Design Custom Keyboard Shortcuts in Excel: 10+ Proven Techniques

Excel is still one of the most popular tools in the Microsoft Office suite, used by millions around the world for data analysis, financial modeling, and much more. But for many, using it is not a clear walk in the park. This is where shortcuts come into play.

While it comes with numerous built-in shortcuts, designing custom keyboard shortcuts can significantly enhance productivity and streamline workflows.

If you want to find out more and create your own Microsoft Excel custom keyboard shortcuts, below we have everything you need.

Using Macros to Create Custom Shortcuts

Macros are sequences of instructions that automate repetitive tasks in Excel. By recording a macro and assigning it to a specific keyboard shortcut, you can save time and effort and execute a command by just pressing a button.

Steps

1. Go to the Developer tab (enable it in Options if not visible).
2. Click on Record Macro.
3. In the Record Macro dialog box, assign a name and a shortcut key.
4. Perform the tasks you want to automate.
5. Stop the recording by clicking Stop Recording on the Developer tab.

Example: Assign Ctrl + Shift + S to a macro that sorts data in a specific order.

Advanced Tips:

• Use relative references when recording macros to make them adaptable to different ranges.
• Edit the recorded macro in VBA to refine and optimize the code for better performance.

Customizing the Ribbon and Quick Access Toolbar

Excel allows users to add custom commands to the Ribbon or Quick Access Toolbar (QAT) and assign keyboard shortcuts to these commands.

Steps:

1. Right-click on the Ribbon or QAT and select Customize the Ribbon or Customize Quick Access Toolbar.
2. Choose commands from the list and add them to a new or existing group.
3. Use the Alt key to activate these commands with keyboard shortcuts.

Example: Add frequently used functions like Save As to the QAT and access it with Alt + 1.

Advanced Tips:

• Organize your custom commands in logical groups for easier access.
• Use descriptive labels for custom groups and commands to avoid confusion.

Utilizing the Ctrl Key for Custom Shortcuts

The Ctrl key is a powerful modifier for creating custom shortcuts. By combining it with other keys, you can create personalized shortcuts for frequently used actions.

Steps:

1. Identify the commands you frequently use.
2. Use the Ctrl key in combination with another key to create a shortcut.

Example: Use Ctrl + D to duplicate data from the cell above.

Advanced Tips:

• Avoid using common shortcuts already assigned to built-in functions to prevent conflicts.
• Test custom shortcuts extensively to ensure they work consistently across different worksheets.

Excel Add-Ins for Custom Shortcuts

Several Excel add-ins enhance functionality by allowing users to create custom shortcuts. Tools like Excel Campus Add-In or ASAP Utilities provide extensive options for customization.

Steps:

1. Download and install an Excel add-in that supports custom shortcuts.
2. Follow the add-in’s instructions to assign shortcuts to specific actions.

Example: Use ASAP Utilities to create a shortcut for quickly formatting cells.

Advanced Tips:

• Explore the full range of features offered by add-ins to maximize their utility.
• Regularly update add-ins to benefit from new features and improvements.

Using VBA (Visual Basic for Applications)

VBA allows for more advanced customization by writing scripts to automate tasks and assign them to keyboard shortcuts.

Steps:

1. Open the VBA editor with Alt + F11.
2. Insert a new module.
3. Write a VBA script to perform the desired task.
4. Assign the script to a keyboard shortcut.

Example: Create a VBA script to automate data cleaning and assign it to Ctrl + Shift + C.

Advanced Tips:

• Leverage Excel’s object model to create powerful and flexible VBA scripts.
• Debug and test scripts thoroughly to ensure they handle all scenarios.

Custom Keyboard Shortcuts for Specific Functions

You can create shortcuts for specific Excel functions that are not readily available in the default shortcut list.

Steps:

1. Open the Excel Options menu.
2. Navigate to the Customize Ribbon section.
3. Create a new group and add the desired function.
4. Assign a keyboard shortcut to this function.

Example: Create a shortcut for the IF function with Ctrl + Shift + I.

Advanced Tips:

• Combine multiple functions into a single shortcut for complex calculations.
• Use descriptive names for custom functions to make them easily recognizable.

Leveraging Third-Party Software

Third-party software like AutoHotkey or Key Manager allows you to create custom keyboard shortcuts not only in Excel but across other applications as well.

Steps:

1. Download and install a third-party software tool.
2. Create a script or use the software’s interface to assign shortcuts to specific Excel actions.

Example: Use AutoHotkey to create a shortcut that inserts a predefined template into a worksheet.

Advanced Tips:

• Learn the scripting language of your chosen tool to create more sophisticated shortcuts.
• Regularly review and update scripts to maintain their relevance and efficiency.

Custom Shortcuts for Navigation

Custom shortcuts can be designed to navigate large datasets more efficiently.

Steps:

1. Identify frequently accessed areas in your workbook.
2. Use VBA or third-party tools to create shortcuts that jump to specific cells or ranges.

Example: Assign Ctrl + Alt + N to jump to the next worksheet tab.

Advanced Tips:

• Use bookmarks and named ranges to simplify navigation shortcuts.
• Create shortcuts for common navigation tasks like moving to the last filled cell in a column or row.

Shortcuts for Formatting

Creating shortcuts for formatting can save considerable time when working with large datasets.

Steps:

1. Record a macro that applies the desired formatting.
2. Assign the macro to a keyboard shortcut.

Example: Create a shortcut for applying a specific cell style with Ctrl + Shift + F.

Advanced Tips:

• Develop a consistent formatting style guide to apply through shortcuts.
• Use conditional formatting alongside custom shortcuts for dynamic visual representation of data.

Creating Context-Sensitive Shortcuts

Context-sensitive shortcuts change based on the active cell or selection, providing dynamic functionality.

Steps:

1. Write a VBA script that detects the context.
2. Assign different actions to the same shortcut based on the context.

Example: Use Ctrl + Shift + M to either merge cells or unmerge them, depending on the selection.

Advanced Tips:

• Utilize Excel’s event-driven programming model to trigger context-sensitive actions.
• Test context-sensitive shortcuts thoroughly to ensure they respond correctly in various scenarios.

Additional Tips To Customize Keyboard Shortcuts in Excel

Prioritize Usability

When designing Excel custom keyboard shortcuts, it is essential to prioritize usability. Shortcuts should be intuitive and easy to remember, ensuring they can be quickly recalled during repetitive tasks.

That being said, avoid overly complex combinations, as they can be difficult to execute accurately and consistently. Use a key combination that naturally corresponds to the action it performs, such as Ctrl + S for saving, to maintain simplicity and efficiency.

Document Your Shortcuts

Proper documentation of Excel custom keyboard shortcuts is crucial for both individual users and teams. Maintain a reference sheet that lists all custom shortcuts to aid in quick recall and consistent usage. This documentation should be easily accessible, either as a printed sheet near the workstation or a digital file within the shared drive. Sharing this reference with team members helps standardize workflows, ensuring everyone follows the same set of shortcuts, which can lead to more efficient collaboration and fewer errors.

Regularly Review and Update

As your workflows increase, it is important to periodically review and update custom keyboard shortcuts. A shortcut that was useful initially may become obsolete or less efficient over time. Regular reviews ensure that shortcuts remain relevant and continue to enhance productivity. Seek feedback from team members during these reviews to identify which shortcuts are most useful and which may need adjustment.

Leverage Community Resources

Interacting with the wider Excel user community can be highly beneficial when designing custom shortcuts. Online forums, user groups, and social media platforms offer a wealth of new techniques and innovative shortcut ideas.
Also, don’t just take; try to give back. Sharing your own custom shortcuts and scripts with the community not only contributes to collective knowledge but also opens opportunities for feedback and improvement. This collaborative approach can lead to the discovery of more efficient methods and the development of a more comprehensive set of shortcuts.

Conclusion

Custom keyboard shortcuts in Excel can dramatically improve your efficiency and productivity. With macros and customizing the Ribbon and Quick Access Toolbar, leveraging VBA, and employing third-party tools, you can tailor Excel to meet your specific needs. These ten proven techniques provide a robust framework for creating shortcuts that streamline your workflow, allowing you to focus more on data analysis and decision-making rather than repetitive tasks.

If you want to learn more about Excel and how to master its features, check out our other guide here.