Excel Pivot Table Shortcut: A Quick Guide to Streamline Your Data Analysis

Understanding Excel Pivot Table Shortcuts

Excel Pivot Tables are powerful tools for data analysis, but they can be time-consuming to set up and manipulate. That’s where Excel Pivot Table shortcuts come in handy. Using keyboard shortcuts can help you save time and streamline your workflow. In this section, we will explore some of the most useful Excel Pivot Table shortcuts and how to use them effectively.

Excel Pivot Table Keyboard Shortcuts

Keyboard shortcuts are a quick and easy way to navigate and manipulate Excel Pivot Tables. Here are some of the most useful Excel Pivot Table keyboard shortcuts:

Shortcut	Description
Alt + N + V + T	Create a Pivot Table
Alt + ↓	Open the filter drop-down menu
Alt + =	Insert a Sum function
Ctrl + Shift + %	Format as a percentage
Ctrl + Shift + $	Format as currency

Other Excel Pivot Table Shortcuts

In addition to keyboard shortcuts, there are other shortcuts you can use to work more efficiently with Excel Pivot Tables. Here are a few examples:

• Double-click a cell to create a new Pivot Table with that cell as the starting point.
• Right-click a Pivot Table to access a menu of options, including Refresh and PivotTable Options.
• Use the Tab key to move between fields in the Pivot Table Field List.

Tips for Using Excel Pivot Table Shortcuts

To make the most of Excel Pivot Table shortcuts, here are a few tips to keep in mind:

• Practice using the shortcuts until they become second nature.
• Customize the keyboard shortcuts to fit your workflow.
• Use a combination of keyboard shortcuts and mouse clicks to work more efficiently.
• Keep a list of your favorite shortcuts handy for quick reference.

In conclusion, Excel Pivot Table shortcuts are a valuable tool for anyone who works with data in Excel. By using these shortcuts, you can save time and streamline your workflow, allowing you to focus on analyzing your data rather than manipulating it.

Creating a Pivot Table

Creating a pivot table in Excel can be done in a few simple steps. Here’s how:

1. First, select the data you want to use for your pivot table. You can select the entire range of data, or just a portion of it.

2. Next, go to the “Insert” tab on the ribbon and click on “PivotTable.” Alternatively, you can use the keyboard shortcut Alt + N + V to open the “Insert PivotTable” dialog box.

3. In the “Create PivotTable” dialog box, make sure the “Select a table or range” option is selected. Then, select the range of data you want to use for your pivot table.

4. Choose where you want your pivot table to be placed. You can either create a new worksheet or place it in an existing one.

5. Click “OK” to create your pivot table.

Alternatively, you can use the keyboard shortcut Alt + N + V + T to create a new pivot table in a new worksheet.

Table

Here’s a table summarizing the steps to create a pivot table in Excel:

Step	Action
1	Select the data you want to use for your pivot table
2	Go to the “Insert” tab and click on “PivotTable” or use the keyboard shortcut Alt + N + V
3	In the “Create PivotTable” dialog box, select the range of data you want to use for your pivot table
4	Choose where you want your pivot table to be placed
5	Click “OK” to create your pivot table or use the keyboard shortcut Alt + N + V + T to create a new pivot table in a new worksheet

Creating a pivot table is a simple and powerful way to analyze your data in Excel. With just a few clicks, you can create a summary of your data that can be easily manipulated and analyzed. Whether you’re a beginner or an advanced user, pivot tables are a valuable tool to have in your Excel toolbox.

Navigating Through Pivot Tables

When working with pivot tables, it is important to be able to navigate through them quickly and efficiently. This can be done using a combination of keyboard shortcuts and mouse actions.

Keyboard Shortcuts

There are several keyboard shortcuts that can be used to navigate through pivot tables. These include:

• Alt + N + V + P: Opens the PivotTable Field List.
• Alt + N + V + T: Opens the Create PivotTable dialog box.
• Alt + Down Arrow: Opens the drop-down menu for the active cell.
• Arrow Keys: Moves the active cell up, down, left, or right.
• Tab: Moves the active cell to the next cell to the right.
• Shift + Tab: Moves the active cell to the next cell to the left.
• Page Up: Scrolls the pivot table up one page.
• Page Down: Scrolls the pivot table down one page.

Mouse Actions

In addition to keyboard shortcuts, mouse actions can also be used to navigate through pivot tables. These include:

• Clicking on a cell: Selects the cell and highlights it.
• Double-clicking on a cell: Opens the Field Settings dialog box for the selected cell.
• Right-clicking on a cell: Opens the context menu for the selected cell.
• Clicking and dragging on a cell: Selects multiple cells.

Table of Pivot Table Navigation Shortcuts

Shortcut	Function
Alt + N + V + P	Opens the PivotTable Field List
Alt + N + V + T	Opens the Create PivotTable dialog box
Alt + Down Arrow	Opens the drop-down menu for the active cell
Arrow Keys	Moves the active cell up, down, left, or right
Tab	Moves the active cell to the next cell to the right
Shift + Tab	Moves the active cell to the next cell to the left
Page Up	Scrolls the pivot table up one page
Page Down	Scrolls the pivot table down one page

Navigating through pivot tables can be done quickly and efficiently using a combination of keyboard shortcuts and mouse actions. By utilizing these shortcuts, you can save time and streamline your data analysis process.

Manipulating Pivot Table Fields

When working with pivot tables, it is essential to know how to manipulate fields to get the desired results. Fields are the columns in your data that you want to summarize in your pivot table. Here are some ways to manipulate pivot table fields:

Adding and Removing Fields

To add a field to your pivot table, you can drag and drop it from the field list to the appropriate area in the pivot table. Alternatively, you can select the cell in the pivot table where you want to add the field and then use the “Field List” to add the field. To remove a field, simply drag it out of the pivot table or uncheck it in the “Field List.”

Rearranging Fields

You can rearrange fields in your pivot table by dragging them to a new location. For example, if you want to move a row field to the column area, simply drag it there. You can also change the order of fields by dragging them up or down in the “Row Labels” or “Column Labels” areas.

Filtering Fields

You can filter fields in your pivot table to show only the data you want to see. To filter a field, click on the drop-down arrow next to the field name in the “Row Labels” or “Column Labels” area. Then, select the data you want to display in your pivot table.

Grouping Fields

You can group fields in your pivot table to summarize data in a more meaningful way. For example, you can group dates by month or year to see trends over time. To group fields, select the cells you want to group and then right-click and select “Group.” You can then choose the grouping options you want.

Using Keyboard Shortcuts

Keyboard shortcuts can save you time when manipulating pivot table fields. For example, you can use “Alt + down arrow” to open the field list for the active cell. You can then use the arrow keys to select the field you want to add and press “Enter” to add it to the pivot table.

Here is a table summarizing some of the most useful keyboard shortcuts for manipulating pivot table fields:

Shortcut	Function
Alt + down arrow	Open the field list for the active cell
Alt + up arrow	Move the selected field up in the “Row Labels” or “Column Labels” area
Alt + down arrow	Move the selected field down in the “Row Labels” or “Column Labels” area
Alt + left arrow	Move the selected field to the left in the “Values” area
Alt + right arrow	Move the selected field to the right in the “Values” area

By mastering these techniques, you can quickly and easily manipulate pivot table fields to get the insights you need from your data.

Grouping and Ungrouping Data

Excel Pivot Tables allow you to group and ungroup data in a variety of ways. Grouping data can help you to better organize and analyze your data, while ungrouping data can help you to view individual data points more clearly. Here’s how to do it:

Grouping Data

To group data in a Pivot Table, follow these steps:

1. Select the data you want to group.
2. Click the “PivotTable Analyze” tab.
3. Click the “Group” button.
4. Choose how you want to group the data (by rows, columns, or both).
5. Name your group.

Alternatively, you can use the automatic grouping process to group data. To do this, simply right-click on the data you want to group and select “Group”. Excel will automatically group the data based on the selected range.

Ungrouping Data

To ungroup data in a Pivot Table, follow these steps:

1. Select the data that has been grouped.
2. Click the “PivotTable Analyze” tab.
3. Click the “Ungroup” button.
4. Choose whether you want to ungroup rows, columns, or both.

You can also use keyboard shortcuts to ungroup data. To ungroup rows, press “Alt + Shift + Right Arrow”. To ungroup columns, press “Alt + Shift + Left Arrow”.

Group/Ungroup Selected Pivot Table Items

You can also group or ungroup selected Pivot Table items. To do this, follow these steps:

1. Select the items you want to group or ungroup.
2. Right-click on the selected items.
3. Choose “Group” or “Ungroup” from the context menu.

Table

Action	Steps
Group Data	1. Select data to group. 2. Click “PivotTable Analyze” tab. 3. Click “Group” button. 4. Choose how to group data. 5. Name group.
Ungroup Data	1. Select grouped data. 2. Click “PivotTable Analyze” tab. 3. Click “Ungroup” button. 4. Choose rows, columns, or both.
Group/Ungroup Selected Items	1. Select items to group or ungroup. 2. Right-click on selected items. 3. Choose “Group” or “Ungroup”.

With these steps, you can easily group and ungroup data in an Excel Pivot Table. Whether you’re analyzing sales data, financial data, or any other type of data, grouping and ungrouping can help you to better organize and understand your data.

Inserting and Managing Pivot Charts

Pivot charts are a great way to visualize and analyze data from pivot tables. With just a few clicks, you can create a chart that summarizes your data and helps you identify trends and patterns. Here’s how to insert and manage pivot charts in Excel using shortcut keys.

To insert a pivot chart, follow these steps:

1. Select any cell in the pivot table.
2. Press Alt + F1.
3. Excel will create a pivot chart on a new chart sheet.

Alternatively, you can create an embedded pivot chart on the same sheet as the pivot table:

1. Select any cell in the pivot table.
2. Press Alt + F1.
3. Excel will create a pivot chart on the same sheet as the pivot table.

Once you have inserted a pivot chart, you can manage it using the following shortcut keys:

Shortcut Key	Function
Alt + F1	Create a pivot chart on a new chart sheet
F11	Create a pivot chart on the same sheet as the pivot table
Alt + Shift + Right Arrow	Group selected pivot table items
Alt + Shift + Left Arrow	Ungroup selected pivot table items

You can also use the following techniques to manage pivot charts:

• Resize and move the chart by clicking and dragging its borders.
• Change the chart type by selecting the chart and clicking the Design tab on the ribbon.
• Customize the chart by selecting the chart and clicking the Format tab on the ribbon.

In summary, inserting and managing pivot charts in Excel is easy and can help you gain insights into your data. Use the shortcut keys and techniques described above to create and customize your pivot charts quickly and efficiently.

Conclusion

In this section, you learned how to insert and manage pivot charts in Excel using shortcut keys and other techniques. With these skills, you can create charts that summarize your data and help you identify trends and patterns.

Utilizing Filters in Pivot Tables

Filters are a powerful tool in Excel pivot tables that allow you to easily sort and analyze large amounts of data. By using filters, you can quickly narrow down your data to specific subsets, making it easier to identify trends and patterns. In this section, we’ll explore how to use filters in pivot tables to get the most out of your data.

Adding Filters to a Pivot Table

To add a filter to your pivot table, simply click on the drop-down arrow next to the field you want to filter by. This will bring up a menu of filter options, including filter fields, filter options, and filtering. You can then select the options that best suit your needs.

Filter Fields

Filter fields allow you to choose which fields to include or exclude in your pivot table. This can be particularly useful when dealing with large datasets, as it allows you to focus on the most relevant information. You can select multiple fields to filter by, and you can also use the search bar to quickly find the field you’re looking for.

Filter Options

Filter options allow you to choose how to filter your data. You can filter by specific values, by dates, or by using a custom filter. When filtering by specific values, you can choose to include or exclude certain values, and you can also use the search bar to find specific values. When filtering by dates, you can choose to filter by a specific date range, or you can use the built-in date filters to quickly filter by day, week, month, or year.

Filtering

Filtering allows you to further refine your data by hiding or showing certain items. You can filter by selection to display or hide selected items only, or you can turn filtering options on or off to quickly toggle between different filter settings. You can also use a report filter to filter items, or show the top or bottom 10 items.

Table: Pivot Table Filter Shortcuts

Shortcut	Description
Alt + Down Arrow	Open the filter drop-down
Ctrl + Shift + L	Apply or remove a filter
Alt + A + F + F	Open the filter dialog box
Alt + A + F + C	Clear all filters
Alt + A + F + S	Sort the filtered data
Alt + A + F + O	Filter by color
Alt + A + F + E	Filter by values
Alt + A + F + D	Filter by date
Alt + A + F + T	Filter by top 10
Alt + A + F + B	Filter by bottom 10

By utilizing filters in pivot tables, you can easily sort and analyze large amounts of data. By selecting the appropriate filter fields, filter options, and filtering settings, you can quickly narrow down your data to specific subsets, making it easier to identify trends and patterns. With the help of the table above, you can also use pivot table filter shortcuts to save time and increase your productivity.

Working with Calculated Fields and Items

In Excel Pivot Tables, you can create calculated fields and items to perform calculations on the data. A calculated field is a new field that you create by using an existing field in the Pivot Table. A calculated item is a new item that you create by using existing items in a Pivot Table field.

To create a calculated field, follow these steps:

1. Click on any cell in the Pivot Table.
2. Go to the “PivotTable Analyze” tab on the ribbon.
3. Click on “Fields, Items, & Sets” and select “Calculated Field”.
4. In the “Name” box, type a name for the calculated field.
5. In the “Formula” box, type the formula for the calculated field. You can use any Excel formula, including functions and operators.
6. Click “OK” to create the calculated field.

To create a calculated item, follow these steps:

1. Click on any cell in the Pivot Table.
2. Go to the “PivotTable Analyze” tab on the ribbon.
3. Click on “Fields, Items, & Sets” and select “Calculated Item”.
4. In the “Name” box, type a name for the calculated item.
5. In the “Formula” box, type the formula for the calculated item. You can use any Excel formula, including functions and operators.
6. Select the field that you want to add the calculated item to.
7. Click “OK” to create the calculated item.

One thing to keep in mind when working with calculated fields and items is that they are not part of the original data source. This means that if you refresh the Pivot Table or change the data source, you will need to recreate the calculated fields and items.

Example of a Calculated Field

Suppose you have a Pivot Table that shows the sales data for different regions and products. You want to calculate the total sales for each region and product. To do this, you can create a calculated field using the “SUM” function.

Region	Product	Sales
East	A	$100
East	B	$200
West	A	$150
West	B	$250

To create the calculated field, follow these steps:

1. Click on any cell in the Pivot Table.
2. Go to the “PivotTable Analyze” tab on the ribbon.
3. Click on “Fields, Items, & Sets” and select “Calculated Field”.
4. In the “Name” box, type “Total Sales”.
5. In the “Formula” box, type “=SUM(Sales)”.
6. Click “OK” to create the calculated field.

The Pivot Table will now show the total sales for each region and product.

Region	Product	Sales
East	A	$100
East	B	$200
West	A	$150
West	B	$250
	Total	$700

Example of a Calculated Item

Suppose you have a Pivot Table that shows the sales data for different regions and products. You want to calculate the total sales for each region and also show the percentage of total sales for each product. To do this, you can create a calculated item using the “SUM” and “DIVIDE” functions.

Region	Product	Sales
East	A	$100
East	B	$200
West	A	$150
West	B	$250

To create the calculated item, follow these steps:

1. Click on any cell in the Pivot Table.
2. Go to the “PivotTable Analyze” tab on the ribbon.
3. Click on “Fields, Items, & Sets” and select “Calculated Item”.
4. In the “Name” box, type “Percent of Total Sales”.
5. In the “Formula” box, type “=DIVIDE(Sales,SUM(Sales))”.
6. Select the “Product” field.
7. Click “OK” to create the calculated item.

The Pivot Table will now show the total sales for each region and the percentage of total sales for each product.

Region	Product	Sales
East	A	$100
East	B	$200
West	A	$150
West	B	$250
	Total	$700

Selecting and Hiding Pivot Table Items

When working with pivot tables in Excel, it is often necessary to select and hide specific items. Here are some tips and shortcuts to make this process easier:

Selecting Pivot Table Items

To select a single item in a pivot table, simply click on it. To select multiple items, hold down the Ctrl key and click on each item. To select a range of items, click on the first item, hold down the Shift key, and click on the last item.

If you want to select all the items in a pivot table, click on any cell in the pivot table and use the shortcut Ctrl + A. Alternatively, you can use the shortcut Alt + JT + A + A to select the entire pivot table, including report filters.

Hiding Pivot Table Items

To hide a selected pivot table item, right-click on it and select “Hide”. Alternatively, you can use the keyboard shortcut Ctrl + -. This will exclude the selected item from the pivot table.

To hide multiple items at once, select them and then use the same shortcut Ctrl + -. To unhide a hidden item, simply select the cell or cells where the item should appear and press Ctrl + Shift + =.

Table of Pivot Table Selection and Hiding Shortcuts

Here is a table summarizing the various shortcuts for selecting and hiding pivot table items:

Action	Shortcut
Select a single item	Click on it
Select multiple items	Hold down Ctrl and click on each item
Select a range of items	Click on the first item, hold down Shift, and click on the last item
Select the entire pivot table	Ctrl + A or Alt + JT + A + A
Hide a selected item	Right-click on it and select “Hide” or Ctrl + –
Hide multiple items	Select them and then use Ctrl + –
Unhide a hidden item	Select the cell or cells where the item should appear and press Ctrl + Shift + =

By using these shortcuts, you can quickly and easily select and hide pivot table items in Excel.

Summarizing Data in Pivot Tables

One of the most powerful features of Excel Pivot Tables is the ability to summarize large amounts of data into meaningful insights. By summarizing data, you can quickly identify trends, patterns, and outliers in your data. In this section, we’ll explore how to summarize data in Pivot Tables.

Columns

Columns in Pivot Tables are used to group data based on a specific category. For example, if you’re working with sales data, you might group your data by region, product, or salesperson. To add a column to your Pivot Table, simply drag the desired column to the “Columns” field in the PivotTable Fields pane.

Values

Values in Pivot Tables are used to perform calculations on your data. For example, you might want to sum the total sales for each region, or calculate the average sales per salesperson. To add a value to your Pivot Table, simply drag the desired column to the “Values” field in the PivotTable Fields pane.

Summarizing Data

Once you’ve added your columns and values to your Pivot Table, you can begin summarizing your data. Excel offers several built-in functions for summarizing data, including sum, count, average, and more. To summarize your data, simply drag the desired value to the “Values” field in the PivotTable Fields pane, and select the desired function from the drop-down menu.

Example

Region	Total Sales
East	$10,000
West	$15,000
North	$5,000
South	$20,000

In the example above, we’ve grouped our sales data by region, and added a value to calculate the total sales for each region. By using the sum function, we can quickly see that the South region had the highest total sales.

Conclusion

Summarizing data in Pivot Tables is an essential skill for anyone working with large amounts of data. By using columns and values, you can group and calculate your data in meaningful ways, and quickly identify trends and patterns. With a little practice, you’ll be able to create Pivot Tables that provide powerful insights into your data.

Expanding and Collapsing Data

Excel Pivot Tables allow you to quickly summarize and analyze large data sets. One of the most useful features of Pivot Tables is the ability to expand and collapse data to view different levels of detail.

To expand a row or column, simply click on the plus sign (+) next to it. This will reveal the next level of detail for that field. You can also use the keyboard shortcut Shift + Scroll Up to expand all rows at once. To collapse a row or column, click on the minus sign (-) next to it or use the keyboard shortcut Shift + Scroll Down to collapse all rows at once.

When expanding or collapsing data in a Pivot Table, it’s important to keep in mind that the subtotals and grand totals will adjust accordingly. For example, if you expand a row to view more detail, the subtotal for that row will change to reflect the new data.

Here’s a table summarizing the different ways to expand and collapse data in a Pivot Table:

Action	Method
Expand a row or column	Click on the plus sign (+) next to it or use Shift + Scroll Up
Collapse a row or column	Click on the minus sign (-) next to it or use Shift + Scroll Down
Expand all rows	Use Shift + Scroll Up
Collapse all rows	Use Shift + Scroll Down

Using these shortcuts can save you time when working with large data sets in Excel. By quickly expanding and collapsing data, you can easily analyze different levels of detail and gain insights into your data.

Additional Excel Shortcuts

In addition to the Excel Pivot Table shortcuts mentioned earlier, there are many other keyboard shortcuts that can help you work more efficiently in Excel. Here are some of the most useful Excel shortcuts to know:

Navigation Shortcuts

• Ctrl + Arrow Keys: Move to the last cell in a row or column with data
• Ctrl + Home: Move to the top left cell of the worksheet
• Ctrl + End: Move to the last cell of the worksheet that has data
• Shift + Arrow Keys: Select cells in a range
• Ctrl + A: Select all cells in the current worksheet
• Space: Select the entire row of the active cell

Formatting Shortcuts

• Ctrl + B: Bold text
• Ctrl + I: Italicize text
• Ctrl + U: Underline text
• Ctrl + Shift + L: Toggle filters

Other Useful Shortcuts

• Alt + D + F + F: Open the “Save As” dialog box
• F11: Create a new chart on a separate sheet
• Ctrl + Shift + ;: Insert the current date into a cell
• Ctrl + ;: Insert the current time into a cell

Using these Excel shortcuts can help you save time and work more efficiently. Here’s a table summarizing some of the most useful Excel shortcuts:

Shortcut	Description
Ctrl + Arrow Keys	Move to last cell in row/column with data
Ctrl + Home	Move to top left cell of worksheet
Ctrl + End	Move to last cell with data in worksheet
Shift + Arrow Keys	Select cells in range
Ctrl + A	Select all cells in current worksheet
Space	Select entire row of active cell
Ctrl + B	Bold text
Ctrl + I	Italicize text
Ctrl + U	Underline text
Ctrl + Shift + L	Toggle filters
Alt + D + F + F	Open “Save As” dialog box
F11	Create new chart on separate sheet
Ctrl + Shift + ;	Insert current date into cell
Ctrl + ;	Insert current time into cell

Incorporating these shortcuts into your Excel workflow can help you work more efficiently and save time.

Learning More About Excel Pivot Tables

If you want to learn more about Excel Pivot Tables, there are many resources available to you. Whether you prefer self-paced online courses or instructor-led training, there are options to suit your learning style and level of expertise.

One great resource for learning more about Excel Pivot Tables is Avantix Learning. They offer a variety of Excel courses, including Pivot Tables, at different levels. Their courses cover topics such as Excel Flash Fill tricks, converting text to numbers in Excel, and working with blank rows. You can choose from virtual classroom format, downtown Toronto location, or onsite training.

Another option is to explore the resources available from Microsoft Corporation. They offer a range of training options, including free online courses and instructor-led courses. You can also access their searchable knowledge base to find answers to specific questions.

When it comes to learning about Excel Pivot Table shortcuts, there are many cheat sheets and guides available online. For example, one common shortcut is Alt + N + V + T, which opens the “PivotTable from table or range” dialog box. You can also use the shortcut Alt + F5 to refresh a Pivot Table.

To help you get started with Excel Pivot Tables, here is a table summarizing some of the key features and functions:

Feature/Function	Description
Rows	The field that defines the rows in the Pivot Table
Columns	The field that defines the columns in the Pivot Table
Values	The field that defines the values to be summarized in the Pivot Table
Filters	The field that defines the filters to be applied to the Pivot Table
Grouping	The ability to group data in the Pivot Table by specific criteria
Calculated Fields	The ability to create custom calculations based on the data in the Pivot Table

By learning more about Excel Pivot Tables and the various shortcuts and functions available, you can become more efficient and effective in your data analysis tasks.