End-User Quick Reference · Microsoft 365
📊
Microsoft
Excel
Quick Reference Guide
Work with data confidently —
essential formulas, formatting, filters, charts, and keyboard shortcuts
for everyday Excel tasks.
Essential Formulas
Formatting & Tables
Filtering & Sorting
Charts
Keyboard Shortcuts
Degarmo
Technologies
Excel Quick Reference · Formulas & Data
Section 1
Essential Formulas &
Data Management
The formulas and data tools you'll use most in everyday spreadsheet work.
Must-Know Formulas
=SUM(A1:A10)
Adds all values in a range. Works with non-contiguous ranges: =SUM(A1,C1,E1)
=AVERAGE(A1:A10)
Calculates the mean of a range. Ignores blank cells automatically.
=COUNT(A1:A10)
Counts cells with numbers. Use COUNTA to count any non-empty cells.
=IF(A1>100,"High","Low")
Returns different values based on a condition. Nest IFs for multiple conditions.
=VLOOKUP(A1,B:C,2,FALSE)
Looks up value in column B, returns matching value from column C. FALSE = exact match.
=CONCATENATE(A1," ",B1)
Joins text from multiple cells. Shortcut: =A1&" "&B1 does the same thing.
=TODAY() / =NOW()
Returns today's date / current date and time. Updates automatically when file is opened.
AutoSum Quick Tip
Select a cell below or beside a column/row of numbers → press
Alt+=
to instantly insert a SUM formula for all adjacent numbers.
Formatting
Format as Table:
Select data range → Home → Format as Table → pick style. Adds auto-filter and structured references.
Format cells:
Select cells →
Ctrl+1
→ choose Number, Currency, Date, Percentage, etc.
Conditional Formatting:
Select cells → Home → Conditional Formatting → Highlight Rules (e.g., values greater than X turn red)
Freeze panes:
Click cell below/right of row/column to freeze → View → Freeze Panes → Freeze Panes
Merge cells:
Select cells → Home → Merge & Center (use sparingly — can break sorting/formulas)
Wrap text:
Select cell(s) → Home → Wrap Text to show full content in cell
Column width:
Double-click column border in header to auto-fit, or drag to resize
Filter, Sort & Find
Add filters:
Click any cell in data → Data → Filter (or
Ctrl+Shift+L
) → use dropdown arrows to filter
Sort:
Data → Sort → pick column and order (A-Z or Z-A, smallest-largest)
Remove duplicates:
Select data → Data → Remove Duplicates → choose columns
Find & Replace:
Ctrl+F
to find,
Ctrl+H
to find and replace across the sheet
Go to a cell:
Type cell reference in Name Box (top-left of formula bar) → Enter
Degarmo
Technologies
Excel Quick Reference · Charts & Shortcuts
Section 2
Charts, Pivot Tables &
Keyboard Shortcuts
Visualize data quickly and work at speed with essential Excel shortcuts.
Creating Charts
Quick chart:
Select data → press
Alt+F1
to insert a chart on the current sheet, or
F11
for a chart on a new sheet
Choose chart type:
Select data → Insert → Charts → pick from Recommended Charts or browse all types
Change chart type:
Right-click chart → Change Chart Type
Edit chart title:
Click chart → click title text → type new name
Add data labels:
Click chart → Chart Design → Add Chart Element → Data Labels
Move chart:
Click chart border → drag to new location, or Chart Design → Move Chart
Resize chart:
Drag corner handles while holding Shift to keep proportions
Pivot Tables (Basics)
Create pivot table:
Click any cell in data → Insert → PivotTable → OK (places it on new sheet)
Add fields:
Drag field names from Field List into Rows, Columns, Values, or Filters areas
Summarize differently:
Click value in pivot → Value Field Settings → choose Sum, Count, Average, etc.
Refresh data:
Right-click pivot table → Refresh after updating source data
Filter with Slicers:
PivotTable Analyze → Insert Slicer → pick field for clickable filter buttons
Essential Keyboard Shortcuts
Ctrl+S
Save workbook
Ctrl+Z
Undo
Ctrl+Home
Go to cell A1
Ctrl+End
Go to last used cell
Ctrl+Shift+L
Toggle AutoFilter
Alt+=
AutoSum selection
Ctrl+1
Format Cells dialog
F2
Edit active cell
Ctrl+D
Fill down (copies cell above)
Ctrl+R
Fill right (copies cell left)
Ctrl+Shift+$
Format as currency
Ctrl+Shift+%
Format as percentage
Navigation Tips
Jump to data edge:
Ctrl+Arrow
key to jump to the last filled cell in any direction
Select entire column/row:
Ctrl+Space
(column) /
Shift+Space
(row)
Select to last cell:
Ctrl+Shift+End
to select from current cell to last used cell
Switch sheets:
Ctrl+Page Up/Down
to move between tabs
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