Excel sheets are an indispensable tool that data entry professionals rely on. Indeed, the tool enables data professionals to boost productivity drastically. With new updates in 2025, Microsoft has even rolled out new features to streamline Excel data entry. Furthermore, following outdated formulas and shortcuts can slow down the workflow and result in bottlenecks in productivity. Hence, mastering Excel shortcuts has become a need of the hour for data specialists, regardless of the industry. This blog covers the transformative effect of Excel in 2025, the Excel formulas every data entry professional should know, and the top 15 Excel shortcuts for data entry as of 2025.
Top 15 Excel Shortcuts for Data Entry
Excel data entry is evolving with advancements in technology. The following are the top 15 Excel shortcuts for data entry.
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Fill Down or Fill Right with Ctrl + D & Ctrl + R
Copy the content in the selected cells downward with (Ctrl + D) and to the right with (Ctrl + R). These features are ideal for populating repetitive data entries.
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Insert or Delete Rows or Columns with Ctrl + Shift + “+” & Ctrl + “-“
Effortlessly add new rows or columns with (Ctrl + Shift + “+”) and delete them with (Ctrl + “-“). Furthermore, these Excel shortcuts are highly suitable for managing data structures efficiently.
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Toggle Filters with Ctrl + Shift + L
Apply or remove filters on the dataset instantly with (Ctrl + Shift + L). This Excel shortcut is highly beneficial for data analysis.
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AutoFit Column Width with Alt + H, O, I
Automatically adjust the width of selected columns to fit the content inside columns with (Alt + H, O, I). This shortcut significantly enhances the readability of content.
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Insert Current Date and Time with Ctrl + ; & Ctrl + Shift + :
Insert the current system date into active cells with (Ctrl + 😉 and time with (Ctrl + Shift + : ). These Excel shortcuts are handy for timestamping log entries, issue trackers, and attendance sheets.
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Open Format Cells Dialog with Ctrl + 1
Open the Format Cells dialog box to customize how cells appear, including number formats, alignment, and borders. Moreover, this combination can be used to customize sales figures, such as currency, decimal places, and bold text.
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Select All Content with Ctrl + A
If you want to select all the content in the worksheet or table, (Ctrl + A) has got you covered. This shortcut is mainly deployed for formatting or copying the entire content at once.
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Select a Data Range with Ctrl + Shift + Arrow Keys
To select a data range in Excel, especially from one point to another, we can use (Ctrl + Shift + Arrow keys). Particularly, this shortcut is handy for editing bulk data or formatting large datasets without scrolling. For instance, imagine you are working on a spreadsheet containing the sales data of the previous 12 months, and you want to select all the sales figures to add them to a column. Instead of manually scrolling and dragging through the entire data in a column, you can click on the first cell and hit Ctrl + Shift + down arrow key to select till the last filled data in the data range.
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Create Charts with Alt + F1
By using the Excel shortcut (Alt + F1), you can create a visual chart of the selected data range. This not only aids in quick data analysis but also gives you quick data visualization
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Flash Fill with Ctrl + E
Fill your Excel sheet instantly with Ctrl + E. The Flash Fill feature allows you to automatically fill data based on the previous pattern followed. This feature is specifically beneficial for tasks like extracting data, combining text, and formatting data.
- Repeat Previous Action with F4 Key
By clicking the F4 key, you can repeat the last command or formatting action. Using this key not only allows you to save time but also enables you to apply the same fill color or border to multiple cells without the need to reselect the format.
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Switch Between Open Workbooks with Ctrl + Tab Keys
Jump between multiple open Excel workbooks with ease. This allows you to compare data across different reports and files quickly, even without using a mouse.
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Insert New Worksheet with Shift + F11
Create a new worksheet in the existing workbook instantly with (Shift + F11). This Excel shortcut particularly aids in organizing data management.
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Rename Worksheets with Alt + H + O + R
Rename the worksheet you work on from the keyboard with the Excel shortcut (Alt + H + O + R). Organize sheets logically during project tracking with this shortcut.
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Open Name Manager with Ctrl + F3
The (Ctrl + F3) combination allows you to open Name Manager, where you can create, edit, and delete named data ranges. Names, here, refer to the labels or tags assigned to each cell range within a worksheet.
Must-Know Excel Formulas for 2025
- Search Smarter with =XLOOKUP() – The XLOOKUP Excel formula is used to find specific values from a data range. The syntax of this formula is =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match-mode], [search_mode]).
For instance, if you want to find the department of a particular employee with ID number E101, use the XLOOKUP formula to find it. And the results? The formula searches for the value thoroughly and returns the exact match in seconds.
- Acquire Condition-Based Results with =IFS() – IFS allows you to calculate and assign results based on conditions. The syntax of this formula is =IFS(condition1, result1, [condition2, result2],…). For example, if you need to assign grades of students based on their scores, leveraging this Excel formula can help. Here is how;
Let the data range of students be A, their scores be B (Scores – 93, 87, 90, 79, etc), and the grade you need to find be C. In the grade column, type the condition of grades to be assigned. When you acquire the grade of the first student on the list, drag it to the last student to apply the condition for all cells.
- Extract Unique Values with =UNIQUE() – This Excel formula helps you render the list of unique values, eliminating duplicates in a data range. The syntax of this formula is =UNIQUE(array,[by_col], [exactly_once]). For example, if you want to find a unique product name from a list of products named A, use this Excel formula.
- =FILTER Function for Dynamic Filtering – This Excel formula allows you to filter a data range based on specific criteria you provide. For instance, if you want to filter products with particular features, use the formula format =FILTER(array, include, [if_empty]). If there are empty cells in the selected data range, add quotation marks within the brackets towards the end.
- Use =TEXTJOIN() and Concatenate with Delimiters – =TEXTJOIN gives you the option to blend text together. It easily joins multiple texts, specifying separators like commas and spaces between texts. The syntax of this Excel formula is =TEXTJOIN(delimiter, ignore_empty, text1, [text 2]….).
Bonus Tips for Excel Data Entry in 2025
- Ctrl + Q for quick analysis
- ‘Smart Workbook Mode’ for AI-assisted error detection
- ‘Quick Access Toolbar’ for accessing your most-used shortcuts in 2025 with a click.
The Bottom Line
As you can see, Excel in 2025 is smarter, faster, and more efficient than ever. Additionally, by mastering the essential Excel shortcuts and formulas, data entry professionals can cut down their work burden by half and become a pro. Furthermore, Excel in 2025 is more about automation, precision, and power rather than manual efforts.
These top 15 Excel shortcuts for data entry, along with intelligent Excel formulas, will be beneficial for beginners as well as experienced professionals. In fact, these are not just shortcuts but productivity multipliers. Whether you are a data entry specialist, analyst, or someone who wishes to switch careers into Excel data entry, the insights we have shared here will be valuable.
Loved reading the top 15 Excel shortcuts for data entry? Which one do you think will streamline the workflow of an Excel data entry specialist in 2025? If you know other impactful shortcuts that will be useful for Excel data entry professionals, contact us at support@allianzebposervices.com and let us know!