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Excel 2003 Keyboard Shortcuts
Contents
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Keys for workbooks and worksheets
Preview and Print
Display the Print dialogue box CTRL+P or CTRL+SHIFT+F12.
To get to print preview, press ALT+F, then press V.
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Use this key:
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To do this:
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| Arrow keys | Move around the page when zoomed in. |
| PAGE UP or PAGE DOWN | Move by one page when zoomed out. |
| CTRL+UP ARROW or CTRL+LEFT ARROW | Move to the first page when zoomed out. |
| CTRL+DOWN ARROW or CTRL+RIGHT ARROW | Move to the last page when zoomed out. |
Work with Worksheets
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Use this key:
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To do this:
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|---|---|
| SHIFT+F11 or ALT+SHIFT+F1 | Insert a new worksheet. |
| CTRL+PAGE DOWN | Move to the next sheet in the workbook. |
| CTRL+PAGE UP | Move to the previous sheet in the workbook. |
| SHIFT+CTRL+PAGE DOWN | Select the current and next sheet. To cancel selection of multiple sheets, press CTRL+PAGE DOWN or, to select a different sheet, press CTRL+PAGE UP. |
| SHIFT+CTRL+PAGE UP | Select the current and previous sheet. |
| ALT+O H R | Rename the current sheet (Format menu, Sheet submenu, Rename command). |
| ALT+E M | Move or copy the current sheet (Edit menu, Move or Copy Sheet command). |
| ALT+E L | Delete the current sheet (Edit menu, Delete Sheet command). |
Move and Scroll within Worksheets
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Use this key:
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To do this:
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|---|---|
| Arrow keys | Move one cell up, down, left, or right. |
| CTRL+arrow key | Move to the edge of the current data region (Data region: A range of cells that contains data and that is bounded by empty cells or worksheet borders.). |
| HOME | Move to the beginning of the row. |
| CTRL+HOME | Move to the beginning of the worksheet. |
| CTRL+END | Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column. |
| PAGE DOWN | Move down one screen. |
| PAGE UP | Move up one screen. |
| ALT+PAGE DOWN | Move one screen to the right. |
| ALT+PAGE UP | Move one screen to the left. |
| F6 | Switch to the next pane in a worksheet that has been split (Window menu, Split command). |
| SHIFT+F6 | Switch to the previous pane in a worksheet that has been split. |
| CTRL+BACKSPACE | Scroll to display the active cell. |
| F5 | Display the Go To dialogue box. |
| SHIFT+F5 | Display the Find dialogue box. |
| SHIFT+F4 | Repeat the last Find action (same as Find Next). |
| TAB | Move between unlocked cells on a protected worksheet. |
Move within a selected range
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Use this key:
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To do this:
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|---|---|
| ENTER | Move from top to bottom within the selected range. |
| SHIFT+ENTER | Move from bottom to top within the selected range. |
| TAB | Move from left to right within the selected range. If cells in a single column are selected, move down. |
| SHIFT+TAB | Move from right to left within the selected range. If cells in a single column are selected, move up. |
| CTRL+. (Full stop) | Move clockwise to the next corner of the selected range. |
| CTRL+ALT+RIGHT ARROW | In nonadjacent selections, switch to the next selection to the right. |
| CTRL+ALT+LEFT ARROW | Switch to the next nonadjacent selection to the left. |
Note: You can change the direction of movement after pressing ENTER or SHIFT+ENTER: press ALT+T and then O (Tools menu, Options command), press CTRL+TAB until the Edit tab is selected, and then change the Move selection after Enter settings.
Move and Scroll in End mode
END appears in the status bar when End mode is selected.
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Use this key:
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To do this:
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|---|---|
| END key | Turn End mode on or off. |
| END+arrow key | Move by one block of data within a row or column. |
| END+HOME | Move to the last cell on the worksheet, in the bottom-most used row of the rightmost used column. |
| END+ENTER | Move to the rightmost non-blank cell in the
current row. This key sequence does not work if you have turned on transition navigation keys (Tools menu, Options command, Transition tab). |
Move and scroll with SCROLL LOCK on
When you use scrolling keys (such as PAGE UP and PAGE DOWN) with SCROLL LOCK off, cell selection moves the distance you scroll. To scroll without changing which cells are selected, turn on SCROLL LOCK first.
When you turn Scroll Lock on, SCRL appears in the Status Bar.
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Use this key:
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To do this:
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| SCROLL LOCK | Turn SCROLL LOCK on or off. |
| HOME | Move to the cell in the upper-left corner of the window. |
| END | Move to the cell in the lower-right corner of the window. |
| UP ARROW or DOWN ARROW | Scroll one row up or down. |
| LEFT ARROW or RIGHT ARROW | Scroll one column left or right. |
Keys for selecting data and cells
Select cells, rows and columns, and objects
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Use this key:
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To do this:
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| CTRL+SPACE | Select the entire column. |
| SHIFT+SPACE | Select the entire row. |
| CTRL+A | Select the entire worksheet. |
| SHIFT+BACKSPACE | With multiple cells selected, select only the active cell. |
| CTRL+SHIFT+SPACE | With an object selected, select all objects on a sheet. |
| CTRL+6 | Alternate between hiding objects, displaying objects, and displaying placeholders for objects. |
Select cells with specific characteristics
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Use this key:
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To do this:
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|---|---|
| CTRL+SHIFT+* (asterisk) | Select the current region around the active cell (the data area enclosed by blank rows and blank columns). In a PivotTable report, select the entire PivotTable report. |
| CTRL+/ | Select the array containing the active cell. (Array: Used to build single formulae that produce multiple results or that operate on a group of arguments that are arranged in rows and columns. An array range shares a common formula; an array constant is a group of constants used as an argument.) |
| CTRL+SHIFT+O (the letter O) | Select all cells that contain comments. |
| CTRL+\ | In a selected row, select the cells that don't match the value in the active cell. |
| CTRL+SHIFT+| | In a selected column, select the cells that don't match the value in the active cell. |
| CTRL+[ (opening bracket) | Select all cells directly referenced by formulae in the selection. |
| CTRL+SHIFT+{ (opening brace) | Select all cells directly or indirectly referenced by formulae in the selection. |
| CTRL+] (closing bracket) | Select cells that contain formulae that directly reference the active cell. |
| CTRL+SHIFT+} (closing brace) | Select cells that contain formulae that directly or indirectly reference the active cell. |
| ALT+; (semicolon) | Select the visible cells in the current selection. |
Extend a selection
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Use this key:
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To do this:
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| F8 | Turn extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the selection. |
| SHIFT+F8 | Add another range of cells to the selection; or use the arrow keys to move to the start of the range you want to add, and then press F8 and the arrow keys to select the next range. |
| SHIFT+arrow key | Extend the selection by one cell. |
| CTRL+SHIFT+arrow key | Extend the selection to the last nonblank cell in the same column or row as the active cell. |
| SHIFT+HOME | Extend the selection to the beginning of the row. |
| CTRL+SHIFT+HOME | Extend the selection to the beginning of the worksheet. |
| CTRL+SHIFT+END | Extend the selection to the last used cell on the worksheet (lower-right corner). |
| SHIFT+PAGE DOWN | Extend the selection down one screen. |
| SHIFT+PAGE UP | Extend the selection up one screen. |
| END+SHIFT+arrow key | Extend the selection to the last nonblank cell in the same column or row as the active cell. |
| END+SHIFT+HOME | Extend the selection to the last used cell on the worksheet (lower-right corner). |
| END+SHIFT+ENTER | Extend the selection to the last cell in the current row. This key sequence does not work if you have turned on transition navigation keys (Tools menu, Options command, Transition tab). |
| SCROLL LOCK+SHIFT+HOME | Extend the selection to the cell in the upper-left corner of the window. |
| SCROLL LOCK+SHIFT+END | Extend the selection to the cell in the lower-right corner of the window. |
Keys for entering, editing, formatting, and calculating data
Enter data
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Use this key:
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To do this:
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| ENTER | Complete a cell entry and select the cell below. |
| ALT+ENTER | Start a new line in the same cell. |
| CTRL+ENTER | Fill the selected cell range with the current entry. |
| SHIFT+ENTER | Complete a cell entry and select the previous cell above. |
| TAB | Complete a cell entry and select the next cell to the right. |
| SHIFT+TAB | Complete a cell entry and select the previous cell to the left. |
| ESC | Cancel a cell entry. |
| Arrow keys | Move one character up, down, left, or right. |
| HOME | Move to the beginning of the line. |
| F4 or CTRL+Y | Repeat the last action. |
| CTRL+SHIFT+F3 | Create names from row and column labels. (Name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) |
| CTRL+D | Fill down. |
| CTRL+R | Fill to the right. |
| CTRL+F3 | Define a name. |
| CTRL+K | Insert a hyperlink. |
| CTRL+; (semicolon) | Enter the date. |
| CTRL+SHIFT+: (colon) | Enter the time. |
| ALT+DOWN ARROW | Display a drop-down list of the values in the current column of a range. |
| CTRL+Z | Undo the last action. |
Enter Special Characters
Press F2 to edit the cell, turn on NUM LOCK, and then press the following keys by using the numeric key pad:
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Use this key combination:
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To enter this:
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| ALT+0162 | Enters the cent character ¢. |
| ALT+0163 | Enters the pound sterling character £. |
| ALT+0165 | Enters the yen symbol ¥. |
| ALT+0128 | Enters the euro symbol €. |
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Use this key:
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To do this:
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| = (equal sign) | Start a formula. |
| F2 | Move the insertion point into the Formula Bar when editing in a cell is turned off. |
| BACKSPACE | In the Formula Bar, delete one character to the left. |
| ENTER | Complete a cell entry from the cell or Formula Bar. |
| CTRL+SHIFT+ENTER | Enter a formula as an array formula. (Array formula: A formula that performs multiple calculations on one or more sets of values, and then returns either a single result or multiple results. Array formulae are enclosed between braces { }). |
| ESC | Cancel an entry in the cell or Formula Bar. |
| SHIFT+F3 | In a formula, display the Insert Function dialogue box. |
| CTRL+A | When the insertion point is to the right of a function name in a formula, display the Function Arguments dialogue box. |
| CTRL+SHIFT+A | When the insertion point is to the right of a function name in a formula, insert the argument names and parentheses. |
| F3 | Paste a defined name into a formula. (Name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) |
| ALT+= (equal sign) | Insert an AutoSum formula with the SUM function. |
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CTRL+SHIFT+" (quotation mark) |
Copy the value from the cell above the active cell into the cell or the Formula Bar. |
| CTRL+' (apostrophe) | Copies a formula from the cell above the active cell into the cell or the Formula Bar. |
| CTRL+` (single left quotation mark - the key to the left of 1 on the top row of the keyboard) | Alternate between displaying cell values and displaying formulae. |
| F9 | Calculate all worksheets in all open workbooks. When a portion of a formula is selected, calculate the selected portion. You can then press ENTER or CTRL+SHIFT+ENTER (for array formulae) to replace the selected portion with the calculated value. |
| SHIFT+F9 | Calculate the active worksheet. |
| CTRL+ALT+F9 | Calculate all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. |
| CTRL+ALT+SHIFT+F9 | Rechecks dependent formulae and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. |
Edit data
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Use this key:
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To do this:
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| F2 | Edit the active cell and position the insertion point at the end of the cell contents. |
| ALT+ENTER | Start a new line in the same cell. |
| BACKSPACE | Edit the active cell and then clear it, or delete the preceding character in the active cell as you edit cell contents. |
| DELETE | Delete the character to the right of the insertion point, or delete the selection. |
| CTRL+DELETE | Delete text to the end of the line. |
| F7 | Display the Spelling dialogue box. |
| SHIFT+F2 | Edit a cell comment. |
| ENTER | Complete a cell entry and select the next cell below. |
| CTRL+Z | Undo the last action. |
| ESC | Cancel a cell entry. |
| CTRL+SHIFT+Z | When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic correction. |
Insert, Delete, and Copy Cells
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Use this key:
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To do this:
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| CTRL+C | Copy the selected cells. |
| CTRL+C, immediately followed by another CTRL+C | Display the Microsoft Office Clipboard (multiple copy and paste). |
| CTRL+X | Cut the selected cells. |
| CTRL+V | Paste copied cells. |
| DELETE | Clear the contents of the selected cells. |
| CTRL+HYPHEN | Delete the selected cells. |
| CTRL+SHIFT+PLUS SIGN | Insert blank cells. |
Format Data
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Use this key:
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To do this:
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| ALT+' (apostrophe) | Display the Style dialogue box. |
| CTRL+1 | Display the Format Cells dialogue box. |
| CTRL+SHIFT+~ | Apply the General number format. |
| CTRL+SHIFT+$ | Apply the Currency format with two decimal places (negative numbers in parentheses). |
| CTRL+SHIFT+% | Apply the Percentage format with no decimal places. |
| CTRL+SHIFT+^ | Apply the Exponential number format with two decimal places. |
| CTRL+SHIFT+# | Apply the Date format with the day, month, and year. |
| CTRL+SHIFT+@ | Apply the Time format with the hour and minute, and AM or PM. |
| CTRL+SHIFT+! | Apply the Number format with two decimal places, thousands separator, and minus sign (-) for negative values. |
| CTRL+B | Apply or remove bold formatting. |
| CTRL+I | Apply or remove italic formatting. |
| CTRL+U | Apply or remove underlining. |
| CTRL+5 | Apply or remove strikethrough. |
| CTRL+9 | Hide the selected rows. |
| CTRL+SHIFT+( (opening parenthesis) | Unhide any hidden rows within the selection. |
| CTRL+0 (zero) | Hide the selected columns. |
| CTRL+SHIFT+) (closing parenthesis) | Unhide any hidden columns within the selection. |
| CTRL+SHIFT+& | Apply the outline border to the selected cells. |
| CTRL+SHIFT+_ | Remove the outline border from the selected cells. |
Use the Border tab in the Format Cells dialogue box
Press CTRL+1 to display this dialogue box.
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Use this key:
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To do this:
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| ALT+T | Apply or remove the top border. |
| ALT+B | Apply or remove the bottom border. |
| ALT+L | Apply or remove the left border. |
| ALT+R | Apply or remove the right border. |
| ALT+H | If cells in multiple rows are selected, apply or remove the horizontal divider. |
| ALT+V | If cells in multiple columns are selected, apply or remove the vertical divider. |
| ALT+D | Apply or remove the downward diagonal border. |
| ALT+U | Apply or remove the upward diagonal border. |
Keys for filtering, outlining, and managing ranges
Use data forms (Data menu, Form command)
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Use this key:
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To do this:
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| DOWN ARROW | Move to the same field in the next record. |
| UP ARROW | Move to the same field in the previous record. |
| TAB and SHIFT+TAB | Move to each field in the record, then to each command button. |
| ENTER | Move to the first field in the next record. |
| SHIFT+ENTER | Move to the first field in the previous record. |
| PAGE DOWN | Move to the same field 10 records forward. |
| CTRL+PAGE DOWN | Start a new, blank record. |
| PAGE UP | Move to the same field 10 records back. |
| CTRL+PAGE UP | Move to the first record. |
| HOME or END | Move to the beginning or end of a field. |
| SHIFT+END | Extend selection to the end of a field. |
| SHIFT+HOME | Extend selection to the beginning of a field. |
| LEFT ARROW or RIGHT ARROW | Move one character left or right within a field. |
| SHIFT+LEFT ARROW | Select the character to the left within a field. |
| SHIFT+RIGHT ARROW | Select the character to the right within a field. |
Filter ranges (Data menu, AutoFilter command)
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Use this key:
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To do this:
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| ALT+DOWN ARROW | In the cell that contains the drop-down arrow, displays the AutoFilter list for the current column. |
| DOWN ARROW | Selects the next item in the AutoFilter list. |
| UP ARROW | Selects the previous item in the AutoFilter list. |
| ALT+UP ARROW | Closes the AutoFilter list for the current column. |
| HOME | Selects the first item (All) in the AutoFilter list. |
| END | Selects the last item in the AutoFilter list. |
| ENTER | Filters the range based on the item selected from the AutoFilter list. |
Show, hide, and outline data
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Use this key:
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To do this:
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| ALT+SHIFT+RIGHT ARROW | Groups rows or columns. |
| ALT+SHIFT+LEFT ARROW | Ungroups rows or columns. |
| CTRL+8 | Displays or hides the outline symbols. |
| CTRL+9 | Hides the selected rows. |
| CTRL+SHIFT+( (opening parenthesis) | Unhides any hidden rows within the selection. |
| CTRL+0 (zero) | Hides the selected columns. |
| CTRL+SHIFT+) (closing parenthesis) | Unhides any hidden columns within the selection. |
Keys for PivotTable and PivotChart reports
Lay out a report on screen
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Press F10 to make the menu bar active.
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Press CTRL+TAB or CTRL+SHIFT+TAB to make the PivotTable Field List active.
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Press the DOWN ARROW or UP ARROW key to select the field you want. Press RIGHT ARROW or LEFT ARROW to open or close a field that can be expanded.
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Press TAB to select the Add To list, and then press DOWN ARROW to open the list.
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Press DOWN ARROW or UP ARROW to select the area where you want to move the field, and then press ENTER.
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Press TAB to select the Add To button, and then press ENTER.
Use the PivotTable and PivotChart Wizard - Layout dialogue box
To display this dialogue box, press TAB until Layout is selected in Step 3 of the PivotTable and PivotChart Wizard.
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Use this key:
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To do this:
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| UP ARROW or DOWN ARROW | Select the previous or next field button in the list on the right. |
| LEFT ARROW or RIGHT ARROW | With two or more columns of field buttons, select the button to the left or right. |
| ALT+R | Move the selected field into the Row area. |
| ALT+C | Move the selected field into the Column area. |
| ALT+D | Move the selected field into the Data area. |
| ALT+P | Move the selected field into the Page area. |
| ALT+L | Display the PivotTable Field dialogue box for the selected field. |
Display and hide items in a field
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Use this key:
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To do this:
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|---|---|
| ALT+DOWN ARROW | Display the drop-down list for a field in a PivotTable or PivotChart report. Use the arrow keys to select the field. |
| UP ARROW | Select the previous item in the range. |
| DOWN ARROW | Select the next item in the range. |
| RIGHT ARROW | For an item that has lower-level items available, display the lower-level items. |
| LEFT ARROW | For an item that has lower-level items displayed, hide the lower-level items. |
| HOME | Select the first visible item in the list. |
| END | Select the last visible item in the list. |
| ENTER | Close the list and displays the selected items. |
| SPACE | Check, double-check, or clear a check box in the list. Double-check selects both an item and all of its lower-level items. |
| TAB | Switch between the list, the OK button, and the Cancel button. |
Change the layout of a report
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Use this key:
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To do this:
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|---|---|
| CTRL+SHIFT+* (asterisk) | Select an entire PivotTable report. |
| ALT+SHIFT+RIGHT ARROW | Group the selected items in a PivotTable field. |
| ALT+SHIFT+LEFT ARROW | Ungroup grouped items in a PivotTable field. |
Keys for charts
Create charts and select chart elements
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Use this key:
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To do this:
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|---|---|
| F11 or ALT+F1 | Create a chart of the data in the current range. |
| CTRL+PAGE DOWN | Select a chart sheet: selects the next sheet in the workbook, until the chart sheet you want is selected. |
| CTRL+PAGE UP | Select a chart sheet: selects the previous sheet in the workbook, until the chart sheet you want is selected. |
| DOWN ARROW | Select the previous group of elements in a chart. |
| UP ARROW | Select the next group of elements in a chart. |
| RIGHT ARROW | Select the next element within a group. |
| LEFT ARROW | Select the previous element within a group. |
Select an embedded chart
- Display the Drawing toolbar: Press ALT+V, press T, press DOWN ARROW until Drawing is selected, and then press ENTER.
- Press F10 to make the menu bar active.
- Press CTRL+TAB or CTRL+SHIFT+TAB to select the Drawing toolbar.
- Press the RIGHT ARROW key to select the Select Objects button on the Drawing toolbar.
- Press CTRL+ENTER to select the first object.
- Press the TAB key to cycle forward (or SHIFT+TAB to cycle backward) through the objects until round sizing handles appear on the embedded chart you want to select. (Sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.)
- Press CTRL+ENTER to make the chart active so that you can select elements within it.
Keys for working with Macros
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Use this key:
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To do this:
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|---|---|
| ALT+F8 | Display the Macro dialogue box. |
| ALT+F11 | Display the Visual Basic Editor. |
| CTRL+F11 | Insert a Microsoft Excel 4.0 macro sheet. |
Keys for working with multiple languages
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Use this key:
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To do this:
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|---|---|
| CTRL+RIGHT SHIFT | Switch to right-to-left paragraph direction (the text must contain only neutral characters). (Neutral characters: Characters that do not have strong right-to-left or left-to-right language attributes. Numerals are an example of neutral characters). |
| CTRL+LEFT SHIFT | Switch to left-to-right paragraph direction (the text must contain only neutral characters). |
| ALT+SHIFT+UP ARROW | In Japanese text for which you've displayed phonetic guides, moves the pointer into the phonetic guides. |
| ALT+SHIFT+DOWN ARROW | Moves the pointer from the phonetic guides back to the parent string of characters. |
| NUM LOCK, ALT+numeric pad numbers | Enter a Unicode character. |
| ALT+X | Pressed immediately after typing the hexadecimal
code for a Unicode character, converts the numbers to the character. Pressed immediately following a Unicode character, converts the character to its hexadecimal code. |
Keys for drawing objects and other objects
When both the Reviewing and Drawing toolbars are onscreen, ALT+U switches between the Review command and the AutoShapes command, and ENTER performs the selected command.