Microsoft Access Hotkeys - Keyboard Shortcuts





General shortcut keys

Global Access shortcut keys

Opening databases

To do this Press

To open a new database

CTRL+N

To open an existing database

CTRL+O

To quit Microsoft Access

ALT+F4

Printing and saving

To do this Press

To print the current or selected object

CTRL+P

To open the Print dialog box

P or CTRL+P

To open the Page Setup dialog box

S

To cancel Print Preview or Layout Preview

C or ESC

To save a database object

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

To open the Save As dialog box

F12 or ALT+F2

Using a combo box or list box

To do this Press

To open a combo box

F4 or ALT+DOWN ARROW

To 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

To move down one line

DOWN ARROW

To move down one page

PAGE DOWN

To move up one line

UP ARROW

To move up one page

PAGE UP

To exit the combo box or list box

TAB

Finding and replacing text or data

To do this Press

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

CTRL+F

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

CTRL+H

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)

SHIFT+F4

Working in Design view

To do this Press

To 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.)

F2

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

F4

To switch to Form view from form Design view

F5

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)

F6

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

F7

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

SHIFT+F7

To open property sheet for a selected object

ALT+V+P

Editing controls in form and report Design view

To do this Press

To add a control to a section

SHIFT+ENTER

To copy the selected control to the Clipboard

CTRL+C

To cut the selected control and copy it to the Clipboard

CTRL+X

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

CTRL+V

To move the selected control to the right

CTRL+RIGHT ARROW

To move the selected control to the left

CTRL+LEFT ARROW

To move the selected control up

CTRL+UP ARROW

To move the selected control down

CTRL+DOWN ARROW

To increase the height of the selected control

SHIFT+DOWN ARROW

To increase the width of the selected control

SHIFT+RIGHT ARROW

To reduce the height of the selected control

SHIFT+UP ARROW

To reduce the width of the selected control

SHIFT+LEFT ARROW

Window operations

To do this Press

To bring the Database window to the front

F11

To cycle between open windows

CTRL+F6

To restore the selected minimized window when all windows are minimized

ENTER

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

CTRL+F8

To display the Control menu

ALT+SPACEBAR

To display the shortcut menu

SHIFT+F10

To close the active window

CTRL+W or CTRL+F4

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

ALT+F11

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

ALT+SHIFT+F11

Working with Wizards

To do this Press

Move to the Help Button image button in the wizard

TAB

To move to the next window in the wizard

ALT+N

To move to the previous window in the wizard

ALT+B

To close the wizard window

ALT+F

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

To do this Press

To display the complete hyperlink address for a selected hyperlink

F2

To check spelling

F7

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

SHIFT+F2

To display a property sheet in Design view

ALT+ENTER

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

ALT+F4

To invoke a Builder

CTRL+F2

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

CTRL+F11

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+RIGHT ARROW or CRTL+COMMA (,)

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

CTRL+LEFT ARROW or CRTL+PERIOD (.)

Database window shortcut keys

Editing and navigating the Object list

To do this Press

To rename a selected object

F2

To move down one line

DOWN ARROW

To move down one window

PAGE DOWN

To move to the last object

END

To move up one line

UP ARROW

To move up one window

PAGE UP

To move to the first object

HOME

Navigating and opening objects

To do this Press

To cycle through the Objects bar top to bottom

CTRL+TAB

To cycle through the Objects bar bottom to top

SHIFT+CTRL+TAB

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

ENTER or ALT+O

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

ENTER

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

CTRL+ENTER or ALT+D

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

ALT+N

To refresh the Database window

F5

To display the Immediate window in the Visual Basic Editor

CTRL+G

Work with menus

To do this Press

To show the shortcut menu

SHIFT+F10

To make the menu bar active

F10

To show the program icon menu (on the program title bar)

ALT+SPACEBAR

With the menu or submenu is visible, to select the next or previous command

DOWN ARROW or UP ARROW

To 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

To select the first or last command on the menu or submenu

HOME or END

To close the visible menu and submenu at the same time

ALT

To close the visible menu; or, with a submenu visible, to close the submenu only

ESC

Work with toolbars

To do this Press

To select the next or previous toolbar

CTRL+TAB or CTRL+SHIFT+TAB

When a toolbar is active, to select the next or previous button or menu on the toolbar

TAB or SHIFT+TAB

When a menu on a toolbar is selected, to open the menu

ENTER

When a button is selected, to perform the action assigned to a button

ENTER

Work in windows and dialog boxes

Using a program window

To do this Press

To switch to the next program

ALT+TAB

To switch to the previous program

ALT+SHIFT+TAB

To show the Windows Start menu

CTRL+ESC

To close the active database window

CTRL+W

To switch to the next database window

CTRL+F6

To switch to the previous database window

CTRL+SHIFT+F6

To restore the selected minimized window when all windows are minimized

ENTER

Using a dialog box

To do this Press

To switch to the next tab in a dialog box

CTRL+TAB or CTRL+PAGE DOWN

To switch to the previous tab in a dialog box

CTRL+SHIFT+TAB or CTRL+PAGE UP

To move to the next option or option group

TAB

To move to the previous option or option group

SHIFT+TAB

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

Arrow keys

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

SPACEBAR

To 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)

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

ALT+letter key

To open the selected drop-down list box

ALT+DOWN ARROW

To close the selected drop-down list box

ESC

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

ENTER

To cancel the command and close the dialog box

ESC

To close a dialog box

ALT+F4

Editing in a text box

To do this Press

To move to the beginning of the entry

HOME

To move to the end of the entry

END

To move one character to the left or right

LEFT ARROW or RIGHT ARROW

To move one word to the left or right

CTRL+LEFT ARROW or CTRL+RIGHT ARROW

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

SHIFT+HOME

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

SHIFT+END

To select one character to the left

SHIFT+LEFT ARROW

To select one character to the right

SHIFT+RIGHT ARROW

To select one word to the left

CTRL+SHIFT+LEFT ARROW

To select one word to the right

CTRL+SHIFT+RIGHT ARROW

Work with the Open, File New Database, and Save 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

Close the dialog box, and open your World Wide WebWorld Wide Web search page (Search the Web button Button image)

ALT+3

Delete the selected folder or file (Delete button Button image)

ALT+4

Create a new subfolder in the open folder (Create New Folder button Button image)

ALT+5

Switch between List, Details, Properties, and Preview views

ALT+6

Show the Tools menu (Tools button)

ALT+7

Work with task panes

To do this Press
Move to a task pane (task pane: A window within an Office application that provides commonly used commands. Its location and small size allow you to use these commands while still working on your files.) from another pane in the program window. (You may need to press F6 more than once.) F6

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.

When a menu or toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) is active, move to a task pane. (You may 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 in a selected submenu; move among certain options in a group of options

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 (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.); 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

Keyboard shortcuts for using the Help task pane and Help window

The Help Pane is a task pane that provides access to all Office Help content. As a task pane, the Help Pane appears as part of the active application. The Help window displays topics and other Help content and appears as a window next to, but separate from, the active application.

In the Help task pane

To do this Press

Display the Help task pane.

F1

Switch between the Help task pane and the active application.

F6

Select the next item in the Help task pane.

TAB

Select the previous item in the Help task pane.

SHIFT+TAB

Perform the action for the selected item.

ENTER

In a Table of Contents, select the next and previous item, respectively.

DOWN ARROW and UP ARROW

In a Table of Contents, expand and collapse the selected item, respectively.

RIGHT ARROW and LEFT ARROW

Move back to the previous task Pane.

ALT+LEFT ARROW

Move forward to the next task Pane.

ALT+RIGHT ARROW

Open the menu of Pane options.

CTRL+SPACEBAR

Close and reopen the current task pane.

CTRL+F1

Expand a +/- list.

RIGHT ARROW

Collapse a +/- list.

LEFT ARROW

In 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

Print the current Help topic.

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

Change whether the Help window appears connected to (tiled) or separate from (untiled) the active application.

ALT+U

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

Send e-mail messages

To do this Press

Send the active database object as an e-mail message

ALT+F+D+A

Open the Address Book

CTRL+SHIFT+B

Check the names in the To, Cc, and Bcc boxes against the Address Book

ALT+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

Select text and data

Selecting text in a field

To do this Press

To extend one character to the right

SHIFT+RIGHT ARROW

To extend one word to the right

CTRL+SHIFT+RIGHT ARROW

To extend one character to the left

SHIFT+LEFT ARROW

To extend one word to the left

CTRL+SHIFT+LEFT ARROW

Selecting a field or record

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

To do this Press

To select the next field

TAB

To 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.)

F2

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

SHIFT+SPACEBAR

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

SHIFT+UP ARROW

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

SHIFT+DOWN ARROW

To select all records

CTRL+A or CTRL+SHIFT+SPACEBAR

Extending a selection

To do this Press

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

F8

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

LEFT ARROW or RIGHT ARROW

To extend a selection to adjacent rows in Datasheet view

UP ARROW or DOWN ARROW

To undo the previous extension

SHIFT+F8

To cancel Extend mode

ESC

Selecting and moving a column in Datasheet view

To do this Press

To 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

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

SHIFT+RIGHT ARROW

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

SHIFT+LEFT ARROW

To turn on Move mode (Move mode: The mode in which you can move column(s) 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

Edit text and data

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

Moving the insertion point in a field

To do this Press

To move it one character to the right

RIGHT ARROW

To move it one word to the right

CTRL+RIGHT ARROW

To move it one character to the left

LEFT ARROW

To move it one word to the left

CTRL+LEFT ARROW

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

END

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

CTRL+END

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

HOME

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

CTRL+HOME

Copying, moving, or deleting text

To do this Press

To copy the selection to the Clipboard

CTRL+C

To cut the selection and copy it to the Clipboard

CTRL+X

To paste the contents of the Clipboard at the insertion point

CTRL+V

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

BACKSPACE

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

DELETE

To delete all characters to the right of the insertion point

CTRL+DELETE

Undoing changes

To do this Press

To undo typing

CTRL+Z or ALT+BACKSPACE

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

ESC

Entering data in Datasheet or Form view

To do this Press

To insert the current date

CTRL+SEMICOLON (;)

To insert the current time

CTRL+SHIFT+COLON (:)

To insert the default value for a field

CTRL+ALT+SPACEBAR

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

CTRL+APOSTROPHE (')

To add a new record

CTRL+PLUS SIGN (+)

To delete the current record

CTRL+MINUS SIGN (-)

To save changes to the current record

SHIFT+ENTER

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

SPACEBAR

To insert a new line

CTRL+ENTER

Refreshing fields with current data

To do this Press

To recalculate the fields in the window

F9

To requery (requery: To rerun a query underlying the active form or datasheet in order to reflect changes to the records, display newly added records, and eliminate deleted records.) 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

Navigate in Design view

To do this Press

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

F2

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

F4

To switch to Form view from form Design view

F5

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

F6

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

F7

Invokes the field list in a form, report , or data access page. If field list is already open, moves focus to field list

F8

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

SHIFT+F7

To switch from a control's

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