Ultimate guide to Google sheets shortcuts that you need to know now!

2019 Jan. 07

Google Sheets Shortcut canva Image.jpg

Google Sheets Shortcuts

All businesses and organization generate and deal with a lot of data and we all know that data are the raw facts accumulated about something, which can be unorganized and not specific. Whereas Information is refined from accumulated data which are organized, specific and meaningful.

To get Information there is a lot of data that has to be processed and cannot be done manually, Isn’t it?

Here’s why there is a need for a tool or web application to handle such a large volume of data and it is Google Sheets

Google Sheets is a free, online application to create, edit and format spreadsheets which work on mobile, laptop and desktop.

Let’s go through all keyboard shortcuts:

COMMON ACTIONS:

Common actions are basic shortcuts in Google sheets for performing tasks such as selecting rows & columns, To cut, paste or Copy any text or data, Below is the list as follows:-


Common Action windows.PNG

  • To Select a particular Column: Ctrl + Space
  • To Select a particular Row: Shift + Space
  • To Select all the data: Ctrl + a
  • To Select all the data: Ctrl + Shift + Space
  • To Undo: Ctrl + z
  • To Redo: Ctrl + y;  Ctrl + Shift + z;  F4
  • To Find: Ctrl + f
  • To Find and replace: Ctrl + h
  • To Fill range: Ctrl + Enter
  • To Fill down: Ctrl + d 
  • To Fill right: Ctrl + r
  • To Save: Ctrl + r
  • To Open: Ctrl + o
  • To Print: Ctrl + p
  • To Copy: Ctrl + c
  • To Cut: Ctrl + x
  • To Paste: Ctrl + v
  • To Paste values only: Ctrl + Shift + v
  • Show common Keyboard shortcuts: Ctrl + /
  • To Insert new sheets: Shift + F11
  • To Compact controls: Ctrl + Shift + f
  • Select input tools: Ctrl + Alt + Shift + k 
FORMAT CELLS:

Formatting shortcuts are used to change, rearrange, insert and design the data in spreadsheets.

There is a full Image list of formatting shortcuts below:-

Format cells Windows.PNG

  • To Make the Character Bold: Ctrl + b
  • To Underline the Character: Ctrl + u
  • To Italic the Character: Ctrl + i
  • To Strikethrough: Alt + Shift + 5
  • To Center align: Ctrl + Shift + e
  • To left-align:  Ctrl + Shift + l
  • To Right align: Ctrl + Shift + r
  • To Apply top border: Alt + Shift + 1
  • To Apply the right border: Alt + Shift + 2
  • To Apply bottom border: Alt + Shift + 3
  • To Apply left border: Alt + Shift + 4
  • To Remove borders: Alt + Shift + 6
  • To Apply outer border: Alt + Shift + 7;  Ctrl + Shift + 7
  • To insert link: Ctrl +  k
  • To insert time: Ctrl + Shift + ;
  • To insert date: Ctrl + ;
  • To insert date and time: Ctrl + Alt + Shift + ;
  • To Format as decimal: Ctrl + Shift + 1
  • To Format as time: Ctrl + Shift + 2
  • To Format as date: Ctrl + Shift + 3
  • To Format as currency: Ctrl + Shift + 4
  • To Format as percentage: Ctrl + Shift + 5
  • To Format as Exponent: Ctrl + Shift + 6
  • To Clear formatting: Ctrl + \

NAVIGATE SPREADSHEET:

As the name itself describes the above word, Navigate means to move between the spreadsheets, menus, hyperlinks and web pages, Below are the Shortcuts available:-


Navigate Spreadsheets Windows.PNG

  • To Move to the beginning of  row: Home
  • To Move to the beginning of sheet: Ctrl + Home 
  • To Move to end of row: End
  • To Move to end of sheet: Ctrl + End
  • To Scroll to active cell: Ctrl + Backspace
  • To Move to next sheet: Ctrl + Shift + Page Down
  • To Move to the previous sheet: Ctrl + Shift + Page Up
  • Display list of sheets: Alt + Shift + k
  • To Open hyperlink: Alt + Enter
  • To Open Explore: Alt + Shift + x
  • To Move focus out of spreadsheet: Ctrl + Alt + Shift + m
  • To Move to quick sum: Alt + Shift + q
  • To Move focus to popup: holding Ctrl + Alt, Press e then p
  • To Open drop-down menu on filtered cell: Ctrl + Alt + r
  • To Open revision history: Ctrl + Alt + Shift + h
  • To Open chat inside the spreadsheet: Shift + Esc
  • To Close drawing editor: Shift Esc
EDIT NOTES & COMMENTS:

Editing shortcuts are used to change the text in the document or file, To edit Comment etc.

Few Editing Shortcuts are Listed Below:-

Edit Notes _ Comments Windows.PNG

  • To Insert / edit note: Shift + F2
  • To Insert / edit comment: Ctrl + Alt + m
  • To Open comment discussion thread: Ctrl + Alt + Shift + a
  • To Enter current comment: holding Ctrl = Alt, press e the c
  • To Move to the next comment: holding Ctrl + Alt, press n then c
  • To Move to the previous comment: holding Ctrl + Alt, press p then c

TO OPEN MENU SHORTCUT

These shortcuts are used to open, view, edit, insert, any kind of menu available in the Google Spreadsheets.


To open Menu Windows.png


  • For File Menu: in Google Chrome: Alt + f;   other browsers: Alt + Shift + f
  • To Edit Menu: in Google Chrome: Alt + e;    other browsers: Alt + Shift + e
  • To View Menu: in Google Chrome: Alt + v;  other browsers; Alt + Shift + v
  • To Insert Menu: in Google Chrome: Alt + i;  other browsers; Alt + shift + i
  • To Format Menu: in Google Chrome: Alt + o;  other browsers Alt + Shift + o
  • For Data Manu;  in Google Chrome; Alt + d;  other browsers: Alt = Shift + d
  • For Tools Menu: in Google Chrome: Alt + t ;  other browsers: Alt + Shift + t
  • To Open Insert Menu: Ctrl + Alt + Shift + =
  • To Open Delete Menu: Ctrl + Alt + - (with cells selected)
  • For Add-ons Menu: in Google Chrome: Alt + n; other browsers Alt + Shift + n
  • For Help Menu; in Google Chrome: Alt + h;  other browsers: Alt + Shift + h
  • For Accessibility Menu: in Google Chrome: Alt + a
  • To Sheet Menu: Alt + Shift + s
  • To Context Menu: Ctrl + Shift + \
ADD OR CHANGE ROWS & COLUMN KEYBOARD SHORTCUTS: 

These shortcuts are specifically used to Insert, delete, hide or unhide, Group or Ungroup rows & Column. Below are the shortcut as follows:


Add or Change Rows Windows.PNG

  • To Insert Rows Above : Ctrl + Alt + Shift + =
  • To Insert Rows Below: Alt + i, then w
  • To Insert Columns to the left:  Alt + i, then c
  • To Insert Columns to the right: Alt + i, then o 
  • To Delete Rows: Ctrl + Alt + -
  • To Delete Columns: Ctrl + Alt + -
  • To Hide Row: Ctrl + Alt + 9 
  • To Hide Column: Ctrl + Alt + 0
  • To Unhide Row: Ctrl + Shift + 9
  • To Unhide Column: Ctrl + Shift + 0
  • To Group rows or columns: Alt + Shift + Right arrow 
  • To Ungroup rows or columns: Alt + Shift + Left arrow 
  • To Expand grouped rows & coulmns: Alt + Shift + Down arrow
  • To Collapse grouped rows or Columns: Alt + Shift + Up arrow. 
USING FORMULAS

While performing multiple calculations or series of calculation, it can only be done through formulas, below is the snapshot of the formula Shortcuts.

To use Formulas Windows.png

  • To Show all formulas: Ctrl + ~
  • To Insert array formula: Ctrl + Shift + Enter
  • To Collapse an expanded array formula: Ctrl + e
  • To Show/ hide formula help: Shift + F1
  • For Full / Compact Formula help: F1
  • For Absolute / relative reference: F4
  • For Toggle formula result previews: F9
  • To Resize formula bar: Ctrl + Up / Ctrl + Down  

COMMON ACTIONS SHORTCUT ( MAC):  

Let’s Begin and understand the common actions which mean basic shortcuts such as select, find, replace, save etc. Below is the entire Image list of a Common keyboard shortcut for MAC Users.

Common Action Mac.PNG

  • To Select a particular Column: Ctrl + Space
  • To Select a particular Row: Shift + Space
  • To Select all the data: ⌘ + a
  • To Select all the data:  + Shift + Space
  • To Undo:  + z
  • To Redo:  + y;   + Shift + z;  F4
  • To Find:  + f
  • To Find and replace:  + h
  • To Fill range:  + Enter
  • To Fill down:  + d 
  • To Fill right:  + r
  • To Save:  + r
  • To Open:  + o
  • To Print:  + p
  • To Copy:  + c
  • To Cut:  + x
  • To Paste:  + v
  • To Paste values only:  + Shift + v
  • Show common Keyboard shortcuts:  + /
  • To Compact controls:  + Shift + f
  • Select input tools:  + option + Shift + k 
FORMAT CELLS (MAC):  

Format Cells shortcuts are used to bold, underline, align, insert, format the cells in Google Spreadsheets, beneath is the full image list of shortcuts.

Format cells Mac.PNG


  • To Make the Character Bold:  + b
  • To Underline the Character:  + u
  • To Italic the Character:  + i
  • To Strikethrough: Option + Shift + 5
  • To Center align:  + Shift + e
  • To left-align:   + Shift + l
  • To Right align:  + Shift + r
  • To Apply top border: Option + Shift + 1
  • To Apply the right border: Option + Shift + 2
  • To Apply bottom border: Option+ Shift + 3
  • To Apply left border: Option + Shift + 4
  • To Remove borders: Option + Shift + 6
  • To Apply outer border: Option + Shift + 7;   + Shift + 7
  • To insert link: +  k
  • To insert time: + Shift + ;
  • To insert date:  + ;
  • To insert date and time: + Option+ Shift + ;
  • To Format as decimal: Ctrl + Shift + 1
  • To Format as time: Ctrl + Shift + 2
  • To Format as date: Ctrl + Shift + 3
  • To Format as currency: Ctrl + Shift + 4
  • To Format as percentage: Ctrl + Shift + 5
  • To Format as Exponent: Ctrl + Shift + 6
  • To Clear formatting:  + \
NAVIGATE SPREADSHEET (MAC): 

The below shortcuts are used to Navigate the Google Spreadsheet, Under is a list of Shortcuts Mentioned through Image.

Navigate spreadsheet mac.PNG

  • To Move to the beginning of  row: Fn + Left arrow
  • To Move to the beginning of sheet: ⌘ + Fn + Left arrow
  • To Move to end of row: Fn + Right arrow
  • To Move to end of sheet: ⌘ +  Fn  + Right arrow
  • Scroll to active cell:  + Backspace
  • To Move to next sheet:  + Shift + Fn + Down arrow
  • To Move to the previous sheet: + Shift + Fn + Up arrow
  • Display list of sheets: Option + Shift + k
  • To Open hyperlink: Option+ Enter
  • To Open Explore: Option+ Shift + x
  • To Move focus out of spreadsheet: Ctrl +  + Shift + m
  • To Move to quick sum: Option + Shift + q
  • To Move focus to popup:  Ctrl + , Press e then p
  • To Open drop-down menu on filtered cell: Ctrl + + r
  • To Open revision history: ⌘ + Option + Shift + h
  • Open chat inside the spreadsheet: Shift + Esc
  • To Close drawing editor: Shift + Esc
TO EDIT NOTES & COMMENTS (MAC):  

The below Image list of shortcuts are used to Insert, Edit, Move the Notes & Comments In Google Spreadsheets.


Edit Notes MAC.PNG

  • To Insert / edit note: Shift + F2
  • To Insert / edit comment:  + Option + m
  • To Open comment discussion thread: + Option + Shift + a
  • To Enter current comment: holding Ctrl = , press e the c
  • To Move to the next comment: holding Ctrl + , press n then c
  • To Move to the previous comment: holding Ctrl + , press p then c
TO OPEN MENU (MAC): 

To access, any menu in Google spreadsheets such as File Menu, Tools menu, Contact Menu, Sheet Menu, Add-ons menu, etc are listed below in the form of Image.


To open Menu Mac.PNG

  • For File Menu: Ctrl + Option + f
  • To Edit Menu:  Ctrl + Option + e
  • To View Menu:  Ctrl + Option + v
  • To Insert Menu:  Ctrl + Option + i
  • To Format Menu: Ctrl + Option + o
  • For Data Manu: Ctrl + Option + d
  • For Tools Menu: Ctrl + Option + t 
  • To Open Insert Menu: ⌘ + Option + = (with cells selected)
  • To Open Delete Menu: ⌘ + Option + - (With cells selected )
  • To Form menu: Ctrl + option + m 
  • For Add-ons Menu: Ctrl + option + n
  • For Help Menu: Ctrl + Option + h
  • For Accessibility Menu: Ctrl + Option + a 
  • To Sheet Menu:  Option + Shift +s
  • To Context Menu: ⌘ + Shift + \
TO ADD OR CHANGE ROWS & COLUMN (MAC):

As the name suggests how to change rows & columns, Below are the entire keyboard shortcuts for MAC Users.

Add or change rows Mac.PNG

  • To Insert Rows Above : ⌘ + Option + =
  • To Insert Rows Below: Ctrl + Option + i, then b
  • To Insert Columns to the left:  ⌘ + Option  +  =(with columns selected)
  • To Insert Columns to the right: Ctrl + Option + i, then o
  • To Delete Rows: ⌘ + Option + - (with rows selected)
  • To Delete Columns: ⌘ + Option + - (with columns selected)
  • To Hide Row: ⌘+ Alt + 9 
  • To Hide Column: ⌘+ Alt + 0
  • To Group rows or columns: Option + Shift + Right arrow 
  • To Ungroup rows or columns: Option + Shift + Left arrow 
  • To Expand grouped rows & coulmns: Option + Shift + Down arrow
  • To Collapse grouped rows or Columns: Option + Shift + Up arrow. 
USE FORMULAS:  

To perform basic calculations let’s say basic as Addition, Subtraction, Multiplication, Division and for advanced calculations such as finding square & cube roots, Quartile, percentages. These formulas are used. Beneath are list image of formulas.

To use Formulas MAC.PNG

  • To Show all formulas: Ctrl + ~
  • To Insert array formula: ⌘ + Shift + Enter
  • To Collapse an expanded array formula: ⌘ + e
  • To Show/ hide formula help: Shift + Fn + F1
  • For Full / Compact Formula help: Fn +F1
  • For Absolute / relative reference: Fn + F4
  • For Toggle formula result previews: Fn + F9
  • To Resize formula bar: Ctrl + Up / Ctrl + Down  

Conclusion

 Hope you have liked the Entire keyboard shortcuts of Google Spreadsheets both for Windows and Mac, I understand that it is very comprehensive information but while using on regular basis will make you more efficient at the workplace.

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