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Cheat Sheet

Excel 2007 All-in-One For Dummies

Excel 2007 is chock full of keyboard shortcuts, or hot keys, you can use to manipulate the data in your Excel spreadsheets. And, Office 2007, of which Excel 2007 is a part, introduced the command Ribbon, which offers tabs and submenus to access Excel's commands in a more intuitive way. So you have at least two ways to access common file, editing, and view commands, and you can get to formula functions with a variety of keystrokes and mouse clicks as well.

How to Access Common File Commands in Excel 2007

Excel 2007 is an excellent tool for building spreadsheets, or worksheets as Excel calls them. Excel 2007 offers hot keys as well as the command Ribbon introduced in Office 2007 to help you create a new spreadsheet, open an old one, save changes to the one you’re working in, or accomplish any command typically available in a File menu. The following table tells you how to access the most common file functions:

Hot Key Excel Ribbon Command Function
Alt+F,N Microsoft Office Button | New Displays the New Workbook dialog box, where you can open a blank workbook or one from a template
Alt+F,O Microsoft Office Button | Open Displays the Open dialog box, where you can select a new Excel workbook to open for editing or printing
Alt+F,S Microsoft Office Button | Save Saves changes to a workbook. When you first select this command for a new workbook, Excel displays the Save As dialog box
Alt+F,A Microsoft Office Button | Save As Display the Save As dialog box where you can modify the filename, location where the file is saved, and format that the file is saved in
Alt+F,P Microsoft Office Button | Print Displays the Print dialog box to send the current worksheet, workbook, or cell selection to the printer
Alt+F,D Microsoft Office Button | Send Sends the current workbook as an e-mail attachment or fax it using Internet Fax
Alt+F,C Microsoft Office Button | Close Closes the current workbook without exiting Excel
Alt+F,I Microsoft Office Button | Excel Options Displays the Excel Options dialog box where you can change default program settings and modify the buttons on the Quick Access toolbar
Alt+F,X Microsoft Office Button | Exit Excel Quits the Excel program and closes all open workbooks after prompting you to save them

How to Access Common Editing Commands in Excel 2007

Sometimes you want to make changes to the information you put into your Excel 2007 worksheets and workbooks (called spreadsheets in the world outside Excel). When that’s the case, you can use the handy hot keys built into Excel 2007 or access the command via the Excel Ribbon tabs new in Excel 2007. To get cutting, pasting, and more, use the information in the following table:

Hot Keys Excel Ribbon Command Function
Alt+H,V,P
Ctrl+V
Home | Paste | Paste Pastes the currently cut or copied cell selection or graphic objects in the worksheet
Alt+H,X
Ctrl+X
Home | Cut Cuts the cell selection or selected graphic objects out of the workbook and places them on the Windows Clipboard
Alt+H,C
Ctrl+C
Home | Copy Copies the cell selection or selected graphic objects to the Windows Clipboard
Alt+H,F,P Home | Format Painter Activates the Format Painter
Alt+H,F,O Home | Clipboard Dialog Box Launcher Displays and hides the Clipboard task pane
Alt+H,I,I Home | Insert | Insert Cells Opens Insert dialog box so you can indicate the direction in which to shift existing cells to make room for the ones being inserted
Alt+H,I,R Home | Insert | Insert Sheet Rows Inserts blank rows equal to the number of rows in the cell selection
Alt+H,I,C Home | Insert | Insert Sheet Columns Inserts blank columns equal to the number of columns in the cell selection
Alt+H,I,S
Shift+F11
Home | Insert | Insert Sheet Inserts a new worksheet in the workbook
Alt+H,D,D Home | Delete | Delete Cells Opens Delete dialog box so you can indicate the direction in which to shift existing cells to replace the ones being deleted
Alt+H,D,R Home | Delete | Sheet Rows Deletes rows equal to the number of rows in the cell selection
Alt+H,D,C Home | Delete | Sheet Columns Deletes columns equal to the number of columns in the cell selection
Alt+H,D,S Home | Delete | Sheet Deletes the current worksheet after warning you of data loss if the sheet contains cell entries
Alt+H,E,A Home | Clear | Clear All Clears the contents, formatting, and comments from the cell selection
Alt+H,E,F Home | Clear | Clear Formats Clears the formatting of the cell selection without removing the contents and comments
Alt+H,E,C Home | Clear | Clear Contents Clears the contents of the cell selection without removing the formatting and comments
Alt+H,E,M Home | Clear | Clear Comments Clears all comments in the cell selection without removing the formatting and contents

How to Access Common View Commands in Excel 2007

You can look at the worksheets you create with Excel 2007 from any number of perspectives. You can change the view so that you see — or don’t see — page breaks, grid lines, and dialog boxes, and you can magnify a worksheet and see how it would appear printed. The following table gives you the hot key combinations and Excel Ribbon commands so that you see exactly what you want to see:

Hot Keys Excel Ribbon Command Function
Alt+W,L View | Normal View Returns the worksheet to normal view from Page Layout or Page Break Preview
Alt+W,P View | Page Layout View Puts the worksheet into Page Layout View showing the page breaks, margins, and rulers
Alt+W,I View | Page Break Preview Puts the worksheet into Page Break Preview, showing page breaks that you can adjust
Alt+W,E View | Full Screen Puts the worksheet in full-screen mode, which hides the Microsoft Office Button, Quick Access Toolbar, and Ribbon — press the Esc key to restore previous viewing mode
Alt+W,V,G View | Gridlines Hides and redisplays the row and column gridlines that form the cells in the Worksheet area
Alt+W,Y,G View | Zoom to Selection Zooms the Worksheet area in or out to the magnification percentage needed to display just the cell selection
Alt+W,N View | New Window Inserts a new window in the current workbook
Alt+W,A View | Arrange All Opens the Arrange dialog box, where you can select how workbook windows are displayed on the screen
Alt+W,F View | Freeze Panes Opens the Freeze Panes drop-down menu, where you select how to freeze rows and columns in the Worksheet area
Alt+W,S View | Split Splits the worksheet into four panes using the top and left edge of the cell cursor as the vertical and horizontal dividing lines — press hot keys again to remove all panes
Alt+W,H View | Hide Hides the current worksheet window or workbook
Alt+W,U View | Unhide Opens the Unhide dialog box, where you can select the window or workbook to redisplay
Alt+W,B View | View Side by Side Tiles two open windows or workbooks one above the other for comparison — press hot keys again to restore the original full windows
Alt+W,W View | Switch Windows Opens the Switch Windows drop-down menu, where you can select the open window or workbook to make active

How to Access Common Formula Commands in Excel 2007

Possibly the most useful — and used — function in Excel 2007 is the one that helps you create formulas so that you add, count, average, and generally do math functions with the data in your Excel worksheets. The information in the following table shows you which hot keys to press or Ribbon tab to choose to access the formula function you want:

Hot Keys Excel Ribbon Command Function
Alt+M,F Formulas | Function Wizard Opens the Insert Function dialog box
Alt+M,U,S Formulas | AutoSum | Sum Selects the occupied range above the cell cursor and inserts SUM formula to total the range
Alt+M,U,A Formulas | AutoSum | Average Selects the occupied range above the cell cursor and inserts AVERAGE formula to calculate the average of total in the range
Alt+M,U,C Formulas | AutoSum | Count Numbers Selects the occupied range above the cell cursor and inserts COUNT formula to count the number of values in the range
Alt+M,I Formulas | Financial Opens a drop-down menu listing all Financial functions — click name to insert function into current cell
Alt+M,E Formulas | Date & Time Opens a drop-down menu listing all Date and Time functions — click name to insert function into current cell
Alt+M,N Formulas | Name Manager Opens Name Manager dialog box showing all range names in workbook and letting you add, edit, and delete names
Alt+M,M,D Formulas | Define Name Opens New Name dialog box where you can assign a name to the cell selection or define a new constant
Alt+M,S,1 Formulas | Use in Formula Displays drop-down menu with range names in workbook that you can insert into current formula by clicking
Alt+M,C,1 Formulas | Create from Selection Opens Create Names from Selection dialog box where you indicate which rows and columns to use in naming cell selection
Alt+M,H
Ctrl+'
Formulas | Show Formulas Displays and then hides all formulas in cells of the worksheet
Alt+M,X,A Formulas | Options | Automatic Turns automatic recalculation back on
Alt+M,X,E Formulas | Options | Automatic Except for Data Tables Turns automatic recalculation back on for all parts of the worksheet except for ranges with Data Tables
Alt+M,X,M Formulas | Options | Manual Turns on manual recalculation
Alt+M,B
F9
Formulas | Calculate Now Recalculates formulas throughout the entire workbook when manual recalculation is turned on
Alt+M,J
Shift+F9
Formulas | Calculate Sheet Recalculates formulas in the current worksheet when manual recalculation is turned on
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