Function Keys Shortcut In Microsoft Excel

In this article you’ll learn about:

Significance of Function keys in MS-Excel
Function keys in combination with modifier (Ctrl, Alt, Shift) keys
Key takeaways

Function keys act as predefined formulas in MS-Excel. These are easy shortcuts, which make our usage of MS-Excel effortless.

Fun Fact:

Before 1984, only 10 function keys were used (F1 to F10). Later, two more were added and now we have 12 function keys.

Let’s take a short tour on the significance of each Function Key and its usage.

F1 key:

Function key	Usage
F1	“F1” is used for opening “Excel Help”. As you click on F1 key the excel help will get displayed. Here, you can ask the question / query in the search box & inbuilt excel help will help you with the related articles.
Alt+F1	If you use “Alt and F1” Keys together then it will insert a new chart in excel workbook. Excel will open the default chart, this can be customize as per user requirement to open column chart, bar chart or any other chart by default.
Ctrl + F1	To minimize or maximize the ribbon of excel we can use “Ctrl & F1” keys together. After minimizing the ribbon only tab names will get displayed on the ribbon.
Alt + Shift + F1	Pressing Alt + Shift + F1 keys together will insert a new worksheet into the active workbook in which you are currently working.
Ctrl + Shift + F1	It will hide ribbon & their commands. This will maximize excel window if it is restore mode.

a) F1

Press F1 key on the keyboard
Excel help dialog box will appear, where we can take help regarding any Excel Query
Refer to the example

b) Alt + F1

Select the data for which we want to insert the chart
Press the key Alt+F1
Column chart will get created on the same sheet

c) Ctrl + F1

Press the key Ctrl+F1
Commands will get hide from the ribbon and only Main tabs will be visible

d) Alt + Shift + F1

Press the key Alt+Shift+F1
New worksheet will get inserted

e) Ctrl + Shift + F1:- Below are the steps to use Ctrl+Shift+F1

Open the worksheet
Press the key Ctrl+Shift+F1
Tabs and Commands both will get hide from ribbon

Before:-

After:-

F2 Key:

Function key	Usage
F2	To Edit in the cell we use F2 keys
Alt+F2	If you press “Alt + F2” keys together the “Save As” dialog box will get open for saving the excel file.
Ctrl + F2	Pressing CTRL + F2 keys will open Print options
Shift + F2	Using Shift + F2 keys together will insert comment in the active cell. You can also edit the existing comment by pressing Shift + F2 keys for selected cell.
Alt + Shift + F2	“Alt + Shift + F2” will save the active workbook, if not saved yet then it will open Save as dialog box.
Alt + Ctrl + Shift + F2	These keys will open the print option; same as “Ctrl + F2” keys.

a) F2: In cell A1, we can directly make changes to the text by pressing F2 key.

Selected Cell:-

Edited Cell:-

Also if you want to restrict the editing directly in cells follow below steps:-

Click on File Menu
Select Options > select Advanced
In the Advanced Option, if you want to stop user from editing directly in excel cell then you can uncheck from the checkmark (Allow editing directly in cells) & if you want to allow editing the cell directly then make sure the checkmark is checked

Note: - F2 key can be used in Formula bar also to edit the content, if editing is stop directly.

b) Alt + F2:

If you want to save as your document, press the key Alt+F2
Save as dialog box will open
Then you can save the file wherever required

c) Ctrl + F2

If you want print a document, then press Ctrl+F2
Print option will appear
Where you can set the all criteria according to the requirement

d) Shift + F2

Select the cell where you wish to insert the comment
Press key Shift+F2
Now you can enter comment in the box

e) Alt + Shift + F2

If you have not saved workbook yet, by pressing this key “Save As” dialog box will open
Save the file at desired place

f) Alt + Ctrl + Shift + F2

This key is also used for the print option
In the worksheet press the keys Alt + Ctrl + Shift + F2
Print option will appear
Where you can set the all criteria according to the requirement

F3 key:

Function key	Usage
F3	“F3” key will help you to paste name of the list that are already created. F3 will not work if there is no such defined named range.
Ctrl + F3	Pressing “Ctrl + F3” keys together will open “Name Manager” dialog box refer below screenshot.
Shift + F3	“Shift + F3” keys will open Insert function window which you can insert any function of your choice.
Ctrl + Shift + F3	This will open the Create Names from Selection window & are used to create names from row or column labels. You can create names for the selected cells from 4 options i.e. from Top row, Left column, Bottom row or Right column. The creation of named range depends on user.

a) F3: In Excel worksheet press the key F3

We can paste name of the list that are already created

Note: - F3 will not work if there is no such defined named range

b) Ctrl+F3

Name Manager Dialog box appears

c) Shift+F3:

If you want to insert function then press the key Shift+F3
Insert function Dialog box will appear

d) Ctrl+Shift+F3

Select the range for which you want to create the name
Press the key Ctrl+Shift+F3
Create Names from Selection window will open

F4 Key:

Function key	Usage
F4	“F4” key has two different functionalities: - 1st is References (absolute, relative & mixed reference) & 2nd is It repeats the last performed action. Though same can be achieved by using CTRL + Y keys
Alt+F4	Using “Alt + F4” keys will display save changes dialog box allowing you to save & then close or may be closing the file without saving or selecting Cancel key to do nothing.
Ctrl + F4	With “Ctrl & F4” keys you can close the current open workbook. It is similar to Close Window button on upper right corner of the window.
Shift + F4	With “Shift + F4” keys work similar to CTRL + F command.
Alt + Shift + F4	“Alt + Shift + F4” keys will work same as “Alt + F4” keys i.e. close the active excel file & thereby closing all excel workbooks.
Ctrl + Shift + F4	“Ctrl + Shift + F4” is similar to “Shift + F4” the difference is the earlier will from right to left. It will search the text or value or any character from right to left direction.
Alt + Ctrl + F4	“Alt + Ctrl + F4” keys work similar to “Alt + F4” keys thereby closing all the open excel files.
Alt + Ctrl + Shift + F4	“Alt + Ctrl + Shift + F4” keys closes all open excels i.e. these work similar to “Alt + F4” keys.

a) F4: We can use F4 key in two different ways,below are the steps to use F4 key for reference:

In Excel we have entered formula and the references we want to make it absolute
Edit in the formula cell
Select the formula references which we want to freeze
And then press the key F4

Note: It repeats the last performed action also. Though same can be achieved by using CTRL + Y keys

e.g.: if you have bold the cell to whole row as your last action & you want to bold another row then you can use F4 key to repeat the last step.

b) Alt + F4: We use Alt+F4 key to close the file, below are steps to use of it:-

Press the key Alt+F4.
Message box will appear for confirmation before closing the document.

Note: - File can be close without saving or selecting Cancel key to do nothing.

c) Ctrl + F4: We use Ctrl+F4 key to close the file:

Press the key Ctrl+F4
Dialogue box will appear for confirmation before closing the document

Note: - This shortcut key will perform in the same way Alt+F4 key performs.

d) Shift+ F4: We use Shift+F4 key to open the Find and Replace option:

When we want to find something in the sheet or when we want to replace something with other text then we use it
Press the key Sift+F4
Find and Replace dialog box will appear

Note: “Shift + F4” keys work similar to CTRL + F command.

e) Alt + Shift + F4: We use Alt+Shift+F4 keys same as we use Alt+F4 keys.

f) Ctrl + Shift + F4: We use Ctrl+Shift+F4 keys same as we use Shift+F4 keys. This can also be used as:

In Excel if we want find the last find text, Press Ctrl+Shift+F4.
Cell will get selected without opening the Find and replace dialog box.

g) Alt + Ctrl + F4: “Alt + Ctrl + F4” keys work similar to “Alt + F4” keys,by closing all the open excel files.

h) Alt + Ctrl + Shift + F4: “Alt + Ctrl + Shift + F4” keys closes all open Excel file i.e. these work similar to “Alt + F4” keys.

F5 Key:

Function key	Usage
F5	“F5” key is used to display “Go To” dialog box; it will help you in viewing named range.
Ctrl + F5	This will restore windows size of the current excel workbook. When pressed again Ctrl + F5 will not do anything as the size of the window is already restore.
Shift + F5	“Shift + F5” keys will open the “Find and Replace” window.

F5: In Excel worksheet press the key F5.

To go to a particular cell; all you need to do is enter the cell say E3 in the Reference box & you will be taken at the particular cell

With Go To dialog box we can use Special button to explore all the available features like comments, constants, formulas, blanks, current region, current array, etc

a) Ctrl + F5: If you want to restore the current window size

Just press the key Ctrl+F5
The size will get restore

b) Shift + F5:- “Shift + F5” keys will open the “Find and Replace” window.

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Digital Marketing
April 26, 2020 at 3:07 am

What's up everyone, it's my first visit at this website, and article
is in fact fruitful designed for me, keep up posting such content.

Reply ↓
Kanhaiyalal Newaskar.
February 7, 2019 at 11:45 am

Sir,
Very useful Tips and Tricks you have given.
Hoping to receive more and more in future.
Thanks once again.

Reply ↓
Frank Barry
November 18, 2015 at 4:32 pm

This is good basic training.
I use Excel 2003. Works for my needs.
I spend 15 hours a day using it.
My algebraic expressions utilize 25 pages.
150 rows deep.

Reply ↓
Steve Hamilton
September 15, 2015 at 12:45 pm

In the article it says that CTRL-F4 acts the same as ALT-F4; there is a difference though. CTRL-F4 closes the file but leaves Excel running. ALT-F4 closes the file and closes Excel.

Very nice summary of useful functions!

Reply ↓
Victor
September 8, 2015 at 2:25 pm

Thanks for this list.
I would add F12 = 'Save as'

Some Function-shortcuts are duplicates of "better" shortcuts

eg) 'insert worksheet'
= Alt + i + w
= Alt + Shift + F1

Reply ↓
Abdul-Samad Moro
September 6, 2015 at 11:19 am

Great job. Thanks

Reply ↓
Brian
September 5, 2015 at 5:08 pm

Just to let everyone know:

These are quicker shortcuts than some listed:

CTRL+P to print

CTRL+G to open 'go to' box

CTRL+H to open 'find and replace' box

CTRL+S to save

Also, one I'm pretty surprised wasn't listed, but is a very important one which I use probably more than any other:

CTRL+1 to open format cells dialog box

Reply ↓
- Admin
  September 7, 2015 at 3:48 am
  
  Hi Brian,
  
  Thanks for taking your valuable time for reading this article and commenting.
  
  The above tip is containing shortcuts and combinations for Function Keys. We have already made comprehensive guide "250 MS-Excel Window Shortcuts" & "150+ MS-Excel Shortcuts for MAC users" and these are already publicly available for all users.
  
  Kindly feel free to let us know in case you need any help to download them. 🙂
  
  Thanks,
  Site Admin
  
  Reply ↓
Reeya
September 4, 2015 at 11:26 pm

Thanks for Plausible Tricks!!!

Reply ↓
William E. Reese
September 4, 2015 at 8:36 pm

Looks exciting can not wait to use them all!!!

Reply ↓
William E. Reese
September 4, 2015 at 8:35 pm

Looks very promising! Can't wait to use them all!!!

Reply ↓
GT
September 4, 2015 at 2:04 pm

Alt+F5 - refresh (ie query/pivot of the selected cell)
Ctrl+Alt+F5 - refresh all (ie all queries/pivots in the workbook)

Reply ↓
Antonio
September 4, 2015 at 1:38 pm

Great! never too old to learn new tricks! thanks guys for the useful info.

Reply ↓
jucA
September 4, 2015 at 1:34 pm

Awsome, thank you!

Reply ↓
Dan
September 4, 2015 at 11:27 am

Great idea. I can pick and choose the shortcuts for the functions I use most often and save a lot of time. Thanks.

Reply ↓
Roddy
September 4, 2015 at 11:07 am

It great these tips. Keep on your track to provide us more 🙂

Reply ↓
Thomas
September 4, 2015 at 10:30 am

I can't believe, we are getting these kind of tutorials at free of cost.

🙂

Reply ↓
Daniel
September 4, 2015 at 10:29 am

You guys are rocking, I'd like to share your articles on my social sites.

Thanks again.

Reply ↓
harry
September 4, 2015 at 10:28 am

Amazing tutorial, i never thought we can use function keys like this.

Thanks for this intelligent tutorial.

Reply ↓
Suresh Sharma
September 4, 2015 at 10:11 am

Wonderful and helpful post..thanks for sharing this.

Reply ↓
Martin James
September 4, 2015 at 10:09 am

Liked few interesting shortcuts...at first look, it was like i knew everything but when i gone through, i realized...lots to learn..heheh..

thanks for excellent list of function keys..:)

Reply ↓
Luís Real
September 4, 2015 at 9:46 am

very Interesting. Thank you

Reply ↓
Kate
July 19, 2015 at 10:12 pm

There are a little people that are familiar with the Microsoft Excel, or me these keys are really the keys that are neccessary for my job, for the writers that is great as everthing demands a great control.

Reply ↓