Top 100 Excel Commands You Must Know (2024)

December 12, 2024

Top 100 Excel Commands You Must Know to Boost Productivity in 2024

Microsoft Excel is one of the most powerful tools for data analysis, budgeting, and organization. Whether you’re a beginner or an expert, mastering the top Excel commands will improve your productivity and efficiency. From basic shortcuts to advanced functions, Excel offers a wide variety of commands that simplify tasks and help you analyze data faster.

In this article, we’ll cover the top 100 Excel commands you should learn to streamline your work in 2024. Let’s dive into these essential Excel tips and shortcuts!

Why Mastering Excel Commands Is Crucial

Before we delve into the top 100 Excel commands, it’s important to understand why they are so valuable. Excel commands and shortcuts:

Enhance Efficiency: Save time by reducing the number of clicks required for tasks.
Improve Accuracy: Reduce the risk of errors with more efficient and precise data entry.
Boost Productivity: Automate repetitive tasks and focus on more complex aspects of your work.
Increase Advanced Skills: Mastering commands helps you unlock advanced features of Excel.

The Most Useful Excel Shortcuts and Commands

Here’s a breakdown of the top 100 Excel commands, including shortcuts, functions, and tips that every Excel user should know.

1. Basic Navigation and Selection Commands

Ctrl + Arrow Keys: Quickly jump to the edge of the data range.
Shift + Space: Select an entire row.
Ctrl + Space: Select an entire column.
Ctrl + A: Select all data in a worksheet.

2. Excel Formatting Commands

Ctrl + B: Bold the selected text.
Ctrl + I: Italicize the selected text.
Ctrl + U: Underline the selected text.
Alt + E, S, V: Paste special for advanced options.

3. Data Manipulation and Functions

=SUM(): Adds up a range of cells.
=AVERAGE(): Calculates the average of a group of numbers.
=IF(): Conditional logic function.
=VLOOKUP(): Look up data in a table by row.
=INDEX(): Returns a value from a table based on row and column.

4. Advanced Excel Shortcuts for Efficiency

Ctrl + Shift + L: Toggle filters on and off.
Ctrl + T: Convert data into a table.
Ctrl + 1: Open the Format Cells dialog box.
Ctrl + Shift + “$”: Format selected cells as currency.

5. Text and Cell Editing Commands

Ctrl + F: Find and search for specific text or numbers.
Ctrl + H: Replace specific text or numbers.
Alt + Enter: Add a line break within a cell.
F2: Edit the selected cell.

6. Pivot Table Commands

Alt + N, V: Open the PivotTable dialog box.
Alt + Shift + Arrow: Expand or collapse groups in a PivotTable.
Ctrl + C: Copy PivotTable data to another location.

7. Conditional Formatting Commands

Alt + H, L: Access conditional formatting options.
Ctrl + 1: Open the Format Cells dialog and apply conditional formatting.

8. Chart Creation Commands

Alt + F1: Create a chart with default settings.
F11: Create a chart in a new worksheet.

9. File Management Commands

Ctrl + N: Open a new workbook.
Ctrl + O: Open an existing workbook.
Ctrl + S: Save the current workbook.
Ctrl + P: Print the workbook.

10. Advanced Excel Functions for Power Users

=COUNTIF(): Count the number of cells that meet a specific condition.
=SUMIF(): Sum the cells that meet a specific condition.
=AND(): Check if multiple conditions are TRUE.
=OR(): Check if any condition is TRUE.
=MATCH(): Find the position of a value in a list.
=OFFSET(): Return a reference to a range based on a starting point.

11. Data Validation Commands

Alt + D, L: Open the Data Validation dialog box.
Ctrl + Shift + V: Paste values only (useful for data validation).
Data Validation List: Create a drop-down list in a cell for easier data entry.
Ctrl + Alt + V: Open the Paste Special menu to perform advanced data validation tasks.

12. Excel Review Commands

Ctrl + Shift + E: Open the Comments section to add a comment to a cell.
Shift + F2: Add or edit a cell comment.
Alt + R, C: Track changes and revisions in Excel.
Ctrl + Shift + A: Add an argument to a formula when inserting a function.

13. Excel Search and Replace Commands

Ctrl + F: Open the Find and Replace box to search for specific data.
Ctrl + H: Open the Replace dialog box to replace specific values in the spreadsheet.
Ctrl + Shift + F: Find all instances of a specific format or font.

14. Excel Grouping Commands

Alt + Shift + Right Arrow: Group selected rows or columns in a worksheet.
Alt + Shift + Left Arrow: Ungroup rows or columns.
Ctrl + 9: Hide selected rows.
Ctrl + 0: Hide selected columns.

15. Formula Commands

Ctrl + `: Toggle the visibility of formulas in the worksheet.
Alt + M, F: Open the Insert Function dialog box.
Ctrl + Shift + Enter: Use this combination to enter array formulas.
=CONCATENATE(): Combine multiple text strings into one.
=TEXT(): Format numbers or dates as text.

16. Excel Filtering Commands

Ctrl + Shift + L: Apply or remove filters on data.
Alt + Down Arrow: Open the filter drop-down list for a selected column.
Ctrl + Shift + Right Arrow: Expand the selected filter range.
Ctrl + Shift + Left Arrow: Collapse the selected filter range.

17. Excel Window Management Commands

Ctrl + F6: Switch between open Excel workbooks.
Ctrl + Tab: Cycle through open Excel files.
Alt + W, S: Split the worksheet into multiple panes for easier viewing.
Ctrl + Shift + F3: Define names for selected cells or ranges in the worksheet.

18. Date and Time Commands

Ctrl + ;: Insert the current date in a cell.
Ctrl + Shift + ;: Insert the current time in a cell.
=TODAY(): Insert the current date dynamically.
=NOW(): Insert the current date and time dynamically.

19. Excel Protection Commands

Alt + R, P: Protect or unprotect the worksheet.
Ctrl + Shift + F: Open the Format Cells dialog box to set cell protection options.
Alt + H, O, I: Protect or unprotect the structure of a workbook.

20. Excel Linking and Referencing Commands

=HYPERLINK(): Create a hyperlink to another worksheet, file, or web page.
=INDIRECT(): Return a reference based on a cell value.
=ADDRESS(): Return the address of a cell based on row and column numbers.
=CELL(): Return information about the formatting or location of a cell.

21. Sorting Commands

Alt + D, S: Open the Sort dialog box to sort data.
Ctrl + Shift + Z: Undo a sort action.
Alt + D, T: Add a custom sort rule to sort data by multiple columns.

22. Excel Data Import and Export Commands

Ctrl + I: Import data from an external source.
Alt + F, D: Export your workbook as a PDF.
Alt + F, T: Open the Get External Data dialog to link Excel to databases.

23. Excel Freeze Pane Commands

Alt + W, F, F: Freeze the top row of a worksheet.
Alt + W, F, R: Freeze the first column of a worksheet.
Ctrl + Alt + F5: Restore the default view by unfreezing panes.

24. Excel Outline and Subtotal Commands

Alt + D, O: Create an outline to organize data into groups.
Alt + D, S: Add or remove subtotals in a dataset.

25. Excel Advanced Formatting Commands

Ctrl + Shift + #: Format numbers as a date.
Ctrl + Shift + @: Format numbers as time.
Ctrl + Shift + ^: Format numbers in scientific notation.
Ctrl + 1: Open the Format Cells dialog to apply custom formatting options.

26. Excel Chart Formatting Commands

Alt + F1: Create a default chart using selected data.
Ctrl + 1: Format selected chart elements.
Ctrl + Shift + F3: Add labels to a chart automatically.
Alt + H, F, C: Change the chart type.

27. Excel Data Tools Commands

Alt + A, E: Remove duplicates from a dataset.
Alt + A, T: Text to Columns command to separate text in cells.
Ctrl + Shift + K: Add or remove borders from cells.

28. Excel Hyperlink Commands

Ctrl + K: Insert or edit a hyperlink in a selected cell.
Ctrl + Shift + F9: Update all hyperlinks in the workbook.

29. Excel Print and Page Setup Commands

Ctrl + P: Print the workbook or worksheet.
Alt + P, S, M: Adjust page layout and margins.
Ctrl + F2: Preview the print layout.

30. Excel Dashboard Commands

Ctrl + Alt + D: Create a dashboard view by consolidating data.
Alt + N, C: Insert a new column chart for data visualization.
Alt + N, R: Insert a new row chart for better data representation.

31. Excel Commenting and Collaboration Commands

Shift + F2: Add or edit a comment on the selected cell.
Ctrl + Shift + O: Select all cells that contain comments.
Ctrl + Alt + M: Open the comments pane to review and reply to comments.
Alt + R, G: Group comments and review them for collaboration.

32. Excel Spell Check Commands

F7: Run the spell check across the entire worksheet.
Shift + F7: Thesaurus command to look up synonyms for selected words.
Alt + T, L: Open the language settings for spell check options.

33. Excel Workbook Management Commands

Ctrl + N: Open a new Excel workbook.
Ctrl + W: Close the current workbook.
Alt + F4: Close Excel completely.
Ctrl + S: Save the current workbook.

34. Excel Flash Fill Commands

Ctrl + E: Automatically fill in values based on patterns recognized in the adjacent cells.
Alt + H, F, F: Open the Flash Fill feature to quickly fill cells based on a pattern.
Ctrl + Shift + L: Activate Flash Fill for data entry, like formatting names or dates.

35. Excel Data Consolidation Commands

Alt + D, C: Open the Data Consolidation dialog box to combine data from multiple ranges.
Ctrl + Alt + D: Consolidate data from various worksheets into a single sheet.

36. Excel Freeze Panes and Split Commands

Alt + W, F, F: Freeze panes to keep specific rows/columns visible.
Ctrl + F6: Cycle through open workbooks and navigate between windows.
Alt + W, S: Split the current window into two or more panes.

37. Excel AutoSum Commands

Alt + =: Automatically insert the SUM function for the selected range of cells.
Ctrl + Shift + U: Expand or collapse the AutoSum formula input bar.

38. Excel Date/Time Formatting Commands

Ctrl + Shift + !: Format the number as a date.
Ctrl + Shift + ~: Apply general number format to the selected cells.
Ctrl + Shift + :: Insert the current time into a cell.

39. Excel Text Manipulation Commands

Ctrl + Shift + L: Add or remove filters for easier text-based data sorting.
Ctrl + D: Copy the content of the selected cell to cells below it.
Ctrl + R: Copy the content of the selected cell to cells to the right.
=LEFT(): Extract a substring from the left side of a cell.
=RIGHT(): Extract a substring from the right side of a cell.
=MID(): Extract a substring from the middle of a cell.

40. Excel Table Management Commands

Ctrl + T: Convert a range of data into a table for easier sorting and filtering.
Ctrl + Shift + F1: Create a table from selected data without formatting.

41. Excel Row and Column Insertion Commands

Ctrl + Shift + “+”: Insert a new row or column.
Ctrl + “-“: Delete the selected row or column.

42. Excel Print Preview and Setup Commands

Ctrl + F2: Open the Print Preview window to check your page setup.
Alt + P, V: Print the current selection only (avoiding printing the entire worksheet).
Alt + P, S: Adjust print settings, like margins and page orientation.

43. Excel Advanced Chart Commands

Ctrl + 1: Open the Format Chart dialog box to customize chart elements.
Alt + F1: Create a chart from the selected data.
Alt + N, C: Create a clustered column chart from selected data.
Alt + N, B: Create a bar chart.

44. Excel Goal Seek and Solver Commands

Alt + T, G: Open the Goal Seek dialog to find a target value.
Alt + T, S: Open Solver to optimize a set of values to reach a desired outcome.

45. Excel Solver and Optimization Commands

Alt + D, S: Open the Solver add-in to perform complex optimization tasks.
Alt + T, P: Open the Data Table feature to perform scenario analysis.

46. Excel PivotTable Creation and Management Commands

Alt + N, V: Insert a PivotTable to summarize data.
Ctrl + Alt + Shift + F3: Create a PivotTable with specific ranges and fields.
Ctrl + T: Convert a range of data into a table to use with PivotTables.
Alt + D, P: Change the data source of a PivotTable.

47. Excel Multi-Sheet Navigation Commands

Ctrl + Page Up: Navigate to the previous worksheet.
Ctrl + Page Down: Navigate to the next worksheet.
Alt + Shift + F1: Insert a new worksheet into your workbook.

48. Excel Multiple Selection Commands

Ctrl + Click: Select non-adjacent cells or ranges in a worksheet.
Shift + Click: Select a range of adjacent cells between two clicked points.

49. Excel Macro and Automation Commands

Alt + F8: Open the Macro dialog to run a recorded macro.
Alt + F11: Open the Visual Basic for Applications (VBA) editor to create or edit macros.
Alt + T, M, R: Record a new macro to automate tasks.

50. Excel Advanced Sorting and Filtering Commands

Alt + D, S: Open the Advanced Sort dialog to sort data by multiple criteria.
Ctrl + Shift + L: Apply or remove filters from a selected range of data.

51. Excel Hyperlink and External Link Commands

Ctrl + K: Add or edit a hyperlink in a cell.
Ctrl + Shift + F9: Update all external links in the workbook.

52. Excel Undo and Redo Commands

Ctrl + Z: Undo the last action.
Ctrl + Y: Redo the last undone action.

53. Excel Formula Auditing Commands

Alt + M, V: Show formulas in your worksheet.
Alt + M, A: Open the Trace Precedents dialog to see which cells feed data into the current formula.
Alt + M, D: Open the Trace Dependents dialog to see which cells depend on the current formula.

54. Excel Custom Views and Scenarios

Alt + W, V: Create a custom view to save specific worksheet layouts and print settings.
Alt + D, S: Use Scenarios to display different data sets and analyze various possibilities.

55. Excel File Sharing Commands

Ctrl + Shift + S: Save the workbook with a new name or location.
Ctrl + P: Print the document or save it as a PDF for sharing.
Alt + F, S: Save the file to OneDrive for cloud sharing.

56. Excel Quick Analysis Commands

Ctrl + Q: Open the Quick Analysis tool to instantly apply data analysis features like conditional formatting and charts.

57. Excel Add-in Commands

Alt + T, A: Manage Excel Add-ins to extend functionality.
Alt + T, X: Activate the Power Query add-in for advanced data transformation.

58. Excel Custom Functions (UDFs)

Alt + F11: Open the VBA editor to create custom functions (User Defined Functions – UDFs).
Ctrl + Shift + A: Insert a function argument into a formula when creating a UDF.

59. Excel Table Style Commands

Alt + H, T, S: Apply a specific table style to the selected table.
Ctrl + 1: Open the Format Cells dialog box to customize the table style.

60. Excel Data Import and External Data Commands

Ctrl + I: Import data from an external database or text file.
Alt + D, T: Link data to external sources for dynamic updates.

61. Excel Network Data Analysis Commands

Alt + N, P: Import data from a network location or server.
Ctrl + Shift + O: Refresh all network-based data connections in the workbook.

62. Excel Chart Design Commands

Alt + J, C: Open the Chart Design ribbon to modify chart styles.
Alt + J, E: Change chart colors and layout.

63. Excel Formatting Painter Commands

Ctrl + Shift + C: Copy the format of the selected cell or range.
Ctrl + Shift + V: Paste the copied format onto other cells.

64. Excel Insert Shapes and Objects

Alt + N, S: Insert a shape (rectangle, circle, arrow) into the worksheet.
Ctrl + Shift + X: Insert text boxes and other objects into the worksheet.

65. Excel Data Filter by Color Commands

Alt + D, F: Apply or remove color-based filters in a dataset.
Ctrl + Shift + C: Filter data based on specific cell colors.

66. Excel Outline Grouping Commands

Alt + Shift + Right Arrow: Group rows or columns into a collapsible outline.
Alt + Shift + Left Arrow: Collapse or ungroup the outline.

67. Excel Fill Handle Commands

Ctrl + D: Fill the selected cell down the column.
Ctrl + R: Fill the selected cell across the row.

68. Excel Data Connectivity Commands

Alt + N, I: Connect Excel to an online database or API for real-time data.
Alt + D, A: Link Excel to a cloud database service for continuous updates.

69. Excel Conditional Formatting Commands

Alt + H, L, N: Apply conditional formatting to highlight values greater than or less than a specified number.
Ctrl + 1: Open Format Cells dialog to customize conditional formatting rules.

70. Excel Performance Optimization Commands

Ctrl + Alt + F9: Recalculate all formulas in the workbook to ensure up-to-date values.
Alt + T, M: Turn off automatic calculations to improve performance with large datasets.

71. Excel Freeze/Unfreeze Panes Commands

Alt + W, F, F: Freeze the top row of a worksheet for easier navigation.
Alt + W, F, R: Unfreeze panes when you’re done working with them.

72. Excel Array Formulas

Ctrl + Shift + Enter: Enter an array formula, which allows multiple calculations within one formula.
=TRANSPOSE(): Convert a vertical range of cells into a horizontal one (or vice versa) using an array formula.

73. Excel Flash Fill

Ctrl + E: Activate Flash Fill, which automatically fills data based on patterns it detects in your entries.

74. Excel Print Area Commands

Alt + P, S, R: Set a specific print area for printing only a portion of your worksheet.
Ctrl + P: Open the print dialog to review print settings and print the document.

75. Excel Chart Formatting

Alt + J, C: Open the Chart Tools and adjust the design of your chart.
Ctrl + 1: Open the Format Chart dialog to customize chart elements, including axis, titles, and data series.

76. Excel Data Validation

Alt + D, L: Open the Data Validation dialog box to restrict the type of data that can be entered into a cell.
Ctrl + Alt + V: Paste special to control how data is validated when pasting.

77. Excel Sheet Tab Navigation

Ctrl + Page Up: Move to the previous worksheet in your workbook.
Ctrl + Page Down: Move to the next worksheet in your workbook.

78. Excel Group/Ungroup Commands

Alt + Shift + Right Arrow: Group rows or columns for easier data management.
Alt + Shift + Left Arrow: Ungroup grouped rows or columns.

79. Excel Goal Seek Commands

Alt + T, G: Open the Goal Seek dialog to find a specific value by adjusting the input in a formula.
Ctrl + Shift + A: Automatically insert arguments into the Goal Seek formula.

80. Excel Find and Replace

Ctrl + F: Open the Find dialog box to search for specific content in a worksheet.
Ctrl + H: Open the Replace dialog box to find and replace content within the workbook.

81. Excel Workbook Protection

Alt + R, P: Protect the workbook structure to prevent changes to its layout or worksheets.
Ctrl + 1: Open the Format Cells dialog to add or remove protection for individual cells.

82. Excel Add-ins

Alt + T, A: Open the Add-ins menu to enable and disable Excel add-ins for extra functionality.
Alt + T, X: Manage installed add-ins, such as Power Query or Solver.

83. Excel Conditional Formatting

Alt + H, L, N: Apply conditional formatting rules to highlight cells based on specific conditions (e.g., values greater than a threshold).
Ctrl + 1: Open the Format Cells dialog box to customize conditional formatting.

84. Excel Insert Function

Shift + F3: Open the Insert Function dialog to select and insert a function into your formula.
Ctrl + Shift + A: Display function arguments for better understanding and editing of a formula.

85. Excel Paste Special Commands

Ctrl + Alt + V: Open the Paste Special dialog to select specific ways to paste copied data (values, formats, etc.).
Ctrl + Shift + V: Paste values only, excluding formulas and formatting.

86. Excel Transpose Commands

Ctrl + C: Copy a range of cells.
Ctrl + Alt + V, E: Open Paste Special and select “Transpose” to flip data orientation from rows to columns or vice versa.

87. Excel Power Query

Alt + F, T: Open Power Query to transform and clean data from external sources.
Alt + A, T: Refresh Power Query connections to update data from the source.

88. Excel Remove Duplicates

Alt + A, E: Open the Remove Duplicates dialog box to clean up data by removing duplicate entries.
Ctrl + Shift + Z: Undo the removal of duplicates.

89. Excel Scenario Manager

Alt + T, S: Open the Scenario Manager to create different scenarios of data for comparison.
Alt + W, V: View and switch between scenarios in the workbook.

90. Excel Track Changes

Alt + R, C: Enable Track Changes to monitor edits made by different users in shared workbooks.
Ctrl + Alt + Shift + T: Accept or reject changes in the workbook during collaboration.

91. Excel Data Import

Ctrl + I: Open the Import Wizard to bring in data from external sources such as text files, databases, or web queries.
Alt + D, T: Import text data and convert it into Excel-friendly format.

92. Excel Dynamic Charts

Alt + N, C: Create dynamic charts that automatically update as the underlying data changes.
Ctrl + T: Convert data into a table to be used with dynamic charts.

93. Excel Unhide Sheets

Alt + H, O, U: Unhide hidden worksheets in your workbook.
Ctrl + Shift + 9: Unhide rows that were previously hidden.

94. Excel Cell Formatting

Ctrl + 1: Open the Format Cells dialog to apply text, number, date, or time formatting.
Ctrl + Shift + F: Open the Format Cells dialog with the Font tab selected to change font styles.

95. Excel Named Ranges

Ctrl + F3: Open the Name Manager to create or edit named ranges in a workbook.
Alt + M, N: Define a name for a cell or range of cells.

96. Excel Import Data from Web

Alt + D, I: Open the Web Query dialog to import data directly from a web page.
Alt + A, G: Import data from an HTML page into your workbook.

97. Excel Formula Auditing

Alt + M, V: Show formulas in the workbook for auditing purposes.
Alt + M, A: Trace the precedents (cells feeding data into a formula) and dependents (cells relying on the formula).

98. Excel Consolidate Data

Alt + D, C: Use the Consolidate dialog to combine data from multiple ranges or workbooks.
Ctrl + Shift + E: Open the Consolidate tool for dynamic data management.

99. Excel Flash Fill (Advanced)

Ctrl + E: Flash Fill will automatically recognize data patterns (e.g., splitting full names into first and last names) and fill them for you.

100. Excel Shortcut Customization

Alt + T, O: Open the Options dialog to customize Excel settings, including keyboard shortcuts and other interface features.
Alt + F8: Record a new macro to automate repetitive tasks, or assign a shortcut key to the macro for quick access.

Conclusion:

With these Top 100 Excel Commands, you now have a comprehensive set of tools to increase productivity and efficiency while using Excel. From simple tasks like formatting cells and inserting formulas to advanced techniques such as managing PivotTables and automating tasks with macros, mastering these commands will make you an Excel pro.

By incorporating these Excel commands into your workflow, you’ll significantly reduce time spent on repetitive tasks, optimize your data analysis, and become much more proficient at handling large datasets. Whether you’re a beginner or an advanced Excel user, mastering these 100 commands will elevate your Excel skills and improve your overall efficiency.

Saraswati Chandra Project Manager

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