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Data in Practice: Shortcut Keys

Posted by Marie Jonas

The Case for Shortcuts

In the law, shortcuts are often to be avoided. You wouldn’t want to end up on the wrong end of a sanctions order because of a failure to cite check your work. With technology, as with research, you want to be sure that you are using shortcuts correctly – to build efficiency, without risk. 

Not to worry! There are plenty of Excel shortcut keys that can save you time, without embarrassing career consequences.

Basic Shortcuts

We’ll skip the most basic Office shortcuts that lawyers are familiar with from Word (Cut and Paste we all know by now). Instead, here are a few common shortcut keys with special Excel application, that you want to be sure you are using.

Keys

Function

Description

Ctrl+A

Select – All data in range (x1) entire worksheet (x2)

Select-All has a bit of a different use in Excel. Use this shortcut to select all the data in a current range of cells, or, when A is pressed again, the entire worksheet.

Ctrl+D 

Copy – Data from the cell above 

Often I find I want to copy and paste data from the row directly above. Use Ctrl+D to get there with one move. 

Ctrl+[Arrow] 

Navigate – End of populated cell/to next populated cell

If you want to get to the bottom (top, left, or right!) of a set of populated cells, use Ctrl and a directional arrow to take you to the next blank. 

Ctrl+Shift+[Arrow] 

Select – Data to the end of the current region 

By combining the above shortcut with Shift, you’ll be able to select the contiguous populated values. 

Ctrl+1 

Open – Format Cells dialog box 

If you need to change the format of a cell or range, use Ctrl+1 to open the dialog box.

F2 

Edit the active cell 

Use F2 (as opposed to double-clicking your mouse) to hop into the active cell to modify text and formulas without deleting the contents. 

Advanced Tricks

Some less well-known shortcut keys can come in handy for certain projects. No need to remember all of these: keep in mind the best shortcut of all – your internet search bar.

Keys

Function

Description

Ctrl+Space 

Select – Entire column containing the active cell 

Need to select a whole column? Use Ctrl and Space to select the column with the active cell. 

Shift+Space 

Select – Entire row containing the active cell 

Similar to the shortcut above, use Shift and Space to select the row with the active cell.  

Ctrl+Enter 

Enter the same data into all selected cells 

If you want to drop the same information into all the cells you have selected, select a range, type the value you want (it will appear in the active cell), and then click Ctrl and Enter. Voila. It will appear in each cell selected. 

Using Excel effectively is all about building efficiency. These shortcut keys can help you get there.

Sheet Cheat

Since I hinted at ChatGPT above, I think it’s worth flagging some Excel features with this mind-bending technology. For those unfamiliar, you can access ChatGPT here.  

I’ll let the chat-bot speak for itself. When I asked, “how can users use ChatGPT to help with Excel,” it explained:

Users can utilize ChatGPT to get assistance with various Excel-related tasks and problems. As an AI language model, ChatGPT can understand questions and provide guidance on Excel functions, formulas, data manipulation, and more. Here are some ways users can use ChatGPT to get help with Excel: 

  1. Asking Excel-related questions: Users can ask specific questions about Excel functions, formulas, features, or any issues they are facing while working with Excel. 
  2. Understanding Excel functions: Users can request explanations and examples of specific Excel functions such as VLOOKUP, SUMIF, INDEX-MATCH, etc. 
  3. Troubleshooting Excel problems: If users encounter errors or unexpected behavior in their Excel spreadsheets, they can describe the issue to ChatGPT, and it can offer suggestions to resolve the problem.
  4. Learning Excel tips and tricks: ChatGPT can provide users with useful tips, shortcuts, and best practices to enhance their Excel skills and productivity. 
  5. Getting data analysis guidance: Users can seek guidance on how to perform various data analysis tasks in Excel, such as filtering data, creating charts, pivot tables, etc. 
  6. Combining and manipulating data: Users can ask for assistance in combining, merging, and transforming data from different sources or worksheets. 
  7. Creating formulas: ChatGPT can help users create custom formulas to achieve specific calculations or data manipulations. 
  8. Exploring Excel features: If users are unsure about certain features in Excel, they can ask ChatGPT to explain and demonstrate how to use them effectively. 

When using ChatGPT for Excel-related help, it's essential to provide clear and specific information to get accurate and relevant responses. Users can describe their Excel problem or question in detail, including the data structure, desired outcome, and any error messages they are encountering. While ChatGPT can be a valuable resource, it's always a good practice to verify critical information and double-check complex formulas or calculations independently.

I wouldn’t recommend it for legal research, but for Excel knowledge, it can be a huge help.

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Data permeates every aspect of legal practice. Data in Practice is a bimonthly feature to provide practical tools for attorneys to better organize, manipulate, and understand data. Whether it’s working with basic case information, preparing document productions, or conducting exposure analyses, a more robust knowledge of Excel is guaranteed to streamline your work. A few simple tools can help attorneys more efficiently and effectively represent their clients, and better navigate a professional landscape inundated with big data.

Marie Jonas is a Partner in Folger Levin’s litigation practice group. Marie has over a decade of hands-on experience working with Excel in all aspects of her practice: ranging from investigations to trial. If you have an idea for a topic involving practical data tips for lawyers, she can be reached at mjonas@folgerlevin.com.