Use These Great Shortcuts to Save Time in Access
by Avantix Learning Team | Updated October 14, 2022
Applies to: Microsoft® Access® 2010, 2013, 2016, 2019, 2021 and 365 (Windows)
Save time in Access using these great keyboard shortcuts. These will work in most versions of Access with minor variations. We're assuming you're already using standard shortcuts like Ctrl + P to print, Ctrl + S to save and Ctrl + C to copy.
Recommended article: How to Convert a Microsoft Access Report to PDF
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Zoom
You can display a zoom dialog box in many objects in Access – in a field in a table in Datasheet View, in the criteria row or field row in a query and even in properties for tables, queries, forms and reports. Simply click where you want to zoom and press Shift + F2. A dialog box appears where you can enter data or an expression. You can change the font size in the zoom dialog to make it even easier to work.
Display the Expression Builder
You can use this shortcut in many objects in Microsoft Access as well – in the field row in a query and in specific properties for tables, queries, forms and reports. Simply click where you want to create an expression and press Ctrl + F2. Note that this shortcut does not work in a control in Design View in a form or report. You'll need to click in specific properties if you want to use this trick.
Close the current object
Press Ctrl + W.
Go to Form View in a form
In Design View, press Ctrl + period (.). If you keep pressing Ctrl + period (.), Access will move between the different views for the form. Alternatively, you can also press F5 to move from Design View to Form View.
Select all controls in a form or report
To select all controls in Design View in a form or report, press Ctrl + A.
Show/hide the Property Sheet
To show/hide the property sheet in Design View, press F4.
Show/Hide the Field List
To show/hide the field list in Design View in forms or reports, press Alt + F8.
Show/Hide the Navigation Pane
To show or hide the navigation pane, press F11.
Add or delete a record in Datasheet View or Form View
To add a new record in Datasheet View or Form View, press Ctrl + plus sign (+). To delete a record in Datasheet View or Form View, press Control + minus sign (-).
Quickly move between areas of the window
F6 is a great shortcut in Access. It works similarly in previous versions.
In Design View in tables, queries, forms and reports, keep pressing F6 to move between the design pane, lower window (tables and queries), properties (if open), the Navigation Pane (if open), the view controls in the Status bar and access keys on the Ribbon.
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More resources
Key Features and Benefits of Microsoft Access
10 Techniques for Designing Forms in Microsoft Access
How to Convert a Microsoft Access Report to PDF (3 Ways)
How to Highlight Records or Values in a Microsoft Access Report Using Conditional Formatting
10 Useful Microsoft Access Shortcuts When You're Working with Controls on Forms and Reports
Related courses
Microsoft Access: Introduction
Microsoft Access: Intermediate / Advanced
Microsoft Access: Introduction to VBA (Visual Basic for Applications)
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