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25. All Excel Keyboard Shortcuts (Windows and Mac)

25.10 Function Keys F1 to F12

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Example first. Ravina is checking a report. F2 opens a cell for editing, F4 fixes a reference, F5 jumps to a named cell, F7 checks spelling in the titles and F12 saves a copy with a new name. Five keys, five jobs, all on the top row of the keyboard.

Function keys — in 30 seconds

What: F1 to F12 each have a main job in Excel, and Shift, Ctrl or Alt (Option on Mac) with the same key give related jobs.

Why: They are the fastest way to edit, recalculate, check spelling and save. On many laptops and Macs you must also hold Fn, because the top row controls brightness and volume by default.

Tiny example: F2 edit · F4 $ references · F5 Go To · F7 spelling · F9 recalculate · F11 chart sheet · F12 Save As.

First look at the data (before → after):

Function keys: before and after tables, fictional Blinkit Maharashtra data

Expected result — After: one key each

Task Windows Mac
Edit B4 F2 F2
Jump to Z100 F5 F5 or Ctrl+G
Spell-check F7 F7
Save a copy F12 F12 or Cmd+Shift+S
Before table and formula as text

Before — Before: tasks to do

Task Mouse path
Edit B4 double-click
Jump to cell Z100 scroll
Spell-check titles Review › Spelling
Save a copy File › Save As

Formula / click path

F2
F5 › Reference: Z100 › OK
F7
F12

Do it step by step:

  1. Click B4 and press F2; the cursor is at the end of the entry.
  2. Press F5, type Z100, press Enter.
  3. Select the title row and press F7.
  4. Press F12 for Save As.
  5. On a laptop or Mac, if a key changes brightness instead, hold Fn with it, or change the function-key setting in your system preferences.

Function keys: Windows and Mac side by side

Key Windows (alone, then with Shift / Ctrl / Alt) Mac
F1 Help. Ctrl+F1: show/hide ribbon. Alt+F1: embedded chart. Alt+Shift+F1: new sheet Help (or Cmd+Forward slash)
F2 Edit the active cell. Shift+F2: note. Ctrl+F2: edit in the formula bar Edit the cell. Shift+F2: note. Option+F2: Save
F3 Paste Name. Shift+F3: Insert Function Shift+F3: Formula Builder. Cmd+F3: Define Name
F4 Cycle $ references or repeat the last action. Ctrl+F4: close the workbook window. Alt+F4: close Excel Cycle $ references (or Cmd+T). Cmd+F4: close a window
F5 Go To. Ctrl+F5: restore window size Go To. Shift+F5: Find. Ctrl+F5: Search Sheet
F6 Switch between sheet, ribbon, task pane, Zoom. Ctrl+F6: next Excel window Switch focus between sheet, ribbon, task pane and status bar
F7 Spelling Spelling. Shift+F7: thesaurus
F8 Extend mode. Shift+F8: add to selection. Alt+F8: Macro dialog Extend mode. Shift+F8: add to selection. Option+F8: Macro dialog
F9 Calculate all. Shift+F9: active sheet. Ctrl+Alt+F9: full calculation Calculate all. Shift+F9: active sheet. Ctrl+F9: minimise
F10 KeyTips on/off. Shift+F10: context menu. Alt+Shift+F10: Error Checking menu Shift+F10: context menu. Ctrl+F10: maximise/restore
F11 New chart sheet. Shift+F11: new sheet. Alt+F11: VBA Editor New chart sheet. Shift+F11: new sheet. Option+F11: Visual Basic
F12 Save As. (Alt+F12: Power Query Editor) Save As. Cmd+F12: Open. Option+F12: Power Query Editor

Mac note: Microsoft notes that Mac function keys may control system features first; hold Fn or change the function-key preference in macOS System Settings.

Practice task (try it before you open the answer):

  1. Recalculate only the active sheet.
  2. Open the context menu of a cell without the mouse.
  3. Insert a new worksheet.
Answer

Shift+F9 (both). Shift+F10 (both). Shift+F11 (both), or Alt+Shift+F1 on Windows.

Ravindra Bagale's Tip

Write F2, F4, F9 and F12 on a sticky note on your monitor for one week. These four cover most of what an analyst does with the top row.