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Pivot Table Shortcuts
Use these keyboard shortcuts and mouse shortcuts to save time when working with Microsoft Excel pivot tables. There is a reference chart with all the shortcuts, and notes on using some of the shortcuts.
There is a Pivot Table Shortcut Reference Chart in the next section, and here are a few details on using those pivot table keyboard shortcuts.
To select the entire pivot table body (not including the report filter range), follow these steps:
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)
To quickly create an Excel pivot chart, on the same sheet as the pivot table, or on a separate sheet, follow these steps:
This 1-minute video shows the steps for creating a pivot chart with both of these keyboard shortcuts
Here is a quick reference chart for some pivot table keyboard shortcuts. For example, press Ctrl + - (minus sign) to hide the item in the selected pivot table cell.
See a few notes in the above 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|
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.
In addition to all the pivot table keyboard shortcuts, there are a few mouse shortcuts that can save you time too.
After you set up a pivot table, you can use the plus and minus buttons to show or hide the pivot table details. These are called the Expand and Collapse buttons.
Another way to show or hide details is use your mouse scroll wheel -- I find that easier than trying to click on a tiny button.
To try this mouse wheel shortcut for pivot table details, follow these steps:
TIP: When collapsing, point to a cell near the top of the pivot table, so the pointer doesn’t end up outside of the pivot table range.
To see what happens in different parts of the pivot table, when you expand and collapse, see details on my pivot table blog.
When you're setting up a pivot table, you sometimes need to open the Field Settings dialog box, to change the field layout and print settings, or the subtotals and filters options.
To quickly open the field settings dialog box, use this mouse shortcut:
Get 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: May 10, 2023 12:36 PM