Microsoft

Excel 2016

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Quick Reference Card

The Excel 2016 Screen
Quick Access Toolbar

Keyboard Shortcuts
Title bar

Formula Bar

General

Close button

File tab
Ribbon
Name
box

Active cell
Columns

Rows

Worksheet tabs

Scroll
bars

View buttons Zoom slider

The Fundamentals
The File tab menu and Backstage view contain commands
for working with a programs files, such as Open, Save,
Close, New, and Print.

To Create a New Workbook: Click

the File tab, select New, and
double-click workbook, or press Ctrl
+ N.

Cell addresses: Cells are referenced by

addresses made from their column letter

and row number, such as cell A1, A2, B1,
B2, etc. You can find the address of a cell
by looking at the Name Box under the
clipboard

To Select a Cell: Click a cell or use the

keyboard arrow keys to select it.

To Open a Workbook: Click the File

tab and select Open, or press
Ctrl + O.

To Select a Cell Range: Click and drag to

To Save a Workbook: Click the

Save button on the Quick Access
Toolbar, or press Ctrl + S.
To Preview and Print a Workbook:
Click the File tab and select Print, or
press Ctrl + P.

To Select an Entire Worksheet: Click the

Undo
To Undo: Click the
button on the Quick Access Toolbar,
or press Ctrl + Z.
To Redo or Repeat: Click the
Redo button on the Quick
Access Toolbar, or press Ctrl + Y.
To Close a Workbook: Click the
Close button, or press Ctrl +
W.
To Get Help: Press F1 to open the
Help window. Type your question
and press Enter.

select a range of cells. Or, press and hold

down the Shift key while using the arrow
keys to move the mouse pointer to the
last cell of the range.
Select All button where column and
row headings meet. Or press Ctrl + A.

Open a Workbook
Ctrl + O
Create New
Ctrl + N
Save
Ctrl + S
Preview and Print
Ctrl + P
Close a Workbook
Ctrl + W
Help
F1
Run Spelling Check
F7
Calculate worksheets F9
Create an absolute,
F4
normal, or mixed reference

Navigation:
Move Between Cells
Right One Cell
Left One Cell
Down One Cell
Up One Cell
Down One Screen
Up One Screen
To Cell A1
To Last Cell
Go To Dialog Box

Editing
Cut
Copy
Paste
Undo
Redo
Find
Replace
Select All
Edit active cell
Clear cell contents

To Minimize the Ribbon: Click the

Minimize Ribbon button on the Ribbon.
Or, press Ctrl + F1. Or, right-click a tab
and select Unpin the Ribbon from the
contextual menu.

Formatting

To Change Program Settings: Click the

File tab and select Options.
To Use Zoom: Click and drag the zoom
slider to the left or right. Or, click the
Zoom Out and Zoom In buttons on
the slider.
To Change Views: Click a View button in
the status bar. Or, click the View tab and
select a view.

For Personal Use Only

Contact Us at [email protected] for organizational use.

, ,
,
Tab
Shift + Tab
Enter
Shift + Enter
Page Down
Page Up
Ctrl + Home
Ctrl + End
F5

Ctrl + X
Ctrl + C
Ctrl + V
Ctrl + Z
Ctrl + Y
Ctrl + F
Ctrl + H
Ctrl + A
F2
Delete

Bold

Ctrl + B

Italics

Ctrl + I

Underline

Ctrl + U

Open Format Cells

Dialog Box

Ctrl + Shift
+F

Select All

Ctrl + A

Select entire row

Shift + Space

Select entire column Ctrl + Space

Hide selected rows

Ctrl + 9

Hide selected
columns

Ctrl + 0
2016 CustomGuide

Editing

Formatting

To Edit a Cells Contents: Select the cell and click the Formula Bar, or
double-click the cell. Edit the cell contents and press Enter.

To Format Text: Use the commands in the Font group on the Home tab, or
click the Dialog Box Launcher in the Font group to open the dialog box.

To Clear a Cells Contents: Select the cell(s) and press the Delete key.

To Format Values: Use the commands in the Number group on the Home
tab, or click the
Dialog Box Launcher in the Number group to open the
Format Cells dialog box.

To Cut or Copy Data: Select cell(s) and click the

button in the Clipboard group on the Home tab.

Cut or

Copy

To Paste Data: Place the insertion point where you want to paste and click
the

Paste button in the Clipboard group on the Home tab.

To Preview an Item Before Pasting: Place the insertion point where you
want to paste, click the Paste button list arrow in the Clipboard group on the
Home tab, and hold the mouse over the paste option to preview.
To Paste Special: Select the destination cell(s), click the Paste button list
arrow in the Clipboard group on the Home tab, and select Paste Special.
Select an option and click OK.
To Copy Using Auto Fill: Point to the fill handle at the bottom-right corner of
the selected cell(s), then drag to the destination cell(s).
To Complete a Series Using AutoFill: Select the cells that define the series.
Click and drag the fill handle to complete the series.
To Move or Copy Cells Using Drag and Drop: Select the cell(s) you want to
move or copy, position the pointer over any border of the selected cell(s), then
drag to the destination cells. To copy, hold down Ctrl key while dragging.
To Insert a Column or Row: Right-click to the right of the column, or below
the row you want to insert. Select Insert from the contextual menu, or click the
Insert button in the Cells group on the Home tab.
To Delete a Column or Row: Select the row or column heading(s). Rightclick and select Delete from the contextual menu, or click the Delete button
in the Cells group on the Home tab.
To Insert a Comment: Select the cell where you want to insert a comment
and click the Review tab on the Ribbon. Click the New Comment button in
the Comments group. Type a comment and click outside the comment box.

Formulas and Functions

To Total a Cell Range: Click the cell where you want to insert the total and
click the Sum button in the Editing group on the Home tab. Verify the
selected cell range and click the Sum button again.

To Enter a Formula: Select the cell where you want to insert the formula.

Type = and enter the formula using values, cell references, operators, and
functions. Press Enter when youre finished.

To Insert a Function: Select the cell where you want to enter the function
and click the

Insert Function button on the Formula Bar.

To Reference a Cell in a Formula: Type the cell reference (for example, B5)
in the formula or click the cell you want to reference.

To Create an Absolute Cell Reference: Precede the cell references with a $

sign or press F4 after selecting cell(s) to make it absolute.

To Use Several Operators or Cell Ranges: Enclose the part of a formula

you want to calculate first in parentheses.

Charts
To Create a Chart: Select the cell range that contains the data you want to

chart and click the Insert tab on the Ribbon. Click a chart type button in the
Charts group and select the chart you want to use from the list.

To Copy Formatting with the Format Painter: Select the cell(s) with the
formatting you want to copy and click the
Format Painter button in the
Clipboard group on the Home tab. Then, select the cell(s) you want to apply
the copied formatting to.
To Apply a Cell Style: Select the cell(s) you want to apply a cell style to.
Click the Cell Styles button in the Styles group of the Home tab on the
Ribbon and select a style from the gallery.
To Format a Cell Range as a Table: Select the cells you want to apply table
formatting to. Click the Format as Table button in the Styles group of the
Home tab on the Ribbon and select a table format from the gallery.
To Apply a Document Theme: Click the Page Layout tab on the Ribbon,
click the Themes button in the Themes group, and select a theme from the
gallery.
To Apply Conditional Formatting: Select the cells to which you want to
apply conditional formatting. Click the Conditional Formatting button in the
Styles group of the Home tab. Select the formatting scheme you wish to use,
then set the conditions in the dialog box.
To Adjust Column Width or Row Height: Drag the right border of the
column header, or the bottom border of the row header. Double-click the
border to AutoFit the column or row according to its contents.

Workbook Management
To Insert a New Worksheet: Click the

Insert Worksheet button next to

the sheet tabs at the bottom of the program screen. Or, press Shift + F11.

To Delete a Worksheet: Select the sheet you want to delete, click the Delete
button in the Cells group on the Home tab, and select Delete Sheet. Or,
right-click the sheet tab and select Delete from the contextual menu.

To Rename a Worksheet: Double-click the sheet tab, enter a new name for
the worksheet, and press Enter.

To Change a Worksheets Tab Color: Right-click the sheet tab, select Tab
Color, and choose the color you want to apply.

To Move or Copy a Worksheet: Click and drag a tab to move a worksheet.

Hold down the Ctrl key while clicking and dragging to copy the worksheet.

To Split a Window: Click the View tab and click the Split button in the
Window group. Or, press Alt + WS (one at a time).

To Freeze Panes: Place the cell pointer where you want to freeze the

window, click the View tab on the Ribbon, click the Freeze Panes button in
the Window group, and select an option from the list.

To Select a Print Area: Select the cell range you want to print, click the Page
Layout tab on the Ribbon, click the Print Area button in the Page Setup
group, and select Set Print Area.

To Adjust Page Margins, Orientation, Size, and Breaks: Click the Page
Layout tab on the Ribbon and use the commands in the Page Setup group,
or click the
Dialog Box Launcher in the Page Setup group to open the
Page Setup dialog box.

To Protect or Share a Workbook: Click the Review tab on the Ribbon and
use the commands in the Changes group.

To Insert a Sparkline: Select the cell range that contains the data you want to To Recover Autosaved Versions: Click the File tab on the Ribbon and
chart and click the Insert tab on the Ribbon. Select the sparkline you want to
insert from the Sparkline group. Select the cell or cell range where you want to
add the sparkline and click OK.

For Personal Use Only

Contact Us at [email protected] for organizational use.

select Info. Select an autosaved version from the Versions list. Or, click the
Manage Versions button and select Recover Unsaved Workbooks.

2016 CustomGuide

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