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How do you learn and remember keyboard shortcuts for data entry without looking them up every time?

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Keyboard shortcuts are combinations of keys that perform certain actions or commands in data entry tools, such as Excel, Word, or Google Sheets. They can save you time, increase your accuracy, and reduce your fatigue when working with large or complex datasets. But how do you learn and remember them without looking them up every time? Here are some tips to help you master keyboard shortcuts for data entry.

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1 Use a cheat sheet

One of the easiest ways to learn keyboard shortcuts is to have a cheat sheet handy. A cheat sheet is a list of the most common or useful shortcuts for the tool you are using, organized by category or function. You can print it out, stick it on your desk, or keep it open on your screen. Whenever you need to perform a task, check the cheat sheet and use the corresponding shortcut. This will help you memorize them over time and reinforce your muscle memory.

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Janey Delgado

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I love cheat sheets! I keep a file for them, normally I don't print, I just save them as pdf's on my Google notes and open when needed and where ever I login!

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Michael Annis

Fractional Chief Automation Officer (fCAO) | Digital Transformation Consultant | CPA | Geneva Investor Accounting SME | Private Equity/Hedge Fund Automation |
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When I start using a new software and know it will be a software I use often, I fist check to see if it has underlines on the menus (sometimes you have to press Alt to make them appear). Then I write down the path to five or so of my most common menu items. For example, SS&C Advent APX wasn’t just Alt; it was Ctrl + ; to activate hotkeys, then: M for menu R for reports P for Portfolio U for Unrealized Gain, R for Realized Gain , and several other options for other reports. It was hours saved being able to run and rerun reports without leaving my keyboard.

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2 Practice regularly

Another way to learn and remember keyboard shortcuts is to practice them regularly. You can do this by setting aside some time each day or week to work on a data entry project using only keyboard shortcuts. You can also challenge yourself by trying to complete a task faster or more accurately using shortcuts. The more you practice, the more familiar and comfortable you will become with using them.

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Colleen Busschaert

Senior Mortgage Underwriter
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In my experience, practicing the shortcut regularly,is the best for me. As a hands on person, just reading instructions does not always work.The more you practice the more it just becomes second nature.

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Janey Delgado

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Practice does make perfect. Once you start using any shortcut daily, it does become second nature. You will use them without having to think about it, like driving, biking or breathing!

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Liam Closs

Operations Lead | Workforce Planning & Insight Analysis
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Identify the tasks you do most often in Excel and learn those shortcuts first. This could be anything from navigating between cells, to formatting, to using formulas. Then drill them daily until they're second nature, then move onto the next one.

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3 Customize your shortcuts

If you find some of the default keyboard shortcuts too hard to remember or inconvenient to use, you can customize them to suit your preferences. Most data entry tools allow you to change, add, or remove keyboard shortcuts for different commands or functions. You can do this by accessing the settings or options menu of the tool and looking for the keyboard shortcuts section. You can then modify the existing shortcuts or create your own ones using keys that are easy for you to remember or reach.

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Michael Annis

Fractional Chief Automation Officer (fCAO) | Digital Transformation Consultant | CPA | Geneva Investor Accounting SME | Private Equity/Hedge Fund Automation |
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The following may be against hotkey practices because it involves use of the mouse and will not better your understanding of hotkeys, but rather limit you to a certain number, but it is worth mentioning especially if you are in a mouse intensive software. Macros can be helpful: https://support.microsoft.com/en-us/topic/how-do-i-create-macros-bd0f29dc-5b89-3616-c3bf-ddeeb04da2fb This website explains how to attach a keyboard macro (a series of keyboard presses) to the extra buttons on your mouse. A gaming mouse with multiple extra buttons and it’s own software can be programmed with different macros while holding nothing, shift, ctrl, Alt or any combination. This means you could program your most used hotkeys into mouse clicks.

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4 Learn by category

Another tip to learn and remember keyboard shortcuts is to learn them by category. This means grouping the shortcuts by the type of action or command they perform, such as formatting, editing, navigating, or selecting. This will help you associate the shortcuts with the tasks you need to do and make them easier to recall. For example, you can learn that most shortcuts for formatting in Excel start with Ctrl + 1, while most shortcuts for editing in Word start with Ctrl + Z.

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Ive D. Gaines

Laboratory Supervisor
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Learning by category circles back to the cheat sheet. The sheet won't do you any good if its not organized and easy to reference!

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5 Use mnemonics

Mnemonics are memory aids that help you remember information by using words, phrases, images, or sounds. You can use mnemonics to learn and remember keyboard shortcuts by creating associations between the keys and the commands they perform. For example, you can remember that Ctrl + C copies the selected data by thinking of "copy" or "cut". You can also use acronyms, rhymes, or stories to make the mnemonics more memorable.

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6 Review and test yourself

The final tip to learn and remember keyboard shortcuts is to review and test yourself periodically. You can do this by quizzing yourself on the shortcuts you have learned, using flashcards, online games, or apps. You can also ask a friend or colleague to test you or give you feedback on your speed and accuracy. Reviewing and testing yourself will help you retain the shortcuts in your long-term memory and identify any gaps or mistakes in your knowledge.

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Liam Closs

Operations Lead | Workforce Planning & Insight Analysis
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Resources like the Excel Obstacle Course are a great opportunity to time yourself and test your self against others. It's free, easily accessible and provides a great benchmark to allow you to work at pace and see how you're progressing.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you learn and remember keyboard shortcuts for data entry without looking them up every time?

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1 Use a cheat sheet

2 Practice regularly

3 Customize your shortcuts

4 Learn by category

5 Use mnemonics

6 Review and test yourself

7 Here’s what else to consider

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