Contextures Blog

After you do something in Excel, you might be able to repeat that action, by pressing the F4 key.

Format Cell Bold Font

For example, after you format a cell with bold font, select another cell and press F4.

That second  cell is also formatted with bold font, and it’s much quicker than moving the mouse to click on the Bold button in the toolbar.

Repeat Action with Ctrl + Y

You can also use the Ctrl+Y keyboard shortcut to repeat an action.

That shortcut is handy if you’re using a laptop with a minimal keyboard, that doesn’t have the row of function keys across the top.

Use Excel Commands

Another way to repeat a command is to use the Excel 2007 Ribbon commands, or Quick Access Toolbar commands.

Or, in Excel 2003, on the Excel toolbar, click on the Edit menu

Then, in the drop down list, click the Repeat command, as shown below.

• Note: The screen shot below says Repeat Font, but that will look different, depending on what your previous action was.

While working on an Excel 2003 worksheet, you might want to colour a few of the cells, change the font colour for the text, or add borders to a range of cells.

Select a Fill Colour

To add colour, you select a cell, click on the drop-down arrow at the right side of the colour button on the toolbar, and click on a colour.

This process is simple enough, but all those trips up and down from the toolbar can get a bit tiring, and take extra time.

To Save Time, Move the Palettes

If you have lots of formatting to do, it will be easier if the palettes are closer to the area where you’re working.

You can detach the palettes from the toolbar, and move them onto the worksheet.

• Note: This feature is not available in Excel 2007, or later versions.

Move Excel Palette

To move one of the “tear away” palettes (Font Color, Fill Color, or Borders), follow these steps:

1. On the toolbar, click the drop-down arrow, to open the palette.
2. At the top of the palette, point to the thin grey bar.
3. When your pointer changes to a four-headed arrow, drag the palette down onto the worksheet.

Close a Floating Palette

When you’ve finished working with the palette, click the X at its top right, to close it.

Video: Move Excel Toolbar Colour Palettes

And here’s a short video, if you’d like to see the steps for moving one of the Excel 2003 palettes.

Here are three quick data entry tips for Excel — use these shortcuts to enter data in a cell:

1. To enter today’s date in a cell:   Ctrl+;
2. To copy the data from the cell above:  Ctrl+’
3. To create a line break within a cell:  Alt+Enter

Video: Date and Time Shortcuts

Watch this 1-minute video to see the keyboard shortcuts for entering dates and times in a worksheet.

Video: Make a Quick List of Dates

Another quick way to enter dates is by dragging down with the active cell’s fill handle.

Watch this short video and see how to create a list of dates that are a week apart.

More Excel Data Entry Tips

For lots more Excel data entry tips, visit the following pages on my Contextures site:

Data Entry Tips

Line Breaks, Add, Remove

Fill Blank Cells

AutoFill Examples

Excel Shortcuts List

Double-Click Shortcuts

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