Short answer: The Excel list often described online as “according to Harvard” is a useful mix of formulas, tools and shortcuts—but available secondary coverage does not establish that Harvard published or officially endorsed a definitive top-ten list. Some entries are not functions at all. Here’s what the list contains, how to use its most useful techniques, and which modern Excel options may suit you better.
Is this really a list from Harvard?
Several third-party articles attribute a commonly circulated Excel list to Harvard Business Review. One is Envision Consulting’s article; a later Geeky Gadgets article repeats a substantially similar set. The available attribution does not identify a directly linked Harvard source, so it is safer to call these Excel skills commonly attributed to Harvard than to present them as an official Harvard ranking.
The list is also broader than its “functions” label suggests. In Excel, a worksheet function is a formula such as SUM or INDEX. Paste Special and Remove Duplicates are tools; Ctrl+Z and Ctrl+Arrow are shortcuts.
What the commonly circulated ten-item list contains
| Item | What it is | Useful for |
|---|---|---|
| Paste Special | Command | Pasting values, formulas, formatting, or transposed data |
| Insert and delete rows or columns | Commands and shortcuts | Changing worksheet structure |
| Flash Fill | Data tool | Filling a recognized text pattern |
INDEX + MATCH |
Worksheet functions | Finding a value and returning a corresponding result |
SUM and AutoSum |
Function and command | Adding values |
| Undo and Redo | Shortcuts | Reversing or restoring supported actions |
| Remove Duplicates | Data command | Deleting duplicate records from a selected range |
| Freeze Panes and Tables | View command and worksheet feature | Keeping headings visible and managing structured data |
| F4 | Shortcut | Changing formula references; repeating some actions |
| Ctrl+Arrow | Shortcut | Moving to the edge of a contiguous data region |
Microsoft’s Excel functions by category is a useful reference for distinguishing formulas from commands and other features.
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Formulas to learn first
SUM: total a range
Use =SUM(B2:B20) to add the values in cells B2 through B20. You can add separate ranges with =SUM(B2:B20,D2:D20). AutoSum inserts a suggested sum; on many Windows keyboards, Alt+= starts AutoSum.
A total can calculate correctly and still answer the wrong question. Check whether the range includes every intended row, whether it accidentally includes subtotals, and whether filtered or hidden records should count. Use SUMIF or SUMIFS when the total depends on conditions—for example, =SUMIF(A2:A100,"East",B2:B100) totals column B where column A is East. For multiple conditions, =SUMIFS(C2:C100,A2:A100,"East",B2:B100,">=1000") totals column C for East records whose column B value is at least 1,000. If a total should respond to filtered rows, consider SUBTOTAL or AGGREGATE rather than assuming plain SUM will do what you intend. See Microsoft’s references for SUM, SUMIF and SUMIFS.
IF: return a result based on a test
=IF(B2>=70,"Pass","Review") checks whether B2 is at least 70 and returns one of two labels. For multiple branches, long nested IF formulas can be difficult to inspect; consider IFS, SWITCH, or a small lookup table when that makes the rules clearer. Microsoft documents IF.
INDEX + MATCH: a flexible traditional lookup
Use =INDEX(C2:C100,MATCH(F2,A2:A100,0)) to find the value in F2 within A2:A100 and return the value at the corresponding position in C2:C100. The ranges need to line up: the position returned by MATCH must refer to the intended item in the return range.
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It remains useful for older-workbook compatibility and for some more involved lookup designs. Microsoft has separate references for INDEX and MATCH.
XLOOKUP: a simpler option in supported Excel versions
For many current Excel users, =XLOOKUP(F2,A2:A100,C2:C100,"Not found") is easier to read. It can return a value from either side of the lookup column, does not need a column number, and lets you specify what to show when no match is found. Availability depends on the Excel edition, platform and update state, so check compatibility before using it in a workbook shared with people on older versions. See Microsoft’s XLOOKUP documentation.
COUNTIF and COUNTIFS: count records that meet criteria
Counting is useful for quick checks as well as reporting: =COUNTIF(B2:B100,"Open") counts entries labelled Open, while =COUNTIFS(A2:A100,"East",B2:B100,"Open") counts rows meeting both conditions. Check that the ranges cover the same records and that labels are consistent.
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FILTER, SORT and UNIQUE: create changing outputs
In Excel versions that support these dynamic-array functions, examples include =FILTER(A2:D100,D2:D100="Open"), =SORT(A2:D100,2,-1) and =UNIQUE(B2:B100). Results spill into neighboring cells, so the intended output area must be clear; an occupied cell in the spill range can prevent the result from appearing. These formulas can produce a separate filtered, sorted or distinct list without manually changing the source range. Microsoft documents FILTER, SORT and UNIQUE.
LET: name parts of a formula
LET assigns names to intermediate calculations, which can make a formula easier to read and avoid repeating the same expression. For example: =LET(revenue,B2*C2,tax,revenue*D2,revenue-tax) calculates revenue, calculates tax from it, and returns the difference. Confirm support in the Excel version where the workbook will be used.
Tools for working with data
Paste Special: choose what gets pasted
Copy a cell, select the destination, and open Paste Special to choose values, formulas, formatting or other paste options. For example, to keep a formula’s current result without its formula, copy the cell and paste Values into the destination. On many Windows versions, Ctrl+C followed by Ctrl+Alt+V opens the Paste Special choices; menu labels and keyboard behavior can vary by platform.
Values-only pasting removes the formula, so use it only when that is intended. Check destination formatting when pasting dates or numbers, and take care with merged cells or filtered data. Microsoft explains the available Paste options.
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Suppose column A contains full names and you want first names in column B. Type the desired result for the first row, then use Flash Fill—often Ctrl+E on Windows—to fill the pattern in adjacent cells. It can help split names, combine fields or extract a repeated part of a text value.
Flash Fill infers a pattern; it does not create a formula that updates when source values change. Inconsistent input can lead it to infer the wrong rule. Inspect the filled results, and use formulas such as TEXTBEFORE, TEXTAFTER, LEFT, RIGHT or MID, or use Power Query, when the transformation must be repeatable. Microsoft’s Flash Fill guide describes the feature.
Excel Tables: give a dataset structure
Select a data range and create a Table—often with Ctrl+T on Windows. Tables provide filter controls, can expand when records are added, and support structured references such as =SUM(Sales[Amount]). A table works best when each row represents one record and each column one field, with a single header row.
Structured references may be unfamiliar, and some older formulas or connected systems may expect ordinary cell ranges. A Table does not correct a poorly structured dataset. Microsoft explains how to create and format a Table.
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Data → Remove Duplicates removes records from the selected range; it is not just a way to mark them for review. Before using it, decide which columns define a duplicate. Two rows with the same customer name, for example, may represent separate transactions rather than repeated records.
- Make a copy of the worksheet or source data.
- Select the full dataset if you intend to remove complete duplicate records, then open Data → Remove Duplicates.
- Choose the columns that define a duplicate and run the command.
- Review Excel’s reported count and compare the result with your copy of the original.
For a non-destructive review, use conditional formatting or a count formula such as COUNTIF. For a separate distinct list, consider UNIQUE in a compatible Excel version. Similar-looking values may not match because of spaces, punctuation, capitalization or differences between text and numbers. Microsoft describes filtering unique values and removing duplicates.
Freeze Panes: keep headings visible while scrolling
Choose View → Freeze Panes. To freeze the first row and columns A–B together, select cell C2, then choose View → Freeze Panes → Freeze Panes. Excel freezes rows above and columns to the left of the active cell, so the selection determines what stays visible. Microsoft’s Freeze Panes instructions cover the feature.
Power Query: make recurring transformations refreshable
If you repeatedly import, combine, split, standardize or deduplicate data, Power Query can preserve those transformation steps so they can be refreshed on later data. That is often a better fit than repeating manual Flash Fill or cleanup actions. Availability and the exact interface depend on Excel version and platform. See Microsoft’s overview of Power Query in Excel.
Shortcuts that speed up everyday work
Undo and Redo
On Windows, Ctrl+Z undoes a supported action and Ctrl+Y redoes it. Redo is available after an undoable action has been undone. Undo history is not a substitute for a saved backup: some operations, including certain macros or external actions, can clear it. Save a version before substantial edits or data removal. Microsoft lists current platform-specific Undo, Redo and Repeat guidance.
F4: adjust formula references
While editing a formula reference, F4 cycles through relative, absolute and mixed references:
A1changes by row and column when copied.$A$1keeps both the column and row fixed.A$1keeps the row fixed.$A1keeps the column fixed.
For example, in =B2*$F$1, copying the formula changes B2 but leaves F1 fixed. Choose which part to lock according to the direction in which you will copy the formula. F4 can also repeat some actions where Excel supports it; on some laptops, the Fn key or system settings affect function-key behavior.
Ctrl+Arrow and Ctrl+Shift+Arrow
Ctrl+Right Arrow or Ctrl+Down Arrow moves to an edge of a contiguous data region; Ctrl+Shift+Arrow extends a selection in that direction. A blank cell can interrupt the region, so these shortcuts do not always jump to the last record in a dataset with gaps. See Microsoft’s Excel keyboard shortcuts.
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Insert and delete rows or columns
On many Windows keyboards, Shift+Space selects a row, Ctrl+Space selects a column, Ctrl+Shift++ inserts cells or selected rows or columns, and Ctrl+- deletes them. Depending on the keyboard layout, the plus combination may require Ctrl+Shift+=. In an Excel Table, adding rows generally expands the table; in an ordinary range, inserting rows can affect formulas, charts, named ranges or external references. Check dependent calculations after structural changes. Microsoft has instructions for inserting or deleting rows and columns.
Choosing a technique for the job
| Task | Useful choice | Trade-off to check |
|---|---|---|
| Copy results without formulas | Paste Special → Values | The destination will no longer update from the original formula. |
| Extract a simple text pattern once | Flash Fill | Review results; inferred patterns can be wrong and do not refresh automatically. |
| Find a corresponding value | XLOOKUP in supported versions; INDEX + MATCH for older compatibility |
Check key uniqueness, match behavior and version support. |
| Total values | SUM for a range; SUMIFS for criteria |
Verify range boundaries and which records belong in the total. |
| Find repeated records | UNIQUE for a separate result; Remove Duplicates to delete |
Define a duplicate carefully before removing any records. |
| Keep headings visible | Freeze Panes | Select the cell that matches the rows and columns to retain. |
| Repeat a transformation on new source data | Power Query | Setup takes more work than a one-time manual change. |
A practical order for learning
- Start with:
SUM, AutoSum, Undo, Ctrl+Arrow and Freeze Panes. - Next: Tables, Paste Special, Flash Fill,
IF,COUNTIFandSUMIF. - Then:
XLOOKUPorINDEX+MATCH,SUMIFS, and dynamic arrays where your Excel version supports them. - For recurring data work: learn Power Query, structured references and
LET.
A small practice workbook can make these skills concrete. Create columns for Order ID, Date, Customer, Region, Product, Quantity, Revenue and Status. Convert the data into a Table, total revenue by region with SUMIFS, retrieve a product value with XLOOKUP if supported, freeze the headers, and create a values-only export with Paste Special. Use duplicate highlighting to inspect repeated IDs before deciding whether any records should actually be removed.
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