5 Underrated Excel Shortcuts That Will Boost Your Productivity

Excel is a powerful tool many of us use daily to manage data, perform calculations, and analyze trends. While most users are familiar with basic functions and popular shortcuts like Ctrl+C (copy) or Ctrl+V (paste), there are a number of underrated Excel shortcuts that can significantly enhance your productivity. These lesser-known shortcuts help you navigate large datasets more efficiently, save time on repetitive tasks, and make your workflow more seamless. If you're looking to take your Excel game to the next level, here are five underrated shortcuts that every Excel user should master.

1. Ctrl + D – Fill Down

One of the most overlooked shortcuts in Excel is Ctrl + D, which allows you to quickly fill the contents of a cell into the cells below it. Instead of manually dragging the fill handle (the little square in the corner of a cell), you can simply use this shortcut to copy the contents of the cell above to multiple cells below. It’s an excellent way to speed up data entry or quickly apply formulas across multiple rows.

How to use it:

• Select the cell with the content or formula you want to copy.
• Highlight the range of cells below it where you want the data to appear.
• Press Ctrl + D, and the contents of the top cell will fill into the selected cells below.

This shortcut is helpful when you're working with large columns of data and need to apply consistent values or formulas quickly.

2. Ctrl + Arrow Keys – Quickly Navigate Around Your Data

When working with large datasets, scrolling through endless rows and columns can be time-consuming. Instead of using the mouse or the scrollbar, Ctrl + Arrow Keys allow you to quickly jump to the edges of your data. This shortcut works in all directions—up, down, left, and right—so you can easily move to the top, bottom, or farthest data points in a column or row.

How to use it:

• Hold down the Ctrl key and press the arrow key corresponding to the direction you want to go. For example:
  • Ctrl + Down Arrow takes you to the last filled cell in the column.
  • Ctrl + Right Arrow moves you to the last filled cell in the row.
  • Ctrl + Up Arrow and Ctrl + Left Arrow do the same in the opposite directions.

This shortcut eliminates the need for excessive scrolling and helps you navigate large spreadsheets much more efficiently.

3. Alt + E, S, V – Paste Special (Values Only)

Copying and pasting values, formulas, or formatting in Excel is a regular task, but did you know there’s a faster way to access the Paste Special options? Alt + E, S, V is a sequence of keys that opens the Paste Special dialog, enabling you to paste only specific elements of your data (e.g., values, formulas, formatting) without affecting other parts of your worksheet.

How to use it:

• Copy the desired data (Ctrl + C).
• Select the destination cell.
• Press Alt, followed by E, then S, and then V to paste the values only (or choose another option from the Paste Special dialog).

This shortcut allows you to bypass the ribbon and select precisely what you want to paste, saving time when performing data transformations.

4. Ctrl + Shift + "+" – Insert a New Row or Column

Inserting rows and columns is a common task in Excel, but many users still rely on right-clicking or going through the ribbon options. The shortcut Ctrl + Shift + "+" enables you to quickly insert a row or column without leaving your keyboard.

How to use it:

• To insert a new row, select any cell within the row where you want the new row to appear.
• To insert a new column, select any cell within the column where you want the new column to appear.
• Press Ctrl + Shift + "+" to insert the row or column.

This simple shortcut speeds up your workflow by eliminating the need for right-clicking and navigating through the context menu.

5. Ctrl + 1 – Format Cells Dialog Box

Formatting cells in Excel is crucial for creating visually appealing and easy-to-read spreadsheets. While many users format cells by right-clicking or using the ribbon, the Ctrl + 1 shortcut opens the Format Cells dialog box instantly, allowing you to access a wide range of formatting options all in one place.

How to use it:

• Select the cell or range of cells you want to format.
• Press Ctrl + 1 to open the Format Cells dialog box.
• From here, you can quickly apply number formatting, alignment settings, font styles, borders, and more.

This shortcut gives you direct access to all formatting options without wasting time navigating through different tabs in the ribbon.

Conclusion

Mastering Excel shortcuts is a game-changer for improving your productivity and efficiency. While some shortcuts are well-known, these five underrated gems can help you work smarter and faster. Whether you're toggling filters, navigating large data sets, or applying specific formatting, these shortcuts can save you valuable time and make your Excel experience smoother. Take the time to integrate these shortcuts into your daily workflow, and you'll notice an immediate improvement in how you work with Excel. So, the next time you open Excel, try these shortcuts out and elevate your productivity to new heights.