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Cheat Sheet

Excel Workbook For Dummies

From Excel Workbook For Dummies by Greg Harvey

Getting to know your way around Microsoft Office Excel begins with launching the start-up window and learning the functions of the Excel Standard and Formatting toolbars to create and manage your spreadsheets. Take advantage of some time-saving shortcuts for editing and entering your data in Excel.

The Excel 2003 Program Window

When you first launch the Microsoft Office application program Excel (versions 2003 and earlier), the following program window appears, containing three blank worksheets. You can build your new spreadsheet using any of the pages, which follow the general Excel Worksheet template.

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Excel 2003 Standard Toolbar

The Standard toolbar in Excel contains a variety of buttons for doing things like opening a new workbook, zooming in and out on your current worksheet, and sorting selected items. Get to know the buttons for performing common tasks on the Standard toolbar of Excel versions 2003 and earlier by using the helpful figure below.

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Excel 2003 Formatting Toolbar

The Formatting toolbar in Excel 2003 and earlier versions holds a variety of buttons for commonly used formatting operations on your average spreadsheet, like changing text size or style, formatting numbers, and placing borders around cells. On the Formatting toolbar, the tools are arranged into six groups of buttons (from left to right).

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Excel Editing Shortcut Keys

A large part of the work you do in Excel is editing the cell contents in worksheets. To save time editing, learn the following Excel shortcuts, including the key combinations and their functions:

Press To
F2 Edit current cell entry and position insertion point at the end of cell contents
Shift+F2 Edit comment attached to current cell and position insertion point in comment box
Backspace Delete character to left of insertion point when editing cell entry
Delete Delete character to right of insertion point when editing cell entry: otherwise, clear cell entries in current range
Esc Cancel editing in current cell entry
Enter Complete editing in current cell entry
Ctrl+C Copy cell selection to the Windows Clipboard
Ctrl+X Cut cell selection to the Windows Clipboard
Ctrl+V Paste last copied or cut cells from the Windows Clipboard
Ctrl+hyphen (-) Open Delete dialog box to delete cell selection and shift remaining cells left or up
Ctrl+Shift+plus (+) Open Insert dialog box to insert new cells and shift existing cells right or down
Ctrl+Z Undo last action
Ctrl+Y Redo last undone action

Excel Data Entry Shortcut Keys

When you're working in Excel and entering data in a cell, it's essential to complete the entry either by clicking another cell with the mouse pointer or by using one of the handy shortcut keys shown here to move the cell cursor:

Press To
Arrow keys (↑, ↓, ←, →) Complete cell entry and move cell cursor one cell in direction of the arrow
Enter Complete cell entry and move cell cursor down one row
Shift+Enter Complete cell entry and move cell cursor up one row
Ctrl+Enter Complete cell entry in all cells in selected range
Alt+Enter Begin a new line in a cell entry
Tab Complete cell entry and move cell cursor right one column
Shift+Tab Complete cell entry and move cell cursor left one column
Esc Cancel current cell entry
Ctrl+' (apostrophe) Copy formula in cell above into current cell entry
Ctrl+Shift+" (quotation) Copy value from cell above into current cell entry
Ctrl+`(accent) Toggle between displaying cell values and cell formulas in worksheet
Ctrl+; Insert current date into current cell entry
Ctrl+Shift+; Insert current time into current cell entry
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