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CHAPTER 4 SUMMARIZING DATA
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The outer row field, Service, displays a heading row with only a label at the top of the group and a subtotal row at the end of the group of items (see Figure 4-20). The Column Labels subtotals do not change.
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Heading
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Subtotal
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Figure 4-20. Subtotals at bottom of group
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Changing the Function for a Subtotal
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When subtotals appear in the pivot table, they automatically use the Sum function to total the data in the group. You can change the function that is used to summarize the value fields just as you changed the summary function for a value field. You ll change the summary function for the Service subtotals to see a count instead of a sum.
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Note If there are multiple value fields in the pivot table, the subtotal functions will be the same for all
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value fields. You can t apply different summary functions to the individual value fields in a pivot table.
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1. In the pivot table, right-click one of the Service labels, such as cell A6. 2. In the context menu, click Field Settings to open the Field Settings dialog box. 3. On the Subtotals & Filters tab, in the Subtotals section, select Custom (see Figure 4-21). 4. In the list of functions, click Count, and then click OK to close the Field Settings dialog box. The subtotals for the Service field now show the count of records for each service type, and the label for the subtotal has changed to end with Count, instead of Total. For example, the first service type is Assess, and its subtotal label has changed from Assess Total to Assess Count.
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Note If you point to a custom subtotal value, the pivot table tool tip will show the name of the value field,
not the summary function used in the subtotal. For example, if you point to cell B9, its tool tip title is Sum of LbrCost, not Count of LbrCost. The Row information in the tool tip is correct and shows Row: Assess Count.
CHAPTER 4 SUMMARIZING DATA
Figure 4-21. Custom functions for subtotals
Creating Additional Subtotals
When subtotals are automatically created in the pivot table, there is only one subtotal row per item. You can create additional subtotals to show other summary functions. Your pivot table currently shows the sum of labor cost in the Service field. You can add another subtotal to the field to show the highest labor cost.
Note If you include more than one subtotal for a field, the subtotals for that field are shown at the bottom
of the group, even if you have selected Show All Subtotals at Top of Group.
1. In the pivot table, right-click one of the Service labels, such as cell A6. 2. In the context menu, click Field Settings to open the Field Settings dialog box. 3. On the Subtotals & Filters tab, in the Subtotals section, select Custom. 4. In the list of functions, click the Sum function and the Max function. 5. Click the OK button to close the Field Settings dialog box.
CHAPTER 4 SUMMARIZING DATA
The accountant s report on labor costs is now completed. The subtotals for the Service field show the sum of labor cost and the highest labor cost, while the label for each subtotal shows its summary function name (see Figure 4-22).
Figure 4-22. Multiple subtotals
Note Grand totals may be incorrect for subtotals if the function used is different from the function used in
the value field. You may want to hide the grand totals when using subtotals with custom functions.
Grouping Numbers and Dates
Up to this point, you ve added fields to the Row Labels area and Column Labels area and then summarized the value fields by the labels that automatically appear. For example, when you added the Service field to the Row Labels area, the labels Assess, Deliver, Install, Repair, and Replace appeared in column A, and you summarized the labor hours or labor costs for each of those labels. In a pivot table, you can group numbers, dates, or text to create new labels and summarize the data by these groups. For example, if your source data contains dates, you can group the dates by year to show annual totals. If the source data has numeric test scores, you can group the numbers into 1 50 and 51 100 and show a count of results in each range of scores.
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