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Access 2003 Shortcut Keys

[Keys for General Use] [Keys for Use in the Database Window] [Keys for Navigating Records] [Keys for Selecting Text or Data] [Keys for Editing Text or Data] [Keys for Working in Print Preview and Layout Preview] [Keys for Working in the Query Designer in an Access Project] [Keys for Working with PivotTable and PivotChart Views]


Keys for Working with PivotTable and PivotChart Views

All shortcut keys are based on the U.S. keyboard layout. Keys on other layouts may not correspond exactly to the keys on a U.S. keyboard.

For keyboard shortcuts in which you press two or more keys together, the keys to press are separated by a plus sign, like this: SHIFT+F10.
For shortcuts in which you press keys one after the other, the keys to press are separated by a comma, like this: ALT, F, X.

[Working with PivotTable View] [Working with PivotChart View]

Working with PivotTable View

Selecting Elements in PivotTable View

To perform this action...

Press...

To move the selection from left to right, and then down

The TAB key

To move the selection from top to bottom, and then to the right

ENTER

To select the cell to the left

SHIFT+TAB (selects the last cell in the previous row if the current cell is the leftmost)

To select the cell above the current cell

SHIFT+ENTER (selects the last cell in the previous column if the current cell is the topmost)

To select the detail cells for the next item in the row area

CTRL+ENTER

To select the detail cells for the previous item in the row area

SHIFT+CTRL+ENTER

To move the selection in the direction of the arrow key

Arrow keys (If a row or column field is selected, press DOWN ARROW to move to the first item of data in the field, and then press an arrow key to move to the next or previous item or back to the field. If a detail field is selected, press DOWN ARROW or RIGHT ARROW to move to the first cell in the detail area.)

To extend or reduce the selection in the direction of the arrow key

SHIFT+arrow key

To move the selection to the last cell in the direction of the arrow key

CTRL+arrow key

To move the selected item in the direction of the arrow key

SHIFT+ALT+arrow key

To select the leftmost cell of the current row

HOME

To select the rightmost cell of the current row

END

To select the leftmost cell of the first row

CTRL+HOME

To select the last cell of the last row

CTRL+END

To extend selection to the leftmost cell of the first row

SHIFT+CTRL+HOME

To extend selection to the last cell of the last row

SHIFT+CTRL+END

To select the field for the currently selected item of data, total, or detail

CTRL+SPACEBAR

To select the entire row containing the currently selected cell

SHIFT+SPACEBAR

To select the entire PivotTable view.

CTRL+A

To display the next screen

PAGE DOWN

To display the previous screen

PAGE UP

To extend a selection down one screen

SHIFT+PAGE DOWN

To reduce a selection by one screen

SHIFT+PAGE UP

To display the next screen to the right

ALT+PAGE DOWN

To display the previous screen to the left

ALT+PAGE UP

To extend selection to the page on the right

SHIFT+ALT+PAGE DOWN

To extend selection to the page on the left

SHIFT+ALT+PAGE UP

Executing Commands

To perform this action...

Press...

To display Help topics

F1

To display the shortcut menu for the selected element of the PivotTable view

SHIFT+F10

To carry out a command on the shortcut menu

Underlined letter

To close the shortcut menu without carrying out a command

ESC

To display the Properties dialog box

ALT+ENTER

To close the Properties dialog box

ALT+F4

To cancel a refresh operation in progress

ESC

To copy the selected data from the PivotTable view to the Clipboard

CTRL+C

To export the contents of the PivotTable view to Microsoft Excel

CTRL+E

Displaying, Hiding, Filtering, and Sorting Data

To perform this action...

Press...

To show or hide the expand indicators (plus and minus boxes) beside items

CTRL+8

To expand the currently selected item

CTRL+PLUS SIGN

To hide the currently selected item

CTRL+MINUS SIGN

To open the list for the currently selected field

ALT+DOWN ARROW

To move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field

The TAB key

To move to the next item in the drop-down list for a field

Arrow keys

To select or clear the check box for the current item in the drop-down list for a field

SPACEBAR

To close the drop-down list for a field and apply any changes you made

ENTER

To close the drop-down list for a field without applying your changes

ESC

To turn AutoFilter on or off

CTRL+T

To sort data in the selected field or total in ascending order (A Z, 0 9)

CTRL+SHIFT+A

To sort data in the selected field or total in descending order (Z A, 9 0)

CTRL+SHIFT+Z

To move the selected member up or left

ALT+SHIFT+UP ARROW or ALT+SHIFT+LEFT ARROW

To move the selected member down or right

ALT+SHIFT+DOWN ARROW or ALT+SHIFT+RIGHT ARROW

Adding Fields and Totals and Changing the Layout of a PivotTable View
Working with the Field List

To perform this action...

Press...

To display the field list, or activate it if it's already displayed

CTRL+L

To move to the next item in the field list

Arrow keys

To move to the previous item and include it in the selection

SHIFT+UP ARROW

To move to the next item and include it in the selection

SHIFT+DOWN ARROW

To move to the previous item, but don't include the item in the selection

CTRL+UP ARROW

To move to the next item, but don't include the item in the selection

CTRL+DOWN ARROW

To remove the item from the selection, if the item that has focus is included in the selection, and vice versa

CTRL+SPACEBAR

To expand the current item in the field list to display its contents, or expand Totals to display the available total fields

PLUS SIGN (numeric keypad)

To collapse the current item in the field list to hide its contents, or collapse Totals to hide the available total fields.

MINUS SIGN (numeric keypad)

To move to the most recently selected item, the Add to button, and the list next to the Add to button in the field list

The TAB key

To open the drop-down list next to the Add to button in the field list

ALT+DOWN ARROW, then the arrow keys to move to the next item in the list. Press ENTER to select an item.

To add the highlighted field in the field list to the area in the PivotTable view that's displayed in the Add to list

ENTER

To close the field list

ALT+F4

Adding Fields and Totals

To perform this action...

Press...

To add a new total field for the selected field in the PivotTable view by using the Sum summary function

CTRL+SHIFT+S

To add a new total field for the selected field in the PivotTable view by using the Count summary function

CTRL+SHIFT+C

To add a new total field for the selected field in the PivotTable view by using the Min summary function

CTRL+SHIFT+M

To add a new total field for the selected field in the PivotTable view by using the Max summary function

CTRL+SHIFT+X

To add a new total field for the selected field in the PivotTable view by using the Average summary function

CTRL+SHIFT+E

To add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function

CTRL+SHIFT+D

To add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function

CTRL+SHIFT+T

To add a new total field for the selected field in the PivotTable view by using the Variance summary function

CTRL+SHIFT+V

To add a new total field for the selected field in the PivotTable view by using the Variance Population summary function

CTRL+SHIFT+R

To turn subtotals and grand totals on or off for the selected field in the PivotTable view

CTRL+SHIFT+B

To add a calculated detail field

CTRL+F

Changing the Layout

To perform this action...

Press...

To move the selected field in the PivotTable view to the row area

CTRL+1 (don't use the numeric pad on your keyboard)

To move the selected field in the PivotTable view to the column area

CTRL+2 (don't use the numeric pad on your keyboard)

To move the selected field in the PivotTable view to the filter area

CTRL+3 (don't use the numeric pad on your keyboard)

To move the selected field in the PivotTable view to the detail area

CTRL+4 (don't use the numeric pad on your keyboard)

To move the selected row or column field in the PivotTable view to a higher level

CTRL+LEFT ARROW

To move the selected row or column field in the PivotTable view to a lower level

CTRL+RIGHT ARROW

Formatting Elements in PivotTable View

To use the following shortcuts, first select a detail field or a data cell for a total field.

The first seven keyboard shortcuts change the number format of the selected field.

To perform this action...

Press...

To apply the general number format to values in the selected total or detail field

CTRL+SHIFT+~ (tilde)

To apply the currency format, with two decimal places and negative numbers in parentheses, to values in the selected total or detail field

CTRL+SHIFT+$

To apply the percentage format, with no decimal places, to values in the selected total or detail field

CTRL+SHIFT+%

To apply the exponential number format, with two decimal places, to values in the selected total or detail field

CTRL+SHIFT+^

To apply the date format, with the day, month, and year, to values in the selected total or detail field

CTRL+SHIFT+#

To apply the time format, with the hour, minute, and AM or PM, to values in the selected total or detail field

CTRL+SHIFT+@

To apply the numeric format, with two decimal places, thousands separator, and a minus sign for negative values, to values in the selected total or detail field

CTRL+SHIFT+!

To make text bold in the selected field of the PivotTable view.

CTRL+B

To make text underlined in the selected field of the PivotTable view

CTRL+U

To make text italic in the selected field of the PivotTable view

CTRL+I

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Working with PivotChart View

Selecting Items in Charts

To perform this action...

Press...

To select the next item in the chart

RIGHT ARROW

To select the previous item in the chart

LEFT ARROW

To select the next group of items

DOWN ARROW

To select the previous group of items

UP ARROW

Working with Properties and Options

To perform this action...

Press...

To display the Properties dialog box

ALT+ENTER

To close the Properties dialog box

ALT+F4

To select the next item on the active tab when the Properties dialog box is active

The TAB key

To select the next tab when a tab in the Properties dialog box is active

RIGHT ARROW

To select the previous tab when a tab in the Properties dialog box is active

LEFT ARROW

To display a list or palette when a button that contains a list or palette is selected

DOWN ARROW

To display the shortcut menu

SHIFT+F10

To carry out a command on the shortcut menu

Underlined letter

To close the shortcut menu without carrying out a command

ESC

Working with Fields

To perform this action...

Press...

To open the list for the currently selected field

ALT+DOWN ARROW

To move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field

The TAB key

To move to the next item in the drop-down list for a field

Arrow keys

To select or clear the check box for the current item in the drop-down list for a field

SPACEBAR

To close the drop-down list for a field and apply any changes you made

ENTER

To close the drop-down list for a field without applying your changes

ESC

Working with the Field List

To perform this action...

Press...

To display the field list, or activate it if it's already displayed

CTRL+L

To move to the next item in the field list

Arrow keys

To move to the previous item and include it in the selection

SHIFT+UP ARROW

To move to the next item and include it in the selection

SHIFT+DOWN ARROW

To move to the previous item, but don't include the item in the selection

CTRL+UP ARROW

To move to the next item, but don't include the item in the selection

CTRL+DOWN ARROW

To remove the item from the selection if the item that has focus is included in the selection, and vice versa

CTRL+SPACEBAR

To expand the current item in the field list to display its contents, or expand Totals to display the available total fields

PLUS SIGN (on the numeric keypad)

To collapse the current item in the field list to hide its contents, or collapse Totals to hide the available total fields.

MINUS SIGN (on the numeric keypad)

To move to the most recently selected item, the Add to button, and the list next to the Add to button in the field list

The TAB key

To open the drop-down list next to the Add to button in the field list

ALT+DOWN ARROW (use the arrow keys to move to the next item in the list; press ENTER to select the item)

To add the highlighted field in the field list to the drop area that's displayed in the Add to list

ENTER

To close the field list

ALT+F4

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Home ] Keys for General Use ] Keys for Use in the Database Window ] Keys for Navigating Records ] Keys for Selecting Text or Data ] Keys for Editing Text or Data ] Keys for Working in Print Preview and Layout Preview ] Keys for Working in the Query Designer in an Access Project ] [ Keys for Working with PivotTable and PivotChart Views ]

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Last modified: June 05, 2004

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