Creating the Pivot Table: Changing the Field List Order in Excel

Maker QR in Excel Creating the Pivot Table: Changing the Field List Order

1.14. Creating the Pivot Table: Changing the Field List Order
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Many fields are in the source data for your pivot table, and the PivotTable Field List shows the fields in the same order they appear in the source data. To make it easier to locate the fields in the long list, you would like the field list in alphabetical order.
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You can change a pivot table option, to make the PivotTable Field List show the fields in alphabetical order. 1. Right-click a cell in the pivot table, and in the context menu, click PivotTable Options. 2. In the PivotTable Options dialog box, click the Display tab. 3. In the Field List section, select Sort A to Z, and then click OK (see Figure 1-10).
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Figure 1-10. Field List sort order
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To return the field list to its original order, select Sort in Data Source Order in the PivotTable Options Tip
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Display tab.
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Sorting and Filtering Pivot Table Data
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s you analyze data in a pivot table, you may want to rearrange the items in the Row Labels and Column Labels areas, or sort the summarized values, to focus on products that are selling the best, or districts that are doing poorly. Sorting the labels or the values lets you move the most important information to the top. You can also filter the labels or the values to limit the data summarized in the pivot table. Unless otherwise noted, the problems in this chapter are based on data in the sample file named FoodSales.xlsx.
2.1. Sorting a Pivot Field: Sorting Row Labels
Problem
Three fields are in the Row Labels area of your pivot table: District, City, and Category, as shown in Figure 2-1. District, the first row field, is sorted alphabetically, and you want to sort the districts in ascending order by their total sales. The TotalSale field is in the Values area. Sorting the row labels alphabetically or by values is simple when only one field is in the Row Labels area, but you sometimes have problems when multiple fields exist. This problem is based on the sample file FoodSales.xlsx.
Note If a pivot table has more than one field in the Row Labels area, the field that s last in the list is the
inner field. All the remaining row fields are outer fields. In Figure 2-1, District and City are the outer row fields, and Category is the inner row field.
CHAPTER 2 SORTING AND FILTERING PIVOT TABLE DATA
Figure 2-1. District and City are the outer row fields and Category is the inner row field.
Solution
When a single field is in the Row Labels area, you can select any row label or value cell, and click the A-Z button on the Ribbon s Data tab to sort the labels. With multiple fields, the key to success lies in selecting an appropriate cell before sorting. Sorting by Labels To sort a field alphabetically, follow these steps: 1. Right-click a row label for the field you want to sort. For example, to sort the District field s labels, right-click the East label. 2. Click Sort, and then click Sort A to Z. Sorting by Values If the values or subtotals are visible, follow these steps to sort a field s row labels by their values: 1. Right-click a value cell or subtotal for the field you want to sort. For example, to sort the District field s values, right-click the subtotal for the Central district. 2. Click Sort, and then click Sort Largest to Smallest. Only the row labels for the selected field will be sorted. For example, if you sort the district labels by their values, the city and category labels are unaffected. Also, the values are sorted within their group. For example, if you sort the categories by value, the categories listed under each city are sorted by value. As a result, the categories may appear in a different order under each city. Sorting by Values with Hidden Subtotals For an outer field in the Row Labels area, subtotals may be hidden. If the subtotals are not visible, additional steps are required to sort the row labels by their values. Follow these steps to sort a field s row labels by their values, in ascending order:
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