Keyboard Shortcuts

If you use spreadsheets a lot, keyboards shortcuts are your best friend. 0:00 Learning how to use them will increase your productivity exponentially, and 0:05 save you so much time. 0:08 An expert spreadsheet user, will very rarely use their mouse to navigate and 0:10 work with their spreadsheet. 0:14 Microsoft Excel includes tons of keyboard shortcuts. 0:16 But sheets has useful shortcuts that will save you time as well. 0:20 Let's get started. 0:23 First and most importantly, let's start with inputting data into a cell. 0:25 Instead of clicking on a cell, you can just press the Enter or Return key. 0:29 Here, is a cell with data already in it. 0:34 If I start typing, it replaces the data already in there. 0:38 I don't want to delete the data. 0:42 I can click on the cell, then take my mouse up to the formula bar 0:45 at the top of the screen and click and start typing. 0:49 Or, I can select the cell and click Enter or Return. 0:56 Now, see my cursor appears and I can use the arrows to move around the cell. 1:00 Next up are Copy, Paste and Cut. 1:06 These work exactly the same in spreadsheets as they do in text editors. 1:08 And chances are use the same shortcuts as text editing software you're 1:12 familiar with. 1:15 For example, Copy is Cmd+C. 1:17 I select the cell I want to copy, then press Cmd+C at the same time. 1:21 Notice how the highlighting around the cell has changed to be a dotted line. 1:25 That means I've copied that cell. 1:29 I can copy multiple cells at the same time too. 1:31 Note that you can copy more than just a value, 1:34 you can copy a formula from one cell to another cell, or multiple cells. 1:36 Paste and Cut are the same as copy, you just have to use a V for paste and 1:40 an X for cut. 1:44 So I've copied these cells using Cmd+C. 1:45 Now I'm going to move over here and press Cmd+V, and it's gonna paste those. 1:48 I can also Copy these, Paste them over here or 1:52 I can Cut them by pressing Cmd+X and put them over there. 1:57 Paste special is super powerful, 2:01 it allows you modify what you actually Copy and Paste. 2:03 So if we look at the menu. 2:06 Under Edit, and go down to Paste Special, 2:09 we can see all the different special pasting that we can do. 2:11 We can paste the values, we can paste the formats, we can paste a formula. 2:15 Let's look at an example of this together. 2:19 Here, I'm copying this cell, I'm moving it over to column G and I'm pasting it. 2:22 Now, that's the formula. 2:30 It's a relative reference. 2:33 So it follows along as we explained in a previous video. 2:34 But, I can also copy this. 2:37 And then if I paste special values, 2:42 you can see that the formula wasn't copied anymore but the value was. 2:46 I use paste special values for all sorts of reasons. 2:50 One of the most obvious, is if I have a spreadsheet that is using 2:54 a bunch of formulas, and I don't want the data to change anymore. 2:57 I might copy everything, and paste special values so the data won't change any more. 3:01 Let's look at an example here on this spreadsheet. 3:05 These are all formulas. 3:10 I could paste special value. 3:13 And now the volumes are accurate still, but 3:17 they're not relying on a relative reference formula. 3:20 How about paste special formats? 3:24 You may format a cell one way, and instead of having to redo that formatting in 3:26 another cell, which could require multiple clicks. 3:31 You can just paste special format. 3:33 Let's look at an example. 3:35 I'm making this cell yellow, I'm bolding it and I'm adding a border. 3:38 This cell looks very differently than the other ones. 3:47 I'm copying it. 3:50 And instead of having to do all those different clicks. 3:51 I can just do one and the format has been copied. 3:56 How about this one here? 4:02 Again. 4:03 Format only, and we can see that the values haven't changed, but 4:05 the formatting has. 4:09 Moving along, there are ways to navigate around the cells without using your mouse. 4:10 Naturally, you can use the arrow keys to move around from cell to cell. 4:15 So here I'm pressing right on my arrow, now I'm pressing down on my arrows. 4:20 Holding down Shift, will allow you to select multiple cells at once. 4:24 Like so. 4:30 This is helpful if you want to copy or change a lot of cells at once. 4:32 So I'm copying these all, and I'm pasting all of them. 4:36 Instead of having to delete every single cell individually, I can hold down Shift, 4:40 and use my arrows, and now I've selected all of them and delete. 4:45 Holding down command on a Mac or 4:48 control on a PC, will allow you to jump to the next cell with data in it. 4:51 Holding on command, press left and it jumps to the next cell with that in it. 4:56 If you're already in the cell with that in it, 5:00 it will jump to the next cell before there is a cell with no data in it. 5:02 So now I'm going to hold down command and press up, 5:05 and you can see that it stopped at 480 right before there's a blank. 5:07 What happens here, I press down command, 5:12 I press right, it takes to the end of this spreadsheet. 5:14 Hold down command I press left, takes me to the beginning of the spreadsheet. 5:17 Holding down command I press down, it takes me to 6, 5:20 I press down again while holding command it takes me to the 5. 5:23 So you can see if you're working with a big spreadsheet, 5:26 instead of having to scroll. 5:29 In different directions by using the command or control on your arrows, 5:32 you can jump around pretty quickly. 5:35 Now, if we combine Shift+Cmd, 5:38 you can see how it will speed up your workflow rather quickly. 5:40 So before when I was showing the Shift example, I would hold down Shift and 5:44 then do this. 5:47 But, if I hold down Shift+Cmd then press down, 5:49 I've selected all of them very quickly. 5:53 Now, look how much faster this is than using my mouse. 5:56 With my mouse, I have to go move my hand over to the mouse, and 5:59 then I have to select all of them. 6:02 But, with my keyboard shortcuts, I can just hold down two keys and press down. 6:05 And I've done it much more quickly. 6:11 You can see how this can save you a lot of time, 6:14 when you're working with a large spreadsheet. 6:16 And would also help you when you're selecting data to sort. 6:19 The last shortcuts we'll talk about in this video, are Undo and Redo. 6:22 Cmd+Z or Ctrl+Z if you're in a PC, allows you to undo an action you've just done. 6:26 So here I'm going to use Shift+Cmd and press down. 6:32 And then up one time because I don't want that bottom row. 6:36 I'm going to press Cmd+C to copy. 6:39 And I'm going to press Cmd+V to paste. 6:42 But, maybe I didn't want to paste those there, so I want to Undo what I just did. 6:45 I could go up here to Edit, and do Undo there. 6:50 But, the much faster thing to do would be Cmd or 6:52 Ctrl+Z, and it undo's the action I just took. 6:56 If you want to Redo something. 7:00 You can press Cmd+Y, and it's back. 7:02 Cmd+Z, Cmd+Y. 7:04 Cmd+Z, Cmd+Y. 7:06 Now interestingly, this can go for multiple steps. 7:08 So, let's start over here just to make it simple. 7:12 I've deleted that, now I'm selecting these cells. 7:17 I'm going to paste them, paste them, paste them, paste them. 7:22 Now I can press Cmd+Z once, twice, again and again, and 7:27 redo works the same way, redo, redo, redo, redo. 7:33 So, just remember that you can go multiple steps forward or backwards, 7:37 by using Redo and Undo. 7:41 Those are some of the basic keyboard shortcuts that you should 7:44 start building into your work flow. 7:47 As you start to use spreadsheets more, 7:49 pay attention to places where you can use keyboard shortcuts and practice them. 7:51 See the teacher's notes for links to keyboard shortcut documentation, for 7:56 both Google Sheets and Excel. 8:00 You should explore these, and work towards mastering keyboard shortcuts. 8:01