The Excel Skinny

A blog about Excel and its users

The Select All shortcut is by far the most commonly used shortcut for selecting all the cells in an Excel spreadsheet, but what happens when you have hidden columns and rows that you don’t want selected?  You use the select only visible cells shortcut of course!  

The select only visible cells shortcut will perform the same action as Select All, but it will ensure only the cells you can see on the spreadsheet are selected.  

This is useful when dealing with hidden rows or columns that don’t necessarily need to be selected.  Perhaps you are changing the format of your entire spreadsheet or copying only the visible cells to another spreadsheet that doesn’t need all those hidden columns.  The select only visible cells shortcut has a place in your Mac Excel shortcut repertoire!

Step 1: This shortcut can be executed from anywhere on the Microsoft Excel Shortcut:

⇧⌘Z

And boom!  All visible cells in your Excel spreadsheet are now selected.  From here you can copy the selected cells to paste to another spreadsheet, change the format of all the visible cells, delete everything, or anything else you want to do!  

This is a neat shortcut I learned the other day that can save you a quick second or two by not having to move back to your mouse.  As we all now, the mouse is the enemy and our goal is to avoid it as much as possible. It is the main thing that slows us down and the main reason shortcuts exist!

The shortcut we are going to review today performs a very simple task – when multiple cells are selected it reverts back to the original active cell.  In other words if you have several cells selected it will select the original cell you clicked to highlight those cells.  Let’s get started.

Step 1: You can only perform this shortcut when multiple cells are selected so naturally the first step is to select multiple cells.

 

Step 2: Now that I have my cells selected I can perform the shortcut.  This will effectively unselect every cell but the one I initially selected to highlight the rectangle above.  The shortcut is “shift” + “delete”:

 ⇧Delete

Step 3: After executing the shortcut you will have only one active cell.  

 

From here you can go ahead and select a different array of cells, or whatever else you like.  This shortcut is very simple but I find it useful when I have selected multiple cells and want to revert back to just one active cell.  It is one of the many useful shortcuts MS Excel for Mac provides to help us stay away from using the mouse.    

 

 Clearing and Deleting are two very different functions in Microsoft Excel.  On one hand we have a single key to “clear the contents of the selection,” and on the other hand we have a simple shortcut to “delete the selection.”  Before getting into the shortcuts we must define clearing and deleting.  

When you clear the contents of an active cell you are simply clearing whatever is inside the cell and nothing more.  Deleting the selection is a different story.  Deleting the selection effectively clears everything in the cell by removing the cell from the spreadsheet entirely.  When you execute the “Delete Selection” shortcut a dialog box will pop up to ask you which way you would like to shift the cells, a result of the complete removal of the active cell.    


Clearing the Cell

We will start with clearing the cell.  This isn’t so much a shortcut as it is a function of Microsoft Excel that resides on the “delete” key.  To clear the content of the active cell all you must do is select the cell you wish to clear, and press the “delete” key.  It’s so simple no pictures are needed!  The only caveat to this function is that it will only delete 1 cell at a time.   

Now onto the fun stuff, deleting.  


Deleting the Cell

Step 1: As with most Microsoft Excel Shortcuts, the “delete selection” shortcut starts by selecting the cells you wish to modify.

  


The example above is to show the shifting capabilities of the “delete selection” shortcut.  


Step 2: Now that I have selected the cell I wish to delete I can execute the shortcut: 


⌃Hyphen


And this pops up:



I would like to replace the “Delete Me” cell with the “Don’t Delete Me!” cell so I chose “Shift cells up” and click OK. 



I have successfully deleted the cell that was in 1A and replaced it with the cell that was in 2A by shifting the cells up. 


When using Microsoft Excel for Mac I tend to use the “delete selection” shortcut more than the “clear selection” shortcut.  This is not to say the “clear selection” is useless. It is the fact that the “delete selection” shortcut effectively clears the selected cell as well as shifts all cells, which is something that is usually done (especially after clearing a row or column) anyway.