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Written by Jacky Chou

7 Pivot Table Shortcuts In Excel To Save You Time

Key Takeaway:

  • Creating pivot tables in Excel can be time-consuming, but using shortcuts can save you time and effort. Use shortcut 1 to quickly create a pivot table without having to format the data.
  • Sorting and filtering data is a crucial part of working with pivot tables. Shortcut 2 allows you to quickly sort or filter your data with just a few clicks.
  • Pivot table styles and layouts can improve the look and feel of your data. Shortcut 3 allows you to quickly apply different styles and layouts to your pivot table.
  • Creating calculated fields is an important feature of pivot tables. Shortcut 4 lets you create calculated fields without having to write formulas manually.
  • Grouping data is a powerful way to summarize your data. Shortcut 5 lets you group data quickly and easily, giving you better insights into your data.
  • Drilling down to source data is important if you need to analyze your data in more detail. Shortcut 6 lets you quickly access your source data without having to leave your pivot table.
  • Saving and updating your pivot tables is crucial to ensure you have the most up-to-date data. Shortcut 7 lets you quickly update your pivot table with new data.

Save time and maximize efficiency with these 7 pivot table shortcuts in Excel. You don’t need to be an excel expert to make the most of your data, put these shortcuts to use and ease your data analysis!

7 Pivot Table Shortcuts in Excel to Save You Time

Save time while working with Pivot Tables in Excel! Learn 7 Pivot Table shortcuts. Create a Pivot Table, filter and sort data, use Pivot Table styles and layouts, create calculated fields, group data, drill down to source data, and save and update Pivot Tables. All this will help you work more efficiently!

7 Pivot Table Shortcuts in Excel to Save You Time-7 Pivot Table Shortcuts in Excel to Save You Time,

Image credits: by James Washington

Shortcut 1: Creating a Pivot Table

When it comes to quickly analyzing data, Shortcut 1 in Excel is a commonly used tool. Follow this simple guide to create a Pivot Table effortlessly and have your data organized in no time.

  1. Select the entire table range that you want to use for your Pivot Table
  2. Navigate to ‘Insert’ tab and select ‘PivotTable’
  3. The ‘Create PivotTable’ dialogue will appear, make sure the range is correct then click OK
  4. Drag and drop the fields you want into their respective areas (Rows, Columns, Values)
  5. Finally, rearrange or format your table as needed

Make sure to leverage this powerful tool in Excel to analyze large sets of data with ease.

In addition to creating a Pivot Table, it’s important to note that you can also customize the layout and values by using filters, timelines, calculated fields, and more.

I had a colleague who was able to save countless hours by mastering pivot tables in Excel. His ability to understand data trends helped him provide invaluable insights that led our team to make smarter decisions – all thanks to the power of Pivot Tables!

Don’t let your data play hard to get, filter and sort with ease using these Excel pivot table shortcuts.

Shortcut 2: Filtering and Sorting Data

Filter and sort data with ease using Pivot Table shortcuts in Excel. Here’s how:

  1. Select the Pivot Table column you want to filter or sort
  2. Right-click and select “Filter” for filtering options
  3. Select “Sort A to Z” or “Sort Z to A” for sorting options
  4. Use the arrow buttons at the bottom of the filter drop-down menu to scroll through options
  5. Click “OK” to apply changes

Maximize your filtering and sorting capabilities without wasting time by adapting this shortcut today. For more efficient Pivot table handling, read on.

Take advantage of advanced filtering tools like Slicers and Timelines, allowing you to organize data much quicker, depending on your specific needs.

Pro Tip: In addition to Point 2, learn how to customize filters by selecting specific filters like text filters and date filters from the drop-down menu for a more precise approach towards analyzing data with Microsoft Excel’s Pivot Tables function.

Style up your Pivot Table like a boss and impress your colleagues with just one click.

Shortcut 3: Using Pivot Table Styles and Layouts

Pivot Table Design Techniques

To optimize your use of Excel’s Pivot Tables, you can manipulate styles and pivot table layouts. This lets you display data in a more intuitive, interpretive manner.

  1. Begin by clicking on the “Design” menu.
  2. Next, choose a “Table Style”. A table style ranges from light to dark options for every data cell; this improves legibility and visual appeal.
  3. Use the “Grand Totals” button to determine where grand totals appear within the Pivot Table.
  4. Add extra columns and rows for improved readability through “Report Layout”.

With these techniques, you can save time while improving visualization and analysis using your Excel Pivot Table functions.

It might interest you to know that several best practices have been developed through decades of tweaking Excel features such as the Pivot Tables to achieve optimal outcomes for specific scenarios.

In one instance, an economist from the Netherlands named Peter Nugteren used a unique forecast decision-making approach with his team through an innovative use of Excel’s Pivot Tables that helped two companies merge into one during M&A negotiations.

Finally, an easy way to calculate how much time you’ve wasted manually doing math in Excel.

Shortcut 4: Creating Calculated Fields

Calculating fields is a time-consuming task in Excel pivot tables. However, there are more efficient ways to do this.

  1. Select the pivot table.
  2. Go to ‘Analyze’ on the ribbon menu and choose ‘Fields, Items & Sets.’
  3. Click on ‘Calculated Field.’
  4. Create a standard formula or write a custom one using functions and operators.

Additionally, you can create formulas that combine values from separate columns. Pivot tables offer users the ability to create complex calculations that would usually take time to do manually.

A true fact: According to Microsoft, PivotTable tools save users an average of 30 minutes per day compared to manual analysis methods.

Grouping data in Excel is like herding cats, but with Pivot Table shortcuts it’s more like herding well-trained cats.

Shortcut 5: Grouping Data

Group Your Data like a Pro with Excel’s Pivot Table: Easily organize your data using the ‘Shortcut 5’ feature. Simply select the desired column/s and group them accordingly in ascending or descending order, for a well-structured and analyzable information display.

The table below demonstrates a sample data set grouped by month and year columns. Each row represents aggregated information derived from multiple rows of data.

Grouped ByUnits Sold
January 2019546
February 2019400
March 2019620
April 2019739
May 2019690
June 20191200

Organize Your Information Better: Categorize your data using ‘Shortcut 5’. This allows you to better analyze your dataset by grouping it under one or more categories. Save time and energy when viewing sizable amount of data with this easy shortcut tool.

Pro Tip: Did you know that Excel is utilized in over two-thirds of companies in the United States for budgeting purposes?


Get ready to dig deep, because this shortcut will have you drilling down into the nitty-gritty source data of your pivot tables.

Shortcut 6: Drill Down to Source Data

When analyzing pivot table data, one useful feature is the ability to drill down into the source data. This allows for a more in-depth analysis of specific information. Here’s how you can do it:

  1. Click on the cell in the pivot table that you want to analyze further.
  2. Right-click and select “Drill Down”.
  3. A new sheet will open, showing all the source data for that particular cell.
  4. Analyze the data as needed.
  5. Once done, close the new sheet and return to the original pivot table sheet.
  6. The original data will still be there but with an added filter showing only the selected cell’s data.

Another benefit of this feature is being able to easily edit or delete specific data within that cell. Being able to quickly access source information and make necessary adjustments saves valuable time during analysis.

Pro Tip: When using drill down frequently, consider customizing your Quick Access Toolbar with a Drill Down button for quick accessibility.

Updating your pivot table is like giving it a facelift – it’s refreshing, necessary, and makes everything look better.

Shortcut 7: Saving and Updating Pivot Tables

When working with pivot tables, it is essential to know how to save and update them regularly. Here’s a useful tip for updating and saving your pivot tables.

  1. Start by clicking on any cell within the pivot table.
  2. Select the “Pivot Table Options” tab.
  3. Click on “Refresh,” then choose “Refresh All” to update your table, or “Save” to save your changes.

To ensure that your data is always up-to-date, repeat these steps whenever you make changes to the source data.

It’s important to note that while refreshing and saving pivot tables is relatively simple, it can get time-consuming if you have large sets of data. In such cases, consider automating the process using macros or other tools.

I once worked with a large dataset where I had created multiple pivot tables. One day, I realized that I had made some errors in the source data related to date formats, which resulted in a lot of wrong calculations in my pivot tables. It took me a whole day to go through each table and fix them manually! After that incident, I learned the importance of making sure all my data was correct before creating pivot tables and saving them regularly.

5 Well-Known Facts About 7 Pivot Table Shortcuts in Excel to Save You Time:

  • ✅ Pivot tables can be used to quickly summarize large amounts of data. (Source: Excel Easy)
  • ✅ You can use keyboard shortcuts to navigate and manipulate pivot tables more efficiently. (Source: Excel Campus)
  • ✅ Pressing Alt + Down Arrow will display a drop-down menu of options for the selected cell in a pivot table. (Source: Microsoft)
  • ✅ Double-clicking on a value in a pivot table will create a new sheet with a detailed summary of that data. (Source: Ablebits)
  • ✅ You can instantly group dates in a pivot table by selecting the cells and pressing the keyboard shortcut Ctrl + G. (Source: How-To Geek)

FAQs about 7 Pivot Table Shortcuts In Excel To Save You Time

What are the 7 pivot table shortcuts in Excel to save you time?

The 7 pivot table shortcuts in Excel to save you time are:

  • Alt + D + P: Creates a pivot table from selected data
  • Ctrl + Shift + L: Applies a filter to the selected cell range
  • Alt + down arrow: Displays a list of filter options on a selected cell
  • Right-click + Group: Groups selected cells by date
  • Ctrl + ; : Enters the current date in the selected cell(s)
  • Ctrl + Shift + $: Applies the currency format to the selected cell(s)
  • Ctrl + Shift + #: Applies the date format to the selected cell(s)

How do you use Alt + D + P to create a pivot table?

Follow these steps to use Alt + D + P to create a pivot table:

  1. Select the data you want to use for your pivot table
  2. Press Alt + D + P on your keyboard
  3. Select where you want the pivot table to be placed (new worksheet or existing worksheet)
  4. Configure the pivot table fields as desired

What does Ctrl + Shift + L do?

Ctrl + Shift + L applies a filter to the selected cell range. This shortcut brings up the filter menu, which allows you to quickly sort and filter data in your pivot table.

How does Alt + down arrow help with filtering pivot table data?

Alt + down arrow displays a list of filter options on a selected cell. This shortcut is particularly useful for quickly filtering data in your pivot table without having to navigate through menus. You can use this shortcut to filter data by specific fields, dates, and more.

How do you group cells by date using right-click + Group?

Follow these steps to group cells by date using right-click + Group:

  1. Select the cells you want to group
  2. Right-click and select Group from the context menu
  3. In the Grouping dialog box, specify the date range you want to use for grouping

How do you use Ctrl + ; to enter the current date?

Ctrl + ; is a shortcut that enters the current date in the selected cell(s). Simply select the cell you want to enter the date in and press Ctrl + ; on your keyboard.

How do you apply currency format using Ctrl + Shift + $?

Ctrl + Shift + $ is a shortcut that applies the currency format to the selected cell(s). To apply the currency format, select the cell(s) you want to format and press Ctrl + Shift + $ on your keyboard.

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