Many users find that keyboard shortcuts for Access desktop databases help them work more efficiently. For users with impaired mobility or vision, keyboard shortcuts are an essential alternative to using the mouse. This article itemizes the keyboard shortcuts for Access on Windows.
Notes:
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The shortcuts in this topic refer to the US keyboard layout. Keys for other layouts might not correspond exactly to the keys on a US keyboard.
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If a shortcut requires pressing two or more keys at the same time, this topic separates the keys with a plus sign (+). If you have to press one key immediately after another, the keys are separated by a comma (,).
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This topic assumes that JAWS users have the Virtual Ribbon Menu feature turned off.
In this topic
Frequently used shortcuts
This table itemizes the most frequently used shortcuts in Access desktop databases.
|
To do this |
Press |
|---|---|
|
Select the active tab of the ribbon and activate KeyTips |
Alt or F10 |
|
Open the Home tab |
Alt+H |
|
Open the Tell me box on the ribbon |
Alt+Q, and then enter the search term |
|
Display the shortcut menu for the selected item |
Shift+F10 |
|
Move the focus to a different pane of the window |
F6 |
|
Open an existing database |
Ctrl+O or Ctrl+F12 |
|
Show or hide the Navigation Pane |
F11 |
|
Show or hide a property sheet |
F4 |
|
Switch between Edit mode (with insertion point displayed) and Navigation mode in the Datasheet or Design view |
F2 |
|
Switch to Form view from the form Design view |
F5 |
|
Move to the next or previous field in the Datasheet view |
The Tab key or Shift+Tab |
|
Go to a specific record in the Datasheet view |
Alt+F5 |
|
Open the Print dialog box from Print (for datasheets, forms, and reports) |
Ctrl+P |
|
Open the Page Setup dialog box (for forms and reports) |
S |
|
Zoom in or out on a part of the page |
Z |
|
Open the Find tab in the Find and Replace dialog box in the Datasheet view or Form view |
Ctrl+F |
|
Open the Replace tab in the Find and Replace dialog box in the Datasheet view or Form view |
Ctrl+H |
|
Add a new record in Datasheet view or Form view |
Ctrl+Plus Sign (+) |
|
Open the Help window |
F1 |
|
Exit Access |
Alt+F4 |
Work with database files
Open and save databases
|
To do this |
Press |
|---|---|
|
Open a new database |
Ctrl+N |
|
Open an existing database |
Ctrl+O or Ctrl+F12 |
|
Open the selected folder or file |
Enter |
|
Open the folder one level above the selected folder |
Backspace |
|
Delete the selected folder or file |
Delete |
|
Display a shortcut menu for a selected item such as a folder or file |
Shift+F10 |
|
Move forward through options |
Tab |
|
Move backward through options |
Shift+Tab |
|
Open the Look in list |
F4 or Alt+I |
|
Save a database object |
Ctrl+S or Shift+F12 |
|
Open the Save As dialog box |
F12 or Alt+F+S |
Print database information
|
To do this |
Press |
|---|---|
|
Print the current or selected object |
Ctrl+P |
|
From Print Preview, open the Print dialog box |
P or Ctrl+P |
|
From Print Preview, open the Page Setup dialog box |
S |
|
Cancel Print Preview or Layout Preview |
C or Esc |
|
From the Backstage, return to your database |
Esc |
Work with text boxes, combo boxes, and list boxes
Edit in a text box
An edit box is a blank in which you type or paste an entry, such as your user name or the path of 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 |
The Left or Right arrow key |
|
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 text entry |
Shift+Home |
|
Select from the insertion point to the end of the text entry |
Shift+End |
|
Change the selection by one character to the left |
Shift+Left arrow |
|
Change the selection by one character to the right |
Shift+Right arrow |
|
Change the selection by one word to the left |
Ctrl+Shift+Left arrow |
|
Change the selection by one word to the right |
Ctrl+Shift+Right arrow |
Use a combo or list box
A list box displays a range of unchangeable values or choices, which are automatically listed. A combo box also displays values or choices, but it does not display them until you click a drop-down arrow. With a combo box, sometimes you can enter a value that’s not on the list, as you can with a text box.
|
To do this |
Press |
|---|---|
|
Open a combo box |
F4 or Alt+Down arrow |
|
Refresh the contents of the Lookup field list box or a combo box |
F9 |
|
Move down one line |
The Down arrow key |
|
Move down one page |
Page Down |
|
Move up one line |
The Up arrow key |
|
Move up one page |
Page Up |
|
Exit the combo box or list box |
The Tab key |
|
Open the Edit List Items dialog box Note: In order to use the Ctrl+E keyboard shortcut for opening the Edit List Items dialog box, you must have a Microsoft 365 subscription. |
Ctrl+E |
Work with objects
Edit and navigate the Object list
|
To do this |
Press |
|---|---|
|
Rename a selected object Note: You can only rename an object when it is closed. |
F2 |
|
Move down one line |
The Down arrow key |
|
Move down one window |
Page Down |
|
Move to the last object |
End |
|
Move up one line |
The Up arrow key |
|
Move up one window |
Page Up |
Navigate and open 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, macro, or module in the Design view |
Ctrl+Enter |
|
Display the Immediate window in the Visual Basic Editor |
Ctrl+G |
Work in a Design, Layout, or Datasheet view
|
To do this |
Press |
|---|---|
|
Switch between Edit mode (with insertion point displayed) and Navigation mode in a datasheet |
F2 |
|
Exit Navigation mode and return to Edit mode in a form or report |
Esc |
|
Switch to the property sheet (in the Design view and Layout view in forms and reports) |
F4 or Alt+Enter |
|
Switch to the Form view from the form Design view |
F5 |
|
Switch between the upper and lower portions of a window (in the Design view of queries, macros, and the Advanced Filter/Sort window) |
F6 |
|
Cycle through the field grid, property sheet, field properties, the Navigation Pane, Quick Access Toolbar, and KeyTips on the ribbon (in the Design view of tables) |
F6 |
|
Open the Choose Builder dialog box from a selected control on a form or report (in the Design view only) |
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 the form or report Design view |
Alt+F11 |
|
Toggle forward between views when in a table, query, form, or report Note: If additional views are available, successive keystrokes move the focus to the next available view. |
Ctrl+Right arrow or Ctrl+Comma (,) |
|
Toggle backward between views when in a table, query, form, or report Note: If additional views are available, successive keystrokes move the focus to the previous view. |
Ctrl+Left arrow or Ctrl+Period (.) Note: This shortcut does not work under all conditions with all objects. |
Work in a Datasheet view
Use a Datasheet view when you work with tables and queries.
Navigate between fields and records
These keyboard shortcuts work in Navigation mode in a Datasheet view.
|
To do this |
Press |
|---|---|
|
Move to the next field |
The Tab key or the Right arrow key |
|
Move to the last field in the current record |
End |
|
Move to the previous field |
Shift+Tab or the Left arrow key |
|
Move to the first field in the current record |
Home |
|
Move to the current field in the next record |
The Down arrow key |
|
Move to the current field in the last record |
Ctrl+Down arrow key |
|
Move to the last field in the last record |
Ctrl+End |
|
Move to the current field in the previous record |
The Up arrow key |
|
Move to the current field in the first record |
Ctrl+Up arrow |
|
Move to the first field in the first record |
Ctrl+Home |
|
Go to a specific record |
Alt+F5 |
Navigate to another screen of data
|
To do this |
Press |
|---|---|
|
Move up one screen |
Page Down |
|
Move down one screen |
Page Up |
|
Move right one screen |
Ctrl+Page Down |
|
Move left one screen |
Move right one screen |
Select and move a column
|
To do this |
Press |
|---|---|
|
Select the current column or cancel the column selection, in Navigation mode only |
Ctrl+Spacebar |
|
Extend the selection one column to the right, if the current column is selected |
Shift+Right arrow key |
|
Extend the selection one column to the left, if the current column is selected |
Shift+Left arrow key |
|
Turn on Move mode |
Ctrl+Shift+F8 |
Work with subdatasheets
|
To do this |
Press |
|---|---|
|
Enter the subdatasheet from the last field of the previous record in the datasheet |
The Tab key |
|
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 enter the next field in the datasheet |
The Tab key |
|
From the datasheet, bypass the subdatasheet and move to the next record in the datasheet |
The Down arrow key |
|
From the datasheet, bypass the subdatasheet and move to the previous record in the datasheet |
The Up arrow key |
|
Go to a specific record in a subdatasheet Note: This moves the focus from the subdatasheet to the record number box. |
Alt+F5 |
|
Move from the datasheet to the record's subdatasheet |
Ctrl+Shift+Down arrow key |
|
Collapse the subdatasheet |
Ctrl+Shift+Up arrow key |
Note: To navigate between fields and records in a subdatasheet, use the same keyboard shortcuts you use in Datasheet view.
Work in a Design view
You work in a Design view when you design tables, queries, forms, reports, and macros.
Navigate in a Design view
|
To do this |
Press |
|---|---|
|
Switch between Edit mode (with insertion point displayed) and Navigation mode |
F2 |
|
Open or close the property sheet |
F4 or Alt+Enter |
|
Switch to Form view from form Design view |
F5 |
|
Switch between the upper and lower portions of a window (in the Design view of queries, macros, and the Advanced Filter/Sort window) Note: 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, ribbon, and Zoom controls (in the 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 |
|
Show or hide the Field List pane |
Alt+F8 |
|
When you have a code module open, switch from the Visual Basic Editor to the 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 |
|
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 |
The Right arrow key |
|
Move the selected control to the left by a pixel along the page's grid |
The Left arrow key |
|
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. |
The Up arrow key |
|
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. |
The Down arrow key |
|
Move the selected control to the right by a pixel (irrespective of the page's grid) |
Ctrl+Right arrow key |
|
Move the selected control to the left by a pixel (irrespective of the page's grid) |
Ctrl+Left arrow key |
|
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 key |
|
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 key |
|
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 key |
|
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 key |
|
Decrease the height of the selected control (from the bottom) by a pixel |
Shift+Up arrow key |
|
Increase the height of the selected control (from the bottom) by a pixel |
Shift+Down arrow key |
Edit using controls in the 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 a control that is part of a layout) |
The Right arrow key or Ctrl+Right arrow key to move in smaller increments |
|
Move the selected control to the left (except a control that is part of a layout) |
The Left arrow key or Ctrl+Left arrow key to move in smaller increments |
|
Move the selected control up (except a control that is part of a layout) |
The Up arrow key or Ctrl+Up arrow key to move in smaller increments |
|
Move the selected control down (except a control that is part of a layout) |
The Down arrow key or Ctrl+Down arrow key to move in smaller increments |
|
Increase the height of the selected control Note: If used with a control that is in a layout, the entire row of the layout is resized. |
Shift+Down arrow key |
|
Increase the width of the selected control Note: If used with a control that is in a layout, the entire column of the layout is resized. |
Shift+Right arrow key |
|
Reduce the height of the selected control Note: If used with a control that is in a layout, the entire row of the layout is resized. |
Shift+Up arrow key |
|
Reduce the width of the selected control Note: If used with a control that is in a layout, the entire column of the layout is resized. |
Shift+Left arrow key |
Navigate in a Form view
You work in a Form view when entering data in a form.
Navigate between fields and records
These keyboard shortcuts work in Navigation mode in a Form view.
|
To do this |
Press |
|---|---|
|
Move to the next field |
The Tab key |
|
Move to the previous field |
Shift+Tab |
|
Move to the last control on the form and remain in the current record |
End |
|
Move to the last control on the form and set focus in the last record |
Ctrl+End |
|
Move to the first control on the form and remain in the current record |
Home |
|
Move to the first control on the form and set focus in the first record |
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 |
|
Go to a specific record |
Alt+F5 |
Navigate 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 |
Navigate between a main form and a subform
|
To do this |
Press |
|---|---|
|
Enter the subform from the preceding field in the main form |
The Tab key |
|
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 |
Work with panes
Use a diagram pane
|
To do this |
Press |
|---|---|
|
Move among tables, views, and functions (and join lines, if available) |
The Tab key or Shift+Tab |
|
Move between columns in a table, view, or function |
The arrow keys |
|
Choose the selected data column for output |
Spacebar or Plus Sign (+) |
|
Remove the selected data column from the query output |
Spacebar or Minus Sign (-) |
|
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 Shift while selecting them. Toggle the selected state of a single item by holding down Ctrl while selecting it.
Use a grid pane
|
To do this |
Press |
|---|---|
|
Move among cells |
The arrow keys, the Tab key, or Shift+Tab |
|
Move to the last row in the current column |
Ctrl+Down arrow key |
|
Move to the first row in the current column |
Ctrl+Up arrow key |
|
Move to the upper-left cell in the visible portion of grid |
Ctrl+Home |
|
Move to the bottom right cell |
Ctrl+End |
|
Move in a drop-down list |
The Up or Down arrow key |
|
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 overtype mode while editing in a cell |
The Insert key |
|
Toggle the check box in the Output column Note: If multiple items are selected, pressing this key affects all selected items. |
Spacebar |
|
Clear the selected contents of a cell |
Delete |
|
Clear all values for a selected grid column |
Delete |
Use an SQL pane
You can use the standard Windows editing keys when working in the SQL pane. For example, you can use Ctrl+ Arrow keys to move between words, and the Cut, Copy, and Paste commands on the Home tab work as they normally do. You can only insert text; there is no overtype mode.
Note In SQL view, CTRL+A (used to select all text) is only supported in Microsoft 365, Access 2016 Click-to-Run, and Access 2019. As an alternative, press F2.
Use the Field List pane with a form or report in Design view or Layout view
|
To do this |
Press |
|---|---|
|
Show or hide 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 |
The Up arrow key or the Down arrow key |
|
Move between the upper and lower panes of the Field List |
The Tab key |
Select text or data
Select a field or record
Note: To cancel a selection, use the opposite arrow key.
|
To do this |
Press |
|---|---|
|
Select the next field |
The Tab key |
|
Switch between Edit mode (with insertion point displayed) and Navigation mode in a datasheet |
F2 |
|
Exit Navigation mode in a form or report |
Esc |
|
Switch between selecting the current record and the first field of the current record, in Navigation mode |
Shift+Spacebar |
|
Extend the selection to the previous record, if the current record is selected |
Shift+Up arrow |
|
Select all records |
CTRL+A |
Select text in a field
|
To do this |
Press |
|---|---|
|
Change the size of the selection by one character to the right |
Shift+Right arrow key |
|
Change the size of the selection by one word to the right |
Ctrl+Shift+Right arrow key |
|
Change the size of the selection by one character to the left |
Shift+Left arrow key |
|
Change the size of the selection by one word to the left |
Ctrl+Shift+Left arrow key |
Extend a selection
|
To do this |
Press |
|---|---|
|
Turn on Extend mode Note: In Datasheet view, Extended Selection appears in the lower-right corner of the window |
F8 |
|
Extend a selection to adjacent fields in the same row in Datasheet view |
The Left or Right arrow key |
|
Extend a selection to adjacent rows in Datasheet view |
The Up or Down arrow key |
|
Undo the previous extension |
Shift+F8 |
|
Cancel Extend mode |
Esc |
Find and replace text or data
|
To do this |
Press |
|---|---|
|
Open the Find tab in the Find and Replace dialog box (in the Datasheet view and Form view only) |
Ctrl+F |
|
Open the Replace tab in the Find and Replace dialog box (in the 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 (in the Datasheet view and Form view only) |
Shift+F4 |
Edit text or data
Move the insertion point in a field
Note: If the insertion point is not visible, press F2 to display it.
|
To do this |
Press |
|---|---|
|
Move the insertion point one character to the right |
The Right arrow key |
|
Move the insertion point one word to the right |
Ctrl+Right arrow |
|
Move the insertion point one character to the left |
The Left arrow key |
|
Move the insertion point one word to the left |
Ctrl+Left arrow key |
|
Move the insertion point to the end of the field, in single-line fields; or move it to the end of the line in multi-line fields |
End |
|
Move the insertion point to the end of the field, in multi-line fields |
Ctrl+End |
|
Move the insertion point to the beginning of the field, in single-line fields; or move it to the beginning of the line in multi-line fields |
Home |
|
Move the insertion point to the beginning of the field, in multi-line fields |
Ctrl+Home |
Copy, move, or delete 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 |
Undo changes
|
To do this |
Press |
|---|---|
|
Undo typing |
Ctrl+Z or Alt+Backspace |
|
Undo changes in the current field or current record |
Esc |
Enter data in a 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 in a Short Text or Long Text field |
Ctrl+Enter |
Refresh 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 only for the subform |
Shift+F9 |
|
Refresh the contents of a Lookup field list box or combo box |
F9 |
Get help with Access
The Help window provides makes all Access Help content available.
|
To do this |
Press |
|---|---|
|
Open the Help window |
F1 |
|
Go back to Access Help Home |
Alt+Home |
|
Select the next item in the Help window |
The Tab key |
|
Select the previous item in the Help window |
Shift+Tab |
|
Perform the action for the selected item |
Enter |
|
In the AccessHelp topics list, expand or collapse the selected item |
Enter |
|
Select the next hidden text or hyperlink, including Show All or Hide All at the top of a topic |
The Tab key |
|
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 key or Backspace |
|
Move forward to the next Help topic (Forward button) |
Alt+Right arrow key |
|
Scroll small amounts up or down within the currently displayed Help topic |
The Up or Down arrow key |
|
Scroll larger amounts up or down, respectively, within the currently displayed Help topic |
Page Up or Page Down |
|
Stop the last action (Stop button) |
Esc |
|
Refresh the window (Refresh button) |
F5 |
|
Print the current Help topic |
Ctrl+P |
|
Change the connection state |
F6, and then press Enter to open the list of choices |
|
Switch among areas in the Help window, such as the toolbar and the Search list |
F6 |
|
In a Table of Contents in tree view, select the next or previous item, respectively |
The Up or Down arrow key |
|
In a Table of Contents in tree view, expand or collapse the selected item |
Enter |
Miscellaneous keyboard shortcuts
|
To do this |
Press |
|---|---|
|
Display the complete hyperlink address (URL) 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 |
|
Invoke a Builder |
Ctrl+F2 |
|
Copy a screenshot of the entire screen to the Clipboard |
Print Screen |
|
Copy a screenshot of the current window to the Clipboard |
Alt+Print Screen |
|
Display the full set of commands on the task pane menu |
Ctrl+Down arrow key |
|
Exit Access |
Alt+F4 |