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Keyboard Shortcuts in QuickBooks Pro

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Using Keyboard Shortcuts in QuickBooks Pro: A picture of the most-commonly used “Ctrl”-key keyboard shortcuts in QuickBooks Pro.

How to Apply Keyboard Shortcuts in QuickBooks Pro: Overview

            You can use keyboard shortcuts in QuickBooks Pro to perform commands. Keyboard shortcuts in QuickBooks Pro appear in the Menu Bar to the right of the specific command to which they correspond. For example, clicking the “Lists” command in the Menu Bar shows the keyboard shortcut for the “Chart of Accounts” command as being “Ctrl+A” on the keyboard.

            To then use this keyboard shortcut, click away from the Menu Bar drop-down menu to retract it. Then hold down the “Ctrl” key on the keyboard and press the “A” key on the keyboard to open the Chart of Accounts window. If your goal is to become faster using QuickBooks, then learning the keyboard shortcuts helps. Another handy keyboard shortcut is that pressing the “Esc” key in the upper-left corner of your keyboard closes the active window in QuickBooks Pro.

Using Keyboard Shortcuts in QuickBooks Pro: A picture of the most-commonly used “Ctrl”-key keyboard shortcuts in QuickBooks Pro.

Using Keyboard Shortcuts in QuickBooks Pro: A picture of the most-commonly used “Ctrl”-key keyboard shortcuts in QuickBooks Pro.

            Not every command in the Menu Bar has a corresponding “Ctrl”-key keyboard shortcut. For example, click the “Lists” command in the Menu Bar to display its drop-down menu. Then notice that a command like “Item List” in this drop-down menu does not have a keyboard shortcut. However, there is a keystroke combination you can perform to access the command.

            If you press the “Alt” key on your keyboard and then examine the Menu Bar, each command category (like “File” or “Edit”) then appears with a single underlined letter. For example, the “F” in “File” and the “V” in the “View” command. If you hold down the “Alt” key on your keyboard and then press the underlined letter for the corresponding command category, its drop-down menu then appears.

            If you then examine the sub-commands in the drop-down menu, you’ll notice that each one of the subcommands also has a single underlined letter. At this point, you no longer have to hold down the “Alt” key. You can just press the key on your keyboard that corresponds to the underlined letter of the subcommand to execute. So, using the example of accessing the Item List, you can simply press “Alt”+“L” and then strike the letter “I” on the keyboard to access the Item List. Every Menu Bar command has a keyboard shortcut if you follow this method!

Keyboard Shortcuts List in QuickBooks Pro

            Below is a listing of the most commonly used keyboard shortcuts in QuickBooks Pro. This list of keyboard shortcuts in QuickBooks Pro also appears in the manuals for our complete QuickBooks tutorial,  titled “Mastering QuickBooks Made Easy v. 2018.”

General

Key

To start QuickBooks without a company file Ctrl + double-click
To suppress the desktop windows (at Open Company window) Alt (while opening)
Display information about QuickBooks F2
Cancel Esc
Record (when black border is around OK, Next or Previous button) Enter key
Record (always) Ctrl + Enter key

Dates

Key

Next day + (plus key)
Previous day – (minus key)
Today T
First day of the Week W
Last day of the weeK K
First day of the Month M
Last day of the montH H
First day of the Year Y
Last day of the yeaR R
Date calendar Alt + down arrow

Editing

Key

Edit transaction selected in register Ctrl + E
Delete character to right of insertion point Del
Delete character to left of insertion point Backspace
Delete line from detail area Ctrl + Del
Insert line in detail area Ctrl + Ins
Cut selected characters Ctrl + X
Copy selected characters Ctrl + C
Paste cut or copied characters Ctrl + V
Copy line in an invoice Ctrl + Alt + Y
Paste copied line in an invoice Ctrl + Alt + V
Increase check or other form number by one + (plus key)
Decrease check or other form number by one – (minus key)
Undo changes made in field Ctrl + Z

Help window

Key

Display Help in context F1
Select next option or topic Tab
Select previous option or topic Shift + Tab
Display selected topic Enter key
Close Help window Alt + F4

Activity

Key

Display the Chart of Accounts list Ctrl + A
Display the Write Checks window Ctrl + W
Copy a transaction in a register Ctrl + O
Display the Customer:Job list Ctrl + J
Delete check, invoice, transaction, or item from a list Ctrl + D
Edit lists or registers Ctrl + E
QuickFill and Recall (type first few letters of name and press Tab, name fills in) abc Tab
Find a transaction Ctrl + F
Go to register of transfer account Ctrl + G
Display the Help in context F1
History of A/R or A/P transaction Ctrl + H
Create an Invoice Ctrl + I
Display the List for the current field Ctrl + L
Memorize transaction or report Ctrl + M
Display the Memorized transaction list Ctrl + T
New invoice, bill, check or list item Ctrl + N
Paste copied transaction in register Ctrl + V
Print Ctrl + P
QuickZoom on report Enter key
QuickReport on transaction or list item Ctrl + Q
Display the Use Register window Ctrl + R
Show list Ctrl + S
Use list item Ctrl + U
Display the Transaction Journal Ctrl + Y

Moving around a window

Key

Next field Tab
Previous field Shift + Tab
Report column to the right Right arrow
Report column to the left Left arrow
Beginning of current field Home
End of current field End
Line below in detail area or on report Down arrow
Line above in detail area or on report Up arrow
Down one screen Page Down
Up one screen Page Up
Next word in field Ctrl + Right Arrow
Previous word in field Ctrl + Left Arrow
First item on list or previous month in register Ctrl + PgUp
Last item on list or next month in register Ctrl+ PgDn
Close active window Esc

How to Use Keyboard Shortcuts in QuickBooks Pro: Video Lesson

            The following video lesson, titled “The Menu Bar and Keyboard Shortcuts,” shows you how use keyboard shortcuts in QuickBooks Pro. This video lesson is also from our complete QuickBooks tutorial,  titled “Mastering QuickBooks Made Easy v. 2018.”

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