Everyone and their colleague knows the importance of Excel keyboard shortcuts. While it may be a good idea to know a 97 different shortcuts for everything in Excel, the fact is, you don’t use them all the time. So, it all boils down to memorizing the few shortcuts that you use all the time.
In this post, I am sharing 10 such shortcuts that I can’t live without, especially, when I am analyzing data, making charts and formatting my workbooks.
1. CTRL+1 – Format
Oh CTRL+1, if I get an ear, every-time I press you, I would be a millionear by now.
I use this all the time, to format cells, charts, text boxes – you name it.
2. CTRL+SHIFT+L – Turn on/ off filters
Most of the time, I use filters to do ad-hoc analysis of my data. So, Once I set a couple of filters, If I want to revert back to full data, I find clearing each filter a pain. So I just turn-off and turn-on the filters, by pressing CTRL+SHIFT+L twice.
3. CTRL+Arrow keys – Navigate around the workbook
When it comes to dealing with data, navigate, you must. So I rely on CTRL+arrow key combinations all the time. Also, I use CTRL+SHIFT+arrow keys to select a group of cells
4. ALT+ES – Paste Special > Values
Copying and Pasting is another must if you deal with data. Often, I have to get data from other workbooks or clean the formatting of existing tables. So I use ALT+ES (press E then leave the key and press S) to paste special. Works like a charm! [more: 16 more paste special tricks]
5. F4 – Change cell reference style while editing formulas
Excel runs a pretty tight mafia when it comes to cell references. You must pay it a couple of $s if you want to change the reference style from relative (A2) to absolute ($A$2). But whos got the time to carefully navigate between A and 2 and then type SHIFT+4? So I use F4 key and Excel changes the referencing style for me. [More: Relative vs. Absolute Cell References in Excel]
6. F2 – Edit a cell
As simple as that.
7. F3 – Show Names
For simple workbooks I do not use names. But if I am making a dashboard or Excel model, I define several names and use them all the time. This is where F3 comes in handy. Just press F3, no matter where you are (formula editing, conditional formatting, data validation etc.) and you get a list of all the defined names. Pick one and press ok to add it to the formula etc. you are typing.
8. CTRL+K – Add Hyperlink
Hyperlinks make your work book accessible & pretty. So I use them all the time, especially, if I have more than a couple of sheets. Select a cell or shape and press CTRL+K to launch hyperlink box. Type the destination URL or location and you are done.
9. CTRL+T – Insert Table
Ever since I learned how to use Tables feature, I have never looked back. Nowadays, anytime I need to use a bunch of data, I convert that to a table and then use. Tables are flexible, they can grow & shrink, they allow you to write readable formulas (structural references) and they are lovely. Just select any cell in a range of related data, and press CTRL+T to make it table.
10. CTRL+S – Save
There is no point making something elaborate in Excel if you forgot to save. So I press CTRL+S every now and then. You never know when aliens strike!
What are the keyboard shorts you cannot live without?
Now your turn. Go ahead and share the list of shortcuts you use everyday. And if you do not use keyboard shortcuts at all, its about time you started. You can save a lot of time and effort. Time you can use to do other fun things like leaving comments on our website 🙂
Go ahead and share.
Learn more keyboard shortcuts:
I love keyboard shortcuts & productivity tricks. So, naturally, we have a lot of articles on the same. Go thru the below stuff to one up your Excel mojo, seriously!
- Excel Keyboard Shortcuts – a comprehensive list
- Do you know these Excel Productivity Secrets?
- Save time & be awesome by double clicking in Excel
- Learn how to master Excel Ribbon [FREE PDF Guide]
- More productivity tips & keyboard shortcuts
31 Responses to “Beautiful Budget vs. Actual chart to make your boss love you”
Would be considerably easier just to have a table with the variance shown.
On Step 3, how do you "Add budget and actual values to the chart again"?
There are a few ways to do it.
Easy:
1) Copy just the numbers from both columns (Select, CTRL+C)
2) Select the chart and hit CTRL+V to paste. This adds them to chart.
Traditional:
1) Right click on chart and go to "select data..."
2) From the dialog, click on "Add" button and add one series at a time.
One more way to accomplish it is just select the columns into chart. Press Ctrl+C and then press Ctrl+V
Regards
Neeraj Kumar Agarwal
Unfortunately, this doesn't seem to work for me in Excel 2010. The "Var 1" and "Var 2" columns cannot combine two fonts to display the symbol and the figure side-by-side.
Secondly, there is no option to Click on “Value from cells” option when formatting the label options. The only options provided are Series Name, Category Name or Value.
@TheQ47... the emoji font also has normal English letters, so if you use that font, then you should be ok. I am assuming your computer doesn't have that font or hasn't been upgraded for emoji support.
Reg. Excel 2010, you can manually link each label to a cell value. Just select one label at a time (click on labels, wait a second, click on an individual label) and press = and link it to the label var 1 or var 2.
I am using excel 2010, please explain how to apply Step 12
Regards
Neeraj Kumar Agarwal
Hi Neeraj,
"Value from cells" option is only available in Excel 2013 or above. In older versions, you have to manually adjust the label value by linking each label seperately.
Read this please: https://chandoo.org/wp/change-data-labels-in-charts/
Sir, you are just awesome.
Your creativity has no limit.
Regards
Neeraj Kumar Agarwal
Hi Chandoo,
I just found your website, and really love it. It helps me a lot to be an Excel expert 😉
Currently I am facing with a problem at step 11:
Var1 Var2
D30%
A5%
B0%
B4%
B7%
C10%
C13%
D27%
I42%
Though at mapping table, I used windings, here formula uses calibra. How I can change it? I am able to change only the whole cell. In this case numbers will be Windings too.
Thanks for your help!
Hi Mariann... Welcome to Chandoo.org and thanks for your comment.
If you wanted to use symbols from wingdings and combine them with % numbers, then you need to setup two labels. One with symbol, in wingdings font and another with value in normal font. Just add the same series again to the chart, make it invisible, add labels. You may need to adjust the alignment / position of label so everything is visible.
[…] firs article explains how you can enhance your charts with symbols. You can simply insert any supported symbol into your data and charts. To some extend you can […]
You're a good person, thank you to share your knowledge with us, I will try to do in my work
Great visualization of variance. My question is that is this possible in powerbi?
How would you go about it?
HELLO, WHY CANT I FIND VALUES FOR LABELS IN EXCEL 2013
Dear chanddo sir,
What to do if we have dynamic range for Chart. How this will work. can you able to make the same thing works on dynamic range.
Sir Chandoo,
Good Day!
First, I'd like to say that I am very grateful for your work and for sharing all these things with us.
I tried to do this chart but it seems that the symbols don't work with text (abs(var%),"0%") unless we keep the Windings font style.
The problem is, it converts the text into symbol as well and you wont see the 0% anymore. I'm using Windows 7.
WOW - Segoe UI Emoji
This is the greatest discovery for me this month 🙂 Thanks for sharing.
Here's my two-cents:
https://wmfexcel.com/2019/02/17/a-compelling-chart-in-three-minutes/
Sir This is awesome chart, and very easy to made because of your way to explain is very simple , everyone can do. Thank you
one problem i am facing, I hv made this chart , but when i am inserting data table to chart it is showing two times , how can i resolve this
in this chart when i am adding new month data for example first i made this chart jan to mar but when i add data for the apr month graphs updated automatically but labels are missing for that new month
Hi Renuka,
Please make sure the formulas for labels are also calculated for extra months. Just drag down the series and set label range to appropriate address.
So I am playing with the Actual chart here - but amounts are bigger than your - you have 600 as Budget - my budget is 104,000 - is there a way to shorten that I am unaware of
thank you - I LOVE YOUR SITE
Thanks for the tips and tricks on Excel. In the Planned versus Actual chart examples, you use multiple values (ex. multiple Categories in above). How can this be done when we have only 1 set of values? For example if I have only this:
Planned Actual
SOW Budget 417480 367551
How can I create a single bar chart like the one above?
Thank you Chandoo.
This one is just perfect for my Quarterly Review presentation on Operational Budget against Actual Performance for the Hospital I'm currently working with.
Just Subscribed today (10 minutes ago)
Is there a way to make the table of data into a pivot table to be able to add a slicer for the graph due to many different categories and months?
Hi, I tried to modify you template with something appropriate for me, and I found a problem. this template was modified by me started with excel 2010, then 2016 and finally 2019. Same thing - somehow appear an error - or didn't show the emoticons for positive percentage or doubled the emoticons for some rows. I suspect to be from excel. if is need it I can sand you my xlsx for study. Please help if you can.
Hi Chandoo,
Could you please check the Var Formula in Step1. You have mentioned budget-actual and when i did this i got different values but when reversed like actual-budget i got the actual value what you have demonstrated in step1.
Please share your view.
This is a great chart (budget vs. actual). However, in trying recreate it, I cannot color in the UP Down bars individually, and they all become formatted with the same color. I'm using Office 365. Look forward to the feedback.
Thanks.
Dan
pls explain in detail step 7
While in the Excel sheet you have used following formula for Var
Var = Actual - Budget
But
in the note, you have written
Var = Budget - Actual
Good Presentation and Data information.thank you so much chandoo.