Using accessibility features in Access

Displaying Help

F1

To display the Office Assistant and Microsoft Access Help; context-sensitive Help about the selected property, control, macro action, or Visual Basic keyword; or alerts with a Help button

SHIFT+F1

To display ScreenTips in a dialog box, after selecting the option by using the keyboard

Opening databases

CTRL+N

To open a new database

CTRL+O

To open an existing database

ALT+F4

To quit Microsoft Access

Printing and saving

CTRL+P

To print the current or selected object

P or CTRL+P

To open the Print dialog box

S

To open the Page Setup dialog box

C or ESC

To cancel Print Preview or Layout Preview

CTRL+S or SHIFT+F12 or ALT+SHIFT+F2

To save a database object

F12 or ALT+F2

To open the Save As dialog box

Using a combo box or list box

F4 or ALT+DOWN ARROW

To open a combo box

F9

To refresh the contents of a Lookup field list box or combo box

DOWN ARROW

To move down one line

PAGE DOWN

To move down one page

UP ARROW

To move up one line

PAGE UP

To move up one page

TAB

To exit the combo box or list box

Finding and replacing text or data

CTRL+F

To open the Find tab in the Find and Replace dialog box (Datasheet view and Form view only)

CTRL+H

To open the Replace tab in the Find and Replace dialog box (Datasheet view and Form view only)

SHIFT+F4

To 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)

Working in Design view

F2

To switch between Edit mode (with insertion point displayed) and Navigation mode

F4

To switch to the property sheet (Design view in forms and reports in databases and Access projects)

F5

To switch to Form view from form Design view

F6

To switch between the upper and lower portions of a window (Design view of tables, macros, and queries and the Advanced Filter/Sort window only)

F7

To switch to the Code Builder from form or report Design view (Design view window or property sheet)

SHIFT+F7

To switch from the Visual Basic Editor to form or report Design view

ALT+V+P

To open property sheet for a selected object

Editing controls in form and report Design view

SHIFT+ENTER

To add a control to a section

CTRL+C

To copy the selected control to the Clipboard

CTRL+X

To cut the selected control and copy it to the Clipboard

CTRL+V

To paste the contents of the Clipboard in the upper-left corner of the selected section

CTRL+RIGHT ARROW

To move the selected control to the right

CTRL+LEFT ARROW

To move the selected control to the left

CTRL+UP ARROW

To move the selected control up

CTRL+DOWN ARROW

To move the selected control down

SHIFT+DOWN ARROW

To increase the height of the selected control

SHIFT+RIGHT ARROW

To increase the width of the selected control

SHIFT+UP ARROW

To reduce the height of the selected control

SHIFT+LEFT ARROW

To reduce the width of the selected control

Window operations

F11

To bring the Database window to the front

CTRL+F6

To cycle between open windows

ENTER

To restore the selected minimized window when all windows are minimized

CTRL+F8

To turn on Resize mode for the active window when itÆs not maximized; press the arrow keys to resize the window

ALT+SPACEBAR

To display the Control menu

SHIFT+F10

To display the shortcut menu

CTRL+W or CTRL+F4

To close the active window

ALT+F11

To switch between the Visual Basic Editor and the previous active window

ALT+SHIFT+F11

To switch to the Microsoft Script Editor from the previous active window

Working with Wizards

TAB

Move to the Help button in the wizard

SPACEBAR, with the Help button selected 

Show the Assistant in a wizard or dialog box. To hide the Assistant, press SPACEBAR again. Note that not all wizards or dialog boxes have Help provided by the Assistant.

ALT+N

To move to the next window in the wizard

ALT+B

To move to the previous window in the wizard

ALT+F

To close the wizard window

Note  You can not use CTRL+TAB to navigate from one wizard window to another. CTRL+TAB will move the cursor between dialog boxes and controls on the wizard window.

Miscellaneous

F2

To display the complete hyperlink address for a selected hyperlink

F7

To check spelling

SHIFT+F2

To open the Zoom box to conveniently enter expressions and other text in small input areas

ALT+ENTER

To display a property sheet in Design view

ALT+F4

To quit Microsoft Access, close a dialog box, or close a property sheet

CTRL+F2

To invoke a Builder

CTRL+F11

To toggle between a custom menu bar and a built-in menu bar

CTRL+RIGHT ARROW or CRTL+COMMA (,)

To toggle forward between views when in a table, query, form, report, page, view ,  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+LEFT ARROW or CRTL+PERIOD (.)

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

Editing and navigating the Object list

F2

To rename a selected object

DOWN ARROW

To move down one line

PAGE DOWN

To move down one window

END

To move to the last object

UP ARROW

To move up one line

PAGE UP

To move up one window

HOME

To move to the first object

Navigating and opening objects

CTRL+TAB

To cycle through the Objects bar top to bottom

SHIFT+CTRL+TAB

To cycle through the Objects bar bottom to top

ENTER or ALT+O

To open the selected table or query in Datasheet view, or form in Form view

ENTER

To open the selected report in Print Preview

ENTER

To open the selected data access page in Page view

ENTER

To run the selected macro

CTRL+ENTER or ALT+D

To open the selected table, query, form, report, data access page, macro, or module in Design view

ALT+N

To create a new table, query, form, report, data access page, macro, or module

F5

To refresh the Database window

CTRL+G

To display the Immediate window in the Visual Basic Editor

Using a program window

ALT+TAB

To switch to the next program

ALT+SHIFT+TAB

To switch to the previous program

CTRL+ESC

To show the Windows Start menu

CTRL+W

To close the active database window

CTRL+F6

To switch to the next database window

CTRL+SHIFT+F6

To switch to the previous database window

ENTER

To restore the selected minimized window when all windows are minimized

Using a dialog box

CTRL+TAB or CTRL+PAGE DOWN

To switch to the next tab in a dialog box

CTRL+SHIFT+TAB or CTRL+PAGE UP

To switch to the previous tab in a dialog box

TAB

To move to the next option or option group

SHIFT+TAB

To move to the previous option or option group

Arrow keys

To move between options in the selected drop-down list box, or to move between some options in a group of options

SPACEBAR

To perform the action assigned to the selected button; select or clear the check box

Letter key for the first letter in the option name you want (when a drop-down list box is selected)

To move to the option by the first letter in the option name in a drop-down list box

ALT+letter key

To select the option, or to select or clear the check box by the letter underlined in the option name

ALT+DOWN ARROW

To open the selected drop-down list box

ESC

To close the selected drop-down list box

ENTER

To perform the action assigned to the default button in the dialog box

ESC

To cancel the command and close the dialog box

ALT+F4

To close a dialog box

Editing in a text box

HOME

To move to the beginning of the entry

END

To move to the end of the entry

LEFT ARROW or RIGHT ARROW

To move one character to the left or right

CTRL+LEFT ARROW or CTRL+RIGHT ARROW

To move one word to the left or right

SHIFT+HOME

To select from the insertion point to the beginning of the entry

SHIFT+END

To select from the insertion point to the end of the entry

SHIFT+LEFT ARROW

To select one character to the left

SHIFT+RIGHT ARROW

To select one character to the right

CTRL+SHIFT+LEFT ARROW

To select one word to the left

CTRL+SHIFT+RIGHT ARROW

To select one word to the right

If Help is not open, press F1.

Work in the Help window

F6

Move between the navigation pane and topic pane

TAB

Select the next hidden text or hyperlink, or Show All or Hide All at the top of a topic

SHIFT+TAB

Select the previous hidden text or hyperlink, or the Browser View button at the top of a Microsoft Office Web site article 

ENTER

Perform the action for the selected Show All, Hide All, hidden text, or hyperlink

ALT+O

Display the Options menu to access any Help toolbar command

ALT+SPACEBAR

Display the program Control menu

ALT+F4

Close the active Help window

Note   If you use a screen review utility or other accessibility aid, you'll get the best results with Help if you enter questions in the Answer Wizard tab in the Help window rather than in the Office Assistant balloon or in the Ask a Question box.

Move around in the navigation pane

CTRL+TAB

Switch to the next tab

CTRL+SHIFT+TAB

Switch to the previous tab

ALT+C

Switch to the Contents tab

ALT+A

Switch to the Answer Wizard tab

ALT+I

Switch to the Index tab

ENTER

Open or close a selected book, or open a selected Help topic

DOWN ARROW

Select the next book or Help topic

UP ARROW

Select the previous book or Help topic

Move around in the topic pane

ALT+LEFT ARROW

Go back to a Help topic you viewed previously

ALT+RIGHT ARROW

Go forward to a Help topic you viewed previously

TAB

Go to the first or next hyperlink

SHIFT+TAB

Go to the last or previous hyperlink

ENTER

Activate a selected hyperlink

ESC

Close a pop-up window

UP ARROW

Scroll toward the beginning of a Help topic

DOWN ARROW

Scroll toward the end of a Help topic

PAGE UP

Scroll toward the beginning of a Help topic in larger increments

PAGE DOWN

Scroll toward the end of a Help topic in larger increments

HOME

Move to the beginning of a Help topic

END

Move to the end of a Help topic

CTRL+P

Print the active Help topic

CTRL+A

Select the entire Help topic

CTRL+C

Copy the selected items to the Clipboard

SHIFT+F10

Display a shortcut menu

Selecting text in a field

SHIFT+RIGHT ARROW

To extend one character to the right

CTRL+SHIFT+RIGHT ARROW

To extend one word to the right

SHIFT+LEFT ARROW

To extend one character to the left

CTRL+SHIFT+LEFT ARROW

To extend one word to the left

Selecting a field or record

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

TAB

To select the next field

F2

To switch between Edit mode (with insertion point displayed) and Navigation mode

SHIFT+SPACEBAR

To switch between selecting the current record and the first field of the current record, in Navigation mode

SHIFT+UP ARROW

To extend selection to the previous record, if the current record is selected

SHIFT+DOWN ARROW

To extend selection to the next record, if the current record is selected

CTRL+A or CTRL+SHIFT+SPACEBAR

To select all records

Extending a selection

F8

To turn on Extend mode (EXT appears in the lower-right corner of the window); pressing F8 repeatedly extends the selection to the word, the field, the record (in Datasheet view only), and all records

LEFT ARROW or RIGHT ARROW

To extend a selection to adjacent fields in the same row in Datasheet view

UP ARROW or DOWN ARROW

To extend a selection to adjacent rows in Datasheet view

SHIFT+F8

To undo the previous extension

ESC

To cancel Extend mode

Selecting and moving a column in Datasheet view

CTRL+SPACEBAR

To select the current column or cancel the column selection, in Navigation mode only

SHIFT+RIGHT ARROW

To select the column to the right, if the current column is selected

SHIFT+LEFT ARROW

To select the column to the left, if the current column is selected

CTRL+SHIFT+F8

To turn on Move mode; then press the RIGHT ARROW or LEFT ARROW key to move selected column(s) to the right or left

Note   If the insertion point isn't visible, press F2 to display it.

Moving the insertion point in a field

RIGHT ARROW

To move it one character to the right

CTRL+RIGHT ARROW

To move it one word to the right

LEFT ARROW

To move it one character to the left

CTRL+LEFT ARROW

To move it one word to the left

END

To move it to the end of the field, in single-line fields

CTRL+END

To move it to the end of the field, in multiple-line fields

HOME

To move it to the beginning of the field, in single-line fields

CTRL+HOME

To move it to the beginning of the field, in multiple-line fields

Copying, moving, or deleting text

CTRL+C

To copy the selection to the Clipboard

CTRL+X

To cut the selection and copy it to the Clipboard

CTRL+V

To paste the contents of the Clipboard at the insertion point

BACKSPACE

To delete the selection or the character to the left of the insertion point

DELETE

To delete the selection or the character to the right of the insertion point

CTRL+DELETE

To delete all characters to the right of the insertion point

Undoing changes

CTRL+Z or ALT+BACKSPACE

To undo typing

ESC

To 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

Entering data in Datasheet or Form view

CTRL+SEMICOLON (;)

To insert the current date

CTRL+SHIFT+COLON (:)

To insert the current time

CTRL+ALT+SPACEBAR

To insert the default value for a field

CTRL+APOSTROPHE (')

To insert the value from the same field in the previous record

CTRL+PLUS SIGN (+)

To add a new record

CTRL+MINUS SIGN (-)

To delete the current record

SHIFT+ENTER

To save changes to the current record

SPACEBAR

To switch between the values in a check box or option button

CTRL+ENTER

To insert a new line

Refreshing fields with current data

F9

To recalculate the fields in the window

SHIFT+F9

To requery the underlying tables; in a subform, this requeries the underlying table for the subform only

F9

Refresh the contents of a Lookup field list box or combo box

Going to a specific record

F5

To move to the record number box; then type the record number and press ENTER

Navigating between fields and records

TAB or RIGHT ARROW

To move to the next field

END

To move to the last field in the current record, in Navigation mode

SHIFT+TAB, or LEFT ARROW

To move to the previous field

HOME

To move to the first field in the current record, in Navigation mode

DOWN ARROW

To move to the current field in the next record

CTRL+DOWN ARROW

To move to the current field in the last record, in Navigation mode

CTRL+END

To move to the last field in the last record, in Navigation mode

UP ARROW

To move to the current field in the previous record

CTRL+UP ARROW

To move to the current field in the first record, in Navigation mode

CTRL+HOME

To move to the first field in the first record, in Navigation mode

Navigating to another screen of data

PAGE DOWN

To go down one screen

PAGE UP

To go up one screen

CTRL+PAGE DOWN

To go right one screen

CTRL+PAGE UP

To go left one screen

Going to a specific record

F5

From the subdatasheet to move to the record number box; then type the record number and press ENTER

Expanding and collapsing subdatasheet

CTRL+SHIFT+DOWN ARROW

From the datasheet to expand the recordÆs subdatasheet

CTRL+SHIFT+UP ARROW

To collapse the subdatasheet

Navigating between the datasheet and subdatasheet

TAB

To enter the subdatasheet from the last field of the previous record in the datasheet

SHIFT+TAB

To enter the subdatasheet from the first field of the following record in the datasheet

CTRL+TAB

To exit the subdatasheet and move to the first field of the next record in the datasheet

CTRL+SHIFT+TAB

To exit the subdatasheet and move to the last field of the previous record in the datasheet

TAB

From the last field in the subdatasheet to enter the next field in the datasheet

DOWN ARROW

From the datasheet to bypass the subdatasheet and move to the next record in the datasheet

UP ARROW

From the datasheet to bypass the subdatasheet and move to the previous record in the datasheet

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

Going to a specific record

F5

To move to the record number box; then type the record number and press ENTER

Navigating between fields and records

TAB

To move to the next field

SHIFT+TAB

To move to the previous field

END

To move to the last field in the current record, in Navigation mode

CTRL+END

To move to the last field in the last record, in Navigation mode

HOME

To move to the first field in the current record, in Navigation mode

CTRL+HOME

To move to the first field in the first record, in Navigation mode

CTRL+PAGE DOWN

To move to the current field in the next record

CTRL+PAGE UP

To move to the current field in the previous record

Navigating in forms with more than one page

PAGE DOWN

To go down one page; at the end of the record, moves to the equivalent page on the next record

PAGE UP

To go up one page; at the end of the record, moves to the equivalent page on the previous record

Navigating between the main form and subform

TAB

To enter the subform from the preceding field in the main form

SHIFT+TAB

To enter the subform from the following field in the main form

CTRL+TAB

To exit the subform and move to the next field in the master form or next record

CTRL+SHIFT+TAB

To exit the subform and move to the previous field in the main form or previous record

Dialog box and window operations

P or CTRL+P

To open the Print dialog box

S

To open the Page Setup dialog box

Z

To zoom in or out on a part of the page

C or ESC

To cancel Print Preview or Layout Preview

Viewing different pages

F5

To move to the page number box; then type the page number and press ENTER

PAGE DOWN or DOWN ARROW

To view the next page (when Fit To Window is selected)

PAGE UP or UP ARROW

To view the previous page (when Fit To Window is selected)

Navigating in Print and Layout Preview

DOWN ARROW

To scroll down in small increments

PAGE DOWN

To scroll down one full screen

CTRL+DOWN ARROW

To move to the bottom of the page

UP ARROW

To scroll up in small increments

PAGE UP

To scroll up one full screen

CTRL+UP ARROW

To move to the top of the page

RIGHT ARROW

To scroll to the right in small increments

END or CTRL+RIGHT ARROW

To move to the right edge of the page

CTRL+END

To move to the lower-right corner of the page

LEFT ARROW

To scroll to the left in small increments

HOME or CTRL+LEFT ARROW

To move to the left edge of the page

CTRL+HOME

To move to the upper-left corner of the page

ESC

Move from a table cell to the tableÆs title bar

ENTER

Move from a tableÆs title bar to the last cell you edited

TAB

Move from table title bar to table title bar, or
from cell to cell inside a table

ALT + DOWN ARROW

Expand a list inside a table

DOWN ARROW

Scroll through the items in a drop-down list from top to bottom

UP ARROW

Move to the previous item in a list

ENTER

Select an item in a list and move to the next cell

SPACEBAR

Change the setting in a check box

HOME

Go to the first cell in the row, or
to the beginning of the current cell

END

Go to the last cell in the row, or
to the end of the current cell

PAGE DOWN

Scroll to the next "page" inside a table, or
to the next "page" of the diagram

PAGE UP

Scroll to the previous "page" inside a table, or
to the previous "page" of the diagram

Any Pane

F6, SHIFT+F6

Move among the Query Designer panes

Diagram Pane

TAB, or SHIFT+TAB

Move among tables, views, and functions, (and to join lines, if available)

Arrow keys

Move between columns in a table, view, or function 

SPACEBAR or PLUS key

Choose the selected data column for output

SPACEBAR or MINUS key

Remove the selected data column from the query output

DELETE

Remove the selected table, view, or functiion, or join line from the query

Grid Pane

Arrow keys or TAB or SHIFT+TAB

Move among cells

CTRL+DOWN ARROW

Move to the last row in the current column

CTRL+UP ARROW

Move to the first row in the current column

CTRL+HOME

Move to the top left cell in the visible portion of grid

CTRL+END

Move to the bottom right cell

UP ARROW or DOWN ARROW

Move in a drop-down list

CTRL+SPACEBAR

Select an entire grid column

F2

Toggle between edit mode and cell selection mode

CTRL+C

Copy selected text in cell to the Clipboard (in edit mode)

CTRL+X

Cut selected text in cell and place it on the Clipboard (in edit mode)

CTRL+V

Paste text from the Clipboard (in edit mode)

INS

Toggle between insert and overstrike mode while editing in a cell

SPACEBAR

Toggle the check box in the Output column

Note   If multiple items are selected, pressing this key affects all selected items.

DELETE

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

INS ( after you select grid row)

Insert row between existing rows

INS ( after you select any Or ... column)

Add an Or à column

SQL 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.

Note   To use the following keys, press the TAB key repeatedly until the expand indicator or record navigation toolbar has the focus. If a PivotTable list or spreadsheet control currently has the focus, press CTRL+TAB.

SPACE or ENTER

Expand or collapse a group of records corresponding to the expand indicator in a grouped data access page

TAB or SHIFT+TAB

Select a button on the record navigation toolbar

SPACE or ENTER

Activate the selected button on the record navigation toolbar

PivotTable view

Keys for selecting elements in PivotTable view

The TAB key

Move the selection from left to right, and then down

ENTER

Move the selection from top to bottom, and then to the right

SHIFT+TAB

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+ENTER

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.

CTRL+ENTER

Select the detail cells for the next item in the row area

SHIFT+CTRL+ENTER

Select the detail cells for the previous item in the row area

Arrow keys

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.

SHIFT+arrow key

Extend or reduce the selection in the direction of the arrow key

CTRL+arrow key

Move the selection to the last cell in the direction of the arrow key

SHIFT+ALT+arrow key

Move the selected item in the direction of the arrow key

HOME

Select the leftmost cell of the current row

END

Select the rightmost cell of the current row

CTRL+HOME

Select the leftmost cell of the first row

CTRL+END

Select the last cell of the last row

SHIFT+CTRL+HOME

Extend selection to the leftmost cell of the first row

SHIFT+CTRL+END

Extend selection to the last cell of the last row

CTRL+SPACEBAR

Select the field for the currently selected item of data, total, or detail

SHIFT+SPACEBAR

Select the entire row containing the currently selected cell

CTRL+A

Select the entire PivotTable view

PAGE DOWN

Display the next screen

PAGE UP

Display the previous screen

SHIFT+PAGE DOWN

Extend a selection down one screen

SHIFT+PAGE UP

Reduce a selection by one screen

ALT+PAGE DOWN

Display the next screen to the right

ALT+PAGE UP

Display the previous screen to the left

SHIFT+ALT+PAGE DOWN

Extend selection to the page on the right

SHIFT+ALT+PAGE UP

Extend selection to the page on the left

Keys for carrying out commands

F1

Display Help topics.

SHIFT+F10

Display the shortcut menu for the selected element of the PivotTable view. Use the shortcut menus to carry out commands in the PivotTable view.

Underlined letter

Carry out a command on the shortcut menu

ESC

Close the shortcut menu without carrying out a command

ALT+ENTER

Display the Properties dialog box

ALT+F4

Close the Properties dialog box

ESC

Cancel a refresh operation in progress

CTRL+C

Copy the selected data from the PivotTable view to the Clipboard

CTRL+E

Export the contents of the PivotTable view to Microsoft Excel

Keys for displaying, hiding, filtering, or sorting data

CTRL+8

Show or hide the expand indicators ( and boxes) beside items

CTRL+PLUS SIGN

Expand the currently selected item

CTRL+MINUS SIGN

Hide the currently selected item

ALT+DOWN ARROW

Open the list for the currently selected field

The TAB key

Alternately move to the most recently selected item, the OK button, and the Cancel button in the drop-down list for a field

Arrow keys

Move to the next item in the drop-down list for a field

SPACEBAR

Select or clear the check box for the current item in the drop-down list for a field

ENTER

Close the drop-down list for a field and apply any changes you made

ESC

Close the drop-down list for a field without applying your changes

CTRL+T

Turn AutoFilter on or off

CTRL+SHIFT+A

Sort data in the selected field or total in ascending order (A û Z 0 û 9)

CTRL+SHIFT+Z

Sort data in the selected field or total in descending order (Z û A 9 û 0)

ALT+SHIFT+UP ARROW or ALT+SHIFT+LEFT ARROW

Move the selected member up or left

ALT+SHIFT+DOWN ARROW or ALT+SHIFT+RIGHT ARROW

Move the selected member down or right

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

Keys for adding fields and totals

CTRL+SHIFT+S

Add a new total field for the selected field in the PivotTable view by using the Sum summary function

CTRL+SHIFT+C

Add a new total field for the selected field in the PivotTable view by using the Count summary function

CTRL+SHIFT+M

Add a new total field for the selected field in the PivotTable view by using the Min summary function

CTRL+SHIFT+X

Add a new total field for the selected field in the PivotTable view by using the Max summary function

CTRL+SHIFT+E

Add a new total field for the selected field in the PivotTable view by using the Average summary function

CTRL+SHIFT+D

Add a new total field for the selected field in the PivotTable view by using the Standard Deviation summary function

CTRL+SHIFT+T

Add a new total field for the selected field in the PivotTable view by using the Standard Deviation Population summary function

CTRL+SHIFT+V

Add a new total field for the selected field in the PivotTable view by using the Variance summary function

CTRL+SHIFT+R

Add a new total field for the selected field in the PivotTable view by using the Variance Population summary function

CTRL+SHIFT+B

Turn subtotals and grand totals on or off for the selected field in the PivotTable view

CTRL+F

Add a calculated detail field

Keys for changing the layout

CTRL+1

Move the selected field in the PivotTable view to the row area

CTRL+2

Move the selected field in the PivotTable view to the column area

CTRL+3

Move the selected field in the PivotTable view to the filter area

CTRL+4

Move the selected field in the PivotTable view to the detail area

CTRL+LEFT ARROW

Move the selected row or column field in the PivotTable view to a higher level

CTRL+RIGHT ARROW

Move the selected row or column field in the PivotTable view to a lower level

Keys 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 element.

CTRL+SHIFT+~ (tilde)

Apply the general number format to values in the selected total or detail field

CTRL+SHIFT+$

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+B

Make text bold in the selected element of the PivotTable view

CTRL+U

Make text underlined in the selected element of the PivotTable view

CTRL+I

Make text italic in the selected element of the PivotTable view

PivotChart view

Keys for selecting items in a chart

RIGHT ARROW

Select the next item in the chart

LEFT ARROW

Select the previous item in the chart

DOWN ARROW

Select the next group of items

UP ARROW

Select the previous group of items

Keys for working with properties and options

ALT+ENTER

Display the Properties dialog box

ALT+F4

Close the Properties dialog box

The TAB key

When the Properties dialog box is active, select the next item on the active tab

RIGHT ARROW

When a tab in the Properties dialog box is active, select the next tab

LEFT ARROW

When a tab in the Properties dialog box is active, select the previous tab

DOWN ARROW

Display a list or palette when a button that contains a list or palette is selected

SHIFT+F10

Display the shortcut menu

Underlined letter

Carry out a command on the shortcut menu

ESC

Close the shortcut menu without carrying out a command

Keys for working with fields

ALT+DOWN ARROW

Open the list for the currently selected field

The TAB key

In the drop-down list for a field, alternately move to the most recently selected item, the OK button, and the Cancel button

Arrow keys

In the drop-down list for a field, move to the next item

SPACEBAR

In the drop-down list for a field, select or clear the check box for the current item

ENTER

Close the drop-down list for a field and apply any changes you made

ESC

Close the drop-down list for a field without applying your changes

Keys for working with the field list

CTRL+L

Display the field list, or activate it if it's already displayed

Arrow keys

Move to the next item in the field list

SHIFT+UP ARROW

Move to the previous item and include it in the selection

SHIFT+DOWN ARROW

Move to the next item and include it in the selection

CTRL+UP ARROW

Move to the previous item, but don't include the item in the selection

CTRL+DOWN ARROW

Move to the next item, but don't include the item in the selection

CTRL+SPACEBAR

Remove the item from the selection if the item that has focus is included in the selection, and vice versa

PLUS SIGN  (numeric keypad)

Expand the current item in the field list to display its contents, or expand Totals to display the available total fields

MINUS SIGN (numeric keypad)

Collapse the current item in the field list to hide its contents, or collapse Totals to hide the available total fields.

The TAB key

In the field list, alternately move to the most recently selected item, the Add to button, and the list next to the Add to button

ALT+DOWN ARROW

Open the drop-down list next to the Add to button in the field list. Use the arrow keys to move to the next item in the list, and then press ENTER to select an item.

ENTER

Add the highlighted field in the field list to the drop area that's displayed in the Add to list

ALT+F4

Close the field list

You can use the keyboard to create and customize the relationships between your tables in a database. You can also create relationships for queries as well as tables, although referential integrity isn't enforced with queries.

Note  In the steps below, you can use the TAB key to move between selections in a dialog box, unless otherwise specified.

Define relationships by using the keyboard

1. Close any tables that you have open. You can't create or modify relationships between open tables.
2. If you haven't already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window.
3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window.
4. If your database doesn't have any relationships defined, the Show Table dialog box appears automatically. If you need to add the tables that you want to relate and the Show Table dialog box does not appear, press ALT+R to select the Relationships menu, and then press T to open the Show Table dialog box. If the tables that you want to relate already appear in the Relationships window, skip to step 7.
5. In the Show Table dialog box, select the first table that you want to relate, and then press ENTER to add it to the Relationships window.
6. Repeat step 5 for any other tables you want to relate. Use the DOWN ARROW key to select the table, and then press ALT+C to close the Show Table dialog box.
7. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box.
8. Press ALT+N to open the Create New dialog box.
9. In the Left Table Name box, use the DOWN ARROW key to select the name of the table that contains the primary key.
10. In the Right Table Name box, select the name of the table that contains the foreign key.
11. In the Left Column Name box, select the primary key field, and in the Right Column Name box, select the foreign key field.

    Notes

    • The related fields don't have to have the same names, but they must have the same data type and contain the same kind of information.

    • When the matching fields are Number fields, they must have the same FieldSize property setting.

    • There are two exceptions to matching data types: you can match an AutoNumber field with a Number field whose FieldSize property is set to Long Integer; and you can match an AutoNumber field with a Number field if the FieldSize property for both fields is set to Replication ID.

12. Press ENTER.
13. In the Edit Relationships dialog box, use the arrow keys to make sure that the two columns contain the field names you want; you can change them if necessary, or you can specify additional fields if you are using a multiple-field primary key.

    Set relationship options if necessary. For information about a specific item in the Relationships dialog box, select the item and then press F1.

14. Press ALT+C to create the relationship.
15. Repeat steps 5 through 14 for each pair of tables you want to relate.

Notes

• If you need to view all the relationships that are defined in the database, press ALT+R to select the Relationships menu, and then press L. To view only the relationships defined for a particular table, select that table, press ALT+R to select the Relationships menu, and then press C.
• If you need to make a change to the design of a table, first select that table. Next, press SHIFT+F10 to select the shortcut menu, and then select Table Design.
• To create a relationship between a table and itself, add that table twice. This is useful in situations where you need to perform a lookup within the same table. For example, in an Employees table, you might define a relationship between the EmployeeID and ReportsTo fields, so that the ReportsTo field can display employee data from a matching EmployeeID.

Edit or delete a relationship by using the keyboard

1. Close any tables that you have open. You can't modify or delete relationships between open tables.
2. If you haven't already done so, switch to the Database window. You can press F11 to switch to the Database window from any other window.
3. Press ALT+T to select the Tools menu, and then press R to open the Relationships window.
4. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box.
5. Press ALT+T. In the Table/Query box, press the F4 key, and use the DOWN ARROW key to select the name of the table that contains the primary key, and then make sure that the appropriate table appears in the Related Table/Query box.
6. Set the relationship options if necessary. For more information about a specific item in the Relationships dialog box, select the item, and then press F1.
7. If you want to delete the relationship, press ENTER, and then press DELETE.

Define the default join type in a relationship by using the keyboard

1. Press F11 to switch to the Database window from any other window.
2. Press ALT+T to select the Tools menu, and then press R to open the Relationships window.
3. Press ALT+R to select the Relationships menu, and then press R to open the Edit Relationships dialog box.
4. Press ALT+T. Press F4 to open the Table/Query box, select the name of the table that contains the primary key, and then select the appropriate table in the Related Table/Query box.
5. Press ALT+J. In the Join Properties dialog box, select the desired join type.

   Option 1 defines an inner join. This is the default.

   Option 2 defines a left outer join.

   Option 3 defines a right outer join.

Notes

• You cannot change the default join type if the tables are linked tables. However, if the linked tables are stored in another Microsoft Access database, you can open the database in which they are stored to set the join type.

• Defining the join type for a relationship in the Relationships window doesn't affect the relationship itself; instead it sets the kind of join that will be used by default when you are creating queries based on the related tables. You can override the default join type later when you are defining a query.