Excel is a powerful tool for Accountants, enabling them to organize, analyze, and interpret financial data efficiently. To enhance productivity and streamline daily tasks, mastering Excel shortcuts and tricks is essential. In this article, we'll explore five Excel tricks and shortcuts that every accountant should know. Excel tricks and shortcuts that can be particularly useful for accountants:
1. Quickly Navigate Between Worksheets:
Shortcut: Ctrl + Page Up / Page Down
Description: Instead of manually clicking on each sheet tab, use these shortcuts to navigate quickly between worksheets in your Excel workbook.
2. AutoSum Shortcut:
Shortcut: Alt + =
Description: Select a cell below or to the right of a column or row of numbers you want to sum and press Alt + = to automatically insert the SUM function. This is a quick way to sum a range of cells.
3. Trace Dependents and Precedents:
Shortcut: Ctrl + [(for Trace Precedents), Ctrl +] (for Trace Dependents)
Description: When auditing a spreadsheet, use these shortcuts to trace the relationships between cells. Ctrl + [will show you which cells contribute to the value in the currently selected cell, while Ctrl +] will show you which cells depend on the value in the currently selected cell.
4. Flash Fill for Data Transformation:
Shortcut: Ctrl + E
Description: If you have a column of data that needs to be formatted or transformed in a specific way, start by typing the desired format in a neighboring column. Then, use Ctrl + E to apply Flash Fill, and Excel will automatically fill in the rest of the column based on your example.
5. Pasting Special: Values and Formulas:
Shortcut: Alt + E, S, V (for Paste Values), Alt + E, S, F (for Paste Formulas)
Description: When copying data, use these shortcuts to paste only the values or formulas without the formatting. This is helpful when you want to transfer the content of a cell without bringing along its formatting or formulas.
These shortcuts can significantly improve efficiency and streamline various tasks for Accountants working with Excel.
Question & Answer
What is the shortcut for quickly navigating between worksheets in Excel?
a. Alt + Page Up / Page Down
b. Ctrl + Page Up / Page Down
c. Alt + =
d. Ctrl + =
Answer: b. Ctrl + Page Up / Page Down
Which shortcut is used for the AutoSum function in Excel?
a. Ctrl + =
b. Alt + Page Up
c. Ctrl + E
d. Alt + =
Answer: a. Ctrl + =
What do Ctrl + [ and Ctrl + ] shortcuts do in Excel?
a. Apply Flash Fill
b. Navigate between worksheets
c. Trace Dependents and Precedents
d. Paste Values and Formulas
Answer: c. Trace Dependents and Precedents
Which shortcut activates Flash Fill for data transformation in Excel?
a. Ctrl + Page Up
b. Alt + E, S, V
c. Ctrl + =
d. Ctrl + E
Answer: d. Ctrl + E
What does Alt + E, S, V do in Excel?
a. Paste Values
b. Paste Formulas
c. Navigate between worksheets
d. Trace Dependents
Answer: a. Paste Values
Which shortcut is used to automatically insert the SUM function in Excel?
a. Ctrl + E
b. Ctrl + =
c. Alt + =
d. Alt + E, S, F
Answer: c. Alt + =
What is the purpose of Ctrl + E in Excel?
a. Navigate between worksheets
b. Apply Flash Fill
c. Trace Dependents
d. Paste Values
Answer: b. Apply Flash Fill
Which shortcut is used for tracing precedents in Excel?
a. Ctrl + =
b. Ctrl + [
c. Alt + E, S, F
d. Ctrl + E
Answer: b. Ctrl + [
What does Alt + E, S, F do in Excel?
a. Paste Formulas
b. Paste Values
c. Trace Dependents
d. Apply Flash Fill
Answer: a. Paste Formulas
When should you use Alt + E, S, V in Excel?
a. When tracing precedents
b. When navigating between worksheets
c. When applying Flash Fill
d. When pasting only the values
Answer: d. When pasting only the values