt+Page up
Move to the last cell in the column. Alt+Page down
Move to the previous row. Up arrow key
Move to the next row. Down arrow key
Move one row up. Alt+Shift+Up arrow
key
Move one row down. Alt+Shift+Down arrow
key
Top of page

Select table content

Press
To do this
Select the content in Tab key
the next cell.
Select the content in Shift+Tab
 Press
To do this
the previous cell.
Extend a selection to Shift+Arrow keys
adjacent cells.
Select a column. Select the top or bottom cell of the column,
and then press Shift+Up or Down arrow key
Select a row. Select the first or last cell in the row, and
then press Shift+Alt+End or Home.
Select the whole Alt+5 on the numeric keypad, with Num
table. Lock switched off
Top of page

Insert paragraphs and tab characters in a

table
Press
To do this
Insert a new paragraph in a cell. Enter
Insert a tab character in a cell. Ctrl+Tab
Top of page

Review a document
Press
To do this
Insert a comment. Ctrl+Alt+M
Turn change tracking on or off. Ctrl+Shift+E
Close the Reviewing Pane. Alt+Shift+C
Top of page

Work with references, citations,

and indexing
Use the following shortcuts to add references to your
document, such as a table of contents, footnotes, and
citations.

Press
To do this
Mark a table of contents entry. Alt+Shift+O
Mark a table of authorities entry Alt+Shift+I
(citation).
Choose citation options. Alt+Shift+F12, Spacebar
Mark an index entry. Alt+Shift+X
Insert a footnote. Ctrl+Alt+F
Insert an endnote. Ctrl+Alt+D
Go to the next footnote. Alt+Shift+Right angle
bracket (>)
Go to the previous footnote. Alt+Shift+Left angle bracket
(<)
Top of page

Work with mail merge and fields

To use the following keyboard shortcuts,
the Mailings ribbon tab must be selected. To select
the Mailings tab, press Alt+M.

Perform a mail merge

Press
To do this
Preview the mail merge. Alt+Shift+K
Merge a document. Alt+Shift+N
Print the merged document. Alt+Shift+M
Edit a mail-merge data document. Alt+Shift+E
Insert a merge field. Alt+Shift+F
Top of page
Work with fields
Press
To do this
Insert a DATE field. Alt+Shift+D
Insert a LISTNUM field. Ctrl+Alt+L
Insert a PAGE field. Alt+Shift+P
Insert a TIME field. Alt+Shift+T
Insert an empty field. Ctrl+F9
Update the linked information in a Word source Ctrl+Shift+F7
document.
Update the selected fields. F9
Unlink a field. Ctrl+Shift+F9
Switch between a selected field code and its Shift+F9
result.
Switch between all field codes and their results. Alt+F9
Run GOTOBUTTON or MACROBUTTON from a Alt+Shift+F9
field displaying field results.
Go to the next field. F11
Go to the previous field. Shift+F11
Lock a field. Ctrl+F11
Unlock a field. Ctrl+Shift+F11
Top of page

Work with text in other

languages

Set the proofing language

Every document has a default language, typically the same
default language as your computer's operating system. If
your document also contains words or phrases in a
different language, it's a good idea to set the proofing
language for those words. This not only makes it possible
to check spelling and grammar for those phrases, but it
also enables assistive technologies like screen readers to
handle them appropriately.

Press
To do this
Display the Language dialog box to set the proofing Alt+R, U,
language. L
Set default languages. Alt+R, L
Top of page

Insert international characters

To type a lowercase character by using a key combination
that includes the Shift key, hold down the
Ctrl+Shift+symbol keys simultaneously, and then release
them before you type the letter.
Note: If you type extensively in another language, you might prefer to switch to a different keyboard
instead.

Press
To insert this
à, è, ì, ò, ù, Ctrl+Grave accent (`), the letter
À, È, Ì, Ò, Ù
á, é, í, ó, ú, ý Ctrl+Single quotation mark ('), the letter
Á, É, Í, Ó, Ú, Ý
â, ê, î, ô, û Ctrl+Shift+Caret (^), the letter
Â, Ê, Î, Ô, Û
ã, ñ, õ Ctrl+Shift+Tilde (~), the letter
Ã, Ñ, Õ
ä, ë, ï, ö, ü, ÿ, Ctrl+Shift+Colon (:), the letter
Ä, Ë, Ï, Ö, Ü, Ÿ
å, Å Ctrl+Shift+At sign (@), a or A
æ, Æ Ctrl+Shift+Ampersand (&), a or A
œ, Œ Ctrl+Shift+Ampersand (&), o or O
ç, Ç Ctrl+Comma (,), c or C
ð, Ð Ctrl+Single quotation mark ('), d or D
ø, Ø Ctrl+Forward slash (/), o or O
 Press
To insert this
¿ Ctrl+Alt+Shift+Question mark (?)
¡ Ctrl+Alt+Shift+Exclamation point (!)
ß Ctrl+Shift+Ampersand (&), s
Top of page

Use Input Method Editors for East Asian

languages
Press
To do this
Switch to the Japanese Input Method Editor (IME) Alt+Tilde (~)
for a 101-key keyboard, if available.
Switch to the Korean Input Method Editor (IME) Right Alt
for a 101-key keyboard, if available.
Switch to the Chinese Input Method Editor (IME) Ctrl+Spacebar
for a 101-key keyboard, if available.
Top of page

Work with document views

Word offers several different views of a document. Each
view makes it easier to do certain tasks. For example, Read
Mode enables you view the document as a horizontal
sequence of pages, which you can quickly browse using
the Left and Right arrow keys.

Switch the document view

Press
To do this
Switch to the Read Mode view. Alt+W, F

In Word 2007 and 2010, this is called Full Screen

Reading view.
Switch to the Print Layout view. Ctrl+Alt+P
 Press
To do this
Switch to the Outline view. Ctrl+Alt+O
Switch to the Draft view. Ctrl+Alt+N
Top of page

Outline a document
These shortcuts only apply when the document is in
the Outline view.

Press
To do this
Promote a paragraph. Alt+Shift+Left arrow key
Demote a paragraph. Alt+Shift+Right arrow key
Demote the paragraph to body text. Ctrl+Shift+N
Move the selected paragraphs up. Alt+Shift+Up arrow key
Move the selected paragraphs down. Alt+Shift+Down arrow key
Expand the text under a heading. Alt+Shift+Plus sign (+)
Collapse the text under a heading. Alt+Shift+Minus sign (-)
Expand or collapse all text or Alt+Shift+A
headings.
Hide or display the character Forward slash (/) (on the
formatting. numeric keypad)
Switch between showing the first line Alt+Shift+L
of body text and showing all body
text.
Show all headings with the Heading Alt+Shift+1
1 style.
Show all headings with the specified Alt+Shift+Heading level
heading level. number
Insert a tab character. Ctrl+Tab
Top of page

Move through the document in Read

Mode
 Press
To do this
Move to the beginning of the Home
document.
Move to the end of the End
document.
Go to a specific page. Type the page number, then
press Enter
Exit Read Mode. Esc
Top of page

Use function key shortcuts

Description
Key
F1  F1 alone: displays the Word help task pane.
 Shift+F1: displays or hides context-sensitive help or
the Reveal Formatting task pane.
 Ctrl+F1: displays or hides the ribbon.
 Alt+F1: moves to the next field.
 Alt+Shift+F1: moves to the previous field.

F2  F2 alone: moves the selected text or graphic. Use the

arrow keys to place the cursor where you want to
move the text or graphic, and then press Enter to
move, or press Esc to cancel.
 Shift+F2: copies the selected text or graphic. Use the
arrow keys to place the cursor where you want to copy
the text or graphic, and then press Enter to copy, or
press Esc to cancel.
 Ctrl+F2: displays the print preview area on
the Print tab in the Backstage view.
 Alt+Shift+F2: saves the document.
 Ctrl+Alt+F2: displays the Open dialog box.

F3  Shift+F3: switches the selected text between upper

case, lower case, and title case.
 Ctrl+F3: cuts the selected content to the Spike. You
can cut multiple texts and graphics to the Spike, and
 Press
To do this
Go to the Formula tab. Alt+M
Hide the selected rows. Ctrl+9
Hide the selected columns. Ctrl+0
Top of Page

Ribbon keyboard shortcuts

The ribbon groups related options on tabs. For example,
on the Home tab, the Number group includes
the Number Format option. Press the Alt key to display
the ribbon shortcuts, called Key Tips, as letters in small
images next to the tabs and options as shown in the image
below.

You can combine the Key Tips letters with the Alt key to
make shortcuts called Access Keys for the ribbon options.
For example, press Alt+H to open the Home tab, and
Alt+Q to move to the Tell me or Search field. Press Alt
again to see KeyTips for the options for the selected tab.

Depending on the version of Office you are using,

the Search text field at the top of the app window might
be called Tell Me instead. Both offer a largely similar
experience, but some options and search results can vary.

In Office 2013 and Office 2010, most of the old Alt key
menu shortcuts still work, too. However, you need to know
the full shortcut. For example, press Alt, and then press one
of the old menu keys, for example, E (Edit), V (View), I
(Insert), and so on. A notification pops up saying you're
using an access key from an earlier version of Microsoft
Office. If you know the entire key sequence, go ahead, and
use it. If you don't know the sequence, press Esc and use
Key Tips instead.
Use the Access keys for ribbon tabs
To go directly to a tab on the ribbon, press one of the
following access keys. Additional tabs might appear
depending on your selection in the worksheet.

Press
To do this
Move to the Tell me or Search field on the ribbon Alt+Q, then
and type a search term for assistance or Help enter the
content. search term.
Open the File menu. Alt+F
Open the Home tab and format text and numbers Alt+H
and use the Find tool.
Open the Insert tab and insert PivotTables, charts, Alt+N
add-ins, Sparklines, pictures, shapes, headers, or
text boxes.
Open the Page Layout tab and work with themes, Alt+P
page setup, scale, and alignment.
Open the Formulas tab and insert, trace, and Alt+M
customize functions and calculations.
Open the Data tab and connect to, sort, filter, Alt+A
analyze, and work with data.
Open the Review tab and check spelling, add notes Alt+R
and threaded comments, and protect sheets and
workbooks.
Open the View tab and preview page breaks and Alt+W
layouts, show and hide gridlines and headings, set
zoom magnification, manage windows and panes,
and view macros.
Top of Page

Work in the ribbon with the keyboard

Press
To do this
Select the active tab on Alt or F10. To move to a different tab,
 Press
To do this
the ribbon and activate use access keys or the arrow keys.
the access keys.
Move the focus to Tab key or Shift+Tab
commands on the ribbon.
Move down, up, left, or Arrow keys
right, respectively, among
the items on the ribbon.
Show the tooltip for the Ctrl+Shift+F10
ribbon element currently
in focus.
Activate a selected button. Spacebar or Enter
Open the list for a Down arrow key
selected command.
Open the menu for a Alt+Down arrow key
selected button.
When a menu or submenu Down arrow key
is open, move to the next
command.
Expand or collapse the Ctrl+F1
ribbon.
Open a context menu. Shift+F10

Or, on a Windows keyboard, the

Windows Menu key (usually between
the Alt Gr and right Ctrl keys)
Move to the submenu Left arrow key
when a main menu is
open or selected.
Move from one group of Ctrl+Left or Right arrow key
controls to another.
Top of Page

Keyboard shortcuts for

navigating in cells
Press
To do this
Move to the previous cell in a Shift+Tab
worksheet or the previous option in a
dialog box.
Move one cell up in a worksheet. Up arrow key
Move one cell down in a worksheet. Down arrow key
Move one cell left in a worksheet. Left arrow key
Move one cell right in a worksheet. Right arrow key
Move to the edge of the current data Ctrl+Arrow key
region in a worksheet.
Enter the End mode, move to the next End, Arrow key
nonblank cell in the same column or
row as the active cell, and turn
off End mode. If the cells are blank,
move to the last cell in the row or
column.
Move to the last cell on a worksheet, Ctrl+End
to the lowest used row of the
rightmost used column.
Extend the selection of cells to the last Ctrl+Shift+End
used cell on the worksheet (lower-
right corner).
Move to the cell in the upper-left Home+Scroll lock
corner of the window when Scroll lock
is turned on.
Move to the beginning of a Ctrl+Home
worksheet.
Move one screen down in a Page down
worksheet.
Move to the next sheet in a Ctrl+Page down
workbook.
Move one screen to the right in a Alt+Page down
 Press
To do this
worksheet.
Move one screen up in a worksheet. Page up
Move one screen to the left in a Alt+Page up
worksheet.
Move to the previous sheet in a Ctrl+Page up
workbook.
Move one cell to the right in a Tab key
worksheet. Or, in a protected
worksheet, move between unlocked
cells.
Open the list of validation choices on Alt+Down arrow key
a cell that has data validation option
applied to it.
Cycle through floating shapes, such as Ctrl+Alt+5, then the Tab
text boxes or images. key repeatedly
Exit the floating shape navigation and Esc
return to the normal navigation.
Scroll horizontally. Ctrl+Shift, then scroll your
mouse wheel up to go left,
down to go right
Zoom in. Ctrl+Alt+Equal sign ( = )
 Zoom out. Ctrl+Alt+Minus sign (-)
Top of Page

Keyboard shortcuts for

formatting cells
Press
To do this
Open the Format Cells dialog box. Ctrl+1
Format fonts in the Format Ctrl+Shift+F or
Cells dialog box. Ctrl+Shift+P
Edit the active cell and put the F2
insertion point at the end of its
 Press
To do this
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 the arrow keys to create a
reference.
Insert a note. Shift+F2

Open and edit a cell note. Shift+F2

Insert a threaded comment. Ctrl+Shift+F2

Open and reply to a threaded Ctrl+Shift+F2

comment.
Open the Insert dialog box to insert Ctrl+Shift+Plus sign (+)
blank cells.
Open the Delete dialog box to delete Ctrl+Minus sign (-)
selected cells.
Enter the current time. Ctrl+Shift+Colon (:)
Enter the current date. Ctrl+Semicolon (;)
Switch between displaying cell values Ctrl+Grave accent (`)
or formulas in the worksheet.
Copy a formula from the cell above Ctrl+Apostrophe (')
the active cell into the cell or the
formula bar.
Move the selected cells. Ctrl+X
Copy the selected cells. Ctrl+C
Paste content at the insertion point, Ctrl+V
replacing any selection.
Open the Paste Special dialog box. Ctrl+Alt+V
Italicize text or remove italic Ctrl+I or Ctrl+3
formatting.
Bold text or remove bold formatting. Ctrl+B or Ctrl+2
Underline text or remove underline. Ctrl+U or Ctrl+4
Apply or remove strikethrough Ctrl+5
formatting.
 Press
To do this
Switch between hiding objects, Ctrl+6
displaying objects, and displaying
placeholders for objects.
Apply an outline border to the Ctrl+Shift+Ampersand
selected cells. sign (&)
Remove the outline border from the Ctrl+Shift+Underscore
selected cells.
Display or hide the outline symbols. Ctrl+8
Use the Fill Down command to copy Ctrl+D
the contents and format of the
topmost cell of a selected range into
the cells below.
Apply the General number format. Ctrl+Shift+Tilde sign (~)
Apply the Currency format with two Ctrl+Shift+Dollar sign ($)
decimal places (negative numbers in
parentheses).
Apply the Percentage format with no Ctrl+Shift+Percent sign
decimal places. (%)
Apply the Scientific number format Ctrl+Shift+Caret sign (^)
with two decimal places.
Apply the Date format with the day, Ctrl+Shift+Number sign
month, and year. (#)
Apply the Time format with the hour Ctrl+Shift+At sign (@)
and minute, and AM or PM.
Apply the Number format with two Ctrl+Shift+Exclamation
decimal places, thousands separator, point (!)
and minus sign (-) for negative values.
Open the Insert hyperlink dialog box. Ctrl+K
Check spelling in the active worksheet F7
or selected range.
Display the Quick Analysis options for Ctrl+Q
selected cells that contain data.
Display the Create Table dialog box. Ctrl+L or Ctrl+T
Open the Workbook Statistics dialog Ctrl+Shift+G
box.
Top of Page

Keyboard shortcuts in the Paste Special

dialog box in Excel 2013
In Excel 2013, you can paste a specific aspect of the copied
data like its formatting or value using the Paste
Special options. After you’ve copied the data, press
Ctrl+Alt+V, or Alt+E+S to open the Paste Special dialog
box.

Tip: You can also select Home > Paste > Paste Special.

To pick an option in the dialog box, press the underlined

letter for that option. For example, press the letter C to
pick the Comments option.

To do this
Paste all cell contents and formatting.
Paste only the formulas as entered in the formula bar.
Paste only the values (not the formulas).
Paste only the copied formatting.
Paste only comments and notes attached to the cell.
Paste only the data validation settings from copied cells.
Paste all cell contents and formatting from copied cells.
Paste all cell contents without borders.
Paste only column widths from copied cells.
Paste only formulas and number formats from copied cells.
Paste only the values (not formulas) and number formats
To do this
from copied cells.
Top of Page

Keyboard shortcuts for making

selections and performing
actions
Press
To do this
Select the entire worksheet. Ctrl+A or
Ctrl+Shift+Spacebar
Select the current and next sheet Ctrl+Shift+Page down
in a workbook.
Select the current and previous Ctrl+Shift+Page up
sheet in a workbook.
Extend the selection of cells by Shift+Arrow key
one cell.
Extend the selection of cells to the Ctrl+Shift+Arrow key
last nonblank cell in the same
column or row as the active cell, or
if the next cell is blank, to the next
nonblank cell.
Turn extend mode on and use the F8
arrow keys to extend a selection.
Press again to turn off.
Add a non-adjacent cell or range Shift+F8
to a selection of cells by using the
arrow keys.
Start a new line in the same cell. Alt+Enter
Fill the selected cell range with the Ctrl+Enter
current entry.
Complete a cell entry and select Shift+Enter
the cell above.
 Press
To do this
Select an entire column in a Ctrl+Spacebar
worksheet.
Select an entire row in a Shift+Spacebar
worksheet.
Select all objects on a worksheet Ctrl+Shift+Spacebar
when an object is selected.
Extend the selection of cells to the Ctrl+Shift+Home
beginning of the worksheet.
Select the current region if the Ctrl+A or
worksheet contains data. Press a Ctrl+Shift+Spacebar
second time to select the current
region and its summary rows.
Press a third time to select the
entire worksheet.
Select the current region around Ctrl+Shift+Asterisk sign (*)
the active cell.
Select the first command on the Home
menu when a menu or submenu is
visible.
Repeat the last command or Ctrl+Y
action, if possible.
Undo the last action. Ctrl+Z
Expand grouped rows or columns. While hovering over the
collapsed items, press and
hold the Shift key and scroll
down.
Collapse grouped rows or While hovering over the
columns. expanded items, press and
hold the Shift key and scroll
up.
Top of Page

Keyboard shortcuts for working

with data, functions, and the
formula bar
Press
To do this
Edit the active cell and put the insertion F2
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 the arrow keys to create
a reference.
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 Enter
select the cell below.
Move the cursor to the end of the text Ctrl+End
when in the formula bar.
Select all text in the formula bar from the Ctrl+Shift+End
cursor position to the end.
Calculate all worksheets in all open F9
workbooks.
Calculate the active worksheet. Shift+F9
Calculate all worksheets in all open Ctrl+Alt+F9
workbooks, regardless of whether they
have changed since the last calculation.
Check dependent formulas, and then Ctrl+Alt+Shift+F9
calculate all cells in all open workbooks,
including cells not marked as needing to be
calculated.
Display the menu or message for an Error Alt+Shift+F10
Checking button.
Display the Function Arguments dialog Ctrl+A
box when the insertion point is to the right
of a function name in a formula.
Insert argument names and parentheses Ctrl+Shift+A
when the insertion point is to the right of a
 Press
To do this
function name in a formula.
Insert the AutoSum formula Alt+Equal sign ( = )
Invoke Flash Fill to automatically recognize Ctrl+E
patterns in adjacent columns and fill the
current column
Cycle through all combinations of absolute F4
and relative references in a formula if a cell
reference or range is selected.
Insert a function. Shift+F3
Copy the value from the cell above the Ctrl+Shift+Straight
active cell into the cell or the formula bar. quotation mark (")
Create an embedded chart of the data in Alt+F1
the current range.
Create a chart of the data in the current F11
range in a separate Chart sheet.
Define a name to use in references. Alt+M, M, D
Paste a name from the Paste Name dialog F3
box (if names have been defined in the
workbook).
Move to the first field in the next record of Enter
a data form.
Create, run, edit, or delete a macro. Alt+F8
Open the Microsoft Visual Basic For Alt+F11
Applications Editor.
Top of Page

Keyboard shortcuts for

refreshing external data
Use the following keys to refresh data from external data
sources.
 Press
To do this
Stop a refresh operation. Esc
Refresh data in the current worksheet. Ctrl+F5
Refresh all data in the workbook. Ctrl+Alt+F5
Top of Page

Power Pivot keyboard shortcuts

Use the following keyboard shortcuts with Power Pivot in
Microsoft 365, Excel 2019, Excel 2016, and Excel 2013.

Press
To do this
Open the context menu for the selected cell, Shift+F10
column, or row.
Select the entire table. Ctrl+A
Copy selected data. Ctrl+C
Delete the table. Ctrl+D
Move the table. Ctrl+M
Rename the table. Ctrl+R
Save the file. Ctrl+S
Redo the last action. Ctrl+Y
Undo the last action. Ctrl+Z
Select the current column. Ctrl+Spacebar
Select the current row. Shift+Spacebar
Select all cells from the current location to the Shift+Page down
last cell of the column.
Select all cells from the current location to the Shift+Page up
first cell of the column.
Select all cells from the current location to the Shift+End
last cell of the row.
Select all cells from the current location to the Shift+Home
first cell of the row.
Move to the previous table. Ctrl+Page up
Move to the next table. Ctrl+Page down
 Press
To do this
Move to the first cell in the upper-left corner of Ctrl+Home
selected table.
Move to the last cell in the lower-right corner Ctrl+End
of selected table.
Move to the first cell of the selected row. Ctrl+Left arrow
key
Move to the last cell of the selected row. Ctrl+Right arrow
key
Move to the first cell of the selected column. Ctrl+Up arrow
key
Move to the last cell of selected column. Ctrl+Down arrow
key
Close a dialog box or cancel a process, such as Ctrl+Esc
a paste operation.
Open the AutoFilter Menu dialog box. Alt+Down arrow
key
Open the Go To dialog box. F5
Recalculate all formulas in the Power Pivot F9
window. For more information, see Recalculate
Formulas in Power Pivot.
 Top of Page

Function keys
Description
Key
F1  F1 alone: displays the Excel Help task pane.
 Ctrl+F1: displays or hides the ribbon.
 Alt+F1: creates an embedded chart of the data in the
current range.
 Alt+Shift+F1: inserts a new worksheet.
 Ctrl+Shift+F1: toggles full screen mode

F2  F2 alone: edit the active cell and put the insertion

point at the end of its contents. Or, if editing is turned
 Description
Key
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 the arrow keys to create a
reference.
 Shift+F2: adds or edits a cell note.
 Ctrl+F2: displays the print preview area on
the Print tab in the Backstage view.

F3  F3 alone: displays the Paste Name dialog box.

Available only if names have been defined in the
workbook.
 Shift+F3: displays the Insert Function dialog box.

F4  F4 alone: repeats the last command or action, if

possible.

When a cell reference or range is selected in a

formula, F4 cycles through all the various
combinations of absolute and relative references.

 Ctrl+F4: closes the selected workbook window.

 Alt+F4: closes Excel.

F5  F5 alone: displays the Go To dialog box.

 Ctrl+F5: restores the window size of the selected
workbook window.

F6  F6 alone: switches between the worksheet, ribbon,

task pane, and Zoom controls. In a worksheet that has
been split, F6 includes the split panes when switching
between panes and the ribbon area.
 Shift+F6: switches between the
worksheet, Zoom controls, task pane, and ribbon.
 Ctrl+F6: switches between two Excel windows.
 Ctrl+Shift+F6: switches between all Excel windows.

F7  F7 alone: Opens the Spelling dialog box to check

spelling in the active worksheet or selected range.
 Ctrl+F7: performs the Move command on the
workbook window when it is not maximized. Use the
 Description
Key
arrow keys to move the window, and when finished
press Enter, or Esc to cancel.

F8  F8 alone: turns extend mode on or off. In extend

mode, Extended Selection appears in the status line,
and the arrow keys extend the selection.
 Shift+F8: enables you to add a non-adjacent cell or
range to a selection of cells by using the arrow keys.
 Ctrl+F8: performs the Size command when a
workbook is not maximized.
 Alt+F8: displays the Macro dialog box to create, run,
edit, or delete a macro.

F9  F9 alone: calculates all worksheets in all open

workbooks.
 Shift+F9: calculates the active worksheet.
 Ctrl+Alt+F9: calculates all worksheets in all open
workbooks, regardless of whether they have changed
since the last calculation.
 Ctrl+Alt+Shift+F9: rechecks dependent formulas, and
then calculates all cells in all open workbooks,
including cells not marked as needing to be
calculated.
 Ctrl+F9: minimizes a workbook window to an icon.

F10  F10 alone: turns key tips on or off. (Pressing Alt does
the same thing.)
 Shift+F10: displays the context menu for a selected
item.
 Alt+Shift+F10: displays the menu or message for
an Error Checking button.
 Ctrl+F10: maximizes or restores the selected
workbook window.

F11  F11 alone: creates a chart of the data in the current

range in a separate Chart sheet.
 Shift+F11: inserts a new worksheet.
 Alt+F11: opens the Microsoft Visual Basic For
Applications Editor, in which you can create a macro
 Description
Key
by using Visual Basic for Applications (VBA).

F12  F12 alone: displays the Save As dialog box.

Top of Page

Other useful shortcut keys

Description
Key
Alt  Displays the Key Tips (new shortcuts) on the
ribbon.

For example,

 Alt, W, P switches the worksheet to Page

Layout view.
 Alt, W, L switches the worksheet
to Normal view.
 Alt, W, I switches the worksheet to Page Break
Preview view.

Arrow  Move one cell up, down, left, or right in a

keys worksheet.
 Ctrl+Arrow key moves to the edge of the
current data region in a worksheet.
 Shift+Arrow key extends the selection of cells
by one cell.
 Ctrl+Shift+Arrow key extends the selection of
cells to the last nonblank cell in the same
column or row as the active cell, or if the next
cell is blank, extends the selection to the next
nonblank cell.
 Left or Right arrow key selects the tab to the
left or right when the ribbon is selected. When
a submenu is open or selected, these arrow
keys switch between the main menu and the
submenu. When a ribbon tab is selected, these
keys navigate the tab buttons.
 Description
Key
 Down or Up arrow key selects the next or
previous command when a menu or submenu
is open. When a ribbon tab is selected, these
keys navigate up or down the tab group.
 In a dialog box, arrow keys move between
options in an open drop-down list, or between
options in a group of options.
 Down or Alt+Down arrow key opens a selected
drop-down list.

Backspace  Deletes one character to the left in the formula

bar.
 Clears the content of the active cell.
 In cell editing mode, it deletes the character to
the left of the insertion point.

Delete  Removes the cell contents (data and formulas)

from selected cells without affecting cell
formats, threaded comments, or notes.
 In cell editing mode, it deletes the character to
the right of the insertion point.

End  End turns End mode on or off. In End mode,

you can press an arrow key to move to the next
nonblank cell in the same column or row as the
active cell. End mode turns off automatically
after pressing the arrow key. Make sure to
press End again before pressing the next arrow
key. End mode is shown in the status bar when
it is on.
 If the cells are blank, pressing End followed by
an arrow key moves to the last cell in the row
or column.
 End also selects the last command on the menu
when a menu or submenu is visible.
 Ctrl+End moves to the last cell on a worksheet,
to the lowest used row of the rightmost used
column. If the cursor is in the formula bar,
Ctrl+End moves the cursor to the end of the
 Description
Key
text.
 Ctrl+Shift+End extends the selection of cells to
the last used cell on the worksheet (lower-right
corner). If the cursor is in the formula bar,
Ctrl+Shift+End selects all text in the formula
bar from the cursor position to the end—this
does not affect the height of the formula bar.

Enter  Completes a cell entry from the cell or the

formula bar and selects the cell below (by
default).
 In a data form, it moves to the first field in the
next record.
 Opens a selected menu (press F10 to activate
the menu bar) or performs the action for a
selected command.
 In a dialog box, it performs the action for the
default command button in the dialog box (the
button with the bold outline, often
the OK button).
 Alt+Enter starts a new line in the same cell.
 Ctrl+Enter fills the selected cell range with the
current entry.
 Shift+Enter completes a cell entry and selects
the cell above.

Esc  Cancels an entry in the cell or formula bar.

 Closes an open menu or submenu, dialog box,
or message window.

Home  Moves to the beginning of a row in a

worksheet.
 Moves to the cell in the upper-left corner of the
window when Scroll lock is turned on.
 Selects the first command on the menu when a
menu or submenu is visible.
 Ctrl+Home moves to the beginning of a
worksheet.
 Ctrl+Shift+Home extends the selection of cells
 Description
Key
to the beginning of the worksheet.

Page  Moves one screen down in a worksheet.

down  Alt+Page down moves one screen to the right
in a worksheet.
 Ctrl+Page down moves to the next sheet in a
workbook.
 Ctrl+Shift+Page down selects the current and
next sheet in a workbook.

Page up  Moves one screen up in a worksheet.

 Alt+Page up moves one screen to the left in a
worksheet.
 Ctrl+Page up moves to the previous sheet in a
workbook.
 Ctrl+Shift+Page up selects the current and
previous sheet in a workbook.

Shift  Hold the Shift key while you drag a selected

row, column, or selected cells to move the
selected cells and drop to insert them in a new
location.

Spacebar  In a dialog box, performs the action for the

selected button, or selects or clears a checkbox.
 Ctrl+Spacebar selects an entire column in a
worksheet.
 Shift+Spacebar selects an entire row in a
worksheet.
 Ctrl+Shift+Spacebar selects the entire
worksheet.
 If the worksheet contains data,
Ctrl+Shift+Spacebar selects the current region.
Pressing Ctrl+Shift+Spacebar a second time
selects the current region and its summary
rows. Pressing Ctrl+Shift+Spacebar a third time
selects the entire worksheet.
 When an object is selected,
Ctrl+Shift+Spacebar selects all objects on a
 Description
Key
worksheet.
 Alt+Spacebar displays the Control menu for
the Excel window.

Tab key  Moves one cell to the right in a worksheet.

 Moves between unlocked cells in a protected
worksheet.
 Moves to the next option or option group in a
dialog box.
 Shift+Tab moves to the previous cell in a
worksheet or the previous option in a dialog
box.
 Ctrl+Tab switches to the next tab in a dialog
box, or (if no dialog box is open) switches
between two Excel windows. 
 Ctrl+Shift+Tab switches to the previous tab in a
dialog box, or (if no dialog box is open)
switches between all Excel windows.

EXCEL Formulas

1. SUM

The SUM() function, as the name suggests, gives the total of the selected range of cell
values. It performs the mathematical operation which is addition. Here’s an example of it
below:

Fig: Sum function in Excel

As you can see above, to find the total amount of sales for every unit, we had to simply type
in the function “=SUM(C2:C4)”. This automatically adds up 300, 385, and 480. The result is
stored in C5. 

2. AVERAGE
The AVERAGE() function focuses on calculating the average of the selected range of cell
values. As seen from the below example, to find the avg of the total sales, you have to simply
type in “AVERAGE(C2, C3, C4)”. 

Fig: Average function in Excel

It automatically calculates the average, and you can store the result in your desired location.

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3. COUNT

The function COUNT() counts the total number of cells in a range that contains a number. It
does not include the cell, which is blank, and the ones that hold data in any other format apart
from numeric. 

Fig: Microsoft Excel Function - Count

As seen above, here, we are counting from C1 to C4, ideally four cells. But since the COUNT
function takes only the cells with numerical values into consideration, the answer is 3 as the
cell containing “Total Sales” is omitted here. 

If you are required to count all the cells with numerical values, text, and any other data
format, you must use the function ‘COUNTA()’. However, COUNTA() does not count any
blank cells.

To count the number of blank cells present in a range of cells, COUNTBLANK() is used.  

4. SUBTOTAL

Moving ahead, let’s now understand how the subtotal function works. The SUBTOTAL()
function returns the subtotal in a database. Depending on what you want, you can select
either average, count, sum, min, max, min, and others. Let’s have a look at two such
examples.

Fig: Subtotal function in Excel

In the example above, we have performed the subtotal calculation on cells ranging from A2 to
A4. As you can see, the function used is “=SUBTOTAL(1, A2: A4), in the subtotal list “1”
refers to average. Hence, the above function will give the average of A2: A4 and the answer
to it is 11, which is stored in C5.

Similarly, “=SUBTOTAL(4, A2: A4)” selects the cell with the maximum value from A2 to A4,
which is 12. Incorporating “4” in the function provides the maximum result. 

Fig: Count function in Excel

5. MODULUS

The MOD() function works on returning the remainder when a particular number is divided by
a divisor. Let’s now have a look at the examples below for better understanding.

 In the first example, we have divided 10 by 3. The remainder is calculated using the
function “=MOD(A2,3)”. The result is stored in B2. We can also directly type “=MOD(10,3)”
as it will give the same answer. 

Fig: Modulus function in Excel

 Similarly, here, we have divided 12 by 4. The remainder is 0 is, which is stored in B3. 
 Fig: Modulus function in Excel

6. POWER

The function “Power()” returns the result of a number raised to a certain power. Let’s have a
look at the examples shown below:

Fig: Power function in Excel

As you can see above, to find the power of 10 stored in A2 raised to 3, we have to type “=
POWER (A2,3)”. This is how power function works in Excel.

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7. CEILING

Next, we have the ceiling function. The CEILING() function rounds a number up to its nearest
multiple of significance. 

      

Fig: Ceiling function in Excel

The nearest highest multiple of 5 for 35.316 is 40.

8. FLOOR

Contrary to the Ceiling function, the floor function rounds a number down to the nearest
multiple of significance.
 Fig: Floor function in Excel

The nearest lowest multiple of 5 for 35.316 is 35.

9. CONCATENATE

This function merges or joins several text strings into one text string. Given below are the
different ways to perform this function.

 In this example, we have operated with the syntax =CONCATENATE(A25, " ", B25)

Fig: Concatenate function in Excel

 In this example, we have operated with the syntax =CONCATENATE(A27&" "&B27)

Fig: Concatenate function in Excel

Those were the two ways to implement the concatenation operation in Excel.

Also Read: How to Use Concatenate in Excel?

10. LEN

The function LEN() returns the total number of characters in a string. So, it will count the
overall characters, including spaces and special characters. Given below is an example of the
Len function.

    

Fig: Len function in Excel

Let’s now move onto the next Excel function on our list of this article.

11. REPLACE

As the name suggests, the REPLACE() function works on replacing the part of a text string
with a different text string. 

The syntax is “=REPLACE(old_text, start_num, num_chars, new_text)”. Here, start_num

refers to the index position you want to start replacing the characters with. Next, num_chars
indicate the number of characters you want to replace. 

Let’s have a look at the ways we can use this function.

 Here, we are replacing A101 with B101 by typing “=REPLACE(A15,1,1,"B")”. 

   

Fig: Replace function in Excel

 Next, we are replacing A102 with A2102 by typing “=REPLACE(A16,1,1, "A2")”. 

Fig: Replace function in Excel

 Finally, we are replacing Adam with Saam by typing “=REPLACE(A17,1,2, "Sa")”. 

Fig: Replace function in Excel

Let’s now move to our next function. 

12. SUBSTITUTE

The SUBSTITUTE() function replaces the existing text with a new text in a text string. 

The syntax is “=SUBSTITUTE(text, old_text, new_text, [instance_num])”.

Here, [instance_num] refers to the index position of the present texts more than once. 
Given below are a few examples of this function:

 Here, we are substituting “I like” with “He likes” by typing “=SUBSTITUTE(A20, "I like","He
likes")”. 

  

Fig: Substitute function in Excel

 Next, we are substituting the second 2010 that occurs in the original text in cell A21 with
2016 by typing “=SUBSTITUTE(A21,2010, 2016,2)”.

Fig: Substitute function in Excel

 Now, we are replacing both the 2010s in the original text with 2016 by typing
“=SUBSTITUTE(A22,2010,2016)”.

Fig: Substitute function in Excel

That was all about the substitute function, let’s now move on to our next function. 

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13. LEFT, RIGHT, MID

The LEFT() function gives the number of characters from the start of a text string. Meanwhile,
the MID() function returns the characters from the middle of a text string, given a starting
position and length. Finally, the right() function returns the number of characters from the end
of a text string.  

Let’s understand these functions with a few examples.

 In the example below, we use the function left to obtain the leftmost word on the sentence
in cell A5.
 Fig: Left function in Excel

Shown below is an example using the mid function.

Fig: Mid function in Excel

 Here, we have an example of the right function.

Fig: Right function in Excel

14. UPPER, LOWER, PROPER

The UPPER() function converts any text string to uppercase. In contrast, the LOWER()
function converts any text string to lowercase. The PROPER() function converts any text
string to proper case, i.e., the first letter in each word will be in uppercase, and all the other
will be in lowercase.

Let’s understand this better with the following examples:

 Here, we have converted the text in A6 to a full uppercase one in A7.

Fig: Upper function in Excel

 Now, we have converted the text in A6 to a full lowercase one, as seen in A7.
 Fig: Lower function in Excel

 Finally, we have converted the improper text in A6 to a clean and proper format in A7.

Fig: Proper function in Excel

Now, let us hop on to exploring some date and time functions in Excel.

15. NOW()

The NOW() function in Excel gives the current system date and time.

Fig: Now function in Excel

The result of the NOW() function will change based on your system date and time.

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16. TODAY()

The TODAY() function in Excel provides the current system date.

Fig: Today function in Excel

The function DAY() is used to return the day of the month. It will be a number between 1 to
31. 1 is the first day of the month, 31 is the last day of the month.

Fig: Day function in Excel

The MONTH() function returns the month, a number from 1 to 12, where 1 is January and 12
is December.

 Fig: Month function in Excel

The YEAR() function, as the name suggests, returns the year from a date value.

Fig: Year function in Excel

17. TIME()

The TIME() function converts hours, minutes, seconds given as numbers to an Excel serial
number, formatted with a time format.

Fig: Time function in Excel

18. HOUR, MINUTE, SECOND

The HOUR() function generates the hour from a time value as a number from 0 to 23. Here, 0
means 12 AM and 23 is 11 PM.

Fig: Hour function in Excel

The function MINUTE(), returns the minute from a time value as a number from 0 to 59.

Fig: Minute function in Excel

The SECOND() function returns the second from a time value as a number from 0 to 59.

Fig: Second function in Excel

19. DATEDIF

The DATEDIF() function provides the difference between two dates in terms of years,
months, or days.

Below is an example of a DATEDIF function where we calculate the current age of a person
based on two given dates, the date of birth and today’s date.

Fig: Datedif function in Excel

Now, let’s skin through a few critical advanced functions in Excel that are popularly used to
analyze data and create reports.

20. VLOOKUP

Next up in this article is the VLOOKUP() function. This stands for the vertical lookup that is
responsible for looking for a particular value in the leftmost column of a table. It then returns a
value in the same row from a column you specify. 

Below are the arguments for the VLOOKUP function:

lookup_value - This is the value that you have to look for in the first column of a table.

table - This indicates the table from which the value is retrieved.

col_index - The column in the table from the value is to be retrieved.

range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.

We will use the below table to learn how the VLOOKUP function works.

If you wanted to find the department to which Stuart belongs, you could use the VLOOKUP
function as shown below:

Fig: Vlookup function in Excel

Here, A11 cell has the lookup value, A2: E7 is the table array, 3 is the column index number
with information about departments, and 0 is the range lookup. 

If you hit enter, it will return “Marketing”, indicating that Stuart is from the marketing
department.

21. HLOOKUP

Similar to VLOOKUP, we have another function called HLOOKUP() or horizontal lookup. The

function HLOOKUP looks for a value in the top row of a table or array of benefits. It gives the
value in the same column from a row you specify.

Below are the arguments for the HLOOKUP function:

 lookup_value - This indicates the value to lookup.

 table - This is the table from which you have to retrieve data.

 row_index - This is the row number from which to retrieve data.

 range_lookup - [optional] This is a boolean to indicate an exact match or approximate

match. The default value is TRUE, meaning an approximate match.

Given the below table, let’s see how you can find the city of Jenson using HLOOKUP.

                                                     Fig: Hlookup function in Excel

Here, H23 has the lookup value, i.e., Jenson, G1:M5 is the table array, 4 is the row index
number, 0 is for an approximate match.

Once you hit enter, it will return “New York”.

 22. IF Formula

The IF() function checks a given condition and returns a particular value if it is TRUE. It will
return another value if the condition is FALSE.

In the below example, we want to check if the value in cell A2 is greater than 5. If it’s greater
than 5, the function will return “Yes 4 is greater”, else it will return “No”.
                      Fig: If function in Excel

In this case, it will return ‘No’ since 4 is not greater than 5.

‘IFERROR’ is another function that is popularly used. This function returns a value if an
expression evaluates to an error, or else it will return the value of the expression.

Suppose you want to divide 10 by 0. This is an invalid expression, as you can’t divide a
number by zero. It will result in an error. 

The above function will return “Cannot divide”.

23. INDEX-MATCH

The INDEX-MATCH function is used to return a value in a column to the left. With VLOOKUP,
you're stuck returning an appraisal from a column to the right. Another reason to use index-
match instead of VLOOKUP is that VLOOKUP needs more processing power from Excel.
This is because it needs to evaluate the entire table array which you've selected. With
INDEX-MATCH, Excel only has to consider the lookup column and the return column.

Using the below table, let’s see how you can find the city where Jenson resides.

                                                       Fig: Index-Match function in Excel

Now, let’s find the department of Zampa.

24. COUNTIF

The function COUNTIF() is used to count the total number of cells within a range that meet
the given condition. 

Below is a coronavirus sample dataset with information regarding the coronavirus cases and
deaths in each country and region.

Let’s find the number of times Afghanistan is present in the table.

                          

                    
            

Fig: Countif function in Excel

The COUNTIFS function counts the number of cells specified by a given set of conditions.

If you want to count the number of days in which the cases in India have been greater than
100. Here is how you can use the COUNTIFS function.
25. SUMIF

The SUMIF() function adds the cells specified by a given condition or criteria.

Below is the coronavirus dataset using which we will find the total number of cases in India till
3rd Jun 2020. (Our dataset has information from 31st Dec 2020 to 3rd Jun 2020).

                              

                     
   

 Fig: Sumif function in Excel

The SUMIFS() function adds the cells specified by a given set of conditions or criteria.

Let’s find the total cases in France on those days when the deaths have been less than 100.