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You can change a setting in the WorkDate field, to specify if new items are included or not, when the field is manually filtered. To change the setting, and prevent new items from being included, follow these steps: 1. In the pivot table, right-click a cell in the WorkDate Row Labels, and click Field Settings. 2. On the Subtotals & Filters tab, in the Filter section, remove the check mark from Include New Items in Manual Filter, and then click OK (see Figure 2-10).
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CHAPTER 2 SORTING AND FILTERING PIVOT TABLE DATA
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Figure 2-10. Clear the Include New Items in Manual Filter check box.
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You can turn this setting on if you want to ensure that you notice new records when they re added, Tip
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and you can manually deselect them after they appear.
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2.12. Filtering a Pivot Field: Filtering by Selection
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In your pivot table, the Product field is in the Row Labels area and UnitsSold is in the Values area. Frequently, you want to view a summary for two or three of the products, and you d like a quick way to hide the other products. This problem is based on the sample file FoodSales.xlsx.
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To quickly filter the labels in a pivot table, you can select one or more labels, and then use the selection to filter the pivot table. To filter for three of the Product labels, follow these steps: 1. Click a cell that contains one of the Product row labels you want to filter, to select that label. 2. Hold the Ctrl key on the keyboard, and click two other Product row labels, to select them. 3. Right-click one of the selected labels. 4. In the context menu, click Filter, and then click Keep Only Selected Items.
Note At least one row label must remain visible.
Only the three selected products are visible, and all the other data is hidden. This is like manual filtering; if you look at the list of dates in the Row Labels drop-down, the three selected dates have check marks, and all the other dates have their check marks cleared.
CHAPTER 2 SORTING AND FILTERING PIVOT TABLE DATA
Sometimes, you may want to hide a few selected items, and leave all the other items visible. Follow these steps to hide some items: 1. Select one label cell, or select a single block of label cells. 2. Right-click one of the selected cells. 3. In the context menu, click Filter, and then click Hide Selected Items. This leaves all the labels visible, except the selected items.
2.13. Filtering a Pivot Field: Filtering for Top Items
Problem
In your pivot table, the Product field is in the Row Labels area, the District field is in the Column Labels area, and the UnitsSold field is in the Values area. The sales manager is preparing a forecast for next year, and he has asked you for a report that shows only the three products with the highest number of units sold. This problem is based on the sample file FoodSales.xlsx.
Solution
You can use the Top 10 Filter for the Product row labels, to filter the values. Follow these steps to apply the filter. 1. Right-click a cell that contains a Product row label, and in the context menu, click Filter, and then click Top 10. 2. In the Top 10 Filter dialog box, select Top from the first drop-down list, and in the second box, enter a 3. 3. From the third box, select Items, and in the last box, select Sum of UnitsSold, and then click OK. The pivot table shows only the three products with the highest number of units sold, based on the grand total for each row.
Note If a tie occurs in the number of units sold, more than three products may be shown.
How It Works
Although the filter feature is called Top 10, you can use it to filter for the highest or lowest values, and you can choose a number other than 10. In the first drop-down list in the Top 10 Filter dialog box, you can choose Top or Bottom, to see either the highest or lowest values. In the second box, you can type any number, to limit the records that will be visible in the filtered pivot table. In the third drop-down list, you can select Items, Percent, or Sum. In the fourth drop-down list, you can choose one of the Value fields in the pivot table.
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