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This article teaches four essential Excel function shortcuts; F1, F2, F4 and F9. You'll learn how to edit formulas faster, toggle absolute and relative references, evaluate logic, and access contextual help. It is aimed at analysts, power users, and anyone who spends time building or auditing formulas in Excel. Read on for practical examples, step-by-step guidance, and pro tips you can practice in your workbook.
What You'll Learn / Key Take-Aways
F1 opens contextual help or links to the Microsoft support page when you are inside a dialog box.
F2 enters edit mode for the active cell and highlights referenced cells so you can drag or adjust them visually.
F4 toggles absolute and relative cell references in the formula bar and can repeat the last workbook action.
F9 recalculates formulas in manual calculation mode and can evaluate individual function arguments inside the formula bar.
These shortcuts are PC-focused; there are Mac equivalents. Use the Excel Jet shortcut list and the course cheat sheet to map keys.
Why function shortcuts matter
Keyboard shortcuts are time savers. They reduce mouse movement and let you think through the formula rather than the mechanics of editing. The four function shortcuts covered here are small gestures that unlock much faster formula editing, debugging, and workbook control.
If you build or audit formulas regularly, practicing these shortcuts will pay off immediately.
F1 - Contextual help and linked support
What F1 does
If you press F1 while working in a normal worksheet, Excel opens the Help pane on the right side of the application.
If you press F1 while a dialog box or tool is active, Excel opens your default browser and links to the Microsoft support article for that specific tool.
When to use it
You are unsure what an option in a dialog box does, for example the Remove Duplicates dialog asking whether to expand the selection.
You want quick tutorials or videos about a given Excel feature without leaving Excel first.
How to practice
Select a range and open a data tool such as Remove Duplicates.
Press F1 while the dialog is active.
Check the support page that opens and read the short guidance.
This is a great quick reference during exploratory work.
F2 - Edit mode for fast formula edits
What F2 does
Puts the active cell into edit mode without double clicking or moving the cursor to the formula bar.
When the cell contains a formula, Excel highlights precedent cells in color. That color coding maps directly to each reference in the formula.
Why this is useful
You can drag a referenced range to a new set of cells instead of retyping addresses.
It reduces errors because you see exactly which cells feed the formula.
Step-by-step use case
Select a formula cell, for example a RANK function that references IMDB scores.
Press F2. The referenced cells are color coded.
Hover the cursor on the edge of a colored reference and drag to a different column or range.
Press Enter to apply the change.
F2 is a tiny habit with big returns. Use it every time you need to tweak the inputs of a formula.
F4 - Toggle absolute and relative references; repeat last action
Two behaviors
In a formula, pressing F4 cycles a selected cell reference through four states: fully absolute ($A$1), absolute row (A$1), absolute column ($A1), and relative (A1).
Outside the formula context, F4 repeats the last workbook action, such as inserting a row, deleting, or applying a format.
How to toggle references
Click inside the formula bar and place the cursor inside the cell reference you want to change.
Press F4 once to make it fully absolute. Press F4 again to cycle to row-only, then column-only, then back to relative.
Practical example
You have a profit formula like =Revenue - Budget. Place the cursor on the Revenue reference and press F4 to lock the column or row when you plan to copy the formula down or across.
Repeat last action
After you insert a column or format a cell manually, press F4 to repeat that same action on a new selection. This only applies to certain workbook actions.
F9 - Recalculate and evaluate formula arguments
Two primary uses
Recalculate workbook formulas when Excel is set to manual calculation. Pressing F9 forces a calculate now.
Evaluate selected parts of a formula inside the formula bar. This is very helpful when debugging complex nested functions.
When F9 is visible
If Excel is in automatic calculation mode, pressing F9 usually will not produce a visible change because formulas update automatically.
Switch to Formulas > Calculation Options > Manual to practice F9 as your calculate now key.
Evaluate arguments
Select the part of the formula or a single argument in the formula bar.
Press F9. Excel replaces that selection with its evaluated value so you can see what that part returns.
Press Escape to cancel the temporary replacement and avoid overwriting the original formula. Do not press Enter if you want to keep the formula intact.
Example
In a conditional like =IF(OR(G2="G",G2="PG"), ... ), select G2="G" and press F9 to see True or False. This is a quick way to inspect each logical test.
Where to find more shortcuts and Mac equivalents
Excel Jet maintains a comprehensive list of keyboard shortcuts for both PC and Mac: https://exceljet.net/keyboard-shortcuts.
The course includes a cheat sheet with favorite Mac shortcuts. Download it and map your most-used PC keys to Mac equivalents.
Additional Tips, Pitfalls to Avoid & Pro Advice
Tip: Practice F4 until it is muscle memory. Toggling absolute references is one of the highest ROI shortcuts for copying formulas correctly.
Pitfall: When using F9 to evaluate, remember to press Escape if you do not want to replace the formula. Pressing Enter will save the evaluated value and overwrite the formula.
Tip: Use F2 instead of double clicking to avoid losing your place or accidentally moving the row or column headers.
Pro: If you are on a Mac, learn the equivalents and add the Excel Jet list to your bookmarks. Many Mac keyboards require the fn key or different function key mappings.
FAQ
Q: What exactly does F4 do in an Excel formula?
A: When the cursor is inside a cell reference in the formula bar, pressing F4 cycles that reference through absolute and relative states: $A$1 then A$1 then $A1 then A1.
Q: How do I use F9 to debug a formula without breaking it?
A: Select the argument or expression you want to evaluate in the formula bar, press F9 to see its value, then press Escape to return to the unmodified formula. Do not press Enter unless you want to replace the formula with the evaluated result.
Q: Is F2 different from double clicking a cell?
A: They both enter edit mode, but F2 focuses the formula bar and highlights referenced ranges. It is faster and cleaner for formula edits.
Q: Will F1 always open the online help article for the tool I am using?
A: If you are inside a dialog box or tool, F1 usually opens the relevant Microsoft support article in a browser. Otherwise it opens Excel's Help pane inside the app.
Q: Do these shortcuts work on Mac?
A: The functionality exists on Mac, but key mappings differ. Refer to the Excel Jet shortcut list and the course cheat sheet for Mac equivalents. Some Macs require using the fn key with function keys.
Q: When should I switch to manual calculation and use F9?
A: Manual mode is useful for very large workbooks or when you want to control when formulas recalculate. Press F9 or use Calculate Now only after you finish making a set of edits.
Summary of Key Points / Take-Home Messages
F1 gives contextual help either in the Help pane or by opening a support page for the active tool.
F2 is the fastest way to edit a formula and visually inspect referenced ranges.
F4 cycles absolute and relative references and can repeat your last workbook action.
F9 forces calculation in manual mode and can evaluate parts of a formula for debugging.
Practice these shortcuts in a sample workbook until they become second nature. Use Excel Jet and the course cheat sheet for Mac mappings.
