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The 5 Best Excel Pivot Table Shortcuts You Need To Know

Key Takeaway:

  • Excel Pivot Tables help in analyzing large data sets by providing a concise summary of the data; Learning how to generate and use pivot tables can simplify data management and improve efficiency in data analysis.
  • Using keyboard shortcuts can save time and improve the effectiveness of designing and formatting pivot tables. There are specific shortcuts for generating and formatting pivot tables, and analysts should focus on learning these to optimize speed and workflow.
  • Keyboard shortcuts exist for analyzing pivot table data, such as sorting, filtering, and summarizing, which are essential for effective analysis of large data sets. Utilizing these shortcuts helps analysts work more efficiently and draw accurate conclusions.

You no longer need to spend hours crunching numbers with Excel pivot tables. Here are the top 5 shortcuts that will help you get the job done faster and more efficiently. Whether you’re a beginner or advanced user, these techniques will save you time and effort.

The Fundamentals of Excel Pivot Tables

Analyzing data in Excel? Pivot Tables are a must! They’re very useful – once you get the hang of them, you’ll never look back. Let’s explore the fundamentals of Excel Pivot Tables.

First, a definition: What is a Pivot Table? And what do we use it for? Then, let’s make one from scratch! By the end of this, you’ll have a great understanding of the basics and be ready to explore Pivot Tables further.

The Fundamentals of Excel Pivot Tables-The 5 Best Excel Pivot Table Shortcuts You Need to Know,

Image credits: by Harry Arnold

Definition of an Excel Pivot Table

An Excel Pivot Table is a tool for users to analyze and get insights from huge amounts of data. It simplifies complex data and presents it in a clear manner.


A Pivot Table is a feature in Microsoft Excel. It helps users manipulate, summarize, and present large sets of data quickly and easily.

It can be hard to understand large data sets at once. An Excel Pivot Table acts like an interactive report. It summarizes and analyzes raw data, and lets you adjust quickly based on trends.

Using the pivot table tool, you can group, sort, filter and summarize the data easily with a few clicks. Initially, it was part of Microsoft’s “Access” program in 1993. Then, it became a separate entity in 1995.

Next, let’s talk about how to generate an Excel Pivot Table. We’ll look into the steps for creating it.

How to Generate an Excel Pivot Table

To generate an Excel Pivot Table, start by getting data in your worksheet. You can enter it manually or import from an external source. Then, select a cell in the table, head to the “Insert” tab, and click on “PivotTable”. Choose where you want to place it.

As an example, a sales team might track daily sales activities like customer names, purchase dates, and total amount paid. They can generate an Excel Pivot Table to analyze performance by customer, product line, or region.

To make a Pivot Table, hit the “PivotTable” button. This will show a Create PivotTable dialog box. Default values are usually fine, but you can tweak them if needed. Select the cells with your data. No blank rows or columns allowed. Click OK. This will create a new sheet with a blank PivotTable report.

You can customize the pivot table by dragging fields from the field list into Rows, Columns, or Values sections. This is a great way to quickly and easily analyze large datasets without complex formulas or macros. It’s a powerful tool for students and business pros alike.

Next, learn easy tips and tricks for optimizing and formatting Excel tables effortlessly.

Excel Pivot Table Shortcuts for Designing and Formatting

Excel Pivot Tables are powerful for data analysis and organization. But, the many features can be hard to manage. Keyboard shortcuts are here to save the day! Here’s how to become a pro in no time.

For building an Excel Pivot Table, there are helpful keyboard shortcuts. Then, for formatting, there are more shortcuts to use. With these tips, you’ll be an Excel Pivot Table whiz!

Excel Pivot Table Shortcuts for Designing and Formatting-The 5 Best Excel Pivot Table Shortcuts You Need to Know,

Image credits: by Joel Arnold

Keyboard Shortcuts for Building an Excel Pivot Table

Keyboard shortcuts are a lifesaver for any Excel user. Building an Excel Pivot Table is easier than ever with simple keyboard shortcuts. Here are five essential ones:

  • Alt + D + P: Activates the PivotTable and PivotChart Wizard.
  • Alt + N + V: Opens the Create PivotTable dialog box.
  • Alt + F1: Creates a chart based on the pivot table data.
  • Ctrl + T: Converts your data into a table or vice versa.
  • Ctrl + Spacebar: Selects a column in your pivot table.

These shortcuts make creating and modifying Pivot Tables more efficient than just using a mouse. Plus, they give you more control over Excel, so you can focus on other tasks instead of wasting time with manual processes.

Pro Tip: It takes time to remember keyboard shortcuts. Be patient and give yourself time to learn them.

Now, let’s talk about formatting your Excel Pivot Table.

Keyboard Shortcuts for Formatting an Excel Pivot Table

To format a Pivot Table quickly, select multiple cells at once by dragging your cursor. Then, apply blanket formatting changes with Ctrl+1 or specific formats such as currency or date with Ctrl+Shift+$ / #.

The Alt key sequences like Alt + H, O, W and Alt + H, B, A are ideal for formatting headers or totals rows without navigating through menus. If you plan to work extensively on Pivot Tables, memorize these sequences.

Using keyboard shortcuts while creating a Pivot Table depends on how often you use a particular feature. Experiment with different shortcuts to find what works best for you.

Analyzing data when working with Pivot Tables is the topic of the next heading.

Excel Pivot Table Shortcuts for Analyzing Data

Excel users, rejoice! Have you heard of pivot tables? They save so much time when analyzing data! And get this – with some simple shortcuts, you can even speed up your workflow! In this section, I’ll show you the top Excel pivot table shortcuts. Sorting, filtering and summarizing pivot tables will be a breeze. Let’s supercharge your data analysis process!

Excel Pivot Table Shortcuts for Analyzing Data-The 5 Best Excel Pivot Table Shortcuts You Need to Know,

Image credits: by Yuval Woodhock

Keyboard Shortcuts for Sorting an Excel Pivot Table

As we promised, it’s time to learn about Keyboard Shortcuts for Sorting an Excel Pivot Table. You can make sorting out data a breeze with these shortcuts! Here are the top three:

  • Alt + D + S: Open the sort menu
  • Ctrl + Shift + L: Toggle filters on/off
  • Shift + Tab: Shift right one cell

Sorting a pivot table helps us get specific information from a dataset. With excel shortcuts, it’s simple and fast. Alt+D+S opens the sort window for easy sorting by columns. Moreover, Ctrl+Shift+L toggles filters on or off. This allows you to analyze relevant data quickly. And lastly, Shift+Tab moves one cell to the left – no need for the mouse!

Fun Fact: Microsoft Excel 2016 has around 10 distinct keyboard combinations. Most of these have popular shortcuts, but users don’t use them often. Let’s move on to “Keyboard Shortcuts for Filtering an Excel Pivot Table” to make your Excel navigation experience even better!

Keyboard Shortcuts for Filtering an Excel Pivot Table

Keyboard shortcuts can make working with Excel pivot tables more efficient. Alt + Down Arrow opens a filter drop-down menu for a selected cell. Use arrow keys to move through the options and press Enter to select your choice. Ctrl + Shift + L opens the filter dialog box.

Ctrl + Alt + L is another shortcut, which applies and removes filters on a selected column. Alt + Down Arrow followed by C clears all filters in a pivot table. Knowing these shortcuts saves time and streamlines data analysis.

Years ago, analysts had to use slower methods like clicking through menus or multiple clicking of mouse. Now, Keyboard Shortcuts make analyzing data much faster. Next, let’s discuss Keyboard Shortcuts for Summarizing an Excel Pivot Table.

Keyboard Shortcuts for Summarizing an Excel Pivot Table

Would you like to work more effectively on your Excel sheets? Try out some keyboard shortcuts such as Alt+N+V to open the “Values” dropdown or Control+A to select all cells in a worksheet. This can help data analysts reduce their workload and concentrate on essential summaries.

These shortcuts can automate repetitive tasks often encountered when calculating summary statistics. The benefits are clear: simplified calculations, highlighting changes and more!

But don’t forget, only use keyboard shortcuts if they genuinely make you more productive – if not, go back to your usual methods.

Now let’s look at Excel Pivot Table Shortcuts for Charting. These shortcuts can save time while analyzing data effectively. Here’s a few examples:

  • Alt+N+V: Opens the “Values” dropdown in the “PivotTable Fields” task pane.
  • Alt+N+C: Opens the “Column Labels” dropdown in the “PivotTable Fields” task pane.
  • Alt+N+R: Opens the “Row Labels” dropdown in the “PivotTable Fields” task pane.
  • Control+Z or Control+Y: Allow undo and redo operations, respectively, while summarizing data in Excel Pivot Table.
  • Control+A: Selects all cells in a worksheet, making it easy to select multiple cells without using your mouse.
  • Control+Shift+: Inserts a row above where you currently have selected, allowing you to analyze progress trends over time.

Excel Pivot Table Shortcuts for Charting

I’m a huge fan of Excel and always searching for new hacks to make my job easier. Let’s dive into the most helpful keyboard shortcuts for creating Excel pivot charts. Pivot charts are great for spotting data trends. Plus, you can use keyboard shortcuts to format them quickly and customize your chart with ease. Get these pivot table shortcuts under your belt and you’ll be charting like a pro soon!

Excel Pivot Table Shortcuts for Charting-The 5 Best Excel Pivot Table Shortcuts You Need to Know,

Image credits: by Joel Washington

Keyboard Shortcuts for Developing an Excel Pivot Chart

Developing an Excel Pivot Chart can be a pain. But, there are keyboard shortcuts that make it easier. Here are the top five:

  • Alt + F1: Creates a PivotChart on the same sheet as the PivotTable.
  • Alt + F11: Makes a new chart sheet for the PivotChart.
  • Alt + JTJ: Toggles between showing and hiding the field list.
  • Ctrl + W: Closes the active chart or dialog box.
  • F6: Switches between panes in a workbook.

These shortcuts save time and make exploring data simpler. They also make you more productive by avoiding menu selections. If you aren’t using them, you’re missing out.

The next section is about formatting an Excel Pivot Chart with shortcuts. With these, it’s easier than ever to create attractive charts.

Keyboard Shortcuts for Formatting an Excel Pivot Chart

Want to save time and effort while formatting an Excel Pivot Chart? Here are six essential shortcuts you should know!

  • Alt + F1: Create a new chart on the same worksheet as your pivot table.
  • F11: Create a new chart on a separate worksheet.
  • Ctrl + 1: Open the Format Chart dialog box.
  • Ctrl + Shift + Right Arrow: Select all data series in your chart.
  • Ctrl + Shift + Down Arrow: Select all categories in your chart.
  • Ctrl + C and Ctrl + V: Copy and paste formatting from one chart to another.

Using these shortcuts will speed up the process of creating informative visualizations. Mastering them will help you use pivot tables effectively. In the early days of Excel, users had to rely on menus and ribbons, but now there are dozens of shortcuts available for formatting pivot charts and many other Excel features. The next section of this article will take a closer look at keyboard shortcuts for managing data in Excel pivot tables.

Excel Pivot Table Shortcuts for Data Management

I’m a data analyst who uses Excel a lot. Pivot Tables are great for managing data. But with big datasets, it takes time to refresh data and narrow down to certain points. Keyboard shortcuts can help! Here are some of the best shortcuts for data management. Refreshing data, drilling down, and changing data sources – all faster with shortcuts. This can save you time and make Pivot Tables easier to use.

Excel Pivot Table Shortcuts for Data Management-The 5 Best Excel Pivot Table Shortcuts You Need to Know,

Image credits: by David Duncun

Keyboard Shortcuts for Refreshing Excel Pivot Table Data

Do you want to make your Excel Pivot Table more efficient? Learn 5 essential Keyboard Shortcuts for Refreshing Excel Pivot Table Data!

  • Refresh All Data: Alt+F5
  • Refresh Active Field: F5 or Ctrl+Alt+F5
  • Clear All Caches: Alt+A+R or Alt+F9
  • Clear Single Cache: Alt+J+C (For selected cache fields only)
  • Edit Connection Property Dialog Box: Alt+A+E (For editing connection properties)

To refresh all data in an active worksheet of a pivot table, use “Alt + F5“. To refresh one field within a pivot table, use “F5” or “Ctrl + Alt + F5“. To clear all current caches and obtain fresh data, use “Alt+A+R” or “Alt+F9“. To delete a single cache, select one cell within them and use “Alt+J+C“. To edit connection properties, use “Alt+A+E“.

Tips to help refresh your pivot table quickly:

  • Customize your Quick Access Toolbar in Excel to include these commands.
  • Assign macros to keyboard shortcuts to increase speed and productivity.

Keyboard Shortcuts for Drilling Down into Excel Pivot Table Data

Keyboard shortcuts are a great way to manage data in Excel pivot tables. They help you access and manipulate data quickly and easily, saving time and effort. Here are five top shortcuts for drilling down into Excel pivot table data:

  • Alt + Down Arrow – Expands a selected field.
  • Ctrl + Shift + Up/Down Arrow – Moves a field up or down.
  • Ctrl + Shift + Right/Left Arrow – Promotes or demotes a field.
  • Tab – Double-clicks on a cell, letting you drill down.
  • Alt + ; (semi-colon) – Selects visible cells only.

Let’s explore each of these shortcuts:

  • Alt + Down Arrow expands a selected field so more details appear.
  • Ctrl + Shift + Up/Down Arrow moves a field up or down in the table.
  • Ctrl + Shift + Right/Left Arrow promotes or demotes a field between rows and columns.
  • Tab performs the same function as double-clicking, allowing you to drill down into data.
  • Alt + ; (semi-colon) selects visible cells only within your selection.

Practice using these shortcuts regularly to become more efficient. Combining shortcuts can also help. With a bit of practice, you’ll be able to navigate pivot tables like a pro!

Keyboard Shortcuts for Changing the Data Source in Excel Pivot Tables

Manipulating Excel Pivot Tables data sources can be a long process. But, there are keyboard shortcuts to make it easier and faster. Here are three of the best ones:

  • Alt + D + P: This opens the PivotTable and PivotChart Wizard. Select “Back” and then “Finish” to change the data source.
  • Alt + F3: This brings up the Create Names dialog box. It lets you insert range names for your data source.
  • F11: This creates a new worksheet with a blank pivot table report.

These shortcuts can be a great time-saver when handling large datasets. You can also use drag and drop or the “PivotTable Options” menu.

Learning these shortcuts is key to increasing productivity when using Excel. Jane Smith, a financial analyst, was struggling with managing multiple pivot tables. She found these shortcuts, and now saves hours each week!

Five Facts About The 5 Best Excel Pivot Table Shortcuts You Need to Know:

  • ✅ Pivot tables are a powerful tool in Excel for analyzing and summarizing large amounts of data. (Source: Microsoft)
  • ✅ Keyboard shortcuts can significantly speed up your work with pivot tables. (Source: Excel Campus)
  • ✅ One of the most useful shortcuts is “Alt + Down Arrow”, which allows you to quickly filter data in a pivot table. (Source: Ablebits)
  • ✅ “Ctrl + Shift + L” is another helpful shortcut that instantly displays the filter dropdown menu. (Source: Excel Jet)
  • ✅ Learning and using pivot table shortcuts can save you a lot of time and effort in your data analysis tasks. (Source: Udemy)

FAQs about The 5 Best Excel Pivot Table Shortcuts You Need To Know

What are the 5 best Excel Pivot Table shortcuts you need to know?

Here are the five essential Excel Pivot Table shortcuts that you shouldn’t miss:

  1. Alt, N, V: Create a Pivot Table
  2. Alt, JT: Refresh a Pivot Table
  3. Alt, JTU: Update a Pivot Table
  4. Alt, JTU, R: Change the Pivot Table Data Range
  5. Ctrl, [ : Form a Pivot Table Group

How to create a Pivot Table in Excel?

You can create a Pivot Table in Excel by following these three steps:

  1. Select the range of cells that you want to summarize in a Pivot Table.
  2. On the Ribbon, click the Insert tab and then click the PivotTable button.
  3. In the Create PivotTable dialog box, choose the location for the Pivot Table and click OK.

What is the shortcut to refresh a Pivot Table in Excel?

The shortcut to refresh a Pivot Table in Excel is Alt, JT. This shortcut can save you time when you need to update your Pivot Table after adding, removing, or changing data in the source data range.

Can I change the data range of a Pivot Table using keyboard shortcuts?

Yes, you can change the data range of a Pivot Table using keyboard shortcuts. Here’s how:

  1. Select any cell within the Pivot Table.
  2. Press Alt, JTU to open the PivotTable Wizard.
  3. Press R to go to the Data Range field.
  4. Modify the range as required, and press Enter.
  5. Click OK to close the PivotTable Wizard.

What is the shortcut to group data in a Pivot Table?

The shortcut to group data in a Pivot Table is Ctrl + [. This shortcut can save you time and help you organize your data in a more efficient way.

How can I update the data in my Pivot Table?

You can update the data in your Pivot Table by following these two steps:

  1. Make the necessary changes to the source data.
  2. Press Alt, JTU to update the Pivot Table.