MS Access: General Shortcut Keys

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MS Access: General Shortcut Keys

The following is a list of general shortcuts or hot keys in Access:

Key SequenceDescription
F1Display the Microsoft Access Help.
This may be context-sensitive help depending on what you are positioned on.
F11Display the Database window.
F12Open the Save As dialog box.
CTRL+NOpen a new database.
CTRL+OOpen an existing database.
CTRL+PPrint the current or selected object.
CTRL+SSave the current database object.
CTRL+WClose the active window.
ALT+SPACEBARDisplay the Control menu.
ALT+F11Toggle between the Visual Basic editor and the Access Database window.
SHIFT+F10Display the shortcut menu (ie: popup menu).

 

Frequently used shortcuts

This table itemizes the most frequently used shortcuts in Access desktop databases.

To do thisPress
Select the active tab of the ribbon and activate KeyTipsAlt or F10
(to move to a different tab, use KeyTips or the arrow keys)
Open the Home tabAlt+H
Open the Tell me box on the ribbonAlt+Q, and then enter the search term
Display the shortcut menu for the selected itemShift+F10
Move the focus to a different pane of the windowF6
Open an existing databaseCtrl+O or Ctrl+F12
Show or hide the Navigation PaneF11
Show or hide a property sheetF4
Switch between Edit mode (with insertion point displayed) and Navigation mode in the Datasheet or Design viewF2
Switch to Form view from the form Design viewF5
Move to the next or previous field in the Datasheet viewThe Tab key or Shift+Tab
Go to a specific record in the Datasheet viewAlt+F5
(then, in the record number box, type the record number and press Enter)
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 pageZ
Open the Find tab in the Find and Replace dialog box in the Datasheet view or Form viewCtrl+F
Open the Replace tab in the Find and Replace dialog box in the Datasheet view or Form viewCtrl+H
Add a new record in Datasheet view or Form viewCtrl+Plus Sign (+)
Open the Help windowF1
Exit AccessAlt+F4

Navigate the ribbon with only the keyboard

The ribbon is the strip at the top of Access, organized by tabs. Each tab displays a different ribbon, which is made up of groups, and each group includes one or more commands.

You can navigate the ribbon with just the keyboard. KeyTips are special key combinations you can use to quickly get to a command on the ribbon by pressing a few keys, regardless of where you are in Access. Every command in Access can be given by using a KeyTip.

Note: Add-ins and other programs might add new tabs to the ribbon and might provide KeyTips for those tabs.

There are two ways to navigate the tabs in the ribbon:

  • To get to the ribbon, press Alt, and then, to move between tabs, use the Right and Left arrow keys.
  • To go directly to a tab on the ribbon, press one of the following KeyTips:
To do thisPress
Open the File pageAlt+F
Open the Home tabAlt+H
Open the Create tabAlt+C
Open the External Data tabAlt+X or Alt+X,1
Open the Database Tools tabAlt+Y
Open the Fields tabAlt+J, B
Open the Table tabAlt+J, T
Open the Add-ins tab, if presentAlt+X, 2
Open the Tell me box on the ribbonAlt+Q, and then enter the search term

The following table lists ways to move the focus by using the keyboard:

To do thisPress
Select the active tab of the ribbon and activate KeyTipsAlt or F10
(to move to a different tab, use KeyTips or the arrow keys)
Move the focus to commands on the ribbonThe Tab key or Shift+Tab
Move down, up, left, or right, respectively, among the items on the ribbonThe Down, Up, Left, or Right arrow key
Expand or collapse the ribbonCtrl+F1
Display the shortcut menu for the selected itemShift+F10
Move the focus to a different pane of the windowF6
Move to the next or previous command on the ribbonThe Tab key or Shift+Tab
Activate the selected command or control on the ribbonSpacebar or Enter
Open the selected menu or gallery on the ribbonSpacebar or Enter
Open the selected list on the ribbon, such as the Font listThe Down arrow key
Move between items in an open menu or galleryThe Tab key
Finish modifying a value in a control on the ribbon, and move the focus back to the documentEnter

 

 

Open and save databases

To do thisPress
Open a new databaseCtrl+N
Open an existing databaseCtrl+O or Ctrl+F12
Open the selected folder or fileEnter
Open the folder one level above the selected folderBackspace
Delete the selected folder or fileDelete
Display a shortcut menu for a selected item such as a folder or fileShift+F10
Move forward through optionsTab
Move backward through optionsShift+Tab
Open the Look in listF4 or Alt+I
Save a database objectCtrl+S or Shift+F12
Open the Save As dialog boxF12 or Alt+F+S

Print database information

To do thisPress
Print the current or selected objectCtrl+P
From Print Preview, open the Print dialog boxP or Ctrl+P
From Print Preview, open the Page Setup dialog boxS
Cancel Print Preview or Layout PreviewC or Esc
From the Backstage, return to your databaseEsc

To do this

Press
Show or hide the Navigation PaneF11
Go to Search box in the Navigation Pane (if the focus is already on the Navigation Pane)Ctrl+F
Switch to the next or previous pane in the workspace

Note: You might need to press F6 more than once; if pressing F6 doesn’t display the task pane you want, press Alt to move the focus on the ribbon and then press Ctrl+Tab to move to the task pane.

F6 or Shift+F6
Switch to the next or previous database windowCtrl+F6 or Ctrl+Shift+F6
Restore the selected minimized window when all windows are minimizedEnter
Turn on Resize mode for the active window when it is not maximizedCtrl+F8
(press the arrow keys to resize the window, and then, to apply the new size, press Enter)
Close the active database windowCtrl+W or Ctrl+F4
Switch between the Visual Basic Editor and the previous active windowAlt+F11
Maximize or restore a selected window.Ctrl+F10

 

Use dialog boxes

To do thisPress
Switch to the next or previous tab in a dialog boxCtrl+Tab or Ctrl+Shift+Tab
Switch to the previous tab in a dialog boxCtrl+Shift+Tab
Move to the next or previous option or option groupThe Tab key or Shift+Tab
Move between options in the selected drop-down list box, or move between options in a group of optionsArrow keys
Perform the action assigned to the selected button; select or clear the check boxSpacebar
Open the list if it is closed and move to an option in the listFirst letter of an option in a drop-down list
Select the option, or select or clear the check box by the letter underlined in the option nameAlt+letter key
Open the selected drop-down list boxAlt+Down arrow
Close the selected drop-down list boxEsc
Perform the action assigned to the default button in the dialog boxEnter
Cancel the command and close the dialog boxEsc

Use wizards

To do thisPress
Toggle the focus forward between controls in the wizardThe Tab key
Toggle the focus between sections (header, body, footer) of the wizardF6
Move to the next page of the wizardAlt+N
Move to the previous page of the wizardAlt+B
Complete the wizardAlt+F
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