Short cut keys for selecting areas in Excel
Excel Tips
Today’s tip sheet explains some of the keyboard short cuts in MS-Excel.
These short cuts will assist you to select content in your worksheet rather than dragging your mouse around.
- You may already know and use this one. [Ctrl + A] to select the entire worksheet (16,384 columns x 1,048,576 rows).
- Trying to check for blank rows or blank columns in a table (or list)? Click on any cell in the table and press [Ctrl + Shift + *].
Tip: If the area selected is larger than what you can see on the screen try using the zoom feature (bottom right corner – “Fit selection”) to check the whole area you have selected. - To select an entire column in a worksheet, click on any cell in that column then press [Ctrl + Spacebar]
- Similarly, [Shift + Spacebar] will select an entire row in a worksheet.
- The keyboard combination of [Ctrl + Shift + End] is great for selecting everything from your current cell to the last cell in the worksheet.
Note: When I use the + symbol between keys, this means hold down the first (and sometimes second) key before pressing the last key.
All of these short cuts work in Excel 2007, 2010, 2013 and 2016. If you are using a Mac, replace the Ctrl key with the Command key.
If you are unsure of how any of these tips work, watch our video on how to use these short cut keys.
If you find these tips helpful, check our last tip sheet – Short cut keys for formatting documents in MS-Word.
Technology – your travel partner
The Balance team, led by cruise director Deborah Hutton, is about to take off on an exciting river cruise through France. To help you get organised for this or any overseas trip, here are a couple of technology tips to help you travel safely.
- On a note app (I recommend Evernote) create a separate note (or photo) for each of these items:
a. Your passport
b. Your travel insurance
c. Emergency numbers
d. List of your travel items – clothes, shoes, hats (I also recommend taking a photo of these items arranged on your bed before you pack them).
e. Your travel itinerary/tickets
I recommend Evernote as it will synchronise these notes with your tablet and your computer. If an unfortunate event happens you will have a copy at your finger tips (also available via the internet) as well as on your home computer so family and friends can help you if necessary. - Record a “missed called message” on all devices that doesn’t quite tell the world you are on holidays but says something like “I will be in and out of range for the next couple of weeks. If urgent please send an email message to me@playtime.aaa or call nnn nnn nnn”. It’s important not to advertise that you are way from your home if no-one is there to protect it.
- When you arrive at your departure airport, turn all your devices (phone and tablet) to airplane mode. This will save battery and ensure you aren’t hit with roaming charges when you land.
- Calling home – don’t even consider it from your mobile phone unless you have:
a. visited your mobile phone provider and purchased an overseas travel package;
b. gone to Australia Post to get one of their mobile travel cards;
c. purchased a SIM card when you land in France/Europe; or
d. set-up a chatting app (such as FaceTime, Skype) when in WiFi range.
For options (b) and (c) check before you leave that your phone is unlocked (this means you can place another SIM card in it). If it is not you will need to pay your phone provider to unlock it.
Lastly, place all your cables and a power adapter in a pencil case. I also suggest putting a tag on the zip with a number clearly marked on it so you know how many cables you have to collect when packing each time.
Word Formatting shortcut keys
Short cut keys can sometimes save you a second (or two) when you are navigating around MS‑Word. Here are five of my favourite short cut keys for formatting a document.
- Trying to make some text stand out? After selecting your text, try pressing [Ctrl + Shift + K] to give you small caps text. [Ctrl + Z] will undo this if you don’t like it).
- [Shift + Enter] will create a soft return. Great for when you need an extra blank line between bullets points or numbered lists.
- Need to centre your text? Try pressing [Ctrl + E]. Note: [Ctrl + L] will left align, and [Ctrl + R] will right align your text.
- Need to have a date in a document that changes to the current date when you re-open the document? Try [Shift + Alt + D]. This will insert the current date and you can update it by clicking on the update tag that is displayed when you next open the document.
- A quick way to indent a paragraph is to press [Ctrl + M]. You can do this multiple times to increase the indent, and when you want to cancel the indent press [Shift + Ctrl + M].
When I use the + symbol between keys, this means to hold down the first (and sometimes second) key before pressing the last key.
All of these short cuts work in Word 2007, 2010, 2013 and 2016. If you are using a Mac, replace the Ctrl key with the Command key.
Watch our video on how to use these short cut keys.