Use a screen reader to add, remove, or arrange fields in a PivotTable in Excel

Use a screen reader to add, remove, or arrange fields in a PivotTable in Excel

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people with visual impairments who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Microsoft Support home.

Use Excel with your keyboard and a screen reader to add or remove fields in a PivotTable using the PivotTable Fields pane. We have tested it with Narrator, NVDA, and JAWS, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll also learn how to rearrange the fields to change the design of a PivotTable.

Notes: 

In this topic

Open the PivotTable Fields pane manually

The PivotTable Fields pane should automatically appear when you place the cursor anywhere in the PivotTable. If you press F6 repeatedly, but don't hear "PivotTable fields, Type words to search for," you need to manually open the pane.

  1. In your PivotTable, place the cursor in any cell.

  2. Press Alt+J, T, then L. The PivotTable Fields pane opens.

Add fields to a PivotTable

In the PivotTable Fields pane, you can pick the fields you want to show in your PivotTable.

  1. On the worksheet with the PivotTable, press F6 until you hear: "PivotTable fields, Type words to search for."

  2. To browse the list of fields, use the Down or Up arrow key. You hear the name of the field and if it's unselected or selected. Unselected fields are announced as "Checkbox unchecked."

  3. Once on an unselected field you want to add to your PivotTable, press Spacebar. The field and its data is added to the PivotTable on the worksheet grid. Repeat this step to all fields you want to add to the PivotTable.

    The fields you select are added to their default areas: non-numeric fields are added to Rows, date and time hierarchies are added to Columns, and numeric fields are added to Values.

    PivotTable Fields pane in Excel showing available fields.  

Remove fields from a PivotTable

In the PivotTable Fields pane, you can unselect the fields you don't want to show in your PivotTable. Removing a field from a PivotTable doesn't remove the field from the PivotTable Fields pane or delete the source data.

  1. On the worksheet with the PivotTable, press F6 until you hear: "PivotTable fields, Type words to search for."

  2. To browse the list of available fields, use the Down or Up arrow key. You hear the name of the field and if it's unselected or selected. Selected fields are announced as "Checkbox checked."

  3. Once on a selected field you want to remove from your PivotTable, press Spacebar. The field and its data removed from the PivotTable. Repeat this step to all fields you want to remove from the PivotTable.

Arrange fields in a PivotTable

To rearrange the fields the way you want display them in the PivotTable, you can move a field from one area to another. You can also move a field up or down within an area.

  1. In the PivotTable Fields pane, press the Tab key until you hear the name of the field you want to move, followed by "Menu."

  2. Press Spacebar to open the context menu.

  3. Press the Up or Down arrow key until you hear the option you want, for example, "Move to column labels" or "Move up," and press Enter. The PivotTable on the grid is updated accordingly.

The fields in the different areas in the PivotTable Fields pane are shown in the PivotTable as follows:

  • The fields in the Filters area are shown as top-level report filters above the PivotTable.

  • The fields in the Columns area are shown as Column Labels at the top of the PivotTable. Depending on the hierarchy of the fields, columns may be nested inside other columns that are higher in the hierarchy.

  • The fields in the Rows area are shown as Row Labels on the left side of the PivotTable. Depending on the hierarchy of the fields, rows may be nested inside other rows that are higher in the hierarchy.

  • The fields in the Values area are shown as summarized numeric values in the PivotTable.

See also

Use a screen reader to filter data in a PivotTable in Excel

Use a screen reader to group or ungroup data in a PivotTable in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Use Excel for the web with your keyboard and a screen reader to add or remove fields in a PivotTable using the PivotTable Fields pane. We have tested it with Narrator, NVDA, and JAWS, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll also learn how to rearrange the fields to change the design of a PivotTable.

Notes: 

  • If you use Narrator with the Windows 10 Fall Creators Update, you have to turn off scan mode in order to edit documents, spreadsheets, or presentations with Office for the web. For more information, refer to Turn off virtual or browse mode in screen readers in Windows 10 Fall Creators Update.

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • To learn more about screen readers, go to How screen readers work with Microsoft Office.

  • When you use Excel for the web, we recommend that you use Microsoft Edge as your web browser. Because Excel for the web runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Excel for the web.

In this topic

Open the PivotTable Fields pane manually

The PivotTable Fields pane should automatically appear when you place the cursor anywhere in the PivotTable. If you press F6 repeatedly, but don't hear "PivotTable fields, Type words to search for," you need to manually open the pane.

  1. In Excel for the web, press F11 to switch to the full screen mode.

  2. In your PivotTable, place the cursor in any cell.

  3. Press Alt+J, T, then L. The PivotTable Fields pane opens.

Add fields to a PivotTable

In the PivotTable Fields pane, you can pick the fields you want to show in your PivotTable.

  1. On the worksheet with the PivotTable, press Ctrl+F6 until you hear "Table," followed by the name of the first field in the fields list.

  2. To browse the list of fields, use the Down or Up arrow key. You hear the name of the field and if it's unselected or selected. Unselected fields are announced as "Checkbox unchecked."

  3. Once on an unselected field you want to add to your PivotTable, press Spacebar. The selected field and its data is added to the PivotTable on the worksheet grid. Repeat this step to all fields you want to add to the PivotTable.

    The fields you select are added to their default areas: non-numeric fields are added to Rows, date and time hierarchies are added to Columns, and numeric fields are added to Values.

      PivotTable Fields in Excel for the Web showing available fields.

Remove fields from a PivotTable

In the PivotTable Fields pane, you can unselect the fields you don't want to show in your PivotTable. Removing a field from a PivotTable doesn't remove the field from the PivotTable Fields pane or delete the source data.

  1. On the worksheet with the PivotTable, press Ctrl+F6 until you hear: "PivotTable fields, Type words to search for."

  2. To browse the list of available fields, use the Down or Up arrow key. You hear the name of the field and if it's unselected or selected. Selected fields are announced as "Checkbox checked."

  3. Once on a selected field you want to remove from your PivotTable, press Spacebar. The field and its data removed from the PivotTable. Repeat this step to all fields you want to remove from the PivotTable.

Arrange fields in a PivotTable

To rearrange the fields the way you want display them in the PivotTable, you can move a field from one area to another. You can also move a field up or down within an area.

  1. In the PivotTable Fields pane, press the Tab key until you hear the name of the field you want to move, followed by "Menu."

  2. Press the Down arrow key to open the context menu.

  3. Press the Up or Down arrow key until you hear the option you want, for example, "Move to column labels," and press Enter. The PivotTable on the grid is updated accordingly.

The fields in the different areas in the PivotTable Fields pane are shown in the PivotTable as follows:

  • The fields in the Filters area are shown as top-level report filters above the PivotTable.

  • The fields in the Columns area are shown as Column Labels at the top of the PivotTable. Depending on the hierarchy of the fields, columns may be nested inside other columns that are higher in the hierarchy.

  • The fields in the Rows area are shown as Row Labels on the left side of the PivotTable. Depending on the hierarchy of the fields, rows may be nested inside other rows that are higher in the hierarchy.

  • The fields in the Values area are shown as summarized numeric values in the PivotTable.

See also

Use a screen reader to filter data in a PivotTable in Excel

Use a screen reader to group or ungroup data in a PivotTable in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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