30+ Essential Excel Pivot Table Shortcuts

Excel pivot table stand tall as powerful tools that enable users to analyze and summarize large datasets with ease. Whether you’re a business analyst, financial professional, or data enthusiast, mastering pivot tables can significantly enhance your productivity. To help you become a pivot table virtuoso, we’ve compiled a comprehensive list of 30 essential Excel pivot table shortcuts. These shortcuts will streamline your workflow, save you time, and boost your analytical prowess.

Create a Excel Pivot Table

Create a Pivot Table: Alt + N + V

Creating an Excel pivot table is the first step towards extracting meaningful insights from your data. This shortcut combination expedites the process by accessing the “PivotTable and PivotChart Wizard” dialog box.

Show/Hide the Field List

Show/Hide the Field List: Alt + Shift + F1

The field list is an indispensable component of the Excel pivot table interface. This shortcut quickly toggles the visibility of the field list, allowing you to focus on the pivot table or make necessary adjustments.

Select the Entire Pivot Table

Select the Entire Excel Pivot Table: Ctrl + A

When you want to select the entire pivot table, this shortcut comes in handy. It helps you save time by avoiding manual selection and allows you to apply formatting or perform other actions on the entire table.

Refresh Pivot Table Data

Refresh Excel Pivot Table Data: Alt + F5

Data updates can occur frequently, and staying up-to-date is crucial for accurate analysis. With this shortcut, you can effortlessly refresh the pivot table, ensuring that the latest data is reflected.

Select the Entire Column

Select the Entire Column: Ctrl + Spacebar

Sometimes, you may need to perform actions on an entire column within a pivot table. This shortcut helps you quickly select the entire column for formatting, filtering, or other operations.

Select the Entire Row

Select the Entire Row: Shift + Spacebar

Similar to selecting the entire column, this shortcut allows you to select the entire row within a pivot table. It enables you to manipulate or analyze the data with ease.

Open the Grouping Dialog Box

Open the Grouping Dialog Box: Shift + Alt + Right Arrow

Grouping data in a pivot table provides a concise overview and facilitates better analysis. This shortcut instantly opens the Grouping dialog box, enabling you to create custom groups based on your specific requirements.

Expand/Collapse Field(s) in the Row Area

Expand/Collapse Field(s) in the Row Area: Alt + Shift + +/-

Expanding or collapsing fields in the row area is useful for displaying or hiding details within a pivot table. By using this shortcut combination, you can effortlessly expand or collapse the rows to control the level of granularity.

Expand/Collapse Field(s) in the Column Area

Expand/Collapse Field(s) in the Column Area: Alt + Shift + +/-

Similar to the previous shortcut, this combination helps you expand or collapse fields in the column area. It enables you to organize and view your pivot table data in a way that best suits your analysis.

Expand/Collapse Field(s) in the Data Area

Expand/Collapse Field(s) in the Data Area: Alt + Shift + +/-

When dealing with large datasets, expanding or collapsing fields in the data area can enhance the readability of your pivot table. This shortcut allows you to toggle the visibility of detailed information effortlessly.

Move Between the Field List, Row Area, Column Area, and Data Area

Move Between the Field List, Row Area, Column Area, and Data Area: Tab

Navigating between different sections of a pivot table can be cumbersome, especially when dealing with complex layouts. The Tab key simplifies this process by allowing you to move seamlessly between the field list, row area, column area, and data area.

Switch Between Field List and Pivot Table

Switch Between Field List and Pivot Table: Ctrl + Shift + * (asterisk)

This shortcut proves invaluable when you need to switch focus between the field list and the pivot table itself. It eliminates the need to use the mouse, providing a seamless transition during data exploration and manipulation.

Insert Calculated Field

Insert Calculated Field: Alt + JT + F

Calculated fields empower you to perform calculations within your pivot table, such as creating new metrics or calculating percentages. This shortcut swiftly opens the “Insert Calculated Field” dialog box, facilitating efficient data analysis.

Edit Calculated Field

Edit Calculated Field: Alt + JT + E

Once you’ve created a calculated field, you may need to make adjustments or modifications. This shortcut takes you directly to the “Edit Calculated Field” dialog box, allowing you to fine-tune your calculations without navigating through multiple menus.

Show/Hide Grand Totals

Show/Hide Grand Totals: Alt + JT + G

Grand totals provide a summarized view of your data and help you gain insights into the overall picture. With this shortcut, you can effortlessly toggle the display of grand totals, tailoring your pivot table to match your analysis requirements.

Show/Hide Field Captions

Show/Hide Field Captions: Alt + JT + C

Field captions are labels that describe the data elements in your pivot table. When working with a cluttered Excel pivot table, this shortcut proves invaluable by instantly showing or hiding the field captions, allowing you to focus on the analysis at hand.

Show/Hide Expand/Collapse Buttons

Show/Hide Expand/Collapse Buttons: Alt + JT + B

Expand/collapse buttons enable you to control the level of detail displayed within your pivot table. This shortcut provides a quick and efficient way to show or hide these buttons, streamlining your data exploration process.

Move to the Field Settings Dialog Box

Move to the Field Settings Dialog Box: Alt + JT + S

The Field Settings dialog box is essential for customizing various aspects of your pivot table, such as formatting, sorting, or filtering. This shortcut immediately takes you to the Field Settings dialog box, granting you quick access to powerful customization options.

Move to the Format Cells Dialog Box

Move to the Format Cells Dialog Box: Alt + JT + O

Formatting your pivot table is crucial to present your data in a visually appealing and understandable manner. With this shortcut, you can swiftly navigate to the Format Cells dialog box and make formatting adjustments efficiently.

Move to the PivotTable Options Dialog Box

Move to the PivotTable Options Dialog Box: Alt + JT + P

Customizing the behavior and appearance of your pivot table is made effortless with this shortcut. It directs you to the PivotTable Options dialog box, enabling you to tweak settings related to calculations, display, data, and more.

Remove a Field from the Pivot Table

Remove a Field from the Pivot Table: Alt + JT + R

When a field is no longer relevant to your analysis or needs to be replaced, this shortcut comes to the rescue. It allows you to quickly remove the selected field from the pivot table, decluttering your analysis workspace.

Change the Summary Function

Change the Summary Function: Alt + JT + U

The summary function defines how values are aggregated in your pivot table, such as sum, count, average, or maximum. This shortcut takes you directly to the “Value Field Settings” dialog box, where you can easily change the summary function to fit your analysis needs.

Format Pivot Table as Table

Format Pivot Table as Table: Ctrl + T

Applying consistent formatting to your pivot table enhances its visual appeal and makes it easier to read. This shortcut swiftly converts your pivot table into an Excel table, allowing you to take advantage of table-specific formatting options.

Clear Pivot Table Formatting

Clear Pivot Table Formatting: Ctrl + Shift + N

Clearing formatting from a pivot table is often necessary when starting fresh or making substantial changes. This shortcut allows you to remove all formatting elements, including colors, fonts, and borders, quickly and efficiently.

Toggle Excel Pivot Table Design Toolbar

Toggle Pivot Table Design Toolbar: Alt + JT + V

The PivotTable Design toolbar provides quick access to essential pivot table design elements and features. With this shortcut, you can effortlessly toggle the visibility of the PivotTable Design toolbar, streamlining your design and customization tasks.

Show/Hide Value Field Settings

Show/Hide Value Field Settings: Alt + JT + L

The Value Field Settings dialog box allows you to modify how data is summarized and displayed in your pivot table. This shortcut instantly reveals or hides the Value Field Settings dialog box, ensuring easy access to advanced data analysis options.

Move to the Pivot Chart

Move to the Pivot Chart: F11

When combining Excel pivot tables with pivot charts, this shortcut proves invaluable. It swiftly takes you to the pivot chart associated with your pivot table, allowing you to visualize your data and uncover meaningful insights.

Switch Between Page Field Areas

Switch Between Page Field Areas: Alt + JT + W

Pivot tables often contain page fields that enable you to filter data based on specific criteria. This shortcut facilitates seamless navigation between different page field areas, ensuring efficient data filtering and analysis.

Move to the Field List Search Box

Move to the Field List Search Box: Ctrl + Shift + F

The Field List search box simplifies the process of locating specific fields, especially in large datasets with numerous columns. This shortcut takes you directly to the search box, making it easier to find and add fields to your pivot table.

Move to the Pivot Table Timeline

Move to the Excel Pivot Table Timeline: Alt + JT + M

Pivot table timelines provide an intuitive way to filter data based on dates or time periods. This shortcut directs you to the pivot table timeline, allowing you to effortlessly manage date-based filtering and gain temporal insights.

Mastering Excel pivot table is essential for efficient data analysis, and these 30 shortcuts will significantly enhance your productivity. From creating pivot tables to customizing their appearance and behavior, these shortcuts streamline your workflow, saving you valuable time and effort. Incorporate these shortcuts into your data analysis repertoire, and unlock the full potential of Excel’s pivot table functionality. Empower yourself to dive deeper into your data, uncover hidden patterns, and make informed decisions that drive success in your professional endeavors.

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