Is your Excel spreadsheet running slower than usual? Don’t worry; we will show you how to speed up Excel with a few simple steps.
Follow this guide to enhance your Excel performance.
📥 Download your free Cheat Sheet 👉 HERE.
Why is Excel So Slow?
Excel can slow down for many reasons. Large files, too many formulas, or even small mistakes like extra formatting can all play a part. But here’s the good news: you can fix it.
We collected the easiest and most effective tips to make Excel fast again. Whether you’re a beginner or a pro, these steps will work for you.
Let’s get started!
1. Simplify Your Formulas
Complex formulas are one of the most common reasons for a slow Excel file.
Here’s how you can simplify them and speed up your workbook:
- Break Down Long Formulas:
Instead of using one long, nested formula, split it into smaller parts. For example, use helper columns to handle calculations step by step. - Avoid Referencing Entire Columns:
Using (C:C) in formulas can slow down Excel because it calculates for the entire column. Instead, specify the range like (C1:C3000) to include only the rows you need. - Use Efficient Functions:
Choose functions that are designed for your task. For example, replace multiple nested IF formulas with a combination of INDEX and MATCH. If you’re adding conditions, use SUMIFS instead of SUM with IFs. - Take Advantage of New Excel Functions:
If you’re using Microsoft 365, try the latest functions like FILTER, SORT, or TEXTSPLIT. These functions solve problems more efficiently than older, complicated formulas. - Switch to Dynamic Arrays:
Dynamic arrays, available in newer versions of Excel, perform better than the old Ctrl+Shift+Enter arrays. They’re faster and easier to work with.
Featured Course
Master Excel’s Essential Modern Functions
2. Limit Volatile Functions
Volatile functions like the ones listed below can slow down your Excel workbook:
- NOW
- TODAY
- INDIRECT
- OFFSET
- RAND
- RANDBETWEEN
- RANDARRAY
These functions recalculate every time you make any change to your workbook.
For instance, even if you simply enter data in an unrelated cell, delete or insert a row, filter data, or rename a worksheet, these functions will update.
This constant recalculation uses up system resources and can make your file sluggish.
That doesn’t mean you should never use volatile functions. They can be incredibly helpful when used appropriately.
However, it’s important to use them sparingly and consider alternative solutions whenever possible.
Best Practices for Volatile Functions
- Use Them Sparingly: Only include volatile functions when absolutely necessary.
- Explore Alternatives: For example, instead of OFFSET, use INDEX with static ranges, which is more efficient.
- Paste as Values: If you use volatile functions to generate one-time results (like random numbers with RAND), replace them with static values:
- Select the cells with the results.
- Copy them (Ctrl + C).
- Paste as values (Ctrl + Alt + V, then choose “Values”).
By minimizing the use of volatile functions and applying these strategies, you can reduce unnecessary recalculations and improve the performance of your Excel workbook.
3. Switch to Manual Calculation Mode
If your Excel workbook slows down or freezes during recalculations, switching to manual calculation mode can help.
This allows you to control when formulas recalculate, reducing interruptions.
How to Switch to Manual Calculation Mode
- Go to the Formulas tab.
- Click on Calculation Options.
- Select Manual.
Now, your workbook will only recalculate when you press F9.
Why Use Manual Calculation Mode?
- Improves Speed: You can work without waiting for constant recalculations.
- Controls Updates: You decide when to update your formulas, giving you full control.
Tips to Stay on Track:
- Force Recalculation: Press F9 whenever you want need updated values.
- Enable “Recalculate Before Saving”: Go to File > Options > Formulas > Calculation Options and check this setting. (Use this only if Autosave is turned off.)
Advantages:
- Reduces the impact of complex calculations and volatile functions.
- Improves performance with large datasets or intricate formulas.
Bonus Tip: Use Stale Value Formatting
If you’re part of the Office Insiders Beta Channel, try Stale Value Formatting.
This feature marks outdated cells with a strikethrough, so you know they need recalculating.
Once you press F9 to force recalculation, the strikethrough disappears.
Optimize Excel with Partial Calculation Mode
If you work with data tables (not standard Excel tables) or Python dataframes, partial calculation mode can help.
This setting (also known as “Automatic Except for Data Tables”) prevents Excel from recalculating every time you make a change.
When Should You Use Partial Calculation Mode?
- You’re running simulations or experiments in data tables.
- Your workbook includes Python dataframes introduced in Excel.
How to Enable Partial Calculation Mode:
- Open the Formulas tab.
- Click Calculation Options.
- Choose Automatic Except for Data Tables.
This setting keeps dependent calculations from triggering unnecessarily, so your workbook runs faster.
Featured Course
Excel Essentials for the Real World
4. Manage External Links
External links can slow down your Excel workbook. They connect your file to other workbooks, but if those links are outdated or broken, they can affect performance.
Here’s how to fix and optimize them.
Step 1: Find and Manage External Links
- Go to the Data tab.
- Look for Queries & Connections.
- Depending on your Excel version:
- If you see Edit Links, click it to open a dialog box.
- If you see Workbook Links (Microsoft 365), a side pane will open instead.
Review each link:
- Update References: If the linked workbook has changed, update the link.
- Break Unnecessary Links: If you no longer need a link, break it to free up resources.
Step 2: Use Power Query for Linked Data
Instead of creating external links, try using Power Query. It’s a better way to bring data from other workbooks into your file.
Discover how this powerful tool can help you clean, organize, and transform your data like a pro.
Click here to learn what Power Query is and why you need it in your Excel toolkit!
Featured Course
Master Excel Power Query – Beginner to Pro
5. Reduce File Size
Large Excel files can slow you down, but reducing file size is easier than you think.
Here’s a step-by-step guide to help you optimize your workbook.
1. Separate Raw Data from Analysis
Keeping your raw data separate from calculations and summaries is a good practice. It not only reduces file size but also makes your workbook easier to manage.
Use Power Query to handle raw data efficiently.
2. Remove Unnecessary Sheets and Cells
Sometimes, old data or unused formulas can linger in your workbook without you realizing it. Here’s how to clean up:
- Check the Used Range: Press Ctrl + End on each sheet to see the last used cell. If it’s beyond the area you’re actively using, delete unnecessary rows or columns.
- Delete Temporary Sheets: Remove any sheets you used for quick checks or experiments.
3. Compress Images
If your workbook has images, compress them to save space:
- Select an image.
- Go to the Picture Format tab.
- In the Adjust group, click Compress Pictures.
4. Identify the Problem Sheet
Still too large? One specific sheet could be causing the problem. Follow these steps to find it:
- Make a Copy: Save a backup of your workbook first.
- Delete Sheets One by One: Remove a sheet, save the file, and check the file size.
- Track the Changes: If the file size drops significantly, you’ve found the problem sheet.
Once you identify the sheet, focus on cleaning or optimizing it.
6. Remove Unnecessary Formatting
Excess formatting can make your Excel files larger and slower.
Often, the problem comes from formatting you didn’t realize you left behind. Like highlighting entire rows or forgetting to clear cell formatting after deleting data.
Here’s how to clean it up and improve your workbook’s performance.
Use the Check Performance Feature
If you’re using Microsoft 365, cleaning up formatting is easy:
- Go to the Review tab in Excel for the Web (or the Desktop app if you’re an Office Insider).
- Click Check Performance.
- Select Optimize Sheet or Optimize All to clear redundant formatting instantly.
This tool removes hidden formatting from empty cells, giving you a clean slate and speeding up your file.
Use Add-Ins for Older Excel Versions
If you don’t have Microsoft 365, you can use the Inquire Add-In to clean up your workbook:
- Go to File > Options > Add-Ins.
- In the Manage box, choose COM Add-ins and click Go.
- Check the box for Inquire Add-In and click OK.
Note: The Inquire add-in is only available in enterprise editions of Excel.
💡 Pro Tip: Be cautious with add-ins. Using too many can slow down your workbook.
Avoid Excess Conditional Formatting
Too many conditional formatting rules can also slow down your workbook. Here’s how to manage them:
- Target Specific Ranges: Instead of applying formatting to an entire row or column, limit it to the exact range you’re using.
- Edit or Delete Rules: Go to Conditional Formatting > Manage Rules to see all rules for each sheet. Adjust or remove unnecessary ones.
By keeping formatting focused and manageable, you’ll improve Excel’s speed and performance.
Bonus Tips to Optimize Excel Performance
Want to make Excel run even faster? Here are some tips you can apply at the system level to boost performance.
Keep Excel Updated
Using the latest version of Excel ensures you benefit from Microsoft’s performance improvements. Recent updates have focused on:
- Reducing unnecessary conditional formatting rules.
- Optimizing recalculation for devices with limited resources.
- Improving performance when multiple workbooks are open.
- Speeding up filtering for unique or duplicate values.
Check for updates regularly to ensure you’re working with the most efficient version.
Use 64-Bit Excel
If your computer supports it, switch to 64-bit Excel. It’s ideal for handling large files because:
- More Memory: Unlike 32-bit Excel, which is limited to 2 GB of RAM, 64-bit Excel can use all available system memory.
- Faster Processing: It can handle complex calculations and large datasets without slowing down.
How to Check Your Excel Version
- Open Excel.
- Go to File > Account > About Excel.
- Look for “64-bit” or “32-bit” in the description.
If you’re using 32-bit and your system supports it, consider upgrading to 64-bit for better performance.
Enable Multi-Threaded Calculations
Multi-threaded calculation allows Excel to use multiple processors to perform calculations simultaneously, speeding up tasks.
How to Enable Multi-Threading
- Go to File > Options > Advanced > Formulas.
- Look for the Multi-Threaded Calculation setting.
- Ensure it’s enabled.
This feature can significantly reduce calculation time, especially for workbooks with complex formulas.
Download Your Free Cheat Sheet
Want to speed up Excel? Our free Cheat Sheet has everything you need to fix slow workbooks, clean messy data, and boost performance in minutes.
What’s Inside:
- Proven tips to make Excel run faster.
- Step-by-step solutions for common issues.
- Tricks to clean up your data quickly.
Stop wasting time searching for answers—keep this guide handy and get more done with less effort.
Download your Cheat Sheet today and start working smarter in Excel!
👉 Click here to download your free Cheat Sheet now!
Make Excel work for you—save time, reduce stress, and improve your workflow.
Featured Bundle
Black Belt Excel Bundle
Leila Gharani
I’ve spent over 20 years helping businesses use data to improve their results. I've worked as an economist and a consultant. I spent 12 years in corporate roles across finance, operations, and IT—managing SAP and Oracle projects.
As a 7-time Microsoft MVP, I have deep knowledge of tools like Excel and Power BI.
I love making complex tech topics easy to understand. There’s nothing better than helping someone realize they can do it themselves. I’m always learning new things too and finding better ways to help others succeed.
