In today’s digital world, numerous software tools and applications are available to seamlessly manage project data and accounting. Among them, Google Sheets stands out as a versatile, cloud-based platform that allows users to access and edit spreadsheets from any device with an internet connection.
Its real-time collaboration features, including integrated commenting and live updates, make it an ideal choice for remote work and managing shared projects. Teams can work together effortlessly, regardless of location.
The Origin of Keyboard Shortcuts
Before discussing the impact of keyboard shortcuts today, it’s essential to revisit their origins.
- In the early 1960s, text editors like TECO (Text Editor and Corrector) introduced simple keyboard commands to manipulate text.
- In 1974, Xerox PARC’s Bravo word processor, developed by Butler Lampson and Charles Simonyi, introduced the concept of modern keyboard shortcuts. They implemented the use of control keys (like Ctrl) in combination with other keys to perform actions quickly.
- In 1980s, keyboard shortcuts were introduced with systems like Apple’s Lisa (1983) and Macintosh (1984), the number of keyboard shortcuts was quite limited compared to today’s extensive options. At that time, the focus was on creating shortcuts for essential tasks to simplify user interaction with the new graphical user interfaces (GUIs).
- Microsoft Windows 1.0, released in 1985, adopted similar shortcut conventions but primarily used the Control key instead of Command. As Windows gained market dominance, its shortcut system became widely adopted, leading to a de facto standard in the PC world. The Alt key was also incorporated for accessing menu items and other functions.
Estimated Number of Shortcuts
Apple Lisa and Macintosh:
Initially, these systems introduced around 10–15 essential shortcuts for common operations, such as:
- Command + C: Copy
- Command + V: Paste
- Command + X: Cut
- Command + Z: Undo
- Command + S: Save
- Command + P: Print
- Command + Q: Quit
MS-DOS (1980s):
In the command-line interface (CLI) systems like MS-DOS, shortcuts were more functional and focused on interrupting or managing tasks without a mouse. Some examples include:
- Ctrl + C: Interrupt a process
- Ctrl + Break: Pause or terminate processes
These shortcuts were fewer in number and more functional for navigating and managing tasks without a mouse.
Why the Limited Number?
- User Familiarity: Early computer users were still getting accustomed to GUIs, so shortcuts targeted the most frequently performed tasks.
- Technical Simplicity: Operating systems and software were less complex, reducing the need for an extensive set of shortcuts.
- Hardware Constraints: Keyboards in the 1980s had fewer keys, which limited the scope for more intricate key combinations.
By the mid- 1980s, there were approximately 10–20 keyboard shortcuts introduced for essential operations like copy, paste, save, and undo. Apple’s Macintosh played a significant role in defining modern shortcuts, while MS-DOS relied on simpler keyboard commands. Over time, as software became more complex, the number of keyboard shortcuts expanded dramatically.
Google Sheets and Modern Keyboard Shortcuts
Today, keyboard shortcuts are a cornerstone of productivity, enabling users to perform tasks quickly and efficiently without navigating through menus or relying on the mouse. Google Sheets is an excellent example of a tool where shortcuts streamline workflows and save time.
Key Benefits of Shortcuts in Google Sheets
- Efficiency: Tasks such as copying, pasting, formatting, and navigating between cells or sheets can be executed instantly using key combinations.
- Reduced Strain: Shortcuts minimize repetitive mouse movements, reducing physical strain and improving workflow focus.
- Advanced Features: For users managing large datasets, shortcuts allow rapid data entry, formula application, and formatting adjustments. They also make complex tools like filters, pivot tables, and conditional formatting more accessible.
Common Google Sheets Shortcuts
The Function keys (F1-F12) were increasingly used for shortcuts, especially in productivity software.
If you want to visit to the list of keyboard shortcuts in Google Sheets,
- Press Ctrl + / (Windows, Chrome OS) or ⌘ + / (Mac)
Open Recent Files:
- Press Ctrl + O (Windows) → Select a file
Tool Finder (Search the Menus):
- Press Alt + / (Windows, Chrome OS) or Option + / (Mac)
The shortcuts provided above or in the table below are are designed to make working in Google Sheets much faster and more efficient, focusing primarily on insertion and deletion tasks. Want to perform tasks faster in Google Sheets? Use these handy shortcuts!
- Just press
Ctrl + Alt + -and you can remove rows or columns with the help of pop up menu. - If you need to add new rows or columns, press
Ctrl + Alt + =and a menu will pop up. - Quickly insert today’s date in a cell – just hit
Ctrl + ;and it appears like magic, the current time, useCtrl + Shift + ;, or if you want both the date and time together, pressCtrl + Alt + Shift + ;. - Need a new sheet? Press
Shift + F11. - Add a link with
Ctrl + Kand open it withAlt + Enter. - To add notes to your cells,
Shift + F2will help you out.
These shortcuts save time and make your work much smoother.
| Keyboard shortcuts | Editing |
|---|---|
| Delete rows/columns or Open delete menu | Ctrl + Alt + – |
| Insert rows/columns or Open insert menu | Ctrl + Alt + Shift + = Ctrl + Alt + = |
| Absolute/relative references (when entering a formula) | F4 |
| Insert array formula | Ctrl + Shift + Enter |
| Insert new sheet | Shift + F11 |
| Insert/edit note | Shift + F2 |
| Insert current date | Ctrl + ; |
| Insert current date and time | Ctrl + Alt + Shift + ; |
| Insert current time | Ctrl + Shift + ; |
| Insert link | Ctrl + K |
| Open links | Alt + Enter |
These shortcuts eliminate the need to rely on your mouse for every small task, making your spreadsheet work faster and more efficient. The table below provides over 200 keyboard shortcuts to help you enhance your productivity and streamline your workflow.
- Efficiently manages spreadsheet structure without navigating menus.
- Enables powerful calculations over ranges, saving time and improving accuracy.
- Facilitates better organization and documentation of data.
- Automates timestamping, crucial for tracking changes or deadlines.
- Simplifies referencing external resources, enhancing data connectivity.
200 Keyboard Shortcuts in Google Sheets for Every Small Task:
These shortcuts enhance productivity by minimizing reliance on manual navigation and ensuring swift execution of repetitive tasks.
| Google Sheet Shortcut Key | Task/Function How to… | Alternative Shortcut |
|---|---|---|
| Editing | ||
| F4 | Absolute/relative references (when entering a formula) | |
| Ctrl + Shift + Y | Accept Smart Fill suggestion | |
| Ctrl + C Ctrl + Insert | Copy | Alt + H,C,C Alt + E,C |
| Ctrl + X Shift + Delete | Cut | Alt + H,X Alt + E,T |
| Ctrl + Shift + Y | Define word | |
| Ctrl + Alt + – | Delete rows/columns or Open delete menu | Ctrl + – Alt + H,D,D |
| Ctrl + D | Fill down | Alt + H,F,I,D Alt + E,I,D |
| Ctrl + Enter | Fill range | |
| Ctrl + R | Fill right | Alt + H,F,I,R Alt + E,I,R |
| Alt + Shift + → | Group | Alt + A,G Alt + D,G,G |
| Ctrl + Shift + K | Input tools on/off | |
| Ctrl + Shift + Enter | Insert array formula | |
| Ctrl + ; | Insert current date | |
| Ctrl + Alt + Shift + ; | Insert current date and time | |
| Ctrl + Shift + ; | Insert current time | |
| Ctrl + K | Insert link | Alt + N,I Alt + I,I Alt + I,K |
| Shift + F11 | Insert new sheet | Alt + Shift + F1 Alt + H,I,S Alt + I,W Alt + I,S |
| Ctrl + Alt + Shift + = Ctrl + Alt + = | Insert rows/columns or Open insert menu | Ctrl + Shift + = Ctrl + = Alt + H,I,I Alt + I,E |
| Shift + F2 | Insert/edit note | |
| Alt + Enter | Open links | |
| Ctrl + V Shift + Insert | Paste | Alt + H,V,P Alt + E,P |
| Ctrl + Alt + V | Paste format only | Alt + H,V,R |
| Ctrl + Shift + V | Paste values only | Alt + H,V,V |
| Ctrl + Shift + V | Paste without formatting | |
| Ctrl + Y Ctrl + Shift + Z F4 | Redo | Alt + 3 Alt + E,R |
| Ctrl + Shift + Alt + D | Reject Smart Fill suggestion | |
| Ctrl + Alt + Shift + K | Select input tools | |
| Ctrl + Z | Undo | Alt + 2 Alt + E,U |
| Alt + Shift + ← | Ungroup | Alt + A,U Alt + D,G,U Alt + D,U |
| Paste formula only | Alt + H,V,F | |
| Paste all except borders | Alt + H,V,B Alt + E,S,B | |
| Paste column width only | Alt + H,V,W | |
| Paste transposed | Alt + H,V,T Alt + E,S,E | |
| Text rotation: tilt up | Alt + H,F,Q,O Alt + O,R,P | |
| Text rotation: tilt down | Alt + H,F,Q,L Alt + O,R,W | |
| Text rotation: stack vertically | Alt + H,F,Q,V Alt + O,R,V | |
| Text rotation: rotate up | Alt + H,F,Q,U | |
| Text rotation: rotate down | Alt + H,F,Q,D Alt + O,R,D | |
| Insert 3 rows above | Alt + H,I,R Alt + I,R | |
| Insert 4 columns left | Alt + H,I,C Alt + I,C | |
| Delete rows 4 – 6 | Alt + H,D,R Alt + E,D | |
| Delete columns D – G | Alt + H,D,C | |
| Delete | Alt + H,D,S Alt + E,L | |
| Delete values | Alt + H,E,C Alt + E,A,C Alt + E,V | |
| Delete notes | Alt + H,E,M Alt + E,A,M | |
| Insert 3 rows below | Alt + I,B | |
| Insert cells and shift down | Alt + I,D | |
| Insert 4 columns right | Alt + I,O | |
| Insert checkbox | Alt + I,X | |
| Menus | ||
| Alt + Shift + A Alt + A | Accessibility menu | |
| Ctrl + Shift + \ Shift + F10 Ctrl + Shift + X | Context menu | |
| Alt + Shift + D Alt + D | Data menu | |
| Alt + Shift + S | Display sheet menu | |
| Alt + Shift + E Alt + E | Edit menu | |
| Alt + Shift + N Alt + N | Extensions menu | |
| Alt + Shift + F Alt + F | File menu | |
| Alt + Shift + O Alt + O | Format menu | Ctrl + 1 |
| Alt + Shift + H Alt + H | Help menu | |
| Alt + Shift + I Alt + I | Insert menu | |
| Alt + . | Quick Access | |
| Alt + / Alt + Z | Search the menus | |
| Shift + Alt + K | Show sheet list | |
| Ctrl + Alt + \ | Table column menu | |
| Alt + Shift + T Alt + T | Tools menu | |
| Alt + Shift + V Alt + V | View menu | |
| Formatting | ||
| Ctrl + Shift + E | Align center | Alt + H,A,C Alt + O,A,C |
| Ctrl + Shift + L | Align left | Alt + H,A,L Alt + O,A,L |
| Ctrl + Shift + R | Align right | Alt + H,A,R Alt + O,A,R |
| Alt + Shift + 3 | Apply bottom border | Alt + H,B,O |
| Alt + Shift + 4 | Apply left border | Alt + H,B,L |
| Alt + Shift + 7 Ctrl + Shift + 7 | Apply outer border | Alt + H,B,S |
| Alt + Shift + 2 | Apply right border | Alt + H,B,R |
| Alt + Shift + 1 | Apply top border | Alt + H,B,P |
| Ctrl + B | Bold | Ctrl + 2 Alt + H,1 Alt + O,B |
| Ctrl + \ | Clear formatting | Alt + H,E,F Alt + E,A,F |
| Ctrl + I | Italic | Ctrl + 3 Alt + H,2 Alt + O,I |
| Ctrl + Shift + 4 | Number format: currency | Alt + O,N,C |
| Ctrl + Shift + 3 | Number format: date | Alt + O,N,D |
| Ctrl + Shift + 1 | Number format: number | Alt + H,K Alt + O,N,N |
| Ctrl + Shift + 5 | Number format: percent | Alt + H,P Alt + O,N,P |
| Ctrl + Shift + 6 | Number format: scientific | Alt + O,N,S |
| Ctrl + Shift + 2 | Number format: time | Alt + O,N,T |
| Alt + Shift + 6 | Remove borders | Ctrl + Shift + – Alt + H,B,N |
| Alt + Shift + 5 | Strikethrough text | Ctrl + 5 Alt + O,K |
| Ctrl + U | Underline text | Ctrl + 4 Alt + H,3,U Alt + O,U |
| Number format: automatic | Ctrl + Shift + ` Alt + O,N,M | |
| Text align: top | Alt + H,A,T Alt + O,A,T | |
| Text align: middle | Alt + H,A,M Alt + O,A,M | |
| Text align: bottom | Alt + H,A,B Alt + O,A,B | |
| Number format: accounting | Alt + H,A,N Alt + O,N,A | |
| Apply all borders | Alt + H,B,A | |
| Wrap text | Alt + H,W Alt + O,W,W | |
| Merge cells horizontally | Alt + H,M,A Alt + O,M,H | |
| Merge cells | Alt + H,M,M Alt + O,M,A | |
| Unmerge cells | Alt + H,M,U Alt + O,M,U | |
| Increase decimal places | Alt + H,0 | |
| Decrease decimal places | Alt + H,9 | |
| Conditional formatting | Alt + H,L Alt + O,D Alt + O,F | |
| Resize rows 4 – 6 | Alt + H,O,A Alt + O,R,A | |
| Resize columns D – G | Alt + H,O,I Alt + O,C,A | |
| Number format: plain text | Alt + O,N,X | |
| Number format: financial | Alt + O,N,F | |
| Number format: currency rounded | Alt + O,N,R | |
| Number format: date time | Alt + O,N,I | |
| Number format: duration | Alt + O,N,U | |
| Data | ||
| Ctrl + Alt + X | Open data cleanup suggestions | |
| Insert chart | Alt + F1 Alt + N,K Alt + I,H | |
| Protect sheet | Alt + H,O,P Alt + R,P Alt + T,P Alt + T,T | |
| Sort range by column D (A to Z) | Alt + H,S,S Alt + D,R | |
| Sort range by column D (Z to A) | Alt + H,S,O Alt + D,T | |
| Sort range | Alt + H,S,U Alt + D,S | |
| Create a filter | Alt + H,S,F Alt + D,F | |
| Insert function: AVERAGE | Alt + H,U,A Alt + M,U,A Alt + I,U,A | |
| Insert function: COUNT | Alt + H,U,C Alt + M,U,C Alt + I,U,C | |
| Insert function: MAX | Alt + H,U,M Alt + M,U,M Alt + I,U,M | |
| Insert function: MIN | Alt + H,U,I Alt + M,U,I Alt + I,U,I | |
| Insert function: SUM | Alt + H,U,S Alt + M,U,S Alt + I,U,S | |
| Insert pivot table | Alt + N,V Alt + D,P | |
| Define named range | Alt + M,N Alt + I,N Alt + D,N | |
| Cleanup suggestions | Alt + A,Y Alt + D,Y | |
| Split text to columns | Alt + A,E Alt + D,E | |
| Remove duplicate rows | Alt + A,M Alt + D,M | |
| Data validation | Alt + A,V Alt + D,L Alt + D,V | |
| Freeze 1 row | Alt + W,F,R Alt + V,R,O | |
| Freeze 1 column | Alt + W,F,C Alt + V,R,L | |
| Freeze 2 rows | Alt + V,R,W | |
| Freeze no rows | Alt + V,R,R | |
| Freeze up to current row (6) | Alt + V,R,U | |
| Freeze 2 columns | Alt + V,R,M | |
| Freeze no columns | Alt + V,R,C | |
| Freeze up to current column (G) | Alt + V,R,P | |
| Trim whitespace | Alt + D,I | |
| Review | ||
| Ctrl + Alt + M | Insert comment | Alt + R,C Alt + I,M |
| Spell check | F7 Alt + R,S Alt + T,S,S | |
| Show all comments | Alt + A,C,O Alt + R,A Alt + V,C | |
| Selection | ||
| Ctrl + A Ctrl + Shift + Space | Select all | Ctrl + Shift + 8 |
| Ctrl + Space | Select column | |
| Shift + Space | Select row | |
| Screen reader support | ||
| Ctrl + Alt + Shift + V | Summarize chart content | |
| Ctrl + Alt + Z | Toggle screen reader support | |
| Ctrl + Alt + Shift + C | Verbalize column | Alt + A,S,L |
| Ctrl + Alt + A Ctrl + Alt + C | Verbalize comment | Alt + A,S,T |
| Ctrl + Alt + A Ctrl + Alt + A | Verbalize comment anchor | Alt + A,S,A |
| Ctrl + Alt + Shift + R | Verbalize row | Alt + A,S,R |
| Verbalize formatting | Alt + A,S,F | |
| File commands | ||
| Ctrl + O | Open | Alt + F,O |
| Ctrl + P | Ctrl + F2 Alt + F,P | |
| New spreadsheet | Alt + F,N Alt + W,N | |
| Share | Alt + F,H Alt + T,B | |
| Settings | Alt + F,T Alt + F,G | |
| View | ||
| Alt + Shift + ↑ | Collapse group | Alt + A,H Alt + D,G,H |
| Ctrl + Shift + F | Compact controls | |
| Alt + Shift + ↓ | Expand group | Alt + A,J Alt + D,G,S |
| Ctrl + Alt + ‘ | Hide all controls | |
| Ctrl + Alt + 0 | Hide columns | Ctrl + 0 Alt + H,O,U,C Alt + O,C,H |
| Ctrl + ‘ | Hide current control | |
| Ctrl + Alt + 9 | Hide rows | Ctrl + 9 or Alt + H,O,U,R Alt + O,R,H |
| Ctrl + Alt + ‘ | Show all controls | |
| Ctrl + ` | Show all formulas | Alt + M,H Alt + V,A |
| Ctrl + ‘ | Show current control | |
| Ctrl + Shift + 0 | Unhide columns | Alt + H,O,U,L Alt + O,C,U |
| Ctrl + Shift + 9 | Unhide rows | Alt + H,O,U,O Alt + O,R,U |
| Full screen | Ctrl + F1 Alt + V,U | |
| Show formula bar | Ctrl + Shift + U Alt + W,V,F Alt + V,F | |
| Hide sheet | Alt + H,O,U,S Alt + O,H | |
| Show gridlines | Alt + W,V,G Alt + V,G | |
| Navigation | ||
| Ctrl + Alt + E Ctrl + Alt + C | Enter current comment | Alt + A,C,E |
| Ctrl + Alt + Shift + I | Explore | |
| Ctrl + F | Find | |
| Ctrl + H | Find and replace | Alt + H,F,D,R Alt + E,E or Alt + E,F |
| Ctrl + Shift + ‘ | Focus current control | |
| Ctrl + J | Focus named ranges box | |
| Ctrl + Alt + E Ctrl + Alt + P | Focus pop up | |
| Ctrl + Alt + ; | Focus proactive suggestion chip | |
| Alt + Shift + Q | Focus quicksum | |
| Ctrl + Shift + Alt + ‘ | Focus Smart Fill widget | |
| Ctrl + Alt + Shift + M | Move focus out of editing area | |
| Ctrl + Home | Move to beginning of sheet | |
| End | Move to end of row | |
| Ctrl + End | Move to end of sheet | |
| Ctrl + Alt + N Ctrl + Alt + C | Move to next comment | Alt + A,C,N |
| Ctrl + Alt + K or Ctrl + Alt + N Ctrl + Alt + R | Move to next edit | |
| Ctrl + Shift + Pg-Down or Alt + ↓ | Move to next sheet | |
| Ctrl + Alt + P Ctrl + Alt + C | Move to previous comment | Alt + A,C,P |
| Ctrl + Alt + J or Ctrl + Alt + P Ctrl + Alt + R | Move to previous edit | |
| Ctrl + Shift + Pg-Up or Alt + ↑ | Move to previous sheet | |
| Home | Move to start of row | |
| Alt + Shift + X | Open Explore | |
| Ctrl + Alt + R | Open filter dropdown menu | |
| Alt + W | Resize sidebar with arrow keys | |
| Ctrl + Backspace | Scroll to active cell | |
| Ctrl + / | See keyboard shortcuts | |
| Ctrl + Alt + Shift + H | See version history | |
| Ctrl + Alt + ] | Select next sheet | |
| Ctrl + Alt + [ | Select previous sheet | |
| Ctrl + Alt + Shift + R | Show live edits | |
| Alt + → | Show person or group info | |
| Go to range | F5 or Alt + E,G | |
| Help | ||
| Shift + F1 | Help Center | F1 |
How Formatting Can Change the Look of a Calculator in Google Sheets
Why Master Keyboard Shortcuts?
- Keyboard shortcuts have become crucial for accessibility, allowing users with motor impairments to navigate computers more easily.
- Many modern operating systems and applications allow users to customize and create their own shortcuts, further enhancing productivity and personalization.
- Mobile computing has introduced new paradigms, such as gesture-based shortcuts, though many traditional keyboard shortcuts remain relevant when using external keyboards with tablets or smartphones.
Mastering shortcuts in Google Sheets can significantly boost productivity and efficiency. They help streamline workflows, reduce repetitive strain, and ensure a smoother user experience. Whether you’re a basic user or handling advanced data management tasks, shortcuts make it easier to leverage Google Sheets’ powerful features.
In conclusion, keyboard shortcuts, born in the 1960s, have evolved from complex commands to intuitive keystrokes. Initially developed for text editors, they gained popularity with graphical user interfaces in the 1980s.
Today, these time-saving tools are essential across all computing platforms, boosting productivity and accessibility for millions of users worldwide. Their journey reflects the broader evolution of computing, emphasizing user-friendliness and efficiency in our daily digital interactions.
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