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You can change the field settings for the Region field and it will show more subtotal rows: 1. Right-click one of the Region row labels, and in the context menu, click Field Settings. 2. In the Field Settings dialog box, click the Subtotals & Filters tab, and then in the Subtotals section, click Custom.
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Note When you select Custom, the Automatic subtotal is removed.
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3. In the list of functions, click each function you want to use as a subtotal, and then click OK. In this example, click Sum and Average. 4. Format the subtotal values with the number of decimal places you prefer.
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Note When you select multiple Custom subtotals, the subtotals are displayed at the bottom of the group,
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even if you set the option to show subtotals at the top of the group.
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CHAPTER 5 GROUPING AND TOTALING PIVOT TABLE DATA
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When multiple fields are in the Row Labels area or the Column Labels area, the last field in the list is the inner field, and all the other fields are outer fields. In the pivot table, each outer field automatically displays subtotals, unless you turned off that feature. By default, the subtotals are set as Automatic, and they use the same summary function as each field in the Values area (see Figure 5-17, in the table at the left).
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Figure 5-17. Automatic Subtotals (left) and Custom Subtotals (right) When you use Custom subtotals, all fields in the Values area use the same custom subtotal function (see Figure 5-17, the table at the right). This is not a problem if all the Value fields use the Sum function, but if other summary functions are used, the results may not be satisfactory. For example, in the example show at the right in Figure 5-17, the OrderDate field was used to create a count of records. The count looks correct for each city, but the subtotal rows use the date s numeric value, and the sum and average are based on those numbers, not on the count of records. If you use Custom Subtotals, be cautious if you re using summary functions other than Sum in the Values fields.
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5.19. Showing Subtotals for Inner Row Labels
Problem
In your pivot table, Region and City are in the Row Labels area. You created custom subtotals for the Region field, to show the Sum and the Count. You want to show Sum and Count subtotals for the City field, too, but subtotals aren t showing for the City field. This problem is based on the SubtotalsInner.xlsx sample workbook.
Solution
When added to the pivot table, the innermost fields in the Row Labels and Column Labels areas don t automatically display subtotals. You can format them to show subtotals.
CHAPTER 5 GROUPING AND TOTALING PIVOT TABLE DATA
1. Right-click one of the row labels for the City field, and in the context menu, click Field Settings. 2. On the Subtotals & filters tab, in the Subtotals section, select Custom. 3. In the list of functions, click each function you want to use as a subtotal, and then click OK. In the sample file, click the Sum and Count functions.
Note All the subtotals for the innermost field appear after the last item, listed in the sort order for the
innermost field.
5.20. Simulating an Additional Grand Total
Problem
In your pivot table, Category is in the Row Labels area, Region is in the Column Labels area, and Quantity is in the Values area, as Sum of Quantity. The Grand Total shows the Sum of Quantity, and you d like to show another Grand Total, with the Average of Quantity for each Region. When you try to change the summary function for the Grand Total, it changes the function for all the Values. This problem is based on the GrandAdd.xlsx sample workbook.
Workaround
You can t change the summary function for the Grand Total row or column. To simulate an additional grand total, you could use one of the following techniques: Add another copy of the Quantity field to the Values area, and set its summary function to Average. Create a copy of the pivot table, and remove the Category field from the Row Labels area, to show just the heading rows and grand total. Then, change the grand total, so it summarizes by Average (see Figure 5-18).
Figure 5-18. A copy of the pivot table shows heading and grand total only. If you don t want another field in the Values area, and you just want the average at the bottom of the pivot table, you can use the following technique: a. Add a new column in the source data with the heading Avg. b. In the new column, enter the same value for all record, such as a 1 or a space character, or leave all the cells blank.
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