Excel Formula Shortcuts

Written by

Mel Jenkins

Reviewed by

Laura Tsitlidze

Last updated on November 29, 2023

Edit the Active Cell

If you select a cell and press F2, your pointer becomes a cursor at the end of the cell content, and you’re put into Edit mode.

PC Shortcut:F2
Mac Shortcut:+U

function f2

Google Sheets uses the same shortcut.

 

Toggle Between Cell Edit Mode and Cell Enter Mode

While working in a cell, this shortcut toggles between Edit and Enter modes.

PC Shortcut:F2
Mac Shortcut:+U
  1. Select the cell you want to edit. Notice that the status bar shows the word “Ready” in the bottom-left corner.

formulas ready f2

  1. Press F2. This puts you in Edit mode, and your pointer becomes a cursor at the end of the cell content; the status bar now says “Edit.”

formulas edit f2

  1. Press F2 again. This puts you in Enter mode; the status bar now says “Enter.”

formulas enter f2

  1. You can now edit your formula by selecting additional cells after you have typed in an operator. The status bar changes to show the word “Point.”

formulas point f2

  1. Press ENTER to save changes and select the cell directly below.

 

Select One Word to Right or Left

While working in a cell, this shortcut selects one word to the right or left.

PC Shortcut:Ctrl+Shift+
Mac Shortcut:++
  1. Press F2 to go into Edit mode in the selected cell. Then hold down CTRL + SHIFT and press the → (right arrow) key to select one word at a time starting from the left side of your cell.

formulas select word

Pressing while holding CTRL + SHIFT deselects the last selected word.
If you click at the end of the cell contents and press CTRL + SHIFT + ←, it selects words from right to left, instead of left to right.

  1. Press ENTER to leave Edit mode.

Google Sheets uses the same shortcut.

 

Move One Word to Right or Left

While working in a cell, this shortcut moves one word to the right or left.

PC Shortcut:Ctrl+
Mac Shortcut:+
  1. Press F2 to go into Edit mode in your selected cell, and then hold down CTRL and press the → (right arrow) key to move a word at a time.

formulas select one word

If you press while holding CTRL, you move a word at a time in the opposite direction.

  1. Press ENTER to exit Edit mode.

Google Sheets uses the same shortcut.

 

Select Character

While working in a cell, this shortcut selects one character to the right or left.

PC Shortcut:Shift+
Mac Shortcut:+
  1. Press F2 to go into Edit mode in your selected cell, and then hold down SHIFT and press the right arrow key to select one character at a time.

formulas select character

If you press while holding SHIFT, it deselects one character.
If you click at the end of the cell and press SHIFT + ←, it selects characters from right to left, instead of left to right.

  1. Press ENTER to leave Edit mode.

Google Sheets uses the same shortcut.

 

Open the Insert Function Dialog Box

This shortcut opens the Insert Function dialog box from within the cell you are editing.

PC Shortcut:Shift+F3
Mac Shortcut:+F3
  1. Select the cell where you want to insert a function.

formulas shift f3

  1. Press SHIFT + F3.

formulas shift f3 insert function

  1. Select your function, and then click OK.

formulas shift f3 arguments

  1. Complete the function arguments, and then click OK to insert the formula into your worksheet.

 

List Arguments in a Function

This shortcut shows the argument parameters for the function you are using in your formula.

PC Shortcut:Ctrl+Shift+A
Mac Shortcut:++A
  1. Select the cell where you want to insert a function.

formulas ctrl shift a select

  1. Type in the beginning of the function, and then press CTRL + SHIFT + A.

formulas ctrl shift a

  1. Fill in the argument values and/or cell references, and then press ENTER.

 

Open Function Arguments Dialog Box From Within a Cell

This shortcut opens the Insert Function dialog box while working in a cell.

PC Shortcut:Ctrl+A
Mac Shortcut:+A
  1. Type in the beginning of the formula.

formulas ctrl A

  1. Press CTRL + A.

formulas ctrl a argument

  1. Select the range. Click OK then ENTER to complete your formula.

 

Delete Character to the Right of the Cursor

While working in a cell, this shortcut deletes a character or characters to the right.

PC Shortcut:Delete
Mac Shortcut:fn+delete
  1. Press F2 to go into Edit mode in your selected cell and place your cursor where you want to start deleting characters.
  2. Press the DELETE key repeatedly until all the necessary characters are deleted.

formulas delete character

  1. Press ENTER to leave Edit mode.

Google Sheets uses the same shortcut.

 

Delete Character to the Left of the Cursor

While working in a cell, this shortcut deletes a character or characters to the left.

PC Shortcut:Backspace
Mac Shortcut:delete
  1. Press F2 to go into Edit mode in your selected cell and place your cursor at the end of the characters you want to delete.
  2. Press BACKSPACE until all your characters are deleted.

formulas backspace character

  1. Press ENTER to leave Edit mode.

Google Sheets uses the same shortcut.

 

Enter the Same Data in Multiple Cells

This shortcut lets you enter the same data in multiple cells.

PC Shortcut:Ctrl+Enter
Mac Shortcut:+Return

If you have the same data to enter into multiple cells, you can select these cells, type in the data and press CTRL + ENTER.

  1. Select the cells where you want to enter identical contents.

formula multiple cells select

  1. Type in the cell value (text or numbers).

formula multiple cells type

  1. Press CTRL + ENTER to enter the data into all of the selected cells.

formula multiple cells enter

 

Complete Entry and Stay in Same Cell

When you press CTRL + ENTER in Cell Edit mode, you stay in the cell you were editing instead of moving down to the next cell.

PC Shortcut:Ctrl+Enter
Mac Shortcut:+Return
  1. Type the text or number into the selected cell.

formulas type ctrl enter

  1. Press CTRL + ENTER to leave Edit mode but remain in the same cell.

formulas ctrl enter

 

Automatically Sum Selected Cells

This shortcut automatically adds up the cells directly above the selected cell.

PC Shortcut:Alt+=
Mac Shortcut:fn++T
  1. Select the cell where you want the calculation to go.

formulas alt equal

  1. Press ALT + =.

formulas alt equal sum

  1. Press ENTER or TAB complete the formula.

Note: This shortcut also works if you select the numbers to sum (e.g., C5:C8) instead of selecting the cell to enter the result (C9).

 

Copy Formula from Cell Above

This shortcut copies the formula from the cell directly above the selected cell.

PC Shortcut:Ctrl+
Mac Shortcut:+
  1. Select the cell below the formula you want to copy

formulas copy sum

  1. Press CTRL + ‘ to copy the formula from above.

formulas copy select

  1. Press ENTER or TAB to complete the formula.

 

Tab to AutoComplete a Formula

Once you have entered your formula into your formula bar, press the TAB key to automatically complete the formula.

PC Shortcut:Tab
Mac Shortcut:Tab

formulas tab

Google Sheets uses the same shortcut.

 

Toggle Formula View Mode

Press CTRL + ` to switch from Normal mode to Formula View mode, and then press it again to toggle back.

PC Shortcut:Ctrl+`
Mac Shortcut:+`

formula view mode

Google Sheets uses the same shortcut.

 

Open Name Manager

This shortcut opens the Name Manager dialog box.

PC Shortcut:Ctrl+F3
Mac Shortcut:+L
  1. Select the range you want to name.

formulas name manager select

  1. Press CTRL + F3.

formulas name manager

  1. You can then create a new name, or if you already have names defined, you can edit or delete your names.

 

Create an Array Formula

This shortcut creates an array formula.

PC Shortcut:Ctrl+Shift+Enter
Mac Shortcut:++return
  1. Click in the cell and type in your formula.

formulas enter array formula

  1. Press CTRL + SHIFT + ENTER to enter the formula as an array formula.

formulas array formula

Google Sheets uses the same shortcut.

 

Expand or Collapse the Formula Bar

This shortcut expands or collapses the size of the formula bar.

PC Shortcut:Ctrl+Shift+U
Mac Shortcut:++U
Google Sheets Shortcut:Ctrl+ or
Note: This Google Sheets shortcut only works when you have clicked into the formula bar.

formulas ctrl shift u

This is a toggle shortcut to expand and contract the formula bar.

 

Insert a Range Name Into a Formula

This shortcut inserts a named range into a formula.

PC Shortcut:F3
  1. Select the cell where you want to insert the range name and start typing in your formula.

formulas range name formula

  1. Press F3, and then choose the appropriate range name.

formulas range name paste name

  1. Click OK then press ENTER or TAB to complete your formula.

 

Cycle Through Absolute and Relative References

When typing a formula with a cell you want to anchor in place, use F4 to cycle through absolute, partial absolute, and relative cell referencing.

PC Shortcut:F4
Mac Shortcut:F4

formulas F4

Google Sheets uses the same shortcut.

 

Calculate Now

If you have set your calculation mode to manual, press F9 to refresh any formula results in the entire workbook should the data in your formula change.

PC Shortcut:F9
Mac Shortcut:F9

formulas f9

 

Calculate Active Worksheet

If you are in manual calculation mode, use SHIFT + F9 to refresh all formula results in the active sheet.

PC Shortcut:Shift+F9
Mac Shortcut:Shift+F9

formulas shift f9

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