Excel on a Mac runs the same files, formulas and PivotTables as Excel on Windows. If you’re moving from a Windows PC, most of your skills carry over directly.
The main change is the keyboard. Most shortcuts swap Ctrl for Command, and a few use different keys. This guide covers what stays the same, what changes and how to set up Excel on your first day, plus a free PDF with the Mac version of the shortcuts you’ll use most.
Excel was born on the Mac 41 years ago
Excel’s story starts on the Mac. Microsoft released Excel 1.0 for the Macintosh on 30 September 1985, more than two years before the first Windows version.
“I spent hours colouring cells when 8-bit colour arrived on our dad’s Mac IIx,” recalls Roman, Dr Logic’s MD, who started troubleshooting Excel back in 1988.
Your files, formulas and PivotTables work the same way on a Mac
Everyday Excel work is the same on a Mac and a Windows PC. These things don’t change when you switch:
- Files. An .xlsx file opens on both platforms. You don’t need to convert it.
- Formulas. Functions such as SUMIFS and XLOOKUP give the same results on both.
- PivotTables and charts. You can create, filter and edit them on a Mac.
- Working together. You can edit a workbook in OneDrive or SharePoint at the same time as colleagues on Windows.
- Your licence. Microsoft 365 business plans that include the desktop apps let you install Excel on a Mac as well as a PC.
That means you can open last week’s workbook on your new Mac and carry on where you left off.
Most Excel shortcuts swap Ctrl for Command
Most Excel shortcuts on a Mac use the Command key where Windows uses Ctrl, though many Ctrl shortcuts also work with the Control key. These are the 10 that switchers ask about most:
| Action | Windows | Mac |
|---|---|---|
| Copy. paste, undo | Ctrl + C, V, Z | Command + C, V, Z |
| Save as | F12 | Command + Shift + S |
| Edit the active cell | F2 | Control + U |
| Switch relative and absolute references | F4 | Command + T (in edit mode) |
| AutoSum | Alt + = | Command + Shift + T |
| Open Format Cells | Ctrl + 1 | Command + 1 |
| Fill down | Ctrl + D | Command + D |
| New line in a cell | Alt + Enter | Control + Option + Return |
| Turn filters on or off | Ctrl + Shift + L | Command + Shift + F |
| Go to the next worksheet | Ctrl + Page Down | Option + Right arrow |
Get all 40 in the free Dr Logic shortcut sheet: Excel for Mac shortcut sheet PDF.
Function keys need the Fn key or one setting change
On most Mac keyboards, the top row controls brightness and volume first. To use F2, F4 or F9 in Excel, hold Fn and press the function key, or change one macOS setting so the top row acts as function keys (step 1 below).
Ribbon shortcuts work with the Option key
Excel for Mac can show ribbon shortcuts, called KeyTips, the same way the Alt key does on Windows. You choose which key shows them in Excel’s Accessibility settings. Choose Option to match what you know from Windows.
Five steps to make Excel on Mac feel familiar
Do step 1 first. It’s the one change that makes your Windows habits work immediately.
- Turn on standard function keys. Open System Settings, then Keyboard, then Keyboard Shortcuts, then Function Keys. Turn on “Use F1, F2, etc. keys as standard function keys”. F2, F4 and F9 now work without Fn.
- Check for shortcut clashes. In the same Keyboard Shortcuts window, look at Mission Control and Input Sources. macOS uses some Control and arrow key combinations that Excel also uses. Turn off the macOS ones you do not need.
- Turn on KeyTips. In Excel, open Preferences (or Settings), then Accessibility. Set the KeyTips key to Option.
- Add your own shortcuts. In Excel, open the Tools menu and choose Customise Keyboard. Give commonly used commands a shortcut of your choice.
- Keep Excel up to date. Open Help, then Check for Updates. New Mac features arrive through updates. If your IT team manages your Mac, updates may install automatically.
A few advanced features are Windows-only
Microsoft 365 works on Mac, but the experience isn’t identical. The largest gap is Power Pivot, since Excel for Mac doesn’t include the Data Model engine it needs.
| Feature | Excel for Mac | Excel for Windows |
|---|---|---|
| Formulas, functions and PivotTables | Yes | Yes |
| Editing with colleagues in OneDrive or SharePoint | Yes | Yes |
| Ribbon KeyTips | Yes, with Option | Yes, with Alt |
| Power Query | Yes, loads to worksheet tables only | Yes |
| Power Pivot and the Data Model | No | Yes |
| VBA macros | Yes, but test Windows-specific code | Yes |
Dr Logic recommends native Excel for Mac for most switchers. If your role depends on Power Pivot or a Windows-only plugin, run Excel for Windows on your Mac in a virtual machine or a Cloud PC, and keep the rest of your work native.
Switching your team to Mac shouldn’t mean switching their tools
Dr Logic can test your macros, plugins and workbooks before switch day, so nothing breaks when the machines change.
Check your macros and plugins before you switch
Legacy macros built for the Windows version of Office may need testing. Macros that use ActiveX controls or Windows file paths can fail on a Mac, and some finance plugins exist only for Windows. Make a list of what you use, and test each one on a Mac before your switch date. If you need help, the Dr Logic IT Support team can test them for you.
Test your three most used workbooks first
The fastest way to know you’re ready is to test the files you use every day. Open your three most used workbooks on a Mac and check each one against the table above. If none of them uses Power Pivot, ActiveX or a Windows-only plugin, you’re ready to switch.
If you find a gap, or you want your team’s Macs set up correctly from day one, talk to Dr Logic. Our Apple and Hybrid Support team helps businesses run Macs and Windows PCs side by side, with Microsoft 365 working well on both.
