Keyboard shortcuts for Access

You can use keyboard shortcuts for quick access to frequently used commands or operations. The following sections list the keyboard shortcuts available in Microsoft Office Access 2007. You can also use keyboard shortcuts to move the focus to a menu, command, or control without using the mouse.

General shortcut keys

ShowGlobal Access shortcut keys

ShowOpening databases

To do this Press
Open a new database CTRL+N
Open an existing database CTRL+O

ShowPrinting and saving

To do this Press
Print the current or selected object CTRL+P
Open the Print dialog box from Print Preview P or CTRL+P
Open the Page Setup dialog box from Print Preview S
Cancel Print Preview or Layout Preview C or ESC
Save a database object CTRL+S or SHIFT+F12
Open the Save As dialog box F12

ShowUsing a combo box or list box

To do this Press
Open a combo box F4 or ALT+DOWN ARROW
Refresh the contents of a Lookup field (Lookup field: A field, used on a form or report in an Access database, that either displays a list of values retrieved from a table or query, or stores a static set of values.) list box or combo box F9
Move down one line DOWN ARROW
Move down one page PAGE DOWN
Move up one line UP ARROW
Move up one page PAGE UP
Exit the combo box or list box TAB

ShowFinding and replacing text or data

To do this Press
Open the Find tab in the Find and Replace dialog box (Datasheet view and Form view only) CTRL+F
Open the Replace tab in the Find and Replace dialog box (Datasheet view and Form view only) CTRL+H
Find the next occurrence of the text specified in the Find and Replace dialog box when the dialog box is closed (Datasheet view and Form view only) SHIFT+F4

ShowWorking in Design view

To do this Press
Switch between Edit mode (with insertion point displayed) and Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.) in a datasheet. When working in a form or report, press ESC to leave Navigation mode. F2
Switch to the property sheet (Design view in forms and reports in both Access databases and Access projects) F4
Switch to Form view from form Design view F5
Switch between the upper and lower portions of a window (Design view of queries, and the Advanced Filter/Sort window) F6
Cycle through the field grid, field properties, Navigation Pane, access keys in the Keyboard Access System, Zoom controls, and the security bar (Design view of tables) F6
Open the Choose Builder dialog box (Design view window of forms and reports) F7
Open the Visual Basic Editor from a selected property in the property sheet for a form or report F7
Switch from the Visual Basic Editor back to form or report Design view SHIFT+F7 or ALT+F11

ShowEditing controls in form and report Design view

To do this Press
Copy the selected control to the Clipboard CTRL+C
Cut the selected control and copy it to the Clipboard CTRL+X
Paste the contents of the Clipboard in the upper-left corner of the selected section CTRL+V
Move the selected control to the right (except controls that are part of a layout) RIGHT ARROW or CTRL+RIGHT ARROW
Move the selected control to the left (except controls that are part of a layout) LEFT ARROW or CTRL+LEFT ARROW
Move the selected control up UP ARROW or CTRL+UP ARROW
Move the selected control down DOWN ARROW or CTRL+DOWN ARROW
Increase the height of the selected control SHIFT+DOWN ARROW

Increase the width of the selected control

 Note   If used with controls that are in a layout, the entire layout is resized

SHIFT+RIGHT ARROW
Reduce the height of the selected control SHIFT+UP ARROW

Reduce the width of the selected control

 Note   If used with controls that are in a layout, the entire layout is resized

SHIFT+LEFT ARROW

ShowWindow operations

 Note   By default, Microsoft Office Access 2007 databases display as tabbed documents. To use windowed documents, click the Microsoft Office Button Button image, and then click Access Options. In the Access Options dialog box, click Current Database and, under Document Window Options, click Overlapping Windows.

To do this Press
Toggle the Navigation Pane F11
Cycle between open windows CTRL+F6
Restore the selected minimized window when all windows are minimized ENTER
Turn on Resize mode for the active window when it is not maximized; press the arrow keys to resize the window CTRL+F8
Display the Control menu ALT+SPACEBAR
Display the shortcut menu SHIFT+F10
Close the active window CTRL+W or CTRL+F4
Switch between the Visual Basic Editor and the previous active window ALT+F11

ShowWorking with Wizards

To do this Press
Toggle the focus forward between controls in the wizard TAB
Move to the next page of the wizard ALT+N
Move to the previous page of the wizard ALT+B
Complete the wizard ALT+F

ShowMiscellaneous

To do this Press
Display the complete hyperlink address for a selected hyperlink F2
Check spelling F7
Open the Zoom box to conveniently enter expressions and other text in small input areas SHIFT+F2
Display a property sheet in Design view ALT+ENTER
Exit Access ALT+F4
Invoke a Builder CTRL+F2
Toggle forward between views when in a table, query, form, report, page, PivotTable list, PivotChart report, stored procedure, or Access project (.adp) function. If there are additional views available, successive keystrokes will move to the next available view. CTRL+RIGHT ARROW or CRTL+COMMA (,)

Toggle back between views when in a table, query, form, report, page, PivotTable list, PivotChart report, stored procedure, or .adp function. If there are additional views available, successive keystrokes will move to the previous view.

 Note   CTRL+PERIOD (.) does not work under all conditions with all objects.

CTRL+LEFT ARROW or CRTL+PERIOD (.)

ShowNavigation Pane shortcut keys

ShowEditing and navigating the Object list

To do this Press
Rename a selected object F2
Move down one line DOWN ARROW
Move down one window PAGE DOWN
Move to the last object END
Move up one line UP ARROW
Move up one window PAGE UP
Move to the first object HOME

ShowNavigating and opening objects

To do this Press
Open the selected table or query in Datasheet view ENTER
Open the selected form or report ENTER
Run the selected macro ENTER
Open the selected table, query, form, report, data access page, macro, or module in Design view CTRL+ENTER
Display the Immediate window in the Visual Basic Editor CTRL+G

ShowWork with menus

To do this Press
Show the shortcut menu SHIFT+F10
Show the access keys ALT or F10
Show the program icon menu (on the program title bar) ALT+SPACEBAR
With the menu or submenu visible, select the next or previous command DOWN ARROW or UP ARROW
Select the menu to the left or right; or, when a submenu is visible, to switch between the main menu and the submenu LEFT ARROW or RIGHT ARROW
Select the first or last command on the menu or submenu HOME or END
Close the visible menu and submenu at the same time ALT
Close the visible menu; or, with a submenu visible, to close the submenu only ESC

ShowWork in windows and dialog boxes

ShowUsing a program window

To do this Press
Switch to the next program ALT+TAB
Switch to the previous program ALT+SHIFT+TAB
Show the Windows Start menu CTRL+ESC
Close the active database window CTRL+W
Switch to the next database window CTRL+F6
Switch to the previous database window CTRL+SHIFT+F6
Restore the selected minimized window when all windows are minimized ENTER

ShowUsing a dialog box

To do this Press
Switch to the next tab in a dialog box CTRL+TAB
Switch to the previous tab in a dialog box CTRL+SHIFT+TAB
Move to the next option or option group TAB
Move to the previous option or option group SHIFT+TAB
Move between options in the selected drop-down list box, or to move between some options in a group of options Arrow keys
Perform the action assigned to the selected button; select or clear the check box SPACEBAR
Move to the option by the first letter in the option name in a drop-down list box Letter key for the first letter in the option name you want (when a drop-down list box is selected)
Select the option, or to select or clear the check box by the letter underlined in the option name ALT+letter key
Open the selected drop-down list box ALT+DOWN ARROW
Close the selected drop-down list box ESC
Perform the action assigned to the default button in the dialog box ENTER
Cancel the command and close the dialog box ESC

ShowEditing in a text box

To do this Press
Move to the beginning of the entry HOME
Move to the end of the entry END
Move one character to the left or right LEFT ARROW or RIGHT ARROW
Move one word to the left or right CTRL+LEFT ARROW or CTRL+RIGHT ARROW
Select from the insertion point to the beginning of the entry SHIFT+HOME
Select from the insertion point to the end of the entry SHIFT+END
Change the size of the selection by one character to the left SHIFT+LEFT ARROW
Change the size of the selection by one character to the right SHIFT+RIGHT ARROW
Change the size of the selection by one word to the left CTRL+SHIFT+LEFT ARROW
Change the size of the selection by one word to the right CTRL+SHIFT+RIGHT ARROW

ShowWork with the Open, File New Database, and Save As dialog boxes

To do this Press
Go to the previous folder (Button image ) ALT+1
Open the folder up one level from the open folder (Up One Level button Button image ) ALT+2
Delete the selected folder or file (Delete button Button image ) DEL
Create a new subfolder in the open folder (Create New Folder button Button image ) ALT+4
Switch between Thumbnails, Tiles, Icons, List, Details, Properties, and Preview views ALT+5
Show the Tools menu (Tools button) ALT+L

ShowWork with property sheets

ShowUsing a property sheet with a form or report

To do this Press
Toggle the property sheet tab F4
Move among choices in the control drop-down list one item at a time DOWN ARROW or UP ARROW
Move among choices in the control drop-down list five items at a time PAGE DOWN or PAGE UP
Move to the property sheet tabs from the control drop-down list TAB
Move among the property sheet tabs with a tab selected, but no property selected LEFT ARROW or RIGHT ARROW
With a property already selected, move down one property on a tab TAB
With a property selected, move up one property on a tab; or if already at the top, move to the control drop-down list SHIFT+TAB
Toggle forward between tabs when a property is selected CTRL+TAB
Toggle backward between tabs when a property is selected CTRL+SHIFT+TAB

ShowUsing a property sheet with a table or query

To do this Press
Toggle the property sheet tab F4
With a tab selected, but no property selected, move among the property sheet tabs LEFT ARROW or RIGHT ARROW
Move to the property sheet tabs when a property is selected CTRL+TAB
Move to the first property of a tab when no property is selected TAB
Move down one property on a tab TAB
Move up one property on a tab; or if already at the top, select the tab itself SHIFT+TAB
Toggle forward between tabs when a property is selected CTRL+TAB
Toggle backward between tabs when a property is selected CTRL+SHIFT+TAB

ShowWork with the Field List pane

To do this Press
Toggle the Field List pane ALT+F8
Add the selected field to the form or report detail section ENTER
Move up or down the Field List pane UP ARROW or DOWN ARROW
Move to the upper Field List pane from the lower pane SHIFT+TAB
Move to the lower Field List pane from the upper pane TAB

ShowKeyboard shortcuts for using the Help window

To do this Press
Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic TAB
Select the previous hidden text or hyperlink, or the Browser View button at the top of a Microsoft Office Web site article SHIFT+TAB
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink ENTER
Move back to the previous Help topic ALT+LEFT ARROW
Move forward to the next Help topic ALT+RIGHT ARROW
Open the Print dialog box CTRL+P
Scroll small amounts up and down, respectively, within the currently-displayed Help topic. UP ARROW AND DOWN ARROW
Scroll larger amounts up and down, respectively, within the currently-displayed Help topic. PAGE UP AND PAGE DOWN
Display a menu of commands for the Help window; requires that the Help window have active focus (click an item in the Help window). SHIFT+F10

ShowSend e-mail messages

To do this Press
Send the active database object (the object selected in the Navigation Pane) as an e-mail message ALT+F+E
Open the Address Book from within Outlook CTRL+SHIFT+B
Check the names in the To, Cc, and Bcc boxes against the Address Book ALT+K or CTRL+K
Select the next box in the e-mail header or the body of the message when the last box in the e-mail header is active TAB
Select the previous field or button in the e-mail header SHIFT+TAB

Keys for working with text and data

ShowSelect text and data

ShowSelecting text in a field

To do this Press
Change the size of the selection by one character to the right SHIFT+RIGHT ARROW
Change the size of the selection by one word to the right CTRL+SHIFT+RIGHT ARROW
Change the size of the selection by one character to the left SHIFT+LEFT ARROW
Change the size of the selection by one word to the left CTRL+SHIFT+LEFT ARROW

ShowSelecting a field or record

 Note   To cancel a selection, use the opposite arrow key.

To do this Press
Select the next field TAB
Switch between Edit mode (with insertion point displayed) and Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.) in a datasheet. When using a form or report, press ESC to leave Navigation mode. F2
Switch between selecting the current record and the first field of the current record, in Navigation mode SHIFT+SPACEBAR
Extend selection to the previous record, if the current record is selected SHIFT+UP ARROW
Extend selection to the next record, if the current record is selected SHIFT+DOWN ARROW
Select all records CTRL+A or CTRL+SHIFT+SPACEBAR

ShowExtending a selection

To do this Press
Turn on Extend mode (in Datasheet view, Extended Selection appears in the lower-right corner of the window); pressing F8 repeatedly extends the selection to the word, the field, the record, and all records F8
Extend a selection to adjacent fields in the same row in Datasheet view LEFT ARROW or RIGHT ARROW
Extend a selection to adjacent rows in Datasheet view UP ARROW or DOWN ARROW
Undo the previous extension SHIFT+F8
Cancel Extend mode ESC

ShowSelecting and moving a column in Datasheet view

To do this Press
Select the current column or cancel the column selection, in Navigation mode (Navigation mode: The mode in Microsoft Access in which an entire field is selected and the insertion point is not visible. In Navigation mode, you can move between fields by using the arrow keys.) only CTRL+SPACEBAR
Select the column to the right, if the current column is selected SHIFT+RIGHT ARROW
Select the column to the left, if the current column is selected SHIFT+LEFT ARROW
Turn on Move mode (Move mode: The mode in which you can move a column in Datasheet view by using the left and right arrow keys.); then press the RIGHT ARROW or LEFT ARROW key to move selected column(s) to the right or left CTRL+SHIFT+F8

ShowEdit text and data

 Note   If the insertion point is not visible, press F2 to display it.

ShowMoving the insertion point in a field

To do this Press
Move the insertion point one character to the right RIGHT ARROW
Move the insertion point one word to the right CTRL+RIGHT ARROW
Move the insertion point one character to the left LEFT ARROW
Move the insertion point one word to the left CTRL+LEFT ARROW
Move the insertion point to the end of the field, in single-line fields; or to move it to the end of the line in multi-line fields END
Move the insertion point to the end of the field, in multiple-line fields CTRL+END
Move the insertion point to the beginning of the field, in single-line fields; or to move it to the beginning of the line in multi-line fields HOME
Move the insertion point to the beginning of the field, in multiple-line fields CTRL+HOME

ShowCopying, moving, or deleting text

To do this Press
Copy the selection to the Clipboard CTRL+C
Cut the selection and copy it to the Clipboard CTRL+X
Paste the contents of the Clipboard at the insertion point CTRL+V
Delete the selection or the character to the left of the insertion point BACKSPACE
Delete the selection or the character to the right of the insertion point DELETE
Delete all characters to the right of the insertion point CTRL+DELETE

ShowUndoing changes

To do this Press
Undo typing CTRL+Z or ALT+BACKSPACE
Undo changes in the current field or current record; if both have been changed, press ESC twice to undo changes, first in the current field and then in the current record ESC

ShowEntering data in Datasheet or Form view

To do this Press
Insert the current date CTRL+SEMICOLON (;)
Insert the current time CTRL+SHIFT+COLON (:)
Insert the default value for a field CTRL+ALT+SPACEBAR
Insert the value from the same field in the previous record CTRL+APOSTROPHE (')
Add a new record CTRL+PLUS SIGN (+)
In a datasheet, delete the current record CTRL+MINUS SIGN (-)
Save changes to the current record SHIFT+ENTER
Switch between the values in a check box or option button SPACEBAR
Insert a new line CTRL+ENTER

ShowRefreshing fields with current data

To do this Press
Recalculate the fields in the window F9
Requery the underlying tables; in a subform, this requeries the underlying table for the subform only SHIFT+F9
Refresh the contents of a Lookup field (Lookup field: A field, used on a form or report in an Access database, that either displays a list of values retrieved from a table or query, or stores a static set of values.) list box or combo box F9

Keys for navigating records

ShowNavigate in Design view

To do this Press
Switch between Edit mode (with insertion point displayed) and Navigation mode F2
Toggle the property sheet F4
Switch to Form view from form Design view F5
Switch between the upper and lower portions of a window (Design view of macros, queries, and the Advanced Filter/Sort window) Use F6 when the TAB key does not take you to the section of the screen you want. F6
Toggle forward between the design pane, properties, Navigation Pane, access keys, and Zoom controls (Design view of tables, forms, and reports) F6
Open the Visual Basic Editor from a selected property in the property sheet for a form or report F7
Invokes the Field List pane in a form, report, or data access page. If the Field List pane is already open, focus moves to the Field List pane. ALT+F8
When you have a code module open, switch from the Visual Basic Editor to form or report Design view SHIFT+F7
Switch from a control's property sheet in form or report Design view to the design surface without changing the control focus SHIFT+F7
Display a property sheet ALT+ENTER
Copy the selected control to the Clipboard CTRL+C
Cut the selected control and copy it to the Clipboard CTRL+X
Paste the contents of the Clipboard in the upper-left corner of the selected section CTRL+V
Move the selected control to the right by a pixel along the page's grid RIGHT ARROW
Move the selected control to the left by a pixel along the page's grid LEFT ARROW

Move the selected control up by a pixel along the page's grid

 Note   For controls in a stacked layout, this switches the position of the selected control with the control directly above it, unless it is already the uppermost control in the layout.

UP ARROW

Move the selected control down by a pixel along the page's grid

 Note   For controls in a stacked layout, this switches the position of the selected control with the control directly below it, unless it is already the lowermost control in the layout.

DOWN ARROW
Move the selected control to the right by a pixel (irrespective of the page's grid) CTRL+RIGHT ARROW
Move the selected control to the left by a pixel (irrespective of the page's grid) CTRL+LEFT ARROW

Move the selected control up by a pixel (irrespective of the page's grid)

 Note   For controls in a stacked layout, this switches the position of the selected control with the control directly above it, unless it is already the uppermost control in the layout.

CTRL+UP ARROW

Move the selected control down by a pixel (irrespective of the page's grid)

 Note   For controls in a stacked layout, this switches the position of the selected control with the control directly below it, unless it is already the lowermost control in the layout.

CTRL+DOWN ARROW

Increase the width of the selected control (to the right) by a pixel

 Note   For controls in a stacked layout, this increases the width of the whole layout.

SHIFT+RIGHT ARROW

Decrease the width of the selected control (to the left) by a pixel

 Note   For controls in a stacked layout, this decreases the width of the whole layout.

SHIFT+LEFT ARROW
Decrease the height of the selected control (from the bottom) by a pixel SHIFT+UP ARROW
Increase the height of the selected control (from the bottom) by a pixel SHIFT+DOWN ARROW

ShowNavigate in Datasheet view

ShowGoing to a specific record

ShowNavigating between fields and records

To do this Press
Move to the next field TAB or RIGHT ARROW
Move to the last field in the current record, in Navigation mode END
Move to the previous field SHIFT+TAB, or LEFT ARROW
Move to the first field in the current record, in Navigation mode HOME
Move to the current field in the next record DOWN ARROW
Move to the current field in the last record, in Navigation mode CTRL+DOWN ARROW
Move to the last field in the last record, in Navigation mode CTRL+END
Move to the current field in the previous record UP ARROW
Move to the current field in the first record, in Navigation mode CTRL+UP ARROW
Move to the first field in the first record, in Navigation mode CTRL+HOME

ShowNavigating to another screen of data

To do this Press
Move down one screen PAGE DOWN
Move up one screen PAGE UP
Move right one screen CTRL+PAGE DOWN
Move left one screen CTRL+PAGE UP

ShowNavigate in subdatasheets

ShowGoing to a specific record

To do this Press
Move from the subdatasheet to move to the record number box; then type the record number and press ENTER ALT+F5

ShowExpanding and collapsing subdatasheet

To do this Press
Move from the datasheet to expand the record's subdatasheet CTRL+SHIFT+DOWN ARROW
Collapse the subdatasheet CTRL+SHIFT+UP ARROW

ShowNavigating between the datasheet and subdatasheet

To do this Press
Enter the subdatasheet from the last field of the previous record in the datasheet TAB
Enter the subdatasheet from the first field of the following record in the datasheet SHIFT+TAB
Exit the subdatasheet and move to the first field of the next record in the datasheet CTRL+TAB
Exit the subdatasheet and move to the last field of the previous record in the datasheet CTRL+SHIFT+TAB
From the last field in the subdatasheet to enter the next field in the datasheet TAB
From the datasheet to bypass the subdatasheet and move to the next record in the datasheet DOWN ARROW
From the datasheet to bypass the subdatasheet and move to the previous record in the datasheet UP ARROW

 Note   You can navigate between fields and records in a subdatasheet with the same shortcut keys used in Datasheet view.

ShowNavigate in Form view

ShowGoing to a specific record

To do this Press
Move to the record number box; then type the record number and press ENTER F5

ShowNavigating between fields and records

To do this Press
Move to the next field TAB
Move to the previous field SHIFT+TAB
Move to the last control on the form and remain in the current record, in Navigation mode END
Move to the last control on the form and set focus in the last record, in Navigation mode CTRL+END
Move to the first control on the form and remain in the current record, in Navigation mode HOME
Move to the first control on the form and set focus in the first record, in Navigation mode CTRL+HOME
Move to the current field in the next record CTRL+PAGE DOWN
Move to the current field in the previous record CTRL+PAGE UP

ShowNavigating in forms with more than one page

To do this Press
Move down one page; at the end of the record, moves to the equivalent page on the next record PAGE DOWN
Move up one page; at the end of the record, moves to the equivalent page on the previous record PAGE UP

ShowNavigating between the main form and subform

To do this Press
Enter the subform from the preceding field in the main form TAB
Enter the subform from the following field in the main form SHIFT+TAB
Exit the subform and move to the next field in the master form or next record CTRL+TAB
Exit the subform and move to the previous field in the main form or previous record CTRL+SHIFT+TAB

ShowNavigate in Print Preview and Layout Preview

ShowDialog box and window operations

To do this Press
Open the Print dialog box P (for forms and reports) or CTRL+P (for datasheets, forms, and reports)
Open the Page Setup dialog box (forms and reports only) S
Zoom in or out on a part of the page Z
Cancel Print Preview or Layout Preview C or ESC

ShowViewing different pages

To do this Press
Move to the page number box; then type the page number and press ENTER ALT+F5
View the next page (when Fit To Window is selected) PAGE DOWN or DOWN ARROW
View the previous page (when Fit To Window is selected) PAGE UP or UP ARROW

ShowNavigating in Print and Layout Preview

To do this Press
Scroll down in small increments DOWN ARROW
Scroll down one full screen PAGE DOWN
Move to the bottom of the page CTRL+DOWN ARROW
Scroll up in small increments UP ARROW
Scroll up one full screen PAGE UP
Move to the top of the page CTRL+UP ARROW
Scroll to the right in small increments RIGHT ARROW
Move to the right edge of the page END
Move to the lower-right corner of the page CTRL+END
Scroll to the left in small increments LEFT ARROW
Move to the left edge of the page HOME
Move to the upper-left corner of the page CTRL+HOME

ShowNavigate in the Database Diagram window in an Access project

To do this Press
Move from a table cell to the table's title bar ESC
Move from a table's title bar to the last cell you edited ENTER
Move from table title bar to table title bar, or
from cell to cell inside a table
TAB
Expand a list inside a table ALT + DOWN ARROW
Scroll through the items in a drop-down list from top to bottom DOWN ARROW
Move to the previous item in a list UP ARROW
Select an item in a list and move to the next cell ENTER
Change the setting in a check box SPACEBAR
Go to the first cell in the row, or
to the beginning of the current cell
HOME
Go to the last cell in the row, or
to the end of the current cell
END
Scroll to the next "page" inside a table, or
to the next "page" of the diagram
PAGE DOWN
Scroll to the previous "page" inside a table, or
to the previous "page" of the diagram
PAGE UP

ShowNavigate in the Query Designer in an Access project

ShowAny Pane

To do this Press
Move among the Query Designer panes F6, SHIFT+F6

ShowDiagram Pane

To do this Press
Move among tables, views, and functions, (and to join lines, if available) TAB, or SHIFT+TAB
Move between columns in a table, view, or function Arrow keys
Choose the selected data column for output SPACEBAR or PLUS key
Remove the selected data column from the query output SPACEBAR or MINUS key
Remove the selected table, view, or function, or join line from the query DELETE

 Note   If multiple items are selected, pressing SPACEBAR affects all selected items. Select multiple items by holding down the SHIFT key while clicking them. Toggle the selected state of a single item by holding down CTRL while clicking it.

ShowGrid Pane

To do this Press
Move among cells Arrow keys or TAB or SHIFT+TAB
Move to the last row in the current column CTRL+DOWN ARROW
Move to the first row in the current column CTRL+UP ARROW
Move to the top left cell in the visible portion of grid CTRL+HOME
Move to the bottom right cell CTRL+END
Move in a drop-down list UP ARROW or DOWN ARROW
Select an entire grid column CTRL+SPACEBAR
Toggle between edit mode and cell selection mode F2
Copy selected text in cell to the Clipboard (in edit mode) CTRL+C
Cut selected text in cell and place it on the Clipboard (in edit mode) CTRL+X
Paste text from the Clipboard (in edit mode) CTRL+V
Toggle between insert and overstrike mode while editing in a cell INS
Toggle the check box in the Output columnNote    If multiple items are selected, pressing this key affects all selected items. SPACEBAR
Clear the selected contents of a cell DELETE
Remove row containing selected data column from the query Note    If multiple items are selected, pressing this key affects all selected items. DELETE
Clear all values for a selected grid column DELETE
Insert row between existing rows INS ( after you select grid row)
Add an Or … column INS ( after you select any Or ... column)

ShowSQL Pane

You can use the standard Windows editing keys when working in the SQL pane, such as CTRL+ arrow keys to move between words, and the Cut, Copy, and Paste commands on the Edit menu.

 Note    You can only insert text; there is no overstrike mode.

ShowWork with PivotTable views

ShowPivotTable view

ShowKeys for selecting elements in PivotTable view

To do this Press
Move the selection from left to right, and then down The TAB key
Move the selection from top to bottom, and then to the right ENTER
Select the cell to the left. If the current cell is the leftmost cell, SHIFT+TAB selects the last cell in the previous row. SHIFT+TAB
Select the cell above the current cell. If the current cell is the topmost cell, SHIFT+ENTER selects the last cell in the previous column. SHIFT+ENTER
Select the detail cells for the next item in the row area CTRL+ENTER
Select the detail cells for the previous item in the row area SHIFT+CTRL+ENTER
Move the selection in the direction of the arrow key. If a row or column field is selected, press DOWN ARROW to move to the first item of data in the field, and then press an arrow key to move to the next or previous item or back to the field. If a detail field is selected, press DOWN ARROW or RIGHT ARROW to move to the first cell in the detail area. Arrow keys
Extend or reduce the selection in the direction of the arrow key SHIFT+arrow keys
Move the selection to the last cell in the direction of the arrow key CTRL+arrow keys
Move the selected item in the direction of the arrow key SHIFT+ALT+arrow keys
Select the leftmost cell of the current row HOME
Select the rightmost cell of the current row END
Select the leftmost cell of the first row CTRL+HOME
Select the last cell of the last row CTRL+END
Extend selection to the leftmost cell of the first row SHIFT+CTRL+HOME
Extend selection to the last cell of the last row SHIFT+CTRL+END
Select the field for the currently selected item of data, total, or detail CTRL+SPACEBAR
Select the entire row containing the currently selected cell SHIFT+SPACEBAR
Select the entire PivotTable view (PivotTable view: A view that summarizes and analyzes data in a datasheet or form. You can use different levels of detail or organize data by dragging the fields and items or by showing and hiding items in the drop-down lists for the fields.) CTRL+A
Display the next screen PAGE DOWN
Display the previous screen PAGE UP
Extend the selection down one screen SHIFT+PAGE DOWN
Reduce the selection by one screen SHIFT+PAGE UP
Display the next screen to the right ALT+PAGE DOWN
Display the previous screen to the left ALT+PAGE UP
Extend the selection to the page on the right SHIFT+ALT+PAGE DOWN
Extend the selection to the page on the left SHIFT+ALT+PAGE UP

ShowKeys for carrying out commands

To do this Press
Display Help topics F1
Display the shortcut menu for the selected element of the PivotTable view. Use the shortcut menus to carry out commands in the PivotTable view. SHIFT+F10
Carry out a command on the shortcut menu Underlined letter
Close the shortcut menu without carrying out a command ESC
Display the Properties dialog box ALT+ENTER
Cancel a refresh operation in progress ESC
Copy the selected data from the PivotTable view to the Clipboard CTRL+C
Export the contents of the PivotTable view to Microsoft Office Excel 2007Office Excel 2007 CTRL+E

ShowKeys for displaying, hiding, filtering, or sorting data

To do this Press
Show or hide the expand indicators (Plus box and Minus box boxes) beside items CTRL+8
Expand the currently selected item CTRL+PLUS SIGN (on the numeric keypad)
Hide the currently selected item CTRL+MINUS SIGN (on the numeric keypad)
Open the list for the currently selected field ALT+DOWN ARROW
Alternately move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field The TAB key
Move to the next item in the drop-down list for a field Arrow keys
Select or clear the check box for the current item in the drop-down list for a field SPACEBAR
Close the drop-down list for a field and apply any changes you made ENTER
Close the drop-down list for a field without applying your changes ESC
Turn AutoFilter on or off CTRL+T
Sort data in the selected field or total in ascending order (A – Z 0 – 9) CTRL+SHIFT+A
Sort data in the selected field or total in descending order (Z – A 9 – 0) CTRL+SHIFT+Z
Move the selected member up or left ALT+SHIFT+UP ARROW or ALT+SHIFT+LEFT ARROW
Move the selected member down or right ALT+SHIFT+DOWN ARROW or ALT+SHIFT+RIGHT ARROW

ShowKeys for adding fields and totals and changing the layout of a PivotTable view

ShowKeys for working with the Field List pane

To do this Press
Display the Field List pane, or activate it if it is already displayed CTRL+L
Move to the next item in the Field List pane Arrow keys
Move to the previous item and include it in the selection SHIFT+UP ARROW
Move to the next item and include it in the selection SHIFT+DOWN ARROW
Move to the previous item, but don't include the item in the selection CTRL+UP ARROW
Move to the next item, but don't include the item in the selection CTRL+DOWN ARROW
Remove the item from the selection, if the item that has focus is included in the selection, and vice versa CTRL+SPACEBAR
Expand the current item in the Field List pane to display its contents. Or expand Totals to display the available total fields. PLUS SIGN (numeric keypad)
Collapse the current item in the Field List pane to hide its contents. Or collapse Totals to hide the available total fields. MINUS SIGN (numeric keypad)
Alternately move to the most recently selected item, the Add to button, and the list next to the Add to button in the Field List pane The TAB key
Open the drop-down list next to the Add to button in the Field List pane. Use the arrow keys to move to the next item in the list, and then press ENTER to select an item. ALT+DOWN ARROW
Add the highlighted field in the Field List pane to the area in the PivotTable view that is displayed in the Add to list ENTER

ShowKeys for adding fields and totals

To do this Press
Add a new total field for the selected field in the PivotTable view by using the Sum summary function CTRL+SHIFT+S
Add a new total field for the selected field in the PivotTable view by using the Count summary function CTRL+SHIFT+C
Add a new total field for the selected field in the PivotTable view by using the Min summary function CTRL+SHIFT+M
Add a new total field for the selected field in the PivotTable view by using the Max summary function CTRL+SHIFT+X
Add a new total field for the selected field in the PivotTable view by using the Average summary function CTRL+SHIFT+E
Add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function CTRL+SHIFT+D
Add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function CTRL+SHIFT+T
Add a new total field for the selected field in the PivotTable view by using the Variance summary function CTRL+SHIFT+V
Add a new total field for the selected field in the PivotTable view by using the Variance Population summary function CTRL+SHIFT+R
Turn subtotals and grand totals on or off for the selected field in the PivotTable view CTRL+SHIFT+B
Add a calculated detail field CTRL+F

ShowKeys for changing the layout

 Note   The following four shortcuts do not work if you press the keys 1, 2, 3, or 4 from the numeric pad of your keyboard.

To do this Press
Move the selected field in the PivotTable view to the row area CTRL+1
Move the selected field in the PivotTable view to the column area CTRL+2
Move the selected field in the PivotTable view to the filter area CTRL+3
Move the selected field in the PivotTable view to the detail area CTRL+4
Move the selected row or column field in the PivotTable view to a higher level CTRL+LEFT ARROW
Move the selected row or column field in the PivotTable view to a lower level CTRL+RIGHT ARROW

ShowKeys for formatting elements in PivotTable view

To use the following shortcuts, first select a detail field or a data cell for a total field.

The first seven keyboard shortcuts change the number format of the selected field.

To do this Press
Apply the general number format to values in the selected total or detail field CTRL+SHIFT+~ (tilde)
Apply the currency format, with two decimal places and negative numbers in parentheses, to values in the selected total or detail field CTRL+SHIFT+$
Apply the percentage format, with no decimal places, to values in the selected total or detail field CTRL+SHIFT+%
Apply the exponential number format, with two decimal places, to values in the selected total or detail field CTRL+SHIFT+^
Apply the date format, with the day, month, and year, to values in the selected total or detail field CTRL+SHIFT+#
Apply the time format, with the hour, minute, and AM or PM, to values in the selected total or detail field CTRL+SHIFT+@
Apply the numeric format, with two decimal places, thousands separator, and a minus sign for negative values, to values in the selected total or detail field CTRL+SHIFT+!
Make text bold in the selected field of the PivotTable view CTRL+B
Make text underlined in the selected field of the PivotTable view CTRL+U
Make text italic in the selected field of the PivotTable view CTRL+I

ShowPivotChart view

ShowKeys for selecting items in a chart

To do this Press
Select the next item in the chart RIGHT ARROW
Select the previous item in the chart LEFT ARROW
Select the next group of items DOWN ARROW
Select the previous group of items UP ARROW

ShowKeys for working with properties and options

To do this Press
Display the Properties dialog box ALT+ENTER
When the Properties dialog box is active, select the next item on the active tab The TAB key
When a tab in the Properties dialog box is active, select the next tab RIGHT ARROW
When a tab in the Properties dialog box is active, select the previous tab LEFT ARROW
Display a list or palette when a button that contains a list or palette is selected DOWN ARROW
Display the shortcut menu SHIFT+F10
Carry out a command on the shortcut menu Underlined letter
Close the shortcut menu without carrying out a command ESC

ShowKeys for working with fields

To do this Press
Open the list for the currently selected field ALT+DOWN ARROW
In the drop-down list for a field, alternately move to the most recently selected item, the OK button, and the Cancel button The TAB key
In the drop-down list for a field, move to the next item Arrow keys
In the drop-down list for a field, select or clear the check box for the current item SPACEBAR
Close the drop-down list for a field and apply any changes you made ENTER
Close the drop-down list for a field without applying your changes ESC

ShowKeys for working with the Field List pane

To do this Press
Display the Field List pane, or activate it if it is already displayed CTRL+L
Move to the next item in the Field List pane Arrow keys
Move to the previous item and include it in the selection SHIFT+UP ARROW
Move to the next item and include it in the selection SHIFT+DOWN ARROW
Move to the previous item, but don't include the item in the selection CTRL+UP ARROW
Move to the next item, but don't include the item in the selection CTRL+DOWN ARROW
Remove the item from the selection if the item that has focus is included in the selection, and vice versa CTRL+SPACEBAR
Expand the current item in the Field List pane to display its contents, or expand Totals to display the available total fields PLUS SIGN (numeric keypad)
Collapse the current item in the Field List pane to hide its contents, or collapse Totals to hide the available total fields. MINUS SIGN (numeric keypad)
In the Field List pane, alternately move to the most recently selected item, the Add to button, and the list next to the Add to button The TAB key
Open the drop-down list next to the Add to button in the Field List pane. Use the arrow keys to move to the next item in the list, and then press ENTER to select an item. ALT+DOWN ARROW
Add the highlighted field in the Field List pane to the drop area that is displayed in the Add to list ENTER

Microsoft Office Fluent Ribbon

ShowOffice Fluent Ribbon

  1. Press ALT.

The KeyTips are displayed over each feature that is available in the current view. The following example is from Office Word 2007.

  1. Press the letter shown in the KeyTip over the feature that you want to use.
  2. Depending on which letter you press, you might be shown additional KeyTips. For example, if the Home tab is active and you press I, the Insert tab is displayed, along with the KeyTips for the groups on that tab.
  3. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command.

 Note   To cancel the action that you are taking and hide the KeyTips, press ALT.

Online Help

ShowKeyboard shortcuts for using the Help window

The Help window provides access to all Office Help content. The Help window displays topics and other Help content.

In the Help window

To do this Press
Open the Help window. F1
Switch between the Help window and the active program. ALT+TAB
Go back to Program Name Home. ALT+HOME
Select the next item in the Help window. TAB
Select the previous item in the Help window. SHIFT+TAB
Perform the action for the selected item. ENTER
In the Browse Program Name Help section of the Help window, select the next or previous item, respectively. TAB or SHIFT+TAB
In the Browse Program Name Help section of the Help window, expand or collapse the selected item, respectively. ENTER
Select the next hidden text or hyperlink, including Show All or Hide All at the top of a topic. TAB
Select the previous hidden text or hyperlink. SHIFT+TAB
Perform the action for the selected Show All, Hide All, hidden text, or hyperlink. ENTER
Move back to the previous Help topic (Back button). ALT+LEFT ARROW or BACKSPACE
Move forward to the next Help topic (Forward button). ALT+RIGHT ARROW
Scroll small amounts up or down, respectively, within the currently displayed Help topic. UP ARROW, DOWN ARROW
Scroll larger amounts up or down, respectively, within the currently displayed Help topic. PAGE UP, PAGE DOWN
Display a menu of commands for the Help window. This requires that the Help window have the active focus (click in the Help window). SHIFT+F10
Stop the last action (Stop button). ESC
Refresh the window (Refresh button). F5

Print the current Help topic.

 Note   If the cursor is not in the current Help topic, press F6 and then press CTRL+P.

CTRL+P
Change the connection state. F6, and then press ENTER to open the list of choices
Switch among areas in the Help window; for example, switch between the toolbar and the Search list. F6
In a Table of Contents in tree view, select the next or previous item, respectively. UP ARROW, DOWN ARROW
In a Table of Contents in tree view, expand or collapse the selected item, respectively. LEFT ARROW, RIGHT ARROW

Microsoft Office basics

ShowDisplay and use windows

To do this Press
Switch to the next window. ALT+TAB
Switch to the previous window. ALT+SHIFT+TAB
Close the active window. CTRL+W or CTRL+F4

Move to a task pane from another pane in the program window (clockwise direction). You might need to press F6 more than once.

 Note   If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar or Microsoft Office Fluent Ribbon and then pressing CTRL+TAB to move to the task pane.

F6
When more than one window is open, switch to the next window. CTRL+F6
Switch to the previous window. CTRL+SHIFT+F6
When a document window is not maximized, perform the Size command (on the Control menu for the window). Press the arrow keys to resize the window, and, when finished, press ENTER. CTRL+F8
Minimize a window to an icon (works for only some Microsoft Office programs). CTRL+F9
Maximize or restore a selected window. CTRL+F10
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN

ShowMove around in text or cells

To do this Press
Move one character to the left. LEFT ARROW
Move one character to the right. RIGHT ARROW
Move one line up. UP ARROW
Move one line down. DOWN ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Move to the end of a line. END
Move to the beginning of a line. HOME
Move up one paragraph. CTRL+UP ARROW
Move down one paragraph. CTRL+DOWN ARROW
Move to the end of a text box. CTRL+END
Move to the beginning of a text box. CTRL+HOME
In Microsoft Office PowerPoint 2007, move to the next title or body text placeholder. If it is the last placeholder on a slide, this will insert a new slide with the same slide layout as the original slide. CTRL+ENTER
Repeat the last Find action. SHIFT+F4

ShowMove around in and work in tables

To do this Press
Move to the next cell. TAB
Move to the preceding cell. SHIFT+TAB
Move to the next row. DOWN ARROW
Move to the preceding row. UP ARROW
Insert a tab in a cell. CTRL+TAB
Start a new paragraph. ENTER
Add a new row at the bottom of the table. TAB at the end of the last row

ShowAccess and use task panes

To do this Press

Move to a task pane from another pane in the program window. (You might need to press F6 more than once.)

 Note   If pressing F6 doesn't display the task pane you want, try pressing ALT to place focus on the menu bar and then pressing CTRL+TAB to move to the task pane.

F6
When a menu or toolbar is active, move to a task pane. (You might need to press CTRL+TAB more than once.) CTRL+TAB
When a task pane is active, select the next or previous option in the task pane. TAB or SHIFT+TAB
Display the full set of commands on the task pane menu. CTRL+DOWN ARROW
Move among choices on a selected submenu; move among certain options in a group of options in a dialog box. DOWN ARROW or UP ARROW
Open the selected menu, or perform the action assigned to the selected button. SPACEBAR or ENTER
Open a shortcut menu; open a drop-down menu for the selected gallery item. SHIFT+F10
When a menu or submenu is visible, select the first or last command on the menu or submenu. HOME or END
Scroll up or down in the selected gallery list. PAGE UP or PAGE DOWN
Move to the top or bottom of the selected gallery list. CTRL+HOME or CTRL+END

ShowAccess and use smart tags

To do this Press
Display the menu or message for a smart tag. If more than one smart tag is present, switch to the next smart tag and display its menu or message. ALT+SHIFT+F10
Select the next item on a smart tag menu. DOWN ARROW
Select the previous item on a smart tag menu. UP ARROW
Perform the action for the selected item on a smart tag menu. ENTER
Close the smart tag menu or message. ESC
Tips
  • You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer.
  • If you have access to the World Wide Web, you can download Microsoft Office Sounds from the Microsoft Office Online Web site. After you install the sound files, do the following in Access, Office Excel 2007, and Office Word 2007:
    1. Click the Microsoft Office Button Button image, and then click Program Options.
    2. Click Advanced.
    3. Under General, select the Provide feedback with sound check box, and then click OK.

 Note   When you select or clear this check box, the setting affects all Office programs that support sound.

ShowResize and move toolbars, menus, and task panes

  1. Press ALT to select the menu bar.
  2. Press CTRL+TAB repeatedly to select the toolbar or task pane that you want.
  3. Do one of the following:

ShowResize a toolbar

  1. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
  2. Click the Size command, and then press ENTER.
  3. Use the arrow keys to resize the toolbar. Press CTRL+ the arrow keys to resize one pixel at a time.

ShowMove a toolbar

  1. On the toolbar, press CTRL+SPACEBAR to display the Toolbar Options menu.
  2. Click the Move command, and then press ENTER.
  3. Use the arrow keys to position the toolbar. Press CTRL+ the arrow keys to move one pixel at a time. To undock the toolbar, press the DOWN ARROW repeatedly. To dock the toolbar vertically on the left or right side, press the LEFT ARROW or the RIGHT ARROW, respectively, when the toolbar is positioned all the way to the left or the right side.

ShowResize a task pane

  1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
  2. Use the DOWN ARROW key to select the Size command, and then press ENTER.
  3. Use the arrow keys to resize the task pane. Use CTRL+ the arrow keys to resize one pixel at a time.

ShowMove a task pane

  1. In the task pane, press CTRL+SPACEBAR to display a menu of additional commands.
  2. Use the DOWN ARROW key to select the Move command, and then press ENTER.
  3. Use the arrow keys to position the task pane. Use CTRL+ the arrow keys to move one pixel at a time.
  1. When you finish moving or resizing, press ESC.

ShowUse dialog boxes

To do this Press
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. CTRL+TAB
Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB
Move between options in an open drop-down list, or between options in a group of options. Arrow keys
Perform the action assigned to the selected button; select or clear the selected check box. SPACEBAR
Open the list if it is closed and move to that option in the list. First letter of an option in a drop-down list
Select an option; select or clear a check box. ALT+ the letter underlined in an option
Open a selected drop-down list. ALT+DOWN ARROW
Close a selected drop-down list; cancel a command and close a dialog box. ESC
Perform the action assigned to a default button in a dialog box. ENTER

ShowUse edit boxes within dialog boxes

An edit box is a blank in which you type or paste an entry, such as your user name or the path to a folder.

To do this Press
Move to the beginning of the entry. HOME
Move to the end of the entry. END
Move one character to the left or right. LEFT ARROW or RIGHT ARROW
Move one word to the left. CTRL+LEFT ARROW
Move one word to the right. CTRL+RIGHT ARROW
Select or cancel selection one character to the left. SHIFT+LEFT ARROW
Select or cancel selection one character to the right. SHIFT+RIGHT ARROW
Select or cancel selection one word to the left. CTRL+SHIFT+LEFT ARROW
Select or cancel selection one word to the right. CTRL+SHIFT+RIGHT ARROW
Select from the insertion point to the beginning of the entry. SHIFT+HOME
Select from the insertion point to the end of the entry. SHIFT+END

ShowUse the Open and Save As dialog boxes

To do this Press
Go to the previous folder. Button image ALT+1
Up One Level Button image button: open the folder up one level above the open folder. ALT+2
Search the Web Button image button: close the dialog box and open your Web search page ALT+3
Delete Button image button: delete the selected folder or file. ALT+3
Create New Folder Button image button: create a new folder. ALT+4
Views Button image button: switch among available folder views. ALT+5
Tools button: show the Tools menu. ALT+L
Display a shortcut menu for a selected item such as a folder or file. SHIFT+F10
Move between options or areas in the dialog box. TAB
Open the Look in list. F4 or ALT+I
Refresh the file list. F5
 
 
Applies to:
Access 2007