Excel Cheat Sheet: Shortcuts, Formulas, Functions, and Essential Commands

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This Excel cheat sheet puts the commands most people need in one place: Windows, Mac, and web shortcuts; copy-ready formulas; cell references; formatting; sorting and filtering; PivotTables; Power Query; charts; and fixes for common errors.

Shortcuts are not universal across Excel for Windows, macOS, Excel for the web, browsers, and keyboard layouts. Use the platform section that matches your installation, and check Microsoft’s official shortcut reference for uncommon commands.

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Quick Excel shortcut reference

Microsoft’s shortcut lists use a US keyboard layout. macOS settings and third-party utilities can also intercept commands, while function keys may require Fn.

Windows Excel shortcuts

Workbook and worksheet management

• Ctrl+N — create a new workbook.
• Ctrl+O — open a workbook.
• Ctrl+S — save.
• F12 — open Save As in many desktop configurations.
• Ctrl+W — close the workbook.
• Alt+F — open the File menu.
• Shift+F11 — insert a worksheet.
• Ctrl+Page Up and Ctrl+Page Down — move between worksheets.
• Ctrl+9 — hide selected rows.
• Ctrl+0 — hide selected columns.

Navigation and selection

• Ctrl+Arrow — move to the edge of a contiguous data region. Blanks can stop the movement.
• Ctrl+Home — move toward the beginning of the worksheet.
• Ctrl+End — move to the last used cell.
• Page Up and Page Down — move one screen vertically.
• Alt+Page Up and Alt+Page Down — move horizontally.
• Shift+Arrow — extend a selection.
• Ctrl+Shift+Arrow — extend a selection to the edge of a data region.
• Ctrl+Spacebar — select a column.
• Shift+Spacebar — select a row.
• Ctrl+F — find text or values.

Editing and data entry

• Ctrl+Enter — enter the same value in every selected cell.
• Alt+Enter — insert a line break within a cell.
• Ctrl+D — fill down.
• Ctrl+R — fill right.
• Ctrl+; — enter the current date.
• Ctrl+Shift+; — enter the current time.
• F2 — edit the active cell.
• Esc — cancel an entry or edit.
• Delete — clear contents without necessarily removing formatting.

Formatting

• Ctrl+B, Ctrl+I, and Ctrl+U — bold, italic, and underline.
• Ctrl+1 — open Format Cells.
• Ctrl+Shift+1 — apply a number format.
• Ctrl+Shift+4 — apply currency formatting.
• Ctrl+Shift+5 — apply percentage formatting.
• Ctrl+Shift+6 — apply scientific formatting.
• Ctrl+Shift+~ — apply General format.
• Alt+H, H — fill color.
• Alt+H, B — borders.
• Alt+H, A, C — center alignment.
• Alt+H, O, W — adjust column width, subject to Ribbon variations.

Ribbon sequences such as Alt+H are Windows desktop commands. Do not assume they work in Excel for Mac or the web.

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Excel for Mac and the web

Mac

Mac shortcuts need their own reference rather than a blanket “replace Ctrl with Command” rule. Some commands use the Mac Control key, some use Command, and macOS or another utility may reserve a shortcut. Function keys can also be controlled by macOS settings and may require Fn. See Microsoft’s Mac shortcut reference when a command does not respond.

Excel for the web

• Alt+Q — move to Search or Tell Me.
• Ctrl+G — go to a cell.
• Ctrl+F6 — move between major interface areas.
• Ctrl+Alt+Page Up and Ctrl+Alt+Page Down — move between worksheets in supported configurations.
• Alt+F1 — insert a chart in supported web configurations.
• Ctrl+Shift+L — toggle filtering, subject to browser and platform behavior.

Excel runs inside a browser, so browser shortcuts can take precedence. For example, Ctrl+O may open the browser’s file dialog instead of an Excel command. The web version also does not expose every desktop feature; check Microsoft’s Excel for the web service description for feature scope.

Formula fundamentals

Every Excel formula begins with =. Use +, -, *, /, and ^ for arithmetic, and parentheses to control calculation order. Text criteria normally need quotation marks, such as "Paid". In US regional settings, function arguments use commas; other regional settings may use semicolons.

A reference changes when copied unless it is locked:

• A1 — relative column and row.
• $A$1 — locked column and row.
• A$1 — locked row only.
• $A1 — locked column only.

For example, =B2*$F$1 lets B2 change as the formula is copied while keeping F1 fixed. On Windows desktop Excel, press F4 while editing a reference to cycle through the lock options; Mac behavior can differ.

Core formula and function cheat sheet

Arithmetic and summaries

=SUM(B2:B100)
=AVERAGE(B2:B100)
=MIN(B2:B100)
=MAX(B2:B100)
=COUNT(B2:B100)
=COUNTA(A2:A100)
=COUNTBLANK(A2:A100)
=ROUND(B2,2)
=ROUNDUP(B2,0)
=ROUNDDOWN(B2,0)

COUNT counts numeric values; COUNTA counts nonblank values, including text; and COUNTBLANK counts cells Excel treats as blank. Rounding changes the returned value. Number formatting alone may only change how a value appears.

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Logical tests

=IF(C2>=70,"Pass","Review")
=IFS(B2>=90,"A",B2>=80,"B",B2>=70,"C",TRUE,"Review")
=AND(B2>=70,C2="Yes")
=OR(B2="High",B2="Urgent")
=NOT(D2="Closed")
=IFERROR(A2/B2,0)

IFERROR replaces an error result; it does not repair the underlying data or logic. Use it deliberately so that genuine problems are not hidden.

Conditional calculations

=COUNTIF(A2:A100,"Paid")
=COUNTIFS(A2:A100,"Paid",B2:B100,">=100")
=SUMIF(A2:A100,"West",B2:B100)
=SUMIFS(C2:C100,A2:A100,"West",B2:B100,">=100")
=AVERAGEIF(A2:A100,"West",B2:B100)
=AVERAGEIFS(C2:C100,A2:A100,"West",B2:B100,">=100")

In criteria, * matches any sequence of characters and ? matches one character. Use ~* or ~? for a literal asterisk or question mark. Date criteria can fail when visible dates are actually text or when one range contains mixed data types.

Lookups

In modern Excel, start with XLOOKUP:

=XLOOKUP(E2,A2:A100,B2:B100,"Not found")

Here, E2 is the value to find, A2:A100 is the lookup range, and B2:B100 is the return range. The fourth argument supplies a readable fallback. Optional match and search modes can handle exact, approximate, reverse, or binary searches.

For older workbooks, use:

=VLOOKUP(E2,A2:D100,4,FALSE)
=INDEX(B2:B100,MATCH(E2,A2:A100,0))

VLOOKUP requires the lookup column to be first in the selected table and normally needs FALSE or 0 for an exact match. Its hard-coded column number can break when columns are rearranged. INDEX/MATCH remains useful where XLOOKUP is unavailable.

Dynamic arrays

=FILTER(A2:D100,C2:C100="Open","No matches")
=SORT(A2:D100,2,1)
=UNIQUE(A2:A100)
=SEQUENCE(12)
=TRANSPOSE(A2:A13)

These formulas can “spill” results into neighboring cells. If the destination is blocked, Excel returns #SPILL!. XLOOKUP, FILTER, SORT, UNIQUE, and newer array functions require a compatible Microsoft 365, Excel 2021/2024, web, or other supported release; consult Microsoft’s function index and version markers before sharing a workbook with older users.

Text cleanup and transformation

=CONCAT(A2," ",B2)
=TEXTJOIN(", ",TRUE,A2:A10)
=LEFT(A2,5)
=RIGHT(A2,4)
=MID(A2,3,6)
=LEN(A2)
=TRIM(A2)
=CLEAN(A2)
=UPPER(A2)
=LOWER(A2)
=PROPER(A2)
=SUBSTITUTE(A2,"old","new")
=TEXT(B2,"mmm d, yyyy")

TRIM removes many ordinary extra spaces but may not remove nonbreaking or imported whitespace. CLEAN also has limitations with some nonprinting and Unicode characters.

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Dates and time

=TODAY()
=NOW()
=DATE(2026,8,18)
=YEAR(A2)
=MONTH(A2)
=DAY(A2)
=EOMONTH(A2,0)
=NETWORKDAYS(A2,B2)
=WORKDAY(A2,10)

TODAY() and NOW() are volatile: they update when Excel recalculates, and results depend on calculation settings, the system clock, and time-zone behavior. Use fixed dates when reproducibility matters.

Advanced modern formulas

=LET(total,SUM(B2:B100),total*0.2)
=LAMBDA(x,x*1.2)(100)
=CHOOSECOLS(A2:D100,1,3)
=TAKE(A2:D100,10)
=DROP(A2:D100,1)

Place these in the modern Excel section of a workbook rather than assuming they work in every legacy edition.

Excel Tables and structured references

1. Select the data range.
2. Choose Insert > Table.
3. Confirm My table has headers when appropriate.
4. Use the Table Design tab to name the table.

A structured formula might look like:

=SUMIFS(Sales[Amount],Sales[Region],H2)

Tables provide built-in filters, readable references, and more reliable expansion when rows are added. Keep one clear header row; avoid blank or duplicate headers, merged cells, embedded subtotals, and mixed data types. Entire-column formulas can also affect performance in very large workbooks.

Formatting and data-entry tools

Number formats

Common formats include General, Number, Currency, Accounting, Percentage, Date, Time, Fraction, Scientific, and Custom. Formatting usually changes appearance, not the underlying value. A number that looks like a date may still be text. Likewise, entering 25 and applying Percentage displays 2,500%; enter 25% or 0.25 when that is the intended value. Use Text or a custom format when leading zeroes must be preserved.

Sort and filter

1. Click inside the data or Table.
2. Choose Data > Sort, or use a filter arrow.
3. For several criteria, choose Add Level.
4. Clear filters before concluding that rows are missing.

Sorting only one column can misalign records. Blank rows can cause Excel to detect the wrong range, while numbers or dates stored as text may sort alphabetically. Filtering hides rows; it does not delete them.

Conditional formatting

Use duplicate rules, threshold rules, data bars, color scales, icon sets, or formula-based rules. To format an entire row when column D says “Overdue,” select a range such as A2:H100 and use:

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=$D2="Overdue"

The locked column keeps the test tied to D while the row number adjusts. Rule order matters when several conditional-formatting rules apply to the same cells.

Data validation

1. Select the input cells.
2. Choose Data > Data Validation.
3. Choose List.
4. Enter a source range or list.
5. Configure the error alert.

A list stored on another worksheet may require a named range or a Table-based source. Copy-paste can bypass the intended user experience, and validation is not security. Existing invalid values may remain until you check or remove them.

Freeze panes

Choose View > Freeze Panes. Select the row below the rows to freeze, the column to the right of the columns to freeze, or the cell below and right of both areas. Freeze Panes changes the view; it does not alter the worksheet or automatically change printed output.

PivotTables, charts, and Power Query

PivotTables

1. Make sure the source has one header row and no merged cells.
2. Click inside the source and choose Insert > PivotTable.
3. Choose the destination.
4. Place fields in Rows, Columns, Values, and Filters.
5. Set the correct aggregation, such as Sum, Count, or Average.
6. Refresh after the source changes.

If a numeric field appears as Count, some values may be text or blank. A fixed source range can exclude new rows; a Table is usually a better source. Dates may group unexpectedly, and results can remain stale until refreshed.

Choosing a chart

• Column or bar: compare categories.
• Line: show change over time.
• Scatter: show the relationship between two numeric variables.
• Combo: compare measures with different scales, but use secondary axes carefully.
• Pie or doughnut: use only for a small number of clearly distinct parts of a whole.

Avoid including totals in the source, treating dates as text, excessive categories, unlabeled units, 3-D effects, or axes that exaggerate differences.

Power Query

Power Query is usually the better choice when data-cleaning steps must be repeated. It can import CSV files, combine monthly files, split columns, remove duplicates, change data types, unpivot columns, merge or append queries, and refresh transformations.

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It is not a replacement for every formula: Power Query is strongest for repeatable data preparation, while formulas are often better for live worksheet calculations. Microsoft announced full Power Query availability in Excel for the web in January 2026, but access can depend on account, tenant, platform, and rollout conditions. See Microsoft’s import and analysis guidance and its January 2026 announcement.

Macros, Office Scripts, and Copilot

VBA macros are mainly desktop-oriented and require appropriate macro security and file formats. Office Scripts suit supported Microsoft 365 and web automation scenarios. Copilot can assist with formulas and analysis where the user’s plan, account, tenant, and rollout support it. None of these features should be assumed to exist in every Excel edition.

Excel error troubleshooting

When formulas display instead of calculating

1. Check whether the cell is formatted as Text.
2. Change it to General or the appropriate number format.
3. Re-enter the formula.
4. Check whether Show Formulas is enabled.
5. Confirm the formula begins with = and has no leading apostrophe.
6. Check the workbook’s calculation mode.

When a lookup is wrong

Use exact matching where appropriate; remove leading and trailing spaces; check for hidden characters and numbers stored as text; confirm lookup and return ranges align; and use an explicit “not found” result with XLOOKUP where available. Avoid approximate matching unless the lookup range is sorted and approximation is intentional.

When a dynamic array will not spill

Clear the intended output range, check for merged cells, verify the formula is supported by the installed version, and consider a legacy alternative if the workbook must work in older Excel. Tables can also affect dynamic-array behavior.

Which Excel tool should you use?

Versions, files, and compatibility

Use these labels when sharing a workbook:

• Works broadly: SUM, IF, COUNTIF, VLOOKUP, INDEX, and MATCH.
• Modern Excel: XLOOKUP, FILTER, SORT, UNIQUE, LET, LAMBDA, and newer array functions.
• Desktop-oriented: VBA, some advanced data connections, and certain add-ins.
• Web-dependent: browser shortcuts and some web automation features.

Microsoft’s function index includes version markers. Microsoft’s support material also identifies Excel 2016 and Excel 2019 as past their support lifecycle, so do not silently treat them as current editions.

• .xlsx — standard modern workbook format.
• .xlsm — macro-enabled workbook that retains VBA.
• .csv — plain tabular data; it does not preserve formulas, formatting, multiple worksheets, or most workbook features.

Opening a workbook in another spreadsheet application can alter formulas, formatting, charts, PivotTables, macros, newer functions, external links, or data connections. Do not assume perfect compatibility without testing the specific file.

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