Top Excel Pivot Table Shortcuts Keys: Complete List

Mastering Pivot Tables in Excel can significantly enhance your data analysis and reporting capabilities. To make the process even faster and more efficient, learning the top Excel Pivot Table shortcut keys is a must. These shortcuts save time, streamline tasks, and allow you to quickly create, modify, and analyze your data using Pivot Tables. In this guide, we’ll cover the essential shortcut keys that every Excel user should know to maximize productivity and work smarter with Pivot Tables.

Excel Pivot Table Shortcuts - A Comprehensive Guide

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.

Shortcut Keys for Pivot Table Operations in Excel

This table provides a consolidated overview of the most commonly used pivot table keyboard shortcuts for both Windows and Mac versions of Excel.

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 on the Windows start icon on the down left corner of the screen. Now click on Microsoft Excel to open the spreadsheet.

Step 2: Select the Data

Right-click on your mouse to select the cells that contain 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.

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 JT, P, O.

Press Alt, then JT, 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.

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.

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.

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, JT, O, D to open the PivotTable Field List.

Press Alt, JT, 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.

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 + JT + J keys in succession

Press Press Alt + JT + 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.

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 , 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.

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.

Enter the formula Alt+F5.

Step 3: Stop pressing the Alt key.

The PivotTable will be refreshed, extracting the latest data from the connected source.

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.

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 JT,C

Press J,T and C Then S key on your keyboard. The Pivot Chart and PivotTable will be made on the same sheet.

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.

Press N, then V and in last press N after the Alt key.

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

Click the ALT key in the keyboard then press shift and Right arrow button.

Step 4: Release the Alt key.

Release the Alt key. The selected items will be grouped into the specified interval

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 and hold the ALT then SHIFt and then press Left Arrow keys in succession.

Step 4: Release the Alt key.

The selected items will be ungrouped, returning to their original state.

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.

The selected cell will be hidden after pressing CTRL and minus sign.

Also Read

Top 100+ Excel Shortcut Keys List (A to Z)

Conclusion

In short, knowing Excel pivot table shortcuts helps you work faster and smarter. For example, pressing Alt + N, V, T quickly creates a table, while Ctrl + - hides items. These shortcuts save time and make tasks easier. By learning them, you can navigate and manage pivot tables more efficiently, getting your work done quicker. These shortcuts may greatly improve your data management in Excel, therefore it's worth your effort to master them if you use the programmed often.