1.1 The grid: cells, rows, columns, sheets
Checked against Microsoft's Excel for Windows keyboard references, August 2026
What you'll be able to do
Build a small table from nothing. Move anywhere in a workbook without touching the mouse. Work with more than one sheet. Every later Excel topic stands on this one.
Before you start
Have Excel for Windows open, with a blank workbook. A workbook is one Excel file, and it holds one or more sheets. Download the first-workbook practice file too. Its instructions sheet describes the small list you will type up, and the Try it below uses it.
The work
- Same either way: press the arrow keys to move one cell at a time. The cell you are on is the active cell. The Name Box, to the left of the formula bar, reads its address: the column letter, then the row number, like
B4. A screen reader says the same address as you move. - Same either way: press CtrlDown Arrow to jump to the edge of the block of data you are in. Press CtrlHome to return to cell
A1. CtrlEnd takes you to the last used cell of the sheet, which is a quick way to learn how big a sheet really is. - With the mouse: click a cell, then drag to select a range — a block of cells. With the keyboard: hold Shift and press the arrow keys to grow the selection one cell at a time. Press CtrlShiftDown Arrow to select everything down to the end of the data.
- Same either way: select a whole column with CtrlSpacebar, a whole row with ShiftSpacebar, and the whole sheet with CtrlA.
- With the mouse: right-click a row number and choose Insert to add a row above it. With the keyboard: select the row with ShiftSpacebar, open the context menu with ShiftF10, and choose Insert.
- Same either way: to reach a faraway cell by its address, press F5. The Go To dialog opens. Type the address and press Enter.
- Same either way: add a second sheet with ShiftF11. Move to the next sheet with CtrlPage Down and back with CtrlPage Up.
- No documented keyboard shortcut for this — use the menu: to rename a sheet, go to Home → Format → Rename Sheet. Type the new name and press Enter. Tab Color is in the same menu.
Try it
Open the practice file and read its instructions sheet. Type the list it describes onto the data sheet. Then do one full pass with the mouse untouched: move with the arrows and CtrlHome, select with Shift and the arrows, and switch sheets with CtrlPage Down.
Check yourself
What does the Name Box show?
The address of the active cell: the column letter, then the row number, like B4.
Which key sequence returns you to cell A1 from anywhere on the sheet?
CtrlHome.
How do you move to the next sheet in a workbook without the mouse?
CtrlPage Down. CtrlPage Up goes back.
How do you select a whole column from the keyboard?
CtrlSpacebar, with any cell of that column active.
Go deeper
- Excel help & learning · Microsoft Support · Docsnot checked yet
- What is Excel? — get started · Microsoft Support · Videonot checked yet
Using a screen reader? 2 resources
- Screen reader support for Excel · Microsoft · Docswritten for screen reader users
- Use a screen reader to explore and navigate Excel · Microsoft · Docswritten for screen reader users
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