Excel PivotTables are essential for summarizing and analyzing data efficiently. Mastering keyboard shortcuts for PivotTables saves time, reduces errors, and streamlines your workflow across Excel versions (2007, 2010, 2013, 2016, 2019, and Office 365).
1. Excel Pivot Table Shortcut Keys
Using keyboard shortcuts not only makes working with pivot tables in Excel faster but also reduces the likelihood of errors. Below are some commonly used Keyboard shortcuts for pivot tables that will save you time across all Excel versions.
1.1. Shortcut Keys for Pivot Table Operations in Excel
| Action | Shortcut (Windows) | Shortcut (Mac) |
|---|---|---|
| Create a PivotTable from selected data | Alt + N + V + T + Enter | N/A |
| Create a pivot table on a new worksheet | F11 | Fn+F11 |
| Create a pivot table on an existing worksheet | Alt + F1 | N/A |
| Group pivot table items | Alt + Shift + → | ⌘ + ⇧ + K |
| Ungroup pivot table items | Alt + Shift + ← | ⌘ + ⇧ + J |
| Hide pivot table item | Ctrl + - | N/A |
| Open pivot table wizard | Alt + D + P | ⌘ + ⌥ + P |
| Select entire pivot table | Ctrl + A | ⌘ + A |
| Toggle pivot table checkbox | Space | Space |
| Remove a PivotTable | Select entire PivotTable, press Delete | Same as Windows |
| Opens the context menu for the selected cell in PivotTable | Alt + Shift + F10 | Alt + Shift + F10 |
| Navigate within the context menu | Up/Down/Left/Right arrows | Up/Down/Left/Right arrows |
| Selects the highlighted option in the context menu | Enter | Enter |
| Switch between the PivotTable fields list and data area | Tab | Tab |
| Open dropdown menu for a cell with filter options | Alt + Down Arrow | Alt + Down Arrow |
| Select options within the dropdown menu | Up/Down arrows | Up/Down arrows |
| Apply the selected filter | Enter | Enter |
| Close the dropdown menu without applying any filter | Esc | Esc |
| Switch between worksheets | Ctrl + Tab | Ctrl + Tab |
| Refresh all PivotTables in the workbook | Ctrl + Alt + F5 | Ctrl + Alt + F5 |
This table provides a consolidated overview of the most commonly used pivot table keyboard shortcuts for both Windows and Mac versions of Excel.
2. Shortcut to Create a Pivot Table From Data
Using excel shortcuts can significantly improve your workflow, allowing you to create Pivot Tables quickly and efficiently. For instance, by pressing the keyboard buttons Alt + N, V, T, you can instantly build a Pivot Table from selected data, which saves time compared to manually navigating through menus.
Whether you are using different versions of excel like 2007, 2010 or office 365 these Excel Shortcuts works with all of them.
Step 1: Open the Excel spreadsheet
Click the Start icon at the bottom-left corner of your screen.
Step 2: Select the Data
Select the cells containing the data
Step 3: Press Alt, N, V, T.
After selecting the cells press Alt, N, V, T.
Step 4: A pivot table is built into a new worksheet.
Excel will automatically build a Pivot Table from your chosen data in a new worksheet.
3. Shortcut to Open the Old Pivot Table
This method can be used to get to the "PivotTable Field" text box that was in earlier versions of Excel. Follow the below steps to know the Shortcut to Select the Entire Pivot Table (Excel 2010, 2013, 2016, 2019, Office 365 or Mac).
Step 1: Open the Excel spreadsheet that contains the Pivot table
Open the excel spreadsheet where you’ve created the Pivot table.
Step 2: Left-Click to select Pivot Table
Left-click inside the existing data to select the Pivot Table.
Step 3: Press the Alt then J,T, P, O.
Press Alt, then J, T, P, O on your keyboard.
Step 4: The "PivotTable Field" dialog box will open
The 'PivotTable Field' dialog box will open to adjust PivotTable layout and parameters.
Step 5: Select the old PivotTable
From the dialogue box select the pivot table you want to open.
Shortcut to Select the Entire Pivot Table
With Ctrl + A, you may select all the data and headers in a PivotTable without leaving the table.
4. How to Select an entire pivot table (including report filters)?
Step 1: Open your PivotTable-containing Excel sheet.
Open your Excel workbook containing the PivotTable.
Step 2: Click inside the PivotTable.
Select a cell inside the Pivot Table
Step 3: Press Ctrl + A button.
Press Ctrl then press A button.
5. How to Select an entire pivot table (not including report filters)?
Step 1: Open your PivotTable-containing Excel sheet.
Open your Excel workbook containing the PivotTable.
Step 2: Click inside the PivotTable.
Select a cell inside the PivotTable
Step 3: Press Ctrl + Shift + ‘*’, or Ctrl + ‘*’
Ctrl + Shift + * or Ctrl + * selects the current area, which normally excludes report filters.
6. Shortcut to Toggle Checkboxes in Pivot Table Fields List
Step 1: Open Excel workbook with the PivotTable.
Open the PivotTable in your Excel worksheet.
Step 2: Click inside the PivotTable
Click anywhere inside the PivotTable to activate it.
Step 3: Press Alt, J, T, O, D to open the PivotTable Field List.
Press Alt, J, T, O, and D to open the PivotTable Field List if it's not already there.
Step 4: Use keyboard arrows to choose the checkbox field.
Go to the field with the checkbox to toggle using the keyboard arrow keys.
Step 5: Select field, press the Spacebar
- Select the field and press the Spacebar on your keyboard.
- The PivotTable-included or excluded field will be indicated by the checkbox beside it.
7. Shortcut to Create a Calculated Item/Field
This shortcut opens the "Insert Calculated Field" dialogue box, where users may add PivotTable calculated items or fields. You may use PivotTable's computed fields to calculate existing data.
Step 1: Open Excel workbook PivotTable.
Open the excel workbook with PivotTable.
Step 2: Click Pivot Table to insert the calculated field.
Click on the Pivot Table anywhere.
Step 3: Press Alt key and click Alt + J+T+I keys in succession
Press Alt, then J, T, I keys then The "Insert Calculated Field" dialog box will appear.
Step 4: Enter a “name” and "Formula" for your calculated field
Enter a name like "Total Sales Per Unit Price" in the dialog box's "Name" field. Input the formula to calculate total sales per unit price in the provided space.
Step 5: Click "OK"
Click "OK" to insert the calculated field.
8. Shortcut to View/Hide Pivot Table Field List
This keyboard shortcut displays or hides the PivotTable Field List. Users may simply edit the PivotTable by adding, deleting, and rearranging fields in this panel. A simple method to return to the pivot table's list is as follows:
Step 1: Open your workbook.
Open your excel workbook and click anywhere in the cells that contain data in the pivot table.
Step 2: Press Alt key then press J, T,L ,D and keys
Press Alt key then press J, T, L and D keys on your keyboard.
Step 3: Release the Alt key.
The PivotTable Field List will either appear if it was hidden or disappear if it was visible.
9. Shortcut to Refresh the current pivot table
A data refresh is a computer shortcut that brings all changes made to the source data into the current PivotTable.
Step 1: Open the Microsoft Excel workbook
Open the Microsoft Excel spreadsheet that consists of the PivotTable.
Step 2: Click at the Alt and F5 key.
Press Alt + F5 to refresh the PivotTable with updated source data.
Step 3: Stop pressing the Alt key.
The PivotTable will be refreshed, extracting the latest data from the connected source.
10. Shortcut to Create a pivot chart on the same sheet/new sheet: 2 Methods
Quickly create a pivot chart using the current PivotTable using these shortcuts. You may put the pivot chart on a new sheet or the pivot table.
10.1. Method 1: Creating a Pivot Chart on the Same Sheet
Step 1: Open Excel with PivotTable.
Open your Excel workbook containing the PivotTable you want to create the Pivot Chart from.
Step 2: Click the PivotTable
Click anywhere inside the PivotTable that you want to visualize with the Pivot Chart.
Step 3: Press Alt key.
Long press the Alt key on your keyboard.
Step 4: While holding the Alt key J,T,C then S
While holding Alt, press J, T, C then S key on your keyboard. The Pivot Chart and PivotTable will be made on the same sheet.
10.2. Method 2: Creating a Pivot Chart on a New Sheet
Step 1: Open Excel with PivotTable.
Open your Excel workbook containing the PivotTable.
Step 2: Click the PivotTable
Click anywhere inside the PivotTable.
Step 3: Press Alt key.
Long press the Alt key on your keyboard.
Step 4: Hold Alt key then press N+ V+ N keys.
While holding Alt, press N, V, then N to insert a Pivot Chart on a new sheet.
11. Shortcut to Group /Ungroup Selected Pivot Table items
Grouping Selected Pivot Table Items:
Step 1: Open your Excel workbook
Go to the Microsoft office and select MS Excel from the list.
Step 2: Select the data
Click and drag to select the cells data that you want to group.
Step 3: Press ALT + SHIFT + Right Arrow Key
Press Alt + Shift + -> (Right Arrow) to group the selected items.
Step 4: Release the Alt key.
Release the Alt key. The selected items will be grouped into the specified interval
12. Shortcut for Ungrouping Selected Pivot Table Items
Step 1: Open your Excel workbook
Go to the Microsoft office and select MS Excel from the list.
Step 2: Select the data
Click and drag to select the cells data that you want to group.
Step 3: Press ALT + SHIFT + Left arrow button
Press Alt + Shift + <- (Left Arrow) to ungroup the selected items.
Step 4: Release the Alt key.
The selected items will be ungrouped, returning to their original state.
13. Shortcut to Hide Item in Pivot Table
This keyboard shortcut makes the selected item invisible in the PivotTable..
Step 1: Click the PivotTable.
Click anywhere in the pivot table.
Step 2: Click on the cell or column.
Select the cell or column in the excel.
Step 3: Press Ctrl + (minus sign) the selected cell will be hidden.
Press Ctrl +- (minus sign) to hide the selected item in the PivotTable.