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MS Excel

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high importance⚡ 11 shortcuts4 subtopics
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Excel shortcuts and file facts

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⏱ 4 min read🧩 4 question types🎯 18 practice Q
The idea in one minute
ActionShortcut
Insert current date / timeCtrl+; / Ctrl+Shift+;
AutoSumAlt+=
Edit active cellF2
Toggle $ referencesF4 (while editing)
Format Cells dialogCtrl+1
Fill down / rightCtrl+D / Ctrl+R
Select column / rowCtrl+Space / Shift+Space
Insert new worksheetShift+F11
Chart on new sheetF11
Next / previous sheetCtrl+PgDn / Ctrl+PgUp
New line inside a cellAlt+Enter
Toggle filtersCtrl+Shift+L
Show formulas instead of resultsCtrl+`
Hide rowsCtrl+9 (restore Ctrl+Shift+9)
Spell checkF7
Create TableCtrl+T
Percent / currency / date formatCtrl+Shift+% / $ / #

File facts: default extension .xlsx from Excel 2007 (before: .xls); macro workbook .xlsm; template .xltx; CSV .csv; OpenDocument .ods. Default chart is a Clustered Column. A quick printed grid = Page Layout view / Page Break Preview.

01

The Excel shortcut families

ActionShortcut
Insert today's date (fixed)Ctrl+;
Insert current time (fixed)Ctrl+Shift+;
AutoSumAlt+=
Edit the active cellF2
Toggle $A$1 reference types (while editing)F4
Format Cells dialogCtrl+1
Fill down / fill rightCtrl+D / Ctrl+R
New workbook / open / save / printCtrl+N / Ctrl+O / Ctrl+S / Ctrl+P
Save AsF12

The date trap repeats every year: Ctrl+; stamps the date — Ctrl+D instead fills the cell above down.

02

Moving around a filled sheet

  • Ctrl+Home jumps to A1; Ctrl+End jumps to the last used cell of the data.
  • Ctrl + arrow key jumps to the edge of the data block in that direction.
  • Ctrl+Page Down / Page Up moves between worksheets.
  • Shift+F11 inserts a new worksheet.
03

F-key row for Excel

F2 edit cell, F4 toggle references (or repeat last action outside editing), F7 spell check, F11 instant chart of the selection, F12 Save As, Shift+F11 new sheet.

04

File formats of Excel

ExtensionMeaning
.xlsxdefault workbook, Excel 2007+ (X = XML)
.xlsExcel 97-2003 workbook
.xlsmmacro-enabled workbook
.csvcomma-separated plain text — opens anywhere, no formatting, one sheet
.xltx / .xltmtemplate / macro template

The same X/m/t rule of Office applies: X = 2007+ default, m = macro, t = template. A .csv stores one sheet only and loses formulas' formatting — plain values separated by commas.

05

How shortcut questions are framed

Competitive exams ask shortcuts in three shapes: the direct recall ("shortcut of AutoSum"), the reverse ("Ctrl+; does what?"), and the trap pair ("Ctrl+D inserts the date — true or false?"). The trap pairs to burn in:

  1. Ctrl+; (date) vs Ctrl+D (fill down).
  2. F2 (edit cell) vs F12 (Save As).
  3. Shift+F11 (new sheet) vs F11 (new chart) vs Ctrl+N (new workbook).
  4. Ctrl+1 opens the Format Cells dialog — a plain 1, no Shift, no Ctrl partner. A few more that appear: Ctrl+Shift+L switches filters on and off, Ctrl+Tab moves between open workbooks, Ctrl+W closes the workbook, and Ctrl+P prints — the same Print shortcut as every Office program.
06

Question types you will see

Each type: how to recognise it, the method step by step, and one question to try.

Type 1very common4 practice Q

Date, time and AutoSum shortcuts

How to spot it:

'Shortcut to insert the current date', 'which key runs AutoSum', 'which key edits the active cell' — with Ctrl+D planted as the date trap.

Method

  1. Date = Ctrl+; (semicolon), time = Ctrl+Shift+;, AutoSum = Alt+= , edit cell = F2.

  2. Ctrl+D is FILL DOWN, not date — the recurring trap.

  3. F4 toggles $ references only while a formula is being edited.

Try this

The keyboard shortcut to insert the current date into a cell is:

Show solution

Ctrl+; — it stamps a fixed date. Ctrl+Shift+; stamps the time; Ctrl+D fills the cell above down.

Type 2very common4 practice Q

Excel file-format facts

How to spot it:

'Default extension of an Excel 2007+ file', identification of .xls/.xlsm/.csv, or which format stores only comma-separated plain values.

Method

  1. Default = .xlsx (2007+, X = XML); .xls = 97-2003; .xlsm = macro-enabled; .csv = comma-separated plain text, one sheet, no formatting.

  2. The X/m/t rule is shared with Word and PowerPoint files.

  3. Macro questions point to the m extension.

Try this

The default file extension of an Excel 2016 workbook is:

Show solution

.xlsx — Office Open XML since Excel 2007; .xls is the 97-2003 format.

Type 3common3 practice Q

Navigation shortcuts

How to spot it:

'Which key jumps to cell A1 / to the last used cell / to the next sheet?' or identification of Ctrl+Home, Ctrl+End, Ctrl+Page Down.

Method

  1. Ctrl+Home = A1; Ctrl+End = last used cell of the data; Ctrl+arrow = edge of the data block.

  2. Ctrl+Page Down / Page Up = next / previous worksheet; Shift+F11 = new sheet.

  3. Ctrl+Tab switches between open workbooks.

Try this

Which key combination takes the cursor to the last used cell of a worksheet?

Show solution

Ctrl+End — Ctrl+Home goes to A1, the opposite corner of the used area.

Type 4occasional3 practice Q

Sheet and workbook actions

How to spot it:

How a new sheet is added, how a sheet is renamed, or the shortcut of Save As / Format Cells.

Method

  1. New worksheet = Shift+F11 (or the + button); rename = double-click the sheet tab.

  2. Save As = F12; Format Cells dialog = Ctrl+1.

  3. Deleting a sheet cannot be undone — Excel warns first.

Try this

The shortcut to insert a new worksheet in the open workbook is:

Show solution

Shift+F11 — a fresh sheet appears to the left of the current one. F11 alone builds a chart sheet.

07

Shortcuts that save time

⚡ Date stamp duo

Ctrl+; = date, Ctrl+Shift+; = time - the Shift makes it work-o'clock (time). 'Current date in a cell' questions answer Ctrl+;.

Example

Shortcut to insert today's date in a cell?

Show solution

Ctrl+; (semicolon).

⚡ F-key row for Excel

F2 edit, F4 lock, F7 spell, F9 recalc, F11 chart sheet, F12 Save As - the F-row reads like Excel's toolbar.

Example

Shortcut to create a chart on a new sheet?

Show solution

F11.

⚡ Alt+= = AutoSum

Alt with the plus key writes =SUM() over the adjacent numbers instantly - the fastest marks in the section.

Example

Keyboard shortcut for AutoSum?

Show solution

Alt+= .

08

Mistakes to avoid

Where most students lose marks on this subtopic.

Mistake 01

Giving Ctrl+D for date - Ctrl+D fills down; the date stamp is Ctrl+;.

Mistake 02

Saying F4 always toggles references - only while a reference is being edited; otherwise F4 repeats the last action.

Mistake 03

Answering .xls for Excel 2016 files - .xls is 97-2003; the default is .xlsx.

09

Quick revision

Read this the night before the exam.

  • Ctrl+; date, Ctrl+Shift+; time, Alt+= AutoSum, F2 edit, F4 reference toggle.

  • Ctrl+1 Format Cells, F12 Save As, Shift+F11 new sheet, F11 quick chart.

  • Ctrl+Home A1, Ctrl+End last cell, Ctrl+arrows edges of data.

  • Default file .xlsx; .xls old; .xlsm macro; .csv = comma-separated plain text.

10

Practice: 18 questions

Sets of 10, mixed across the question types above. Every answer has a step-by-step explanation.

Topic test · 10 questions

Suggested time 5 min · wrong answers go to your mistake notebook automatically.

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