If Excel is showing “Not Responding”, immediately try pressing Ctrl + Break (or Fn + Ctrl + Break on some keyboards) to interrupt calculations. If that doesn’t work, waiting a few minutes might resolve the issue. If Excel remains unresponsive, methodically troubleshoot using the steps below, starting with the least disruptive options to avoid losing unsaved changes.

Understanding Why Excel Freezes

Excel freezes for various reasons, including:

  • Large or Complex Spreadsheets: Excel struggles with large datasets or complex calculations, especially with limited computer resources.
  • Add-ins: Faulty or resource-intensive add-ins are a frequent cause.
  • Hardware Acceleration: Graphics card drivers or hardware acceleration features can conflict with Excel.
  • Conflicts with Other Programs: Other running applications might compete for system resources.
  • Excel Errors: Corrupted files or internal Excel issues can cause instability.
  • Calculation Modes: Automatic calculation can slow down excel if there are circular references or a lot of formulas.

Troubleshooting Steps

Here are steps to try, from least to most invasive.

1. The Ctrl + Break Trick

Pressing Ctrl + Break (or Fn + Ctrl + Break on some laptops) interrupts the current calculation. This can force Excel to become responsive, especially if it’s stuck calculating. Give it a minute or two after pressing the keys.

2. Wait It Out

If you’ve recently performed a complex operation (sorting, running a macro, importing data), give Excel a few minutes to complete it. Check CPU usage in Task Manager (Ctrl + Shift + Esc) to see if Excel is maxing out your processor. If it is, let it run.

3. Close Other Applications

Other programs compete for resources (CPU, RAM). Closing unnecessary applications can free up resources.

  • How to Close Applications: Press Ctrl + Shift + Esc to open Task Manager. Identify resource-intensive programs and select “End Task”.

4. Check Calculation Mode and Recalculate

Excel’s calculation mode impacts performance. Automatic calculation recalculates formulas with every cell change, which can be taxing.

  • Check Calculation Mode: Go to Formulas > Calculation Options.
  • Set to Manual: Select Manual.
  • Recalculate When Needed: Press F9 to recalculate the entire workbook. Press Shift+F9 for the active worksheet.

5. Disable Add-ins

Add-ins can cause conflicts or consume excessive resources. Disable them one by one to find the culprit.

  • How to Disable Add-ins:
    • Go to File > Options.
    • Click Add-ins.
    • At the bottom, next to Manage, select Excel Add-ins and click Go.
    • Uncheck the boxes next to add-ins. Start with recently installed or problematic ones.
    • Click OK.
    • Restart Excel. Re-enable add-ins one at a time to find the issue.

6. Disable Hardware Graphics Acceleration

Hardware acceleration can cause display issues. Disabling it can resolve freezing.

  • How to Disable Hardware Acceleration:
    • Go to File > Options.
    • Click Advanced.
    • Under the Display section, check Disable hardware graphics acceleration.
    • Click OK and restart Excel.

7. Try Safe Mode

Safe Mode starts Excel without add-ins, templates, or customized settings. This identifies if a third-party component is causing the problem.

  • How to Start Excel in Safe Mode:
    • Press and hold Ctrl while double-clicking the Excel icon.
    • Confirm you want to start in Safe Mode.
    • If Excel works in Safe Mode, an add-in, template, or custom setting is the issue.

8. Repair Excel

If the above steps fail, the Excel installation might be corrupted.

  • How to Repair Excel:
    • Close all Microsoft Office applications.
    • Open Control Panel.
    • Go to Programs > Programs and Features.
    • Find Microsoft Office (or Microsoft Excel) in the list.
    • Right-click and select Change.
    • Choose Quick Repair and click Repair. If it doesn’t work, try Online Repair (requires internet).

9. Investigate the Spreadsheet

If Excel freezes with a specific spreadsheet, the issue is likely within the file.

  • Complex Formulas: Simplify complex formulas.
  • Circular References: Check Formulas tab for Error Checking > Circular References.
  • Conditional Formatting: Review and simplify excessive or complex conditional formatting rules.
  • Data Validation: Check data validation rules for errors.
  • Corrupted File: Save the spreadsheet in a different format (e.g., .xlsb or .csv) and reopen it.

Preventing Future Freezes

  • Regularly Update Excel: Keep Excel updated.
  • Optimize Spreadsheets: Use efficient formulas, avoid excessive formatting, and manage large datasets.
  • Monitor System Resources: Monitor CPU and RAM usage. Upgrade hardware if needed.
  • Be Mindful of Add-ins: Only install add-ins from trusted sources and remove unnecessary ones.

By following these steps, you can reduce the likelihood of Excel freezing.