Excel 2016 Tabs/Ribbons Shortcut Keys

Learn to navigate Excel’s tabs, ribbons, and backstage using shortcut keys.

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.VLBTechEd Excel Shortcut Keys Backstage Image

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.VLBTechEd Excel Shortcut Keys Home Image

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.VLBTechEd Excel Shortcut Keys Insert Image

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.VLBTechEd Excel Shortcut Keys Page Layout Image

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.VLBTechEd Excel Shortcut Keys Formulas Image

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.VLBTechEd Excel Shortcut Keys Data Image

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.VLBTechEd Excel Shortcut Keys Review Image

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.VLBTechEd Excel Shortcut Keys View Image

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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