Working in PivotTable View

Access provides a wealth of keyboard shortcuts for working in PivotTable view. The following sections present these keyboard shortcuts broken up by category, starting with the basic keyboard shortcuts for operations such as moving the selection and selecting cells .

Basic Shortcuts for PivotTable View

Select the next element to the right or down

[Tab]

Pressing [Tab] moves the selection from left to right, and then down.

Select the next element to the left or up

[Shift] - [Tab]

Pressing [Shift] - [Tab] moves the selection to the left. When the selection is in the leftmost cell , pressing [Shift] - [Tab] selects the last cell in the previous row.

Select the next element down or to the right

[Enter]

Pressing [Enter] moves the selection down, and then to the right.

Select the next element up

[Shift] - [Enter]

Pressing [Shift] - [Enter] moves the selection to the cell above the active cell. If the active cell is the topmost cell, pressing [Shift] - [Enter] selects the last cell in the previous column.

Select the detail cells for the next item in the row area

[Ctrl] - [Enter]

Select the detail cells for the previous item in the row area

[Ctrl] - [Shift] - [Enter]

Extend or reduce the selection

[Shift] - [ ] , [Shift] - [ ’ ] , [Shift] - [ ‘ ] , [Shift] - [ “ ]

Press the appropriate arrow key to extend or reduce the current selection.

Move the selection to the last cell

[Ctrl] - [ ] , [Ctrl] - [ ’ ] , [Ctrl] - [ ‘ ] , [Ctrl] - [ “ ]

Press the appropriate arrow key for the direction of the last cell you want to select.

Move the selected item

[Alt] - [Shift] - [ ] , [Alt] - [Shift] - [ ’ ] , [Alt] - [Shift] - [ ‘ ] , [Alt] - [Shift] - [ “ ]

Press the appropriate arrow key for the direction you want to move the selected item.

Select the first cell in the active row

[Home]

Select the last cell in the active row

[End]

Select the first cell in the first row

[Ctrl] - [Home]

Select the last cell in the last row

[Ctrl] - [End]

Extend the selection to the first cell in the first row

[Ctrl] - [Shift] - [Home]

Extend the selection to the last cell in the last row

[Ctrl] - [Shift] - [End]

Select the field for the active data, total, or detail item

[Ctrl] - [Spacebar]

Select the row containing the active cell

[Shift] - [Spacebar]

Select the whole PivotTable view

[Ctrl] - [A]

Display the next screen

[PageDown]

Display the previous screen

[PageUp]

Extend the selection by one screen down

[Shift] - [PageDown]

Reduce the selection by one screen

[Shift] - [PageUp]

Display the next screen to the right

[Alt] - [PageDown]

Display the next screen to the left

[Alt] - [PageUp]

Extend the selection by one page to the right

[Alt] - [Shift] - [PageDown]

Extend the selection by one page to the left

[Alt] - [Shift] - [PageUp]

Export the contents of the PivotTable to Excel

[Ctrl] - [E]

Shortcuts for Displaying, Hiding, Sorting, and Filtering Data

You can use the following keyboard shortcuts to filter data in PivotTable view.

Toggle the display of the expand indicators beside items

[Ctrl] - [8]

Expand the selected item

[Ctrl] - [=]

Hide the current item

[Ctrl] - [-]

Toggle AutoFilter on and off

[Ctrl] - [T]

Sort the selected field s data in ascending order

[Ctrl] - [Shift] - [A]

Ascending order sorts from A to Z and from 0 (zero) to 9.

Sort the selected field s data in descending order

[Ctrl] - [Shift] - [Z]

Descending order sorts from Z to A and from 9 to 0 (zero).

Move the selected item up

[Alt] - [Shift] - [ ‘ ]

Move the selected item to the left

[Alt] - [Shift] - [ ]

Move the selected item down

[Alt] - [Shift] - [ “ ]

Move the selected item to the right

[Alt] - [Shift] - [ ’ ]

Shortcuts for Working with the Field List

You can use the following keyboard shortcuts for working with the field list in a PivotTable.

Display or activate the field list

[Ctrl] - [L]

Move to the previous item, adding it to the current selection

[Shift] - [ ‘ ]

Move to the previous item without adding it to the current selection

[Ctrl] - [ ‘ ]

Move to the next item, adding it to the current selection

[Shift] - [ “ ]

Move to the next item without adding it to the current selection

[Ctrl] - [ “ ]

Toggle the selection of the item

[Ctrl] - [Spacebar]

If the item is selected, pressing [Ctrl] - [Spacebar] deselects it; if the item isn t selected, pressing [Ctrl] - [Spacebar] selects it.

Expand the current item in the field list

[+] on the numeric keypad

Collapse the current item in the field list

[-] on the numeric keypad

Close the field list

[Alt] - [F4]

Shortcuts for Adding Fields and Totals in a PivotTable

Access provides keyboard shortcuts for adding fields and totals in a PivotTable using a variety of different summary functions.

Add a new Sum total field to the selected field

[Ctrl] - [Shift] - [S]

Add a new Count total field for the selected field

[Ctrl] - [Shift] - [C]

Add a new Min total field for the selected field

[Ctrl] - [Shift] - [M]

Add a new Max total field for the selected field

[Ctrl] - [Shift] - [X]

Add a new Average total field for the selected field

[Ctrl] - [Shift] - [E]

Add a new Standard Deviation total field for the selected field

[Ctrl] - [Shift] - [D]

Add a new Standard Deviation Population total field for the selected field

[Ctrl] - [Shift] - [T]

Add a new Variance total field for the selected field

[Ctrl] - [Shift] - [V]

Add a new Variance Population total field for the selected field

[Ctrl] - [Shift] - [R]

Toggle subtotals and grand totals on and off for the selected field

[Ctrl] - [Shift] - [B]

Add a calculated detail field

[Ctrl] - [F]

Shortcuts for Changing the Layout of a PivotTable

You can use the following keyboard shortcuts to change the layout of a PivotTable.

Move the selected field to the row area

[Ctrl] - [1] on the key row

Move the selected field to the column area

[Ctrl] - [2] on the key row

Move the selected field to the filter area

[Ctrl] - [3] on the key row

Move the selected field to the detail area

[Ctrl] - [4] on the key row

Move the selected field to a higher level

[Ctrl] - [ ]

Move the selected field to a lower level

[Ctrl] - [ ’ ]

Shortcuts for Changing the Number Format of a Field

Access provides the following seven keyboard shortcuts for changing the number format of the selected field.

Apply the general number format

[Ctrl] - [Shift] - [~]

Apply the currency format

[Ctrl] - [Shift] - [$]

The currency format has two decimal places and uses parentheses around negative numbers .

Apply the percentage format with no decimal places

[Ctrl] - [Shift] - [%]

Apply the exponential number format with two decimal places

[Ctrl] - [Shift] - [^]

Apply the date format with day, month, and year

[Ctrl] - [Shift] - [#]

Apply the time format with hour , minute, and am/pm

[Ctrl] - [Shift] - [@]

Apply the numeric format with two decimal places

[Ctrl] - [Shift] - [!]

This numeric format uses the thousands separator and a minus sign for negative values.