Excel tips and tricks: 10 ways to work faster in Excel

Applies to: Excel for Microsoft 365, Excel 2021 and Excel 2024 on Windows. Most tips also work in Excel 2019 and 2016; where a feature needs a newer version, it’s noted.

1. Learn the shortcuts that save the most time

Action	Shortcut
Jump to the last filled cell in a direction	Ctrl + Arrow key
Select to the end of the data	Ctrl + Shift + Arrow key
Edit the active cell	F2
New line inside a cell	Alt + Enter
Fill down / fill right	Ctrl + D / Ctrl + R
AutoSum	Alt + =
Insert today’s date / current time	Ctrl + ; / Ctrl + Shift + ;
Open Format Cells	Ctrl + 1
Turn filters on or off	Ctrl + Shift + L
Show formulas instead of results	Ctrl + `
Switch between worksheets	Ctrl + Page Down / Ctrl + Page Up

F4 has two jobs. While editing a formula, it cycles a reference through A1, $A$1, A$1 and $A1, so the reference doesn’t shift when you copy the formula. Outside a formula, it repeats your last action, such as applying the same fill colour to another cell. On some laptops you need to press Fn + F4.

2. Turn ranges into tables with Ctrl+T

Click any cell in your data and press Ctrl + T, check My table has headers, and select OK. You get banded rows, filter buttons on every header, and headers that stay visible as you scroll. Formulas typed next to the table fill down automatically, and charts and PivotTables built from it grow when you add rows.

To add totals, click inside the table, open the Table Design tab and tick Total Row. Each total cell has a drop-down to switch between Sum, Average, Count and more.

3. Freeze the header row

Go to View > Freeze Panes > Freeze Top Row. To keep both headers and the first column visible, click the cell just below and to the right of them (for example B2) and choose View > Freeze Panes > Freeze Panes. Use Unfreeze Panes in the same menu to undo it.

4. Split or join text with Flash Fill

Flash Fill copies a pattern you type. Say column A has full names. In B2, type the first name from A2, move to B3 and press Ctrl + E, or go to Data > Flash Fill. Excel fills the rest of the column with first names. It also works the other way, joining first and last names, or for pulling out parts of codes and email addresses.

Check the results: Flash Fill guesses from your examples, and it doesn’t update if the source changes. If it does nothing, type one or two more examples, and make sure it’s turned on under File > Options > Advanced (Automatically Flash Fill).

5. Look things up with XLOOKUP

XLOOKUP finds a value in one column and returns the matching value from another. It’s simpler and safer than VLOOKUP, because it can look left and doesn’t break when you insert columns:

=XLOOKUP(E2, A2:A100, C2:C100, "Not found")

This looks for the value in E2 in A2:A100 and returns the matching value from C2:C100, or “Not found” if there’s no match. XLOOKUP is available in Microsoft 365, Excel 2021 and later. In older versions, use INDEX with MATCH instead.

6. Paste only what you need with Paste Special

After copying, press Ctrl + Alt + V (or right-click and choose Paste Special) to choose what to paste:

• Values: pastes results without formulas, which is useful before sending a file or deleting the source data.
• Formats: copies only the look of the cells, like Format Painter.
• Transpose: turns rows into columns and columns into rows.
• Column widths: copies widths so a pasted table lines up with the original.

7. Find and remove duplicates

• Highlight first: select the column, then Home > Conditional Formatting > Highlight Cells Rules > Duplicate Values. This shows duplicates without deleting anything.
• Remove: click in the data, go to Data > Remove Duplicates, tick the columns that must match, and select OK. Excel keeps the first copy and tells you how many rows it removed.

Remove Duplicates deletes rows for good once you save, so work on a copy of the sheet or check the result before saving. Ctrl + Z undoes it straight away.

8. Add a drop-down list

Drop-downs stop typos in columns like status or department:

1. Select the cells that should have the list.
2. Go to Data > Data Validation.
3. Under Allow, choose List.
4. In Source, type the options separated by commas (for example Open,In progress,Done), or select a range that holds them. Select OK.

9. Get instant totals and charts

Select some numbers and look at the status bar at the bottom of the window: it shows the Average, Count and Sum without a formula. Right-click the status bar to add Min and Max.

For more, press Ctrl + Q after selecting data to open Quick Analysis. It offers formatting, charts, totals and sparklines with a live preview.

10. Move rows and columns without cutting

Select a row or column, hold Shift, and drag its border to the new position. Excel inserts it there without overwriting anything. Our guide on how to move a row in Excel covers this and the other methods step by step.

Got data stuck in a screenshot or a printed sheet? See how to convert a picture to Excel instead of retyping it.

Related guides

• How to move a row in Excel
• How to convert a picture to Excel
• Microsoft Word tips and tricks
• Outlook tips and tricks
• Microsoft Teams tips and tricks
• PowerPoint tips: 10 ways to build and present slides faster

Official sources: for more detail, see Microsoft’s own documentation:

• Microsoft Support: Keyboard shortcuts in Excel
• Microsoft Support: XLOOKUP function
• Microsoft Support: Using Flash Fill in Excel

Frequently asked questions

What are the most useful Excel shortcuts for beginners?

Start with Ctrl + Arrow key to move around, Ctrl + T for tables, Alt + = for AutoSum, Ctrl + D to fill down and F4 to lock references. They cover most everyday work.

Is XLOOKUP better than VLOOKUP?

For most people, yes. It can return values from columns to the left, defaults to an exact match, and has a built-in “not found” value. Use VLOOKUP or INDEX and MATCH only if the file has to open in Excel 2019 or older.

How do I stop Excel from changing numbers into dates?

Format the cells as Text before typing (Ctrl + 1 > Number > Text), or type an apostrophe before the entry, such as '1-2. The apostrophe doesn’t show in the cell.

Do these tips work on a Mac or in Excel on the web?

Most features do, but shortcuts differ. On a Mac, many use Cmd instead of Ctrl. Excel on the web supports tables, Flash Fill, XLOOKUP and data validation, though some dialogs look different.