AutoSum shortcut and fill down/right in Excel
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Press Alt + = in the cell under a column of numbers and Excel writes the total for you, such as =SUM(B2:B4): press Enter to accept it. To copy that formula to the next cells, select it together with the cells to fill and press Ctrl + R to fill right or Ctrl + D to fill down. The references shift for each column or row, just as when you copy and paste.
The shortcuts
Alt + = · Ctrl + D · Ctrl + R
- Alt + =
- AutoSum. Writes
=SUM(…)over the numbers directly above the active cell, or, if there are none, over the numbers on its left. Excel highlights the range: press Enter to accept, or select another range first. - Ctrl + D
- Fill down. Copies the top cell of the selection into every cell below it in the selection, formula and format included.
- Ctrl + R
- Fill right. Copies the leftmost cell of the selection into every cell to its right in the selection.
- Ctrl + C, Ctrl + V
- Copy and paste. Copy one cell, select a range of any size and paste: the copied cell fills the whole range, with its references adjusted for each cell.
- On a Mac
- AutoSum is ⌘ + Shift + T. Fill down and fill right are ⌘ + D and ⌘ + R, and copy and paste are ⌘ + C and ⌘ + V.
Practise AutoSum and fill here
Click the grid and press the keys as you would in Excel. AutoSum writes the formula for you; press Enter to accept it.
AutoSum a column
B5 should add up January’s costs. Instead of typing the formula, press Alt + =: Excel writes =SUM(B2:B4) for you. Check the range and press Enter.
| Jan | Feb | Mar | Apr | |
| Rent | 950.00 | 950.00 | 950.00 | 950.00 |
| Groceries | 320.00 | 295.00 | 340.00 | 310.00 |
| Transport | 85.00 | 110.00 | 90.00 | 95.00 |
| Total |
How to total and fill with the keyboard, step by step
- Click the empty cell right under the numbers to total, for example
B5underB2:B4. - Press Alt + =. Excel writes
=SUM(B2:B4)and highlights the range. Check it, then press Enter. - Select the total together with the cells to fill, for example
B5:E5: hold Shift and press → three times. - Press Ctrl + R. Each cell now adds up its own column:
=SUM(C2:C4),=SUM(D2:D4)and so on.
AutoSum and fill examples
Total a column
Alt + =
In B5, under the January costs in B2:B4, AutoSum proposes =SUM(B2:B4). Enter accepts it.
Total a row
Alt + =
In F2, at the end of the rent row, the cell above holds the Total header, not numbers. AutoSum looks left instead and proposes =SUM(B2:E2).
Copy a total across the months
Ctrl + R
With =SUM(B2:B4) in B5, select B5:E5 and press Ctrl + R. C5 gets =SUM(C2:C4), D5 =SUM(D2:D4), E5 =SUM(E2:E4).
Copy a total down the rows
Ctrl + D
With =SUM(B2:E2) in F2, select F2:F4 and press Ctrl + D. F3 gets =SUM(B3:E3) and F4 =SUM(B4:E4).
Paste one formula into a range
Ctrl + C, Ctrl + V
Copy F2, select F3:F4 and paste. The result is the same as filling down, and it also works when the target cells aren’t next to the original.
Common problems and how to fix them
| Problem | Cause | Fix |
|---|---|---|
| The total includes a year | A number header such as 2025 sits above the column, so AutoSum takes it as one more number to add. | Before pressing Enter, select the right range with the mouse or Shift + arrows, or type the year header as text. |
| AutoSum stops halfway up | An empty or text cell inside the numbers ends the range AutoSum picks. | Fill the gap (with 0 if needed), or select the full range before pressing Enter. |
| Letters appear on the ribbon | Alt was released before = was pressed, so Excel shows the ribbon key tips instead. | Press Esc, then hold Alt down while you press =. |
| Ctrl + R or Ctrl + D overwrote my data | Fill copies the first cell of the selection over all the others, whatever they hold. | Press Ctrl + Z, then start the selection on the cell that holds the formula: the leftmost cell for Ctrl + R, the top cell for Ctrl + D. |
| The copied formula points to the wrong cells | Relative references shift with every column or row, including the ones that should stay fixed, such as a rate in one cell. | Lock those references with $ (press F4 while editing the formula), then fill again. |
Fill or copy and paste?
Ctrl + D and Ctrl + R are the quickest way to copy a formula into the cells right next to it: one selection, one key press, and nothing goes through the clipboard. Copy and paste (Ctrl + C, Ctrl + V) takes one more step but works anywhere, including ranges that aren’t next to the original cell or are on another sheet. Both shift relative references the same way.
Frequently asked questions
What is the shortcut for AutoSum in Excel?
Alt + = on Windows, and ⌘ + Shift + T in Excel for Mac. On keyboards where = is typed with Shift + 0, such as German or Spanish layouts, that means Alt + Shift + 0.
How do I fill a formula down with the keyboard?
Select the cell with the formula and the cells below it, then press Ctrl + D (⌘ + D on a Mac). Use Ctrl + R to fill to the right.
Why does AutoSum pick the wrong range?
It takes the numbers directly above the cell, or on its left if there are none above, and stops at the first empty or text cell. A year in the header counts as a number. Select the right range before pressing Enter.
Does fill down copy the format too?
Yes. Ctrl + D and Ctrl + R copy the whole cell, formula and format. To copy only the formula, use Ctrl + C and then Paste Special > Formulas.