In previous blogs, I’ve given you the shortcut keys to both Word and PowerPoint. So, to add to your collection here are the Excel 2016 tabs/ribbons shortcut keys. Remember, shortcut keys allow you to navigate the tabs and ribbons without having to use the mouse. This means you don’t have to keep going back and forth from the keyboard to the mouse!
File Tab / Backstage
The File tab works differently than any of Excel’s other ribbon tabs as it does not give a set of commands on the ribbon. Instead, when you click File, you are taken to the area that Microsoft calls the “backstage.” This is the area where you work with your worksheet and Excel as a whole, rather than individual changes within the worksheet. This tab contains many of the common file tasks, including opening and saving documents, printing, setting options, and sharing options. Information: The circled arrow in the top left corner of the backstage screen will return you to your spreadsheet.
File tab / backstage commands
| Action | Ribbon location | Keyboard shortcut |
| Access the File tab | File tab | Alt + F |
| Info – Workbook information | File tab > Information | ALT + F, I |
| New – Create a new workbook | File tab > New | Alt + F, N or CTRL + N |
| Open – Open a workbook | File tab > Open | ALT + F, O or CTRL + O |
| Save – Save the workbook | File tab > Save | ALT + F, S or CTRL + S |
| Save As – Save the workbook with a new name or in a new location (Save as) | File tab > Save As | F12 or ALT + F, A |
| History – See a complete list of changes that have been made to your workbook and access earlier versions. | File tab > History | ALT + F, K |
| Print – Print the spreadsheet | File tab > Print | ALT + F, P or CTRL + P |
| Share – Share the spreadsheet via email, Web, SharePoint, etc. | File tab > Share | ALT + F, H |
| Export – Convert the spreadsheet to a different file format | File tab > Export | ALT + F, E |
| Publish – Once you’re finished preparing your data analysis, you can share it with your workgroup or clients through Power BI. | File tab > Publish | ALT + F, U |
| Close – Close the workbook | File tab > Close | ALT + F, C or CTRL + W |
| Account – Manage your Office, Windows and One Drive accounts | File tab > Account | ALT + F, D |
| Options – Customize the way Excel looks and functions, including the commands available on the ribbons | File tab > Options | ALT + F, T |
| Feedback | File tab > Feedback | ALT + F, Y1 |
Home Tab
The Home tab contains the most used functions/features. It contains the options to apply formatting and styles to text, cut and paste as well as search your worksheet. The Home tab contains seven groups – 1-Clipboard, 2-Font, 3-Alignment, 4-Number, 5-Styles, 6-Cells, and 7-Editing.
Home tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to Home tab | Home tab | ALT + H |
| Copy selection to the clipboard | Home tab > Clipboard group > Copy | ALT + H, C or CTRL + C |
| Delete selection and copy it to the clipboard | Home tab > Clipboard group > Cut | ALT + H, X or CTRL + X |
| Paste from the clipboard | Home tab > Clipboard group > Paste | ALT + H, V or CTRL +V |
| Paste from the clipboard and choose formatting | Home tab > Clipboard group > Paste Special | ALT + H, V, S |
| Format Painter | Home tab > Clipboard group > Format Painter | ALT + H, FP |
| Format text | Home tab > Font group | Bold: CTRL + B Italic: CTRL + I Underline: CTRL + U Font Color: ALT + H, FC |
| Change font size | Home tab > Font group > Font Size | ALT + H, FS, use the DOWN ARROW or type the size and press ENTER |
| Set Alignment | Home tab > Alignment group | Left: ALT + H, AL Right: ALT + H, AR Center: ALT + H, AC Top: ALT + H, AT Middle: ALT + H, AM Bottom: ALT + H, AB |
| Insert (cells, rows, columns, and sheets) | Home tab > Cells group | Cells: ALT + H, II Rows: ALT + H, IR Columns: ALT + IC Sheets: ALT + H, IS |
| Delete (cells, rows, columns, and sheets) | Home tab > Cells group | Cells: ALT + H, DD Rows: ALT + H, DR Columns: ALT + H, DC Sheets: ALT + H, DS |
| Find a word, phrase or heading | Home tab > Editing group | ALT + H, FDF or CTRL + F |
| Find and replace a word or phrase | Home tab > Editing group | ALT + H, FDR or CTRL + H |
Insert tab
The Insert tab provides additional functions for things you may need to insert into the worksheet, such as tables, pictures, charts, links, filters, headers and footers, symbols, etc. The Insert tab contains ten groups – 1-Tables, 2-Illustrations, 3-Add-ins, 4-Charts, 5-Tours, 6-Sparklines, 7-Filters, 8-Links, 9-Text, and 10-Symbols.
Insert tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the Insert tab | Insert tab | ALT + N |
| Insert a table | Insert tab > Tables group > Table | ALT + N, T |
| Insert a picture from your computer | Insert tab > Illustrations group > Pictures | ALT + N, P |
| Insert an online picture | Insert tab > Illustrations group > Online Pictures | ALT + N, F |
| Insert a shape | Insert tab > Illustrations group > Shapes | ALT + N, SH |
| Insert a screenshot | Insert tab > Illustrations group > Screenshot | ALT + N, SC |
| Insert SmartArt graphics | Insert tab > Illustrations group > Insert a SmartArt Graphic | ALT + N, M |
| Insert a chart | Insert tab > > Charts group | Column or Bar: ALT + N, C Line or Area: ALT + N, N Pie or Donut: ALT + N, Q Hierarchy: ALT + N, HI Statistic: ALT + N, SA Scatter or Bubble: ALT + N, D Waterfall or Stock: ALT + N, I1 Combo: ALT + N, SD Surface or Radar: ALT + N, O Pivot Chart or Pivot Table: ALT + N, SZ Recommended Charts: ALT + N, R |
| Insert a hyperlink | Insert tab > Links | ALT +N, I2 or CTRL + K |
| Insert a header or Footer | Insert tab > Text group > Header & Footer | ALT + N, H1 |
Page Layout tab
The Layout tab contains commands that ultimately change the layout of your worksheet, such as margins, page size, orientation, and print area. The Page Layout tab contains five groups – 1-Themes, 2-Page Setup, 3-Scale to Fit, 4-Sheet Options and 5-Arrange.
Page Layout tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the Page Layout tab | Page Layout tab | ALT + P |
| Add a theme | Page Layout tab > Themes group > Themes | ALT + P, TH |
| Set the margins | Page Layout tab > Page Setup group > Margins | ALT + P, M |
| Set the page orientation | Page Layout tab > Page Setup group > Orientation > Portrait OR Landscape | ALT + P, O |
| Set the page width and height | Page Layout tab > Page Setup group > Size | ALT + P SZ |
| Set print area | Page Layout tab > Page Setup group > Print Area | ALT + P, R |
| Insert page break | Print Layout tab > Page Setup group > Breaks | ALT + P, B |
| Print titles | Page Layout tab > Page Setup group > Print Titles | ALT + P, I |
| Scale to fit | Page Layout tab > Scale to Fit group | Width: ALT + P, W Height: ALT + P, H Scale: ALT + P, X |
| View and/or print gridlines | Page Layout tab > Sheet Options group | View Gridlines: ALT + P, VG Print Gridlines: ALT + P, PG |
| View and/or Print Headings | Page Layout tab > Sheet Options group | View Headings: ALT + P, VH Print Headings: ALT + P, PH |
Formulas Tab
The Formulas tab contains commands that enable you to apply formulas to your worksheet using the insert function, function libraries, and defined names to name a few options. The Formula tab contains Four groups – 1-Function Library, 2-Defined Names, 3-Formula Auditing, and 4-Calculation.
Formulas tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the Formulas tab | Formulas tab | ALT + M |
| Insert function wizard | Formulas tab > Insert Function | ALT + M, F |
| AutoSum | Formulas tab > Function Library group > AutoSum | Sum: ALT + M, US Average: ALT + M, UA Count Numbers: ALT + M, UC Max: ALT + M, UM Min: ALT + M, UI |
| Recently Used functions | Formulas tab > Function Library group > Recently Used | ALT + M, R |
| Financial functions | Formulas tab > Function Library group> Financial | ALT + M, I |
| Logical functions | Formulas tab > Function Library group> Logical | ALT + M, L |
| Text functions | Formulas tab > Function Library group> Text | ALT + M, T |
| Date & Time functions | Formulas tab > Function Library group> Date & Time | ALT + M, E |
| Look up & Reference functions | Formulas tab > Function Library group> Look up & Reference | ALT + M, O |
| Math & Trig functions | Formulas tab > Function Library group> Math & Trig | ALT + M, G |
| More Functions | Formulas tab > Function Library group> More Functions | ALT + M, Q |
| Name Manager | Formulas tab > Defined Names group> Name Manager | ALT + M, N |
| Define Name | Formulas tab > Defined Names group> Define Name | ALT + M, M |
| Show Formulas | Formulas tab > Formula Auditing group> Show Formulas | ALT + M, H |
| Error Checking | Formulas tab > Formula Auditing group> Error Checking | ALT + M, K |
| Calculate Now | Formulas tab > Calculation group> Calculate Now | ALT + M, B |
Data Tab
The Data tab contains commands that allow you to get data from external sources, sort and filter data as well as forecast data. The Data tab contains seven groups – 1-Get External Data, 2-Get & Transform, 3-Connections, 4-Sort & Filter, 5-Data Tools, 6-Forecast, and 7-Outline.
Data tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the Data tab | Data tab | ALT + A |
| Get external data from Access | Data tab > Get External Data group > From Access | ALT + A, FA |
| Get external data from web | Data tab > Get External Data group > From Web | ALT + A, FW |
| Get external data from text | Data tab > Get External Data group > From Text | ALT + A, FT |
| Get external data from other sources | Data tab > Get External Data group > From Other Sources | ALT + A, FO |
| Get new query | Data tab > Get & Transform group > New Query | From File: ALT + A, PNF From Database: ALT + A, PND From Other Sources: ALT + A, PNO |
| Sort data | Data tab > Sort & Filter group > Sort | Ascending Order: ALT + A, SA Descending Order: ALT + A, SD Custom Sort: ALT + A, SS |
| Filter data | Data tab > Sort & Filter group > Filter | ALT + A, T |
| Remove duplicate data | Data tab > Data Tools group > Remove Duplicates | ALT + A, M |
| Data Validation | Data tab > Data Tools group > Data Validation | ALT + S, P |
Review Tab
The Review tab contains commands to proof, add comments, track changes, and protect. The Review tab contains six groups – 1-Proofing, 2-Insights, 3-Language, 4-Comments, 5-Changes, and 6-Ink.
Review tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the Review tab | Review tab | ALT + R |
| Run a spelling check | Review tab > Proofing group > Spelling | ALT + R, S or F7 |
| Use Thesaurus | Review tab > Proofing group > Thesaurus | ALT + R, E |
| Run Smart Lookup | Review tab > Insights group > Smart Lookup | ALT + R, R |
| Translate text | Review tab > Language group > Translate | ALT + R, L |
| Insert a comment | Review tab > Comments group > New Comment | ALT + R, C |
| Show all comments in the document | Review tab > Comments group > Show All Comments | ALT + R, A |
| Toggle to show/hide comments | Review tab > Comments group > Show/Hide Comment | ALT + R, H |
| Protect sheet | Review tab > Changes group > Protect Sheet | ALT + R, PS |
| Protect workbook | Review tab > Changes group > Protect Workbook | ALT + R, PW |
| Work with track changes | Review tab > Changes group > Track Changes | ALT + R, G |
View Tab
The View tab contains commands to change the view of the worksheet such as displaying the ruler and grid, zooming in and out and splitting the window. The View tab contains five groups – 1-Workbook Views, 2-Show, 3-Zoom, 4-Window, and 5-Macros.
View tab commands
| Action | Ribbon location | Keyboard shortcut |
| Go to the View tab | View tab | ALT + W |
| Switch to Normal view | View tab > Workbook Views group > Normal | ALT + W, L |
| Switch to Page Break Preview view | View tab >Workbook Views group > Page Break Preview | ALT + W, I |
| Switch to Page Layout view | View tab > Workbook Views group > Page Layout | ALT + W, P |
| Switch to Custom Views | View tab > Workbook Views group > Custom Views | ALT + W, C |
| Show/hide ruler | View tab > Show group > Ruler | ALT + W, R |
| Show/hide gridlines | View tab > Show group > Gridlines | ALT + W, VG |
| Show Formula bar | View tab > Show group > Formula Bar | ALT + W, VF |
| Show Headings | View tab > Show group > Headings | ALT + W, VH |
| Zoom the document in or out | View tab > Show group > Zoom | ALT + W, Q |
| View the document at full size | View tab > Zoom group > 100% | ALT + W, J |
| Select panes to freeze | View tab > Window > New Window | Freeze Panes: ALT W, FF Top Row: ALT + W, FR First Column: ALT + W, FC |
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