What is on the page
- Ctrl / Cmd
- Windows uses Ctrl for most shortcuts; Macs use Command (Cmd) for the same jobs.
- Win key
- The Windows logo key, used for system shortcuts such as Win + D for the desktop and Win + L to lock.
- Screenshots
- Win + Shift + S on Windows; Cmd + Shift + 3, 4 or 5 on a Mac.
- Excel navigation
- Ctrl + arrow jumps to the edge of the data; adding Shift selects everything on the way.
- Blank rows
- Add the shortcuts your own apps use, such as your email, browser or accounting software.
Learning shortcuts that stick
Don't try to learn the whole sheet at once. Pick three shortcuts you would use many times a day, for example Alt + Tab, Win + Shift + S and Ctrl + Shift + T, and use them for a week till they are automatic, then pick three more. Print the sheet, highlight the ones you are learning, and keep it beside the keyboard. Training new staff? Add the sheet to the training checklist or a new starter pack.
Windows and Mac
Most shortcuts are the same idea on both systems, with Ctrl on Windows and Command on a Mac: copy, paste, undo, save, find and print. The differences are mostly system shortcuts, such as screenshots, locking the screen and switching windows. If you use both, keep both sheets. Locking your screen whenever you step away (Win + L or Ctrl + Cmd + Q) is the simplest security habit there is; see the remote work checklist for others.
Excel and Word
In Excel, the navigation shortcuts make the biggest difference: Ctrl + arrow to jump through a column of data, Ctrl + Shift + arrow to select it, Alt + = for a quick total and F4 to fix a cell reference with dollar signs. In Word, keyboard formatting and Ctrl + Enter for page breaks keep documents tidy. All the spreadsheets on this site work with these shortcuts.
Editing the files
The sheets print ready to use and are fillable, so you can add shortcuts for your own software. In Excel or Word, you can sort them or delete the ones you know.
Questions
What are the most useful keyboard shortcuts?
Copy (Ctrl + C), paste (Ctrl + V), undo (Ctrl + Z), save (Ctrl + S), find (Ctrl + F), switch apps (Alt + Tab) and screenshot (Win + Shift + S). On a Mac, use Cmd instead of Ctrl.
How do I take a screenshot on Windows?
Press Win + Shift + S to select an area, or PrtScn for the whole screen.
How do I take a screenshot on a Mac?
Cmd + Shift + 3 for the whole screen, Cmd + Shift + 4 for an area, or Cmd + Shift + 5 for all options.
How do I lock my computer quickly?
Win + L on Windows; Ctrl + Cmd + Q on a Mac.
What does F4 do in Excel?
While editing a formula, F4 cycles a cell reference through absolute and relative forms, such as A1, $A$1, A$1 and $A1.
Comments and questions
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