How to Flush Cache in Excel: A Beginner’s Step-by-Step Guide

Flushing the cache in Excel helps clear stored temporary data that can sometimes cause slow performance, incorrect calculations, or outdated information display. This process forces Excel to refresh its memory and recalculate formulas, ensuring your workbook reflects the most current data. Flushing the cache is especially useful when working with large datasets, complex formulas, or external data connections.

What You’ll Need

• A computer with Microsoft Excel installed (any recent version: Excel 2010, 2013, 2016, 2019, or Microsoft 365)
• A saved Excel workbook where you want to flush the cache
• Basic familiarity with navigating Excel menus and options

Step-by-Step

1. Close unnecessary Excel files: Before flushing the cache, close any Excel workbooks that you do not need. This reduces memory usage and avoids confusion when refreshing data.
2. Save your work: Always save your current workbook to prevent data loss during the cache clearing process.
3. Force recalculation of formulas:
   • Press Ctrl + Alt + F9 to force Excel to recalculate all formulas in all open workbooks.
   • This step recalculates everything, clearing cached formula results from Excel’s memory.
4. Clear PivotTable cache:
   • Click on any cell inside your PivotTable.
   • Go to the PivotTable Analyze tab (or Options tab in older versions).
   • Click Options in the ribbon, then select Options again from the dropdown.
   • In the PivotTable Options dialog, go to the Data tab.
   • Uncheck Save source data with file to stop Excel from storing cached data.
   • Click OK and refresh the PivotTable by right-clicking it and selecting Refresh.
5. Clear data connections cache:
   • Go to the Data tab on the ribbon.
   • Click Queries & Connections to open the pane.
   • Right-click each connection and choose Properties.
   • In the Connection Properties dialog, uncheck Enable background refresh if checked, then click Clear Cache or refresh the connection manually.
6. Clear conditional formatting cache:
   • Sometimes conditional formatting rules can slow Excel down or cause display issues.
   • Go to the Home tab, click Conditional Formatting, and select Clear Rules from the dropdown for the relevant range or entire sheet.
7. Close and reopen Excel: After performing these steps, close Excel completely and reopen your workbook. This helps clear any lingering cache in the application’s memory.
8. Optional – Clear Excel’s temp files:
   • Excel stores temporary files that may hold cached data.
   • Close Excel, then navigate to your system’s temp folder (for Windows: press Win + R, type %temp%, and press Enter).
   • Delete Excel-related temporary files (those starting with “~$” or similar), but be cautious not to delete files from other programs.

Common Mistakes

• Not saving your workbook before flushing cache: You risk losing unsaved changes if Excel crashes or you close it unexpectedly.
• Confusing recalculation with cache clearing: Simply pressing F9 recalculates only open worksheets, but Ctrl + Alt + F9 forces a full recalculation and cache flush.
• Ignoring PivotTable cache: PivotTables store their own cache separately, so clearing worksheet formulas is not enough.
• Not refreshing external data connections: Cached data from external sources remains if connections are not refreshed or cache cleared properly.
• Deleting temp files indiscriminately: Removing the wrong files from the temp folder can cause other programs to malfunction.

Tips

• Set Excel to manual calculation mode: For very large workbooks, switch to manual calculation (Formulas > Calculation Options > Manual) to control when recalculations happen.
• Use VBA to clear cache programmatically: Advanced users can write macros to automate cache clearing for PivotTables and data connections.
• Regularly update Excel: Microsoft frequently improves performance and bug fixes that affect caching behavior.
• Close and reopen Excel regularly: This simple habit helps maintain optimal memory usage and clears hidden cache.
• Backup before clearing caches: Always keep a backup copy of important workbooks before making changes involving cache or data refreshes.

Troubleshooting

If flushing the cache in Excel does not work as expected, here are some common problems and solutions:

• Formulas still show old results: Double-check that you pressed Ctrl + Alt + F9 to force a full recalculation. Also, ensure workbook calculation is set to automatic (Formulas > Calculation Options).
• PivotTable data doesn’t update: Try clearing the PivotTable cache as described above and refresh the PivotTable again. If the source data changed, make sure the PivotTable range is correct.
• External data connections don’t refresh: Verify your data connections are active and credentials are correct. Sometimes background refresh can interfere, so disable it and refresh manually.
• Excel runs slowly or crashes after cache clearing: Close Excel completely and restart your computer to clear memory. Also, check for corrupt add-ins or files.
• Temporary file deletion causes errors: Restore deleted files if possible, and be cautious deleting temp files next time. Only remove files you recognize as Excel-related.

Frequently Asked Questions

What does flushing the cache in Excel actually do?

It clears stored temporary data, such as formula results and PivotTable snapshots, forcing Excel to recalculate and refresh data display.

Is flushing cache the same as recalculating formulas?

Not exactly. Recalculating updates formula results, while flushing cache ensures old stored data is removed so recalculation reflects current information.

Can flushing cache fix errors in my Excel workbook?

Sometimes. If errors are caused by stale cache or outdated data, flushing cache and recalculating can help. But it won’t fix formula mistakes or corrupt files.

Do I need to flush cache regularly?

Not usually. It’s mostly needed when you notice performance issues, incorrect data display, or after major data updates.

Will flushing cache delete my data?

No. It only clears temporary stored data inside Excel’s memory. Your actual workbook data remains intact.

Can I automate cache flushing in Excel?

Yes, using VBA macros or scripts you can automate recalculations, PivotTable refreshes, and connection cache clearing.

By following these steps and tips, even beginners can effectively flush the cache in Excel to improve performance and ensure data accuracy. Remember to save your work, be patient when recalculations run, and avoid deleting files unless you are sure they are safe to remove. With a little practice, managing Excel’s cache will become a routine part of maintaining healthy spreadsheets.

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