These drop-down buttons, known officially as filter buttons in Excel, enable you to filter all but certain entries in any of these fields, and in the case of the column and row fields, to sort their entries in the table. By selecting a particular option on the drop-down lists attached to one of these filter buttons, only the summary data for that subset you select displays in the pivot table. The program also replaces the standard drop-down button with a cone-shaped filter icon, indicating that the field is filtered and showing only some of the values in the data source.
The filter buttons on the column and row fields attached to their labels enable you to filter out entries for particular groups and, in some cases, individual entries in the data source. Then, click the check boxes for all the groups or individual entries whose summed values you still want displayed in the pivot table to put back check marks in each of their check boxes. Then click OK. As with filtering a Report Filter field, Excel replaces the standard drop-down button for that column or row field with a cone-shaped filter icon, indicating that the field is filtered and displaying only some of its summary values in the pivot table.
To redisplay all the values for a filtered column or row field, you need to click its filter button and then click Select All at the top of its drop-down list.
This image shows the sample pivot table after filtering its Gender Report Filter field to women by selecting F in the Gender drop-down list and its Dept Column field to Accounting, Administration, and Human Resources. Slicers in Excel make it a snap to filter the contents of your pivot table on more than one field. After you create slicers for the Excel pivot table, you can use them to filter its data simply by selecting the items you want displayed in each slicer.
You select items in a slicer by clicking them just as you do cells in a worksheet — hold down Ctrl as you click nonconsecutive items and Shift to select a series of sequential items. For additional help, check out these other entry shortcuts.
The image below shows you the sample pivot table after using slicers created for the Gender, Dept, and Location fields to filter the data so that only salaries for the men in the Human Resources and Administration departments in the Boston, Chicago, and San Francisco offices display.
Because slicers are Excel graphic objects albeit some pretty fancy onesyou can move, resize, and delete them just as you would any other Excel graphic. To remove a slicer from your pivot table, click it to select it and then press the Delete key.
Excel offers another fast and easy way to filter your data with its timeline feature. To create a timeline for your Excel pivot table, select a cell in your pivot table and then click the Insert Timeline button in the Filter group on the Analyze contextual tab under the PivotTable Tools tab on the Ribbon.
Excel then displays an Insert Timelines dialog box displaying a list of pivot table fields that you can use in creating the new timeline. After selecting the check box for the date field you want to use in this dialog box, click OK. This image shows you a timeline created for the sample Employee Data list by selecting its Date Hired field in the Insert Timelines dialog box.How To Use Slicers in Excel: User Guide for Beginners
As you can see, Excel created a floating Date Hired timeline with the years and months demarcated and a bar that indicates the time period selected. By default, the timeline uses months as its units, but you can change this to years, quarters, or even days by clicking the MONTHS drop-down button and selecting the desired time unit. Then the timeline is literally used to select the period for which you want the Excel pivot table data displayed.
In the image above, Excel pivot table has been filtered so that it shows the salaries by department and location for only employees hired in the year You can do this simply by dragging the timeline bar in the Date Hired timeline graphic so that it begins at Jan, and extends just up to and including Dec, And to filter the pivot table salary data for other hiring periods, simply modify the start and stop times by dragging the timeline bar in the Date Hired timeline. You can instantly reorder the summary values in a pivot table by sorting the table on one or more of its column or row fields.
Click the Sort A to Z option when you want the table re-ordered by sorting the labels in the selected field alphabetically or, in the case of values, from the smallest to largest value or, in the case of dates, from the oldest to newest date. Click the Sort Z to A option when you want the table re-ordered by sorting the labels in reverse alphabetical order, values from the highest to smallest, and dates from the newest to oldest.
Greg Harvey began training business people to use computers and software back in the days of DOS. He has worked as an independent trainer and as an instructor at Golden Gate University.During these challenging times, we guarantee we will work tirelessly to support you. We will continue to give you accurate and timely information throughout the crisis, and we will deliver on our mission — to help everyone in the world learn how to do anything — no matter what.
Thank you to our community and to all of our readers who are working to aid others in this time of crisis, and to all of those who are making personal sacrifices for the good of their communities. We will get through this together. Updated: March 28, Tech Tested. Grouping your data into a pivot table allows you to arrange the information as you like and provides a way to illustrate the conclusions you can make from analyzing the data.
Article Edit. Learn why people trust wikiHow. To create this article, volunteer authors worked to edit and improve it over time. The wikiHow Tech Team also followed the article's instructions, and validated that they work.
Learn more Explore this Article Steps. Tips and Warnings. Related Articles. This article has been marked as historical. Open the workbook file containing the source data and pivot table you'll be working with.
Select the tab for the worksheet on which your pivot table is displayed by clicking it.By Stephen L. Nelson, E. One cool thing you can do with Excel pivot tables is filtering. To filter sales by month, drag the Month PivotTable field to the Filters box.
Excel re-cross-tabulates the PivotTable. Also, to use more than one row item, drag the first item that you want to use to the Rows box and then also drag the second item that you also want to use to Rows Here. Drag the row items from the PivotTable Field List.
Do the same for columns: Drag each column item that you want from the PivotTable Fields to the Columns box. Sometimes having multiple row items and multiple column items makes sense. But the beauty of a pivot table is that you can easily cross-tabulate and re-cross-tabulate your data simply by dragging those little item buttons.
Accordingly, try viewing your data from different frames of reference. Try viewing your data at different levels of granularity.
Spend some time looking at the different cross-tabulations that the PivotTable command enables you to create. Through careful, thoughtful viewing of these cross-tabulations, you can most likely gain insights into your data.
To show a previously hidden field list, right-click the PivotTable again and this time choose the Show Field List command. Predictably, whether the PivotTable shortcut menu displays the Show Field List command or the Hide Field List command depends on whether the field list shows. Stephen L. Nelson is an author and CPA who provides accounting, business advisory, tax planning, and tax preparation services to small businesses. About the Book Author Stephen L.Filters in Pivot tables are not similar like filters in the tables or data we use, in pivot table filters we have two methods to use filters, one is by right click on the pivot table and we will find the filter option for the pivot table filter, another method is by using the filter options provided in the pivot table fields.
Apart from the mathematical operations, Pivot table got one of the best feature i. In this window, we have got an option of selecting a table or a range to create a pivot table or we also can use an external data source as well. We also have an option of placing the Pivot table report whether in same worksheet or new worksheet and we can see this in the above picture. We can see it as below. We can clearly observe that there is no filter option for value areas i. But we can actually create it and which helps us in various decision-making purposes.
This plays a major role in decision making in any organization. In the above example, we had learned of creating a filter in Pivot Table. Now, this is a pretty simple solution that does display the filter criteria.
By this, we can easily filter out multiple items and can see the result varying in value areas. From the below example it is clear that we had selected the functions that are visible in the slicer and can find out the count of age category for different Industries which are row labels that we had dragged into the row label field which are associated with those function that is in a slicer. We can change the function as per our requirement and can observe the results vary as per the items selected.
So now we have a duplicate copy of our pivot table and we are going to modify a little bit to show that Functions field in the rows area. To do this we have to select any cell inside of our pivot table here and go over to pivot table field list and going to remove Industry from the rows, removing Count of Age Category from the values area and we are going to take the Function that is in our filters area to rows area and so now we can see that we have a list of our filter criteria if we look over here in our filter drop down menu we have the list of item that is there in slicers and function filter as well.
Which means whenever one changed is made in 1st pivot it would automatically get reflected in the other. Tables can be moved anywhere, it can be used in any financial models, row label can also be changed. We still need the tables that we used earlier and just use a formula to create this string of values and separate them with commas. So now we have the list of values in their Pivot Table filter criteria.
Now if we make changes in the pivot table filter it reflects in all the methods. We can use any one of there. Here we discuss how to Filter Data in Pivot table with the help of examples and downloadable excel template. You may learn more about excel from the following articles —. Filed Under: ExcelExcel Tools. Your email address will not be published. Save my name, email, and website in this browser for the next time I comment. Login details for this Free course will be emailed to you.
Free Excel Course. How to Filter in a Pivot Table? The above data consists of 4 different columns with S. Popular Course in this category. View Course.
How to filter a pivot table by value
Leave a Reply Cancel reply Your email address will not be published.In addition to filtering a pivot table using row or column labels, you can also filter on the values that appear inside the table.
Value filters are located in the same drop-down menu as label filters. Instead of filtering the label itself, value filters work on the values associated with a label field. As you can see, the options available under value filter are all related to filtering numeric values. Now the pivot table only shows products with total sales over 10, If we hover over the filter symbol, we see a summary of the filter and sort options currently applied.
Because our source data is organized by order, we can can determine orders by counting any non-blank field. As before, we navigate to Value Filters, and select Greater Than. This time, however we need to switch the value filter from Sales to Orders first. Then we enter and press OK. Skip to main content. This lesson is from our online video training. How to filter a pivot table by value. As always, if you hover over the filter icon, Excel will display the currently applied filter.
Filtering and Sorting Pivot Table Data in Excel 2019
Excel video training Quick, clean, and to the point. Learn more.During these challenging times, we guarantee we will work tirelessly to support you. We will continue to give you accurate and timely information throughout the crisis, and we will deliver on our mission — to help everyone in the world learn how to do anything — no matter what. Thank you to our community and to all of our readers who are working to aid others in this time of crisis, and to all of those who are making personal sacrifices for the good of their communities.
We will get through this together. Updated: March 28, References.
Pivot tables can provide a great deal of information and analysis about the data contained in a worksheet, but, sometimes, even the most well-designed pivot table can display more information than you need. In these cases, it can be helpful to set up filters within your pivot table. Filters can be set up once and then changed as needed to display different information for different users. Here's how to add filter functionality to pivot tables so you can gain more control over the data that is displayed.
How to Filter Data in a Pivot Table in Excel
Learn why people trust wikiHow. To create this article, volunteer authors worked to edit and improve it over time. This article has also been viewedtimes. Learn more Explore this Article Steps. Tips and Warnings. Related Articles. Launch Microsoft Excel. Browse to and open the workbook file containing the pivot table and source data for which you need filter data.
Select the worksheet containing the pivot tab and make it active by clicking the appropriate tab. Determine the attribute by which you want to filter data in your pivot table. The attribute should be one of the column labels from the source data that is populating your pivot table. For example, assume your source data contains sales by product, month and region. You could choose any one of these attributes for your filter and have your pivot table display data for only certain products, certain months or certain regions.
Changing the filter field would determine which values for that attribute are shown. Drag and drop the column label field name you wish to apply as a filter to the "Report Filter" section of the pivot table field list.Keep in touch and stay productive with Teams and Officeeven when you're working remotely.
Filter your data to focus on a smaller portion of your PivotTable data for in-depth analysis. First, insert one or more slicers for a quick and effective way to filter your data. Slicers have buttons you can click to filter the data, and stay visible with your data, so you always know what fields are shown or hidden in the filtered PivotTable.
Select a cell in the PivotTable. Select the fields you want to create slicers for. Then select OK. In the Insert Slicers dialog box, check the boxes of the fields you want to create slicers for.
A slicer appears for each field you checked in the Insert Slicers dialog box. You can apply a slicer style or change settings using the various tab options. Use any of the following filtering features instead of or in addition to using slicers to show the exact data you want to analyze.
Filter data manually. Use a report filter to filter items. Show the top or bottom 10 items. Filter by selection to display or hide selected items only.
Turn filtering options on or off. In the list of row or column labels, uncheck the Select All box at the top of the list, and then check the boxes of the items you want to show in your PivotTable. The filtering arrow changes to this icon to indicate that a filter is applied. By using a report filter, you can quickly display a different set of values in the PivotTable. Items you select in the filter are displayed in the PivotTable, and items that are not selected will be hidden. If you want to display filter pages the set of values that match the selected report filter items on separate worksheets, you can specify that option.
You can repeat this step to create more than one report filter. Report filters are displayed above the PivotTable for easy access. To change the order of the fields, in the Filters area, you can either drag the fields to the position that you want, or double-click on a field and select Move Up or Move Down.
The order of the report filters will be reflected accordingly in the PivotTable.