Mac Function Keys in Excel: Full Guide

This guide explains how to use the function keys (F1 through F12) on a Mac keyboard with Microsoft Excel. You’ll learn what each key does, how to trigger them when your Mac’s system shortcuts get in the way, and how to customize them for faster spreadsheet work.

What You’ll Need

• A Mac with a keyboard that has function keys (most MacBooks and Magic Keyboards).
• Microsoft Excel for Mac installed (any recent version).
• Access to System Settings (or System Preferences on older macOS) to change function key behavior if needed.

Step-by-Step

1. Understand the default Mac function key behavior

On a Mac, the top row keys (F1–F12) are set by default to control hardware features like screen brightness, volume, and keyboard backlight. To use them as traditional function keys in Excel, you usually need to hold the Fn (or Globe) key while pressing the key. For example, Fn + F2 edits the active cell, Fn + F4 repeats the last action, and Fn + F9 calculates the workbook.

2. Make the function keys always act as function keys

If you use Excel frequently, holding Fn every time is tedious. You can flip the default behavior:

1. Open System Settings (or System Preferences on older macOS).
2. Click Keyboard.
3. Look for the option “Use F1, F2, etc. keys as standard function keys” and toggle it on.
4. Now pressing F2 directly will edit the cell in Excel. To use the hardware features (like brightness), you’ll hold the Fn key instead.

3. Learn the essential Excel function keys on Mac

Here are the most useful ones, assuming you’ve enabled standard function keys (or are holding Fn):

• F2 – Edit the active cell (puts the cursor in the cell).
• F4 – Repeat the last action (like applying a format or inserting a row). Also toggles absolute/relative references when editing a formula.
• F5 – Opens the Go To dialog box.
• F6 – Switches between the worksheet, ribbon, and task pane.
• F7 – Runs spell check.
• F9 – Calculates all open workbooks (useful when manual calculation is on).
• F11 – Creates a chart sheet from the selected data.
• F12 – Opens the Save As dialog.

4. Use function keys with modifier keys for more actions

Combining Fn with Command, Option, or Shift unlocks additional shortcuts:

• Command + F2 – Shows the Print Preview.
• Option + F4 – Closes the active workbook (same as Cmd+W).
• Shift + F2 – Inserts or edits a cell comment (or note).
• Shift + F11 – Inserts a new worksheet.

5. Customize the Touch Bar (if your Mac has one)

On MacBook Pro models with a Touch Bar, the function keys appear in a strip. You can customize what shows there:

1. Go to System Settings > Keyboard.
2. Click Customize Touch Bar (or press the Fn key to see function keys).
3. Drag the function keys you want into the Control Strip area.
4. In Excel, you can also right-click the Touch Bar and choose “Function Keys” to display all F1–F12.

6. Use the Fn key to access function keys when standard mode is on

If you didn’t change the system setting, you can still use function keys by holding Fn (or the Globe key) and pressing the desired key. This works in Excel just like on a Windows PC.

Common Mistakes

• Forgetting to hold Fn – Pressing F2 alone might just increase screen brightness if you haven’t changed the system setting.
• Expecting Windows shortcuts to work identically – On Mac, you often need to use Command instead of Control, and some F-key shortcuts differ (e.g., F4 doesn’t always repeat actions unless you’re editing a formula).
• Not checking the Touch Bar – On Touch Bar MacBooks, the function keys may be hidden; you need to press Fn to see them.
• Assuming F1 opens Help – In Excel for Mac, F1 doesn’t open Help by default; you may need to use Cmd+? instead.

Tips

• If you toggle “Use F1, F2, etc. as standard function keys,” you can still access brightness/volume by holding Fn. This gives you the best of both worlds.
• Use F9 when you have manual calculation enabled (Excel > Preferences > Calculation) to force a recalculation without waiting for automatic updates.
• In the formula bar, pressing F4 cycles through absolute ($A$1), relative (A1), and mixed references – a huge time-saver when building formulas.
• If you use an external Windows keyboard with your Mac, the F-keys work as standard function keys by default, but you may need to swap Command and Option key mappings in System Settings.
• You can create your own keyboard shortcuts for frequently used commands in Excel: go to Tools > Customize Keyboard and assign a function key combination.

Troubleshooting

Function keys not doing anything in Excel

First, check if the keys work in other apps. If they do, the issue is likely that Excel is interpreting them as media keys. Hold Fn and try again. If that works, change the system setting as described in Step 2. If they still don’t work, restart Excel or your Mac.

F4 doesn’t repeat the last action

In Excel for Mac, F4 only repeats the last action if it was a simple formatting or insertion action. It won’t repeat complex operations like sorting or filtering. Also, make sure you’re not in edit mode (when typing in a cell). Press Enter or Escape first.

F2 edits the cell but also shows a tooltip

That’s normal – F2 enters edit mode and may show a small popup with cell info. You can ignore it or press Escape to exit.

Function keys work in Excel but not in other apps

This is likely because you have “Use F1, F2, etc. as standard function keys” turned off, and Excel has its own handling. Check the system setting and also look at Excel’s Preferences > Keyboard to see if any custom shortcuts are interfering.

Touch Bar doesn’t show function keys

Press and hold the Fn key to temporarily display the function keys on the Touch Bar. To make them always visible, go to System Settings > Keyboard > Touch Bar shows and select “F1, F2, etc. Keys.”

Frequently Asked Questions

Why do my function keys control volume instead of Excel commands?

Because macOS defaults to using the top row as media keys. You need to either hold Fn while pressing the key or change the setting in System Settings > Keyboard to use them as standard function keys.

How do I use F4 to repeat my last action in Excel on a Mac?

Press Fn + F4 (or just F4 if you’ve changed the default). It repeats the last action that can be repeated, such as applying a fill color or inserting a row. It also cycles through reference types when editing a formula.

Is there a way to see all Excel shortcuts for function keys?

Yes. In Excel, go to Help > Keyboard Shortcuts (or press Cmd+/). This opens a list of all shortcuts, including those involving function keys.

Can I make F1 open Help like on Windows?

Not directly. Excel for Mac doesn’t assign F1 to Help by default. You can create a custom shortcut in Tools > Customize Keyboard, but it’s easier to just use Cmd+? (Cmd+Shift+/) for Help.

Do function keys work the same in Excel for Mac as in Windows?

Mostly, but there are differences. For example, F2 edits a cell in both, but F4 repeats actions only in Mac; on Windows, F4 also repeats. Also, some keys like F5 (Go To) are the same, but you may need to use Cmd instead of Ctrl for other shortcuts.

My F keys are not working in Excel at all, even with Fn. What should I do?

Check if the keys work in other applications. If not, it’s a hardware issue. If they work elsewhere, try resetting Excel’s preferences (quit Excel, move the com.microsoft.Excel.plist file from ~/Library/Preferences to the Desktop, then reopen Excel). If that doesn’t help, reinstall Excel.

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