Create an Excel Chart with One Keystroke

Did you know that it only takes one keystroke to create a chart from data in Excel? Here are the simple steps to create a very quick Excel chart.

  • First, select a cell that contains the chart data, or select a heading in one of the data rows or columns

In the screen shot below, the data is in A1:D3, and cell B3 is selected.

NOTE: Cell A1, at the top left corner of the chart data is empty. That makes it easier for Excel to create a quick chart.

  • Next, on the keyboard, press the F11 key

A chart sheet is inserted in the active workbook, with a chart in the default chart type, as shown below.

In the sample workbook, the default chart type is a Clustered Column. There are two columns for each month, with East in light purple, and West in dart purple..

Just remember — this is a super quick way to add a chart in Excel. After you insert that Excel chart so quickly, don’t be tempted to spend another couple of hours playing with the formatting, to make it look perfect!

More Excel Charts

Box Plot tutorial

Line Column Chart tutorial

Pie Chart tutorial

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Close All Excel Files

While working in Excel 2003 (or earlier versions), you might open several files, to compare them, or copy and paste from one to another.

When you’re finished with those files, you can quickly close all of them, and leave Excel open. (Note: This tip also works in Word)

  1. On the keyboard, press the Shift key.
  2. In Excel, click on the File menu
  3. Click on the Close All command

Close All in Excel 2007 or Later

In Excel 2007, and later versions, you can add the Close All command to the Quick Access Toolbar (QAT).

For instructions for adding or removing a command on the QAT, go to the Excel Quick Access Toolbar Tips page on my Contextures site.

Add or remove commands from Quick Access Toolbar
Add or remove commands from Quick Access Toolbar

Video: Add Macro to Quick Access Toolbar

If you use an Excel command frequently, or if an Excel command isn’t available on the Excel Ribbon, you can add its icon to the Quick Access Toolbar (QAT).

This short video shows the steps, and the written instructions are on the Excel Quick Access Toolbar Tips page on my Contextures site.

Fill in Online Forms Quickly

Throughout the day, I log in to several web sites that require a user name and password. I store them all in a list in an Excel workbook, but it’s tough to remember all of them, and easy to waste time guessing.

A couple of months ago a colleague recommended RoboForm, so I downloaded the trial version. (Thanks to Ross Connell.)

Life became much easier! A RoboForm toolbar appears at the top of my web browser, and I can select a Login from a drop down list. That takes me to the selected site and enters the user name and password.

RoboForm Logins
If I go to a new site and enter a user name and password, RoboForm automatically asks if I’d like to save the new Login.

When the trial period ended, I bought the RoboForm Pro version, and at $29.95 US, it’s been well worth the price. No more time wasted in fumbling for passwords. For home use, you could continue to use the free version, which limits the number of Logins you can store.

Keyboard Storage Space

If you waste time searching for pens, paper clips and other small office items, a keyboard with storage space might save you time.

These are available for purchase on-line, from the Keyboardorganizer.com web site. They come in plain white or black, with stock artwork, or your own custom design.

Easily Rearrange Items in the Windows Taskbar

As you work on your computer, you probably open several applications, and the Windows Taskbar quickly fills with buttons.

The buttons you need most might be stuck at the far right, or in a hidden row of buttons, and that can slow you down.


Taskbar Shuffle is an easy-to-use free utility that gives you control over the taskbar button placement. You can download the utility, and read more details, at the FreeWebs website.

When installed, Taskbar Shuffle appears as an icon in the System Tray:


Another handy feature of the Taskbar Shuffle is the ability to rearrange the icons in the System Tray.

Move the icons you use most so they’re at the left, closest to your mouse pointer, and it’s easier to click on them when you need them.

(Thanks to Jim Cone for this tip!)

Quickly Repeat Previous Action in Excel

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.
click the Repeat command in Edit menu
click the Repeat command in Edit menu

Grab the Excel Color Palettes

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.

Select Fill Colour
Select Fill Colour

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.
Open a Floating Palette
Open a Floating Palette

Close a Floating Palette

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

Close a Floating Palette
Close a Floating Palette

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.

3 Data Entry Tips for Excel

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
Add line break in cell with Alt + Enter keyboard shortcut
Add line break in cell with Alt + Enter keyboard shortcut

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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