Use these keyboard shortcuts to save time when working with pivot tables.
Here is a quick reference chart for some pivot table keyboard shortcuts. See a few notes in the next section, or click the links in the reference table Notes column below.
|Ctrl + Shift + *||Select entire pivot table (not including Report Filters)||Select Pivot Table Range|
|Ctrl + A||Select entire pivot table (not including Report Filters)||Select Pivot Table Range|
|Spacebar||Add or remove checkmark for selected field in PivotTable Field List|
|Alt + Shift + Right Arrow||Group selected pivot table items||Group Pivot Items|
|Alt + Shift + Left Arrow||Ungroup selected pivot table items||Ungroup Pivot Items|
|Down Arrow||Select next item in PivotTable Field List or Items List|
|Up Arrow||Select previous item in PivotTable Field List or Items List|
|End||Select last item in PivotTable Field List or Items List|
|Home||Select first item in PivotTable Field List or Items List|
|Alt + Down Arrow||Open field list for active cell|
|Ctrl + –||Hide selected item or field|
|Shift + Ctrl + =||When data field selected, opens Calculated Field dialog box||Create Calculated Field|
|Shift + Ctrl + =||When field heading cell selected, opens Calculated Item dialog box||Create Calculated Item|
|Alt + D, P||Open the old PivotTable Wizard|
A few details on using the pivot table keyboard shortcuts.
To select the entire pivot table body (not the report filter range), select any cell in the body of the pivot table, and use one of the following shortcuts
NOTE: If a cell in the Report Filter range is selected, that range will be selected, and none of the pivot table body range cells.
To open the Calculated Field dialog box, select any field in the Values area, then press Chtr + Shift + = (equal sign)
To open the Calculated Item dialog box, select the Row or Column field heading where you want to add the item, then press Chtr + Shift + = (equal sign)
NOTE: If you select a Row or Column item, instead of a heading, a calculated item will be added automatically. In the screen shot below, "Formula1" was created.
To group pivot items, select them on the worksheet, then press Alt + Shift + Right Arrow
The selected pivot items can be in adjacent cells, as in the screen shot below, or non-adjacent cells (select the first cell, then press the Ctrl key while selecting additional pivot item cells)
To ungroup pivot items, select one or more groups on the worksheet, then press Alt + Shift + Left Arrow
The selected grouped pivot items can be in adjacent cell, or non-adjacent cells (select the first cell, then press the Ctrl key while selecting additional pivot item cells)
Blank cells between the selected groups will be ignored.
If all groups in the same grouping level are ungrouped, the grouping level will disappear. Otherwise, the ungrouped items are shown in the grouping level, individually. For example, Group1 was ungrouped, so Bars and Cookies are shown individually, along with the remaining group, Group2.
Watch this video, to see the steps for creating a pivot table in Excel 2013 and later. There are written instructions on the Create a Pivot Table page.
Download an Excel file with a list of pivot table shortcuts. The zipped file is in xlsx format, and there are NO macros in the workbook.
Last updated: March 3, 2021 9:03 PM