Excel shortcuts are not just a string of characters; they are powerful tools that help accountants save time and focus more on data analysis and financial management. In this article, we will share the most basic shortcuts for accountants in Excel. Let’s explore.
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1. Benefits of using shortcuts in accounting work
- Increase work speed: Using shortcuts helps accountants work faster, without having to constantly switch between the keyboard and mouse.
- Reduce errors: Using keyboard shortcuts helps avoid errors caused by mouse input.
- Increased productivity: With keyboard shortcuts, accountants can perform functions, calculations, and data formatting as quickly as possible, focusing on their main work without interruption.
- Convenience in everyday work: With familiarity with keyboard shortcuts, accountants can easily perform more complex operations, such as creating formulas, sorting data, or adding filters, without having to search through menus.
2. Summary of quick Excel shortcuts for accountants
Basic shortcuts in Excel
First, everyone needs to grasp some basic and most used shortcuts when working on Excel, including:
- Ctrl + A: Select all content in the spreadsheet.
- Ctrl + B: Bold the highlighted cells.
- Ctrl + C: Copy selected cells.
- Ctrl + D: Copy the contents of the cell above and fill the selected cells below.
- Ctrl + I: Italicize the content in the data cell.
- Ctrl + L: Open the create table dialog box.
- Ctrl + P: Print spreadsheet.
- Ctrl + R: Copy the contents of the cell to the left and fill the selected cell.
- Ctrl + U: Underline highlighted cells.
- Ctrl + V: Paste content into cells.
- Ctrl + Z: Undo the last action.
- Ctrl + 1: Format cell contents.
- Ctrl + 5: Strikethrough in a cell.
- Ctrl + 8: Show outline symbols.
- Ctrl + `: Change the view from showing cell values to formulas.
- Ctrl + ‘: Copy formula from cell above.
- Ctrl + Shift + =: Insert columns and rows.
- Shift + Right Arrow: Extend the cell selection to the right.
- Shift + Left Arrow: Extend the cell selection to the left.
- Shift + Space: Select the entire row.
- Alt + H: Go to the Home tab of the Ribbon.
- Alt + N: Go to the Insert tab of the Ribbon.
- Alt + P: Go to the Page Layout tab of the Ribbon.
- Alt + M: Go to the Formulas tab of the Ribbon.
- Alt + R: Go to the Review tab of the Ribbon.
- Alt + W: Switch to the View tab of the Ribbon.
- Alt + Q: Go to search engine.
- Alt + Enter: Start a new line in the current cell.
- Alt + 1: Turn on Autosave.
- Alt + 2: Save workbook.
- Alt + F + E: Export workbook.
- Alt + F + Z: Share workbook.
- Alt + F + C: Close and save the workbook.
Shortcut keys for working with Workbooks
When working in a Workbook, people can execute commands using the following shortcut keys:
- Ctrl + N: Create a new workbook.
- Ctrl + O: Open an existing workbook.
- Ctrl + S: Save the current workbook.
- Ctrl + W: Close the open workbook.
- Ctrl + F4: Close Excel.
- Ctrl + Shift + PageDown: Switch to the next Sheet.
- Ctrl + Shift + PageUp: Go back to the previous Sheet.
- Alt + A: Go to the Data tab on the toolbar.
- Alt + W: Go to the View tab on the toolbar.
- Alt + M: Go to the Formula tab on the toolbar.
Cell formatting shortcuts
Here are the keyboard shortcuts for cell formatting in Excel:
- F2: edit a cell.
- Alt + H + A + C: Center cell contents.
- Alt + H + H: Color cell.
- Alt + H + B: Add border.
- Ctrl + Shift +_: Remove outline border.
- Ctrl + Shift + &: Add borders to selected cells.
- Tab: Move to the next cell.
- Shift + Tab: Move to the previous cell.
- Ctrl + Shift + Right Arrow: Select all cells to the right.
- Ctrl + Shift + Left Arrow: Select all cells to the left.
- Ctrl + Shift + Down Arrow: Select the column from the selected cell to the end of the table.
- Ctrl + Shift + Up Arrow: Select all cells above the selected cell.
- Ctrl + Shift + Down Arrow: Select all cells below the selected cell.
In addition to the basic cell formats above, you can refer to advanced cell formats to apply in certain cases as follows:
- Shift + F2: Add a comment to a cell.
- Shift + F10 + D: Delete a cell comment.
- Ctrl + H: Show find and replace.
- Ctrl + Shift + L: Activate filter.
- Ctrl + ;: Insert current date.
- Ctrl + Shift + :: Insert current time.
- Ctrl + K: Insert a link.
- Ctrl + Shift + $: Apply currency formatting.
- Ctrl + Shift +%: Apply percentage formatting.
Row and column formatting shortcuts
To understand the most basic row and column formatting shortcuts such as hiding or showing rows and columns, deleting rows and columns, grouping and ungrouping rows and columns,… everyone can refer to and apply the key combinations below:
- Shift + Space: Select the entire row.
- Ctrl + Space: Select the entire column.
- Alt + H + D + C: Delete a column.
- Ctrl + -: Delete a row.
- Ctrl + 9: Hide selected row.
- Ctrl + Shift + 9: Show selected row.
- Ctrl + 0: Hide selected column.
- Ctrl + Shift + 0: Show selected column.
- Alt + Shift + Right Arrow: Group rows or columns.
- Alt + Shift + Left Arrow: Ungroup rows or columns.
3. Things to remember when using shortcuts in accounting
Take the test and learn the important shortcuts: Accountants need to be familiar with common shortcuts such as spreadsheet operations, data formatting, and calculation tools to optimize work efficiency.
Ensure accuracy during data entry: Shortcuts should be combined with careful checking to avoid errors when entering important data in the accounting field.
Comply with work rules and standards: When using shortcuts, accountants need to follow industry rules and standards to avoid unnecessary confusion or errors.
Note on flexibility and adjustment: Accounting environments often have many unique processes, and customizing shortcuts may need to be flexible to suit the specific needs of each job.
So, above is a summary of the shortcuts for accountants from basic, formatting cells, rows and columns in Excel spreadsheets. Hopefully, through this article, everyone can understand and use the shortcuts in Excel proficiently to ensure the most professional and effective working process. Thank you for your interest and following our article.
See more: How to get data from one table to another in Excel (Detailed Guide)