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25. All Excel Keyboard Shortcuts (Windows and Mac)

25.5 Formula Shortcuts

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Example first. Amir needs a total under the Amount column and a commission formula that always points to the rate in H1. He clicks G12, presses Alt+= (Mac: Shift+Cmd+T) and Excel writes =SUM(G2:G11), which shows 2,870. In the commission formula he presses F4 on H1 to make it $H$1.

Formula shortcuts — in 30 seconds

What: Formula shortcuts insert AutoSum, switch references between relative and absolute, show all formulas at once and recalculate.

Why: They make formulas faster to write and easier to check: F4 avoids the most common copy-down mistake, and showing formulas lets you audit a sheet in one look.

Tiny example: Alt+= in G12 writes =SUM(G2:G11) = 2,870. Typing =G2*H1 and pressing F4 on H1 cycles H1 → $H$1 → H$1 → $H1 → H1.

First look at the data (before → after):

Formula shortcuts: before and after tables, fictional Blinkit Maharashtra data

Expected result — After the shortcuts

Cell Content Shows
G12 =SUM(G2:G11) 2,870
J2 =G2*$H$1 commission
F4 presses on H1 H1 → $H$1 → H$1 → $H1 → H1 4 presses return to H1
Before table and formula as text

Before — Before: no total, relative reference

Cell Content
G2:G11 Amounts
G12 (empty)
J2 =G2*H1

Formula / click path

G12: Alt+Equal sign   (Mac: Shift+Cmd+T)
J2: put the cursor on H1, press F4   (Mac: Cmd+T or F4)
Ctrl+Grave accent to show formulas

Do it step by step:

  1. Click G12 and press Alt+= (Mac: Shift+Cmd+T). Check the range and press Enter.
  2. In J2 type =G2*H1, put the cursor on H1 and press F4 (Mac: Cmd+T or F4) once: =G2*$H$1.
  3. Fill J2 down; every row still uses H1.
  4. Press Ctrl+Grave accent (the key left of 1) to show all formulas; press it again to go back.

Formula shortcuts: Windows and Mac side by side

To do this Windows Mac
Insert AutoSum Alt+Equal sign (=) Shift+Cmd+T
Cycle absolute / relative references F4 Cmd+T or F4
Insert a function Shift+F3 Shift+F3 (Formula Builder)
Show formulas instead of values Ctrl+Grave accent (key left of 1) Ctrl+Grave accent (key left of 1)
Calculate all open workbooks F9 F9 or Cmd+Equal sign (=)
Calculate the active sheet Shift+F9 Shift+F9
Function Arguments, after typing a function name Ctrl+A Ctrl+A
Insert argument names and brackets Ctrl+Shift+A (menu: Formula Builder)
Define a name Alt+M, M, D Cmd+F3 or Ctrl+L
Paste a defined name F3 (menu: Formulas › Use in Formula)
Expand or collapse the formula bar Ctrl+Shift+U Ctrl+Shift+U
Show the Error Checking menu Alt+Shift+F10 (menu: Click the error button next to the cell)
Select cells in a row that do not match the active cell (menu: Home › Find & Select › Go To Special › Row differences) Ctrl+Backslash ()
Turn formula tooltips on or off Ctrl+Alt+P Ctrl+Option+P

F4 has two jobs on Windows: while you edit a formula it cycles the $ signs; outside a formula it repeats your last action (for example, the last format you applied).

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

  1. Insert a total under F2:F11 (Qty) with a shortcut.
  2. Turn =C2&D2 into =$C2&D2 with F4.
  3. Show all formulas, then switch back.
Answer

Alt+= (Mac: Shift+Cmd+T) gives =SUM(F2:F11) = 24. Put the cursor on C2 and press F4 three times: C2 → $C$2 → C$2 → $C2. Ctrl+Grave accent shows and hides formulas on both platforms.

Ravindra Bagale's Tip

Press Ctrl+Grave accent before you send any sheet. A typed number sitting among formulas stands out at once, and it is usually the cell someone overwrote by mistake.