20 Excel Shortcuts to Save You HOURS of Work

if you find yourself in front of a computer  looking at spreadsheets often these 20 must know   Excel shortcuts I will hopefully save you hours  of time let's go and thank you to HubSpot for   sponsoring this video more on them later alright  so here's the Excel file that we'll be working   with which you can download for free in the video  description below so let's get started with number   20. as you can see over here in the table we have  all of this data down below which when you start   to scroll down you can actually no longer see the  header so we're not really quite sure what this is   referring to and same thing with all of these  other ones and so what we can do here instead   is actually just do a shortcut which is going to  freeze that top row now to do this you're gonna   press alt wfr and now when we start to scroll  down you'll notice that the top line is frozen   which makes things a lot easier for us if you  ever want to remove that you can always go over   here under free screens in the view option just  click on it and for from here just hit unfreeze   panes and that's going to remove that for us next  up at number 19 we have the control arrow keys so   as you can see over here to navigate across this  data set because it's very long you can actually   press the shortcut control and then just use the  arrows so control down arrow to get all the way   to the bottom control up arrow and right and left  to go to the sides similarly you can do Ctrl shift   down arrow and Ctrl shift right that basically  allows you to select certain areas if you only   want to select column B and C just stop pressing  the control and just go shift right arrow and you   can see that allows you to do that let's go back  up to the top of the data set to look at number   18 so control up Arrow all the way to the top  and over here you can see that we've got talk   about sales and let's say we want to continue this  on now to do so you can just press Ctrl R that's   basically going to copy what you had towards the  left and similarly you can go to control D that's   going to drag everything that you had above down  one going back down towards the bottom so Ctrl   down arrow let's suppose over here that we want  to add some new rows and so instead of actually   going going ahead and typing everything in again  what you can do is hit the alt down arrow that's   basically going to show you the drop down or down  arrow of all of the things that you already had   above and so it's somewhat faster for you to just  paste it in there at number 16 we have selecting a   row or a column now to do so all you need to do is  hover over a specific area and go to shift space   and similarly for the column it's just going to be  controlled space like so now that on its own just   isn't very useful so that's when the next trick  comes in and combined it can be quite handy so   again we'll do the shift space and now if you want  to add the row you just need to go to Ctrl shift   Plus again Ctrl shift plus and to remove some  you have to go to control minus and Ctrl minus   similarly for columns you can go control space and  then Ctrl shift Plus and control minus now what if   we just want to move a specific row up a bit now  to do so we'll go to shift space again and instead   of having to add new rows Etc we can just press  the shift key and when you hover over the area   you'll see that the cursor changes to these arrows  and from there you just want to click and drag it   let's say we drag it up over here and you can see  how that's moved it all up similarly we can take   it back down so shift and then just drag it all  the way down over here say to undo that we're just   going to press Ctrl Z and Ctrl Z again now let's  go all the way back up so control up arrow and you   can see that beverage brand here let's say that  we think it's a bit too long and so we want to   space it out a bit maybe put it into a different  line now to do so we're just gonna get inside of   it over here now what we're gonna press is the Alt  Enter and hit enter again and now you can see how   it's spaced it out across two lines but it stayed  within that same cell coming in at number 12 we've   got adding comments so let's suppose that the  interns worked on this file but we don't really   trust him so we just want to make sure that this  number does make sense now one way to let him know   is to go hover over the cell you're not sure about  and just hit the shift F2 now you can see that   this pop-up is going to show up with your name  and then over here let's say can you check this awesome now you can see that it's left this red  sign which when you hover over it's gonna show   you the actual comment as we've seen here this  data set is not so small so suppose we want to   reach a row 100 we can hover over there which  might be a bit tedious but the shortcut there   is just clicking the Ctrl G that's going to show  you the go to pop-up So within this pop-up the   reference that we want is we want to go to row 100  right so it's we're just going to put a 100 that's   going to take us to that specific cell so we'll  hit OK there and you'll notice that it's taken us   exactly there right here and speaking of shortcuts  a great way to save time is with templates like   the ones HubSpot the sponsor of this video is  kindly providing Us for free using the link in   the description below you can get multiple free  Excel graph templates within the download you'll   find an Excel file with instructions on using  the template alongside all of the chart types   you might need to visualize your data on top of  that you can easily modify the data and the charts   will automatically change these templates have  either one column of data or multiple depending   on your needs I personally find this useful when  deciding which chart showcases my data best as I   can see multiple graphs at the same time and  see which one looks better so if you want to   check these out go to the link in the description  below where you can download these free templates   from HubSpot to level up your Excel game alright  back to the video great that's the first part done   and now let's get into the top 10 so we'll just  go to the next tab by going to control page down   from here you can see that we've got the  salesperson alongside some missing data   here for the first name and the last name now to  fill this in we can go one by one so hit Max there   and then Charles and so on or the shortcut here is  just to go to control e and then you can see that   it's going to fill all of these in in a heartbeat  same thing goes with the last name see verstappen   and again Ctrl e if we look over to the side  where it says total sales here let's say that   we want to find out the total of that now to do  so let's just go up towards the bottom here and   all we need to do is set the alt equals that's  going to sum up all of the totals and just hit   enter just like that we have the full number next  up at number eight suppose we want to copy the   whole sale amount and paste it somewhere else so  we'll go to control up here and all we're going   to do is control space that's going to copy that  whole column for us then we'll go Ctrl C let's say   we want to paste it over here under column O say  Ctrl V but the problem is that it all goes to zero   and that's because it was actually a formula so  beforehand it was actually calculating the total   sales which was the price times the unit sold  but now because it's not referencing that anymore   it no longer works so instead what we're gonna  do is copy it again so go to control space and   then Ctrl C and this time instead of just Ctrl  V to paste we're gonna press the control alt V   and you can see that this is going to show this  paste special dialog box and within it you can   just paste the formulas the formats Etc in our  case we want to paste the values that's what's   going to give us the actual numbers so we just  click on that and hit OK and now you can see   that it's based at the values and if we look  inside of them they no longer have the formula   either at number seven we've got formatting  shortcuts so suppose over here that we want   to change this from a dollar sign to a pound so  a British pound to do so we'll go to control one   and this is going to open the format cell dialog  box and within it we want to go under currencies   and we want to change this to a pound so  this one is the one that works for us and   let's say we also want to add one decimal place  and basically that would do it for us but as you   can see within format cells you can also change  a lot of other things like the font The Fill   Etc and so we go for an orange fill color as  well to identify the pound signs hit OK there   awesome now you can see that it's all reformatted  and now if you want to replicate this this   um this step what you can do is actually press  the F4 key which is another shortcut which is   basically going to replicate the previous step  so it's going to keep that same um the number   that was there originally but it's just going to  change the formatting all right now moving into   the top five and over here let's just go back to  this side of the data set and within the state of   all of these here you'll notice that Texas has a  typo where it's got two x's now to get rid of that   instead of going one by one which could be quite  tedious especially if you have a long data set you   just gotta go to control h which is the replace  feature defined and replace so we wanna find the   textures with two x's so Texas there with the two  x's and we want to replace that with a regular   Texas as it should be spelled correctly then  from here we're just going to go to replace all   and it's gonna say okay we made six Replacements  hit okay there and we're gonna close out of that   now that we've fixed that let's say that we just  want to filter by Texas so instead of going ahead   and having to apply a full filter all we need to  do is just right click on Texas go under filter   there and we want to filter by the selected cells  value so just click on that and from here you can   see that we have all of the Texas State's ones  that's been filtered like so now if you want to   go to the filter the usual way you would just  have to go to the Home tab from here under sort   and filter and go to filter there let's just  remove the filter for now another great way to   filter is using slicers now to do so first we're  going to convert this into a table so go to Ctrl t   and then it's going to select the data set  make sure it's all correct there and hit OK   now from here what we're gonna do is under table  design we're gonna go to insert slicer so just   click on that then we want a slicer specifically  for the states this is going to allow us to select   different states so hit OK there and so if we  want to select Texas again all we need to do   is click on Texas and that's going to filter  it for us same thing goes with any other state   similarly if you want to select more than  one you've got to go to the stick sign here   and from there let's say I want to  select Florida and California as well   in number two we have a common issue that  people encounter which let's say first let's   delete the state here and let's suppose that  we want to find out the top three units sold   so we'll just type that here top three units  sold and so for the top one it's simply going   to be the max function which is going to take the  highest one right so we're just going to go Max   hit the top key and we're just going to select  all of these here so go to control shift and   down arrow to the very bottom and hit enter  there but for the second and third we can   no longer use the max function so instead  there's what's known as the large function   hit the top key there and the array  is that same area so Ctrl shift down   comma and the key here is the actual ranking so  we want the second highest so it's going to be the   two close those brackets and hit enter and for the  third we're just gonna press the F4 key which is   gonna copy that same action and then within it we  just got to change the number from A3 from a 2 to   a three sorry and just like that we have the top  three and finally as the number one let's suppose   that it was our intern that sent us this file and  we don't really trust him so we just want to make   sure that the formulas all make sense now to do so  what we can do is actually hit the control in this   accent key of sorts it's basically going to allow  us to see all of the formulas and where they're   going now if you want to do a bit more than just  that and see where exactly they're going to what   we can do is hit the alt t u t which is going  to allow us to trace the Precedence so basically   allows us to see where the formula is actually  coming from same thing if you hover over any other   formula and go to alt Tut that's going to allow us  to do that same thing if you ever want to remove   these arrows you just need to go to the formulas  tab up over here and then go to remove arrows for   more on Excel check out this video over here to  learn some awesome Excel tricks for this link over   here to take our Excel course hit the like and  that subscribe and I'll catch you in the next one

Channel: Kenji Explains

Views: 609,113

Keywords: excel shortcuts, excel tricks, excel shortcuts for productivity, best excel shortcuts, common excel shortcuts, top excel shortcuts, fast on excel, become fast on excel, master excel shortcuts, ctrl key shortcuts, alt key shortcuts, trace precedents, flash fill, autism, max formula, large formula, freeze panes, move rows or columns on excel, boost your productivity on excel, excel shortcuts practice, paste special, excel formatting shortcuts, paste shortcut excel

Id: lfW8Z0KDpAI

Length: 13min 0sec (780 seconds)

Published: Sun Dec 18 2022