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Written by Jacky Chou

The 5 Best Excel Pivot Table Shortcuts You Need To Know

Key Takeaway:

  • Using keyboard shortcuts allows for quicker and more efficient navigation when working with Excel pivot tables. Shortcut 1 involves using arrow keys and tab to move around the pivot table, while Shortcut 2 involves using the context menu to customize how data is displayed within the pivot table.
  • Grouping dates in pivot tables is a useful shortcut that can help organize data, especially when working with large sets of time-based information. Shortcut 3 explains how to group dates in a pivot table, making it easier to understand trends and patterns.
  • Slicers are a powerful tool that allow for filtering and sorting data within a pivot table quickly and easily. Shortcut 4 details how to use slicers to filter data based on specific criteria.

Key Takeaway:

  • Creating calculated fields in pivot tables can save significant amounts of time when manipulating data within the table. Shortcut 5 explains how to create calculated fields easily and efficiently.
  • Mastering the top 5 Excel pivot table shortcuts can help users work with data more effectively and efficiently, especially when working with large or complex data sets.
  • By taking advantage of shortcuts such as keyboard navigation, show values as, grouping dates, filtering with slicers, and creating calculated fields, Excel users can streamline the data analysis process and save valuable time.

Do you want to become an Excel pivot table power user? Unlock the hidden potential of your data with these easy-to-use shortcuts. Mastering these will help you quickly transform your data into eye-catching visualizations. You won’t believe how simple they are!

The 5 Best Excel Pivot Table Shortcuts

To be a master of Excel Pivot Tables, use five shortcuts. These are:

  1. Keyboard Navigation
  2. Show Values As
  3. Group Dates
  4. Filtering with Slicers
  5. Creating Calculated Fields

With these tricks, you can work faster and better with Pivot Tables.

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

Image credits: chouprojects.com by Adam Arnold

Shortcut 1: Keyboard Navigation

Simplify Your Pivot Table Work with Keyboard Movements

Use the following steps to master the ‘Simplify Your Pivot Table Work with Keyboard Movements’ shortcut:

  1. Highlight data fields that require calculation.
  2. Press ‘Alt + D’ and select ‘P’, then hit ‘Enter’.
  3. Click ‘Alt + V’ followed by a keyboard’s left arrow twice, then click on any pivot table field.
  4. Select ‘Alt + A+A+D’ sequentially for corresponding options, then hit ‘Tab’ thrice and select Ok.
  5. A result set will appear immediately once completed correctly. Use a combination of keys such as Tab or arrow keys for navigation.”

This tool is essential for data analysts or personnel seeking to save time while managing pivot tables. It enables users to accomplish their goals without using their mouse.

By simplifying the steps involved in editing pivot tables, this shortcut helps professionals work effectively in less time, reducing stress levels associated with long hours of spreadsheet-related work.

Here are some additional tips on how you can improve your use of shortcuts within Excel:

  • Customize shortcuts according to what works best for you.
  • Use intuitive mnemonics to remember complex keystrokes.
  • Create reference cards outlining all the shortcuts.

Take advantage of these tips and employ a strategy that caters to your needs, optimizing Excel and freeing up more time in no time. Transforming your data never felt so good – the Show Values As shortcut is here to bring sexy back to your pivot tables.

Shortcut 2: Show Values As

When manipulating data in Excel Pivot Tables, it’s essential to know how to display values accurately. The ‘Express Numerical Data As’ function allows for a variety of options to display data.

Shortcut 2: Express Numerical Data As
OptionDescription
SumDisplay the selected numerical data as the sum of the values
% of Grand TotalShow percentage values relative to all data points in the table
Running Total InShow the cumulative sum or running total of numerical values across rows or columns
Rank Largest To SmallestAssign a ranking number based on ascending order from the largest numerical value

It’s crucial to note that while numerous display options are available, selecting an option above should be done with careful consideration so as not to distort your genuine business insights.

Did you know that numerical analysis and forecasting have been used for centuries? Ancient civilizations once kept meticulous records of harvest yields, rainfall levels, and cattle herds, making predictions each year based on their trends over time.

Grouping dates in Excel Pivot Tables may save you time, but it won’t make your weekends any longer.

Shortcut 3: Group Dates

In Excel, group dates is an essential shortcut for data management and analysis. Here’s how to create date groups in Pivot Tables effortlessly.

  1. Select a cell containing dates, right-click and select Group.
  2. Choose the preferred grouping interval; starting from Days, Months, Quarters or Years.
  3. The date ranges will populate automatically with group headers labeled accordingly.
  4. To facilitate interaction and visibility, customise by renaming the grouping title from Field Settings > Date Options.
  5. Finally, refresh the table after updating the source data range.

To avoid overwhelming tables with numerous fields, including newly created date groups – it’s advised to collapse or expand fields as appropriate before clients’ use.

Have in mind that there might be some discrepancies with grouped dates in certain versions of Microsoft Excel. Thus conducting necessary tests on a small subset of the data before applying it on larger datasets helps minimise errors.

It was not until Excel 2007 was released that pivot tables incorporated organizing dates functionality within their features scope.

When it comes to filtering with Slicers in Pivot Tables, forget Tinder – Excel has got all the options you need.

Shortcut 4: Filtering with Slicers

Filter your Pivot Table like a pro with this effective technique. Utilize the power of Slicers to filter and summarize large datasets in no time.

  1. Step 1: Select the PivotTable and go to the ‘Insert’ tab.
  2. Step 2: Click on ‘Slicer’ from the ‘Filter’ group.
  3. Step 3: Select the fields you want to add as Slicers from the pop-up window and click OK.

Maximize your efficiency by utilizing additional Slicer functionalities such as customizing formatting or syncing multiple PivotTables with a single Slicer.

Don’t miss out on the potential of Slicers to take your data summarization game up a notch! Try it out today and experience its benefits firsthand. Who needs a calculator when you can create calculated fields in Excel? Shortcut 5 has got you covered.

Shortcut 5: Creating Calculated Fields

When working on Excel Pivot Tables, it’s essential to know how to create calculated fields. This function is crucial in creating additional value to your data and pulling insights from your spreadsheet.

To Create Calculated Fields:

  1. Select the cell where you want the calculated field output.
  2. Click on the ‘Pivot Table Analyze’ tab and click ‘Fields, Items & Sets’.
  3. In the dropdown menu, select ‘Calculated Field’.
  4. Name the field.
  5. Input the calculation formula using formulas and operators you are familiar with like ‘+’ or ‘-‘.

It’s important to note that this feature is limited to adding only simple formulas that do not require complex logical or statistical functions.

When adding calculated fields, make sure to consider its impact on your data accuracy critically.

Calculated fields also enable users to customize reports and combine values from different columns for better analysis.

Did you know? The capability of adding a calculated field on pivot tables was added in Excel 2010 version onwards!

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

  • ✅ Excel Pivot Tables are a powerful tool for analyzing and summarizing large amounts of data quickly and easily. (Source: Microsoft)
  • ✅ Pivot Tables allow you to group and analyze data by different categories, such as dates, times, and regions. (Source: Exceljet)
  • ✅ The Ctrl + A shortcut selects the entire Pivot Table, while the Ctrl + D shortcut applies the same formatting to multiple cells at once. (Source: Ablebits)
  • ✅ The Ctrl + E shortcut opens the Pivot Table filter, allowing you to quickly filter and sort data. (Source: Excel Campus)
  • ✅ The Ctrl + Shift + L shortcut creates a slicer, which is a powerful visual filtering tool for Pivot Tables. (Source: Excel University)

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?

Excel pivot tables are powerful tools for analyzing data, but can be tedious and time-consuming to use. Here are the 5 best shortcuts to help make pivot table analysis faster and easier:

  1. Ctrl + Shift + L: Quickly create a pivot table from selected data
  2. Alt + D + P: Open the pivot table wizard for more advanced options
  3. Alt + ↓ or ↑: Move between pivot table items
  4. Alt + J + T + F: Add a filter to a pivot table field
  5. Alt + ↓ or ↑: Expand or collapse pivot table items

How do I use Ctrl + Shift + L to create a pivot table?

Simply select the data you want to analyze, then press Ctrl + Shift + L. Excel will automatically create a pivot table on a new sheet, using the selected data as the pivot table’s source. From there, you can drag and drop fields to create your pivot table analysis.

What advanced options can I access with Alt + D + P?

The Alt + D + P shortcut opens the pivot table wizard, which provides several advanced options for customizing your pivot table analysis. Some of the options include:

  • Choosing the data source for the pivot table
  • Defining a custom calculation for pivot table data
  • Managing the layout and formatting of the pivot table

How do I add a filter to a pivot table field using Alt + J + T + F?

First, select the cell within the pivot table you want to filter. Then, press Alt + J + T + F. This will open the filter options for that field, allowing you to choose which data to show or hide within the pivot table.

Can I use Alt + ↓ or ↑ to move between pivot table fields?

No, Alt + ↓ or ↑ should only be used to expand or collapse pivot table items. To move between pivot table fields, simply press Tab or Shift + Tab.

How do I expand or collapse pivot table items with Alt + ↓ or ↑?

Simply select the cell containing the pivot table item you want to expand or collapse, then press Alt + ↓ or ↑. This will toggle the visibility of any sub-items within the selected pivot table item.

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