Excel Function Keys explained

Office for Mere Mortals
Your beginners guide to the secrets of Microsoft Office
Invalid email address
Tips and help for Word, Excel, PowerPoint and Outlook from Microsoft Office experts.  Give it a try. You can unsubscribe at any time.  Office for Mere Mortals has been running for over 20 years, we've never, ever revealed or sold subscriber details.  Privacy policy

Function Keys in Excel are a convenient and quicker way of doing tasks by using keyboard instead of mouse. Here’s the Excel function keys (F1 to F12) and their many tricks.

F1

F1 – Displays the Excel Help pane

image 13 - Excel Function Keys explained

Ctrl +F1Displays or hide the ribbon of Excel. By hiding the ribbon only tab names will be displayed on the ribbon. Alternate way of obtaining this result is by clicking on the ribbon display button on the Excel spreadsheet.

image 14 - Excel Function Keys explained

Alt +F1 – creates an embedded chart of the data in the current range.

image 15 - Excel Function Keys explained

Alt+Shift+F1: A new worksheet is added to the current spreadsheet

F2

F2 – Edit Cell  Select a cell and press “F2” Key, then insert or modify the current content in cell.

The “Allow editing directly in cells” check box at File | Options | Advanced controls whether the insertion point is in the cell or the formula bar.

image 16 - Excel Function Keys explained

Ctrl +F2 – Opens the Print pane

image 17 - Excel Function Keys explained

Shift +F2 Comment for a cell. You can also modify the existing comments in the selected cell by using this combination keys. 

image 18 - Excel Function Keys explained

Alt + Shift + F2 – Save the current spreadsheet you are working on.  Ctrl + S does a similar thing.

F3

F3Paste name or paste list into the selected cell. Click the Title from the Paste Name dialog box to populate the list. Note: This function key will not work until you have created a ‘named range’

image 19 - Excel Function Keys explained

Shift +F3 – Displays the function dialog box. You can choose to select of the function you want to apply for the selected cells.

image 20 - Excel Function Keys explained

Ctrl + Shift + F3 – used to “create names” from the row or column labels

image 21 - Excel Function Keys explained

F4

F4 Redo – Repeats the last action performed in workbook.

If you are editing, then it will cycle you through the all three types of references; absolute reference, relative reference and mixed reference.

Alt + F4 – Close the Excel sheet.

Ctrl +F4 – Close the selected workbook window

Alt + Ctrl + F4 – Quit Excel by closing all open Excel workbooks

Shift + F4 – Selects the empty cell available next to the right of the current cell

F5

F5 – Displays the “Go To” dialog box. “Go To” box will list down the valid “named range” available in the active Excel workbook. 

image 22 - Excel Function Keys explained

Ctrl + F5 – Restores window size from maximum of the current open Excel workbook. 

F6

F6Switches panes of an Excel worksheet provided its split.

image 23 473x170 - Excel Function Keys explained

Shift+F6: Switches between the worksheet, Zoom controls, task pane, and ribbon.  F6 does the same thing is the workbook isn’t split.

Ctrl +F6 – Switches to the previous Excel workbook if you have multiple workbooks open.

F7

F7 – Displays the Spelling dialog box, where you can check the spellings in your current workbook.

image 24 - Excel Function Keys explained

Shift +F7 – Displays the “Thesaurus” task pane in your Excel workbook. If you have selected a word and pressed this function key it will look up the selected word in the Thesaurus pane.

image 25 183x296 - Excel Function Keys explained

Ctrl+F7: Move the workbook window when it is not maximized.

F8

F8 – “Extend Mode” selection in Excel. With “extend mode” is enabled, you can select multiple cells at a time by pressing the arrow keys. If the “Extend Mode” is disabled, the cell selection would be set to one cell at a time.

image 26 - Excel Function Keys explained

Alt +F8 – Displays the “Macros” dialog box to edit, create, delete or run a macro.

image 27 - Excel Function Keys explained

Shift+F8: provide you an option to select cell or multiple cells or a range of cells using arrow keys.

F9

F9Recalculates all worksheets in all open workbooks.

image 28 473x105 - Excel Function Keys explained

If you are modifying a cell with a formula, and Press F9 it replaces the value in the cell.

For example, We have changed the value of A1 from 5 to 70. It recalculates the value.

image 29 473x95 - Excel Function Keys explained

Note: For the recalculation value to populate on your spreadsheet, you must Turn on Manual calculation (on the Formulas tab, in the Calculation group, click Calculations Options, Manual)

image 30 - Excel Function Keys explained

Normally F9 isn’t necessary because Excel will recalculate Automatically. See Excel automatic refresh and recalculation tricks

Shift +F9 – Recalc active worksheet only

Ctrl + Alt + F9 – Recalc all open workbooks, even if cells haven’t changed since the last calc.

Ctrl + Alt + Shift + F9  ‘Full Recalc’ – recalc all formulas including dependents and cells not marked for recalc.

Ctrl +F9 – Minimizes the Excel window

F10

F10 – Displays the Excel Tips – the keyboard shortcuts for Excel ribbon. Perform any task available on the Ribbon without using the mouse.  Same as tapping ‘Alt’.

image 31 473x94 - Excel Function Keys explained

Alt +F10 – Displays the Selection Pane

image 32 - Excel Function Keys explained

Ctrl + F10 – Resizes or restores the Excel window.

Shift + F10 – Displays a context or right-click menu for the selected cell in Excel

image 33 115x296 - Excel Function Keys explained

If “Help Window” is opened in Excel, then it displays the set of commands for Help Window.

Ctrl + Shift + F10 – function is same as Shift + F10

F11

F11 – Adds a chart to your Excel. Select a specific data range and Press F11 to populate a chart using the same range.

image 34 401x296 - Excel Function Keys explained

Alt + F11 – Displays the Microsoft Visual Basic Editor. If VB Editor is already open then by pressing this combination key you can toggle between the Excel workbook and editor.

image 36 325x296 - Excel Function Keys explained

Ctrl + F11 – Inserts a macro sheet in your currently open Excel workbook with a default name like “Macro 1, Macro 2, macro 3”.

Shift + F11 – Inserts a “New Sheet” to your currently active workbook. This sheet gets added to the left side of your current work sheet.

F12

F12 – Displays the “Save As” dialog box to save your current open Excel workbook

image 37 - Excel Function Keys explained

Ctrl +F12 – Displays the “File Open Dialog Box”

Shift + F12 – Saves the workbook.

Exchange Rate support in Excel 365

Hiding Columns and Rows in Excel

Excel automatic refresh and recalculation tricks

subs profile e1563205311409 - Excel Function Keys explained
Latest news & secrets of Microsoft Office

Microsoft Office experts give you tips and help for Word, Excel, PowerPoint and Outlook.

Give it a try. You can unsubscribe at any time.  Office Watch has been running for over 20 years, we've never, ever revealed or sold subscriber details.  Privacy policy
Invalid email address