MS Excel Shortcuts You Must Know for Data Entry & Office Work (2025 Guide)

Microsoft Excel is one of the most powerful tools used in offices for data entry, analysis, and report creation. But if you’re still doing everything with a mouse, you’re missing out on a faster, smarter way to work.

Whether you’re a beginner or an experienced user, learning these MS Excel keyboard shortcuts can boost your productivity, especially if you’re involved in data entry, admin work, accounts, or government jobs.

This blog will introduce you to the most essential Excel shortcuts for data entry and office tasks in 2025.

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🚀 Why Learn Excel Shortcuts?

• Save time during repetitive tasks
• Increase accuracy by avoiding manual clicks
• Improve efficiency in office work
• Prepare better for Excel-based computer skill tests

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✅ Top MS Excel Shortcuts for Data Entry & Office Work

🔹 Basic Navigation Shortcuts

Action	Shortcut
Move one cell right	→ (Right Arrow)
Move one cell left	← (Left Arrow)
Move to the next cell	Tab
Move to the previous cell	Shift + Tab
Move to the last used cell in a column/row	Ctrl + Arrow Key
Go to specific cell	Ctrl + G or F5

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🔹 Cell Selection Shortcuts

Action	Shortcut
Select entire row	Shift + Space
Select entire column	Ctrl + Space
Select entire worksheet	Ctrl + A
Extend selection by one cell	Shift + Arrow Key

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🔹 Data Entry Shortcuts

Action	Shortcut
Edit active cell	F2
Copy selected cells	Ctrl + C
Cut selected cells	Ctrl + X
Paste copied data	Ctrl + V
Fill down from above cell	Ctrl + D
Fill right from left cell	Ctrl + R
Insert current date	Ctrl + ;
Insert current time	Ctrl + Shift + ;

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🔹 Formatting Shortcuts

Action	Shortcut
Bold text	Ctrl + B
Italic text	Ctrl + I
Underline text	Ctrl + U
Format cells	Ctrl + 1
Add border	Ctrl + Shift + &
Remove border	Ctrl + Shift + _

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🔹 Working with Rows & Columns

Action	Shortcut
Insert new row	Ctrl + Shift + “+”
Delete row	Ctrl + “-“
Hide selected row	Ctrl + 9
Unhide row	Ctrl + Shift + 9
Hide selected column	Ctrl + 0
Unhide column	Ctrl + Shift + 0

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🔹 Excel Formulas & Functions

Action	Shortcut
Start a formula	=
Insert AutoSum	Alt + =
Display formula bar	Ctrl + ` (grave accent)
Evaluate part of formula	F9 (in formula editor)

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🔹 Saving and Printing

Action	Shortcut
Save workbook	Ctrl + S
Open workbook	Ctrl + O
New workbook	Ctrl + N
Print	Ctrl + P
Close workbook	Ctrl + W

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📘 Bonus: Excel Tips for Office Professionals

• Use Ctrl + Z and Ctrl + Y to undo/redo mistakes quickly
• Use Alt key combinations to access ribbon commands faster (e.g., Alt + H for Home tab)
• Create custom shortcuts using Macros if you work with repetitive data

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🎯 Who Should Learn These Shortcuts?

• Data Entry Operators
• Accountants
• Office Assistants
• Government job aspirants (SSC, CPCT, Banking Exams)
• Students & Freelancers