These excel shortcut keys and formulas cover what most office users type every day. A formula always starts with = and the keys make it faster: Alt + = inserts SUM, F4 locks a cell reference with dollar signs, F2 opens a formula for editing, and Ctrl + Enter fills the same formula into every selected cell.
Below are the formula keys, a short set of formulas worth knowing, a grade formula example for teachers, and the quick way to turn formulas into plain values.
Quick facts
Start a formula
Type =AutoSum
Alt + =Lock reference
F4Edit cell
F2Fill selection
Ctrl + EnterShow formulas
Ctrl + `
Excel shortcut keys and formulas: the keys first
| Action | Keys |
|---|---|
| Insert SUM for the cells above | Alt + = |
| Switch between relative and $ locked | F4 while editing |
| Edit the active cell | F2 |
| Fill one formula into all selected cells | Ctrl + Enter |
| Fill down from the cell above | Ctrl + D |
| Fill right | Ctrl + R |
| Copy the exact formula from the cell above | Ctrl + ' |
| Insert a function from a list | Shift + F3 |
| Show formulas instead of results | Ctrl + ` |
| Recalculate | F9 |
The ` key is to the left of 1, under Esc. On some laptops F2, F4 and F9 need Fn. The lock formula and AutoSum pages explain the two most used keys in detail.
Beginner Excel formulas worth knowing
| Formula | What it gives |
|---|---|
| =SUM(B2:B20) | Total of the range |
| =AVERAGE(B2:B20) | Average |
| =COUNT(B2:B20) | How many numbers |
| =MAX(B2:B20) and =MIN(B2:B20) | Highest and lowest |
| =B2-C2 | Subtract one cell from another |
| =ROUND(B2,0) | Round to whole number |
| =IF(B2>=35,"Pass","Fail") | Text depending on a test |
| =VLOOKUP(E2,A2:C100,3,FALSE) | Find a value from a table |
There is no special subtract function in Excel. Type = and the first cell, a minus sign, then the second cell, and press Enter.
Grade formula in Excel
Teachers often need grades from marks. With marks in B2, this formula gives A, B, C or D:
Type it once, then select the cells below and press Ctrl + D to fill it down, or double click the small square at the bottom right of the cell. Change the numbers to match your school's grading table. Newer Excel versions also have IFS, which reads more simply.
Shortcut to remove formula in Excel and keep values
- Select the cells with formulas and press Ctrl + C.
- Press Ctrl + Alt + V to open Paste Special.
- Press V for Values, then Enter.
The numbers stay and the formulas are gone, which is useful before sending a sheet to someone else. Ribbon users can press Alt, H, V, V. See paste special in Excel for other options.
Duplicate a formula in Excel without changing it
Normal copy and paste shifts cell references. To make an exact duplicate of the formula above, click the cell below and press Ctrl + '; Excel copies the formula as it is and lets you edit it. To lock parts that must never shift, use F4 while typing the reference, so B2 becomes $B$2.
When formula shortcuts do not work
| Problem | Fix |
|---|---|
| F4 changes the microphone | Use Fn + F4 |
| Ctrl + ` does nothing | Your keyboard layout puts ` elsewhere; use Formulas, then Show Formulas |
| Results do not update | Calculation is set to Manual; press F9 or set it to Automatic |
| Alt + = adds the wrong range | Select the exact range before pressing it |
More Excel keys are listed on the Excel shortcut keys hub and the advanced Excel shortcut keys page.
Frequently asked questions
What is the shortcut for SUM in Excel?
What are the most useful excel shortcut keys for formulas?
How do I subtract in Excel?
Type =B2-C2 and press Enter. There is no subtract function.
How do I remove formulas but keep the numbers?
Copy, then Ctrl + Alt + V, V and Enter.
What does F4 do in an Excel formula?
It adds dollar signs to lock the reference, cycling through four styles.
How do I see all formulas on a sheet?
Press Ctrl + `.