In this article you’ll learn about:
Function keys act as predefined formulas in MS-Excel. These are easy shortcuts, which make our usage of MS-Excel effortless.
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||“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.|
b) Alt + F1
c) Ctrl + F1
d) Alt + Shift + F1
e) Ctrl + Shift + F1:- Below are the steps to use Ctrl+Shift+F1
|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.
Also if you want to restrict the editing directly in cells follow below steps:-
Note: – F2 key can be used in Formula bar also to edit the content, if editing is stop directly.
b) Alt + F2:
c) Ctrl + F2
d) Shift + F2
e) Alt + Shift + F2
f) Alt + Ctrl + Shift + F2
|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
Note: - F3 will not work if there is no such defined named range
|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:
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:-
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:
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:
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:
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||“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.|
a) Ctrl + F5: If you want to restore the current window size
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