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How to create and filter a pivot table in Excel 2007/2010/2013?

With a pivot table, we can better and conveniently analyze the data as we need. Now in this tutorial, I will talk about how to create a pivot table and filter in pivot table in Excel.

Create a pivot table in Excel

Filter in pivot table in Excel


Advanced Sort -- By Last Name (sort data based on criteria, such as sort by text length, sort by last name. sort by absolute value and so on.)

doc advanced sort last name

arrow blue right bubble Create a pivot table in Excel


For instance, you have some data as below screenshot shown needed to analyze, you can do as following steps to create a pivot table based on these data.

doc-PivotTable-1

1. Select all the data including headers, then click Insert > PivotTable > PivotTable. See screenshot:

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2. Then in the popped out Create PivotTable dialog, you can choose where to locate the pivot table, here I choose New Worksheet.

doc-PivotTable-3

Tip: If you choose Existing Worksheet, you need to select a cell to locate the pivot table in the existing worksheet.

3. Click OK. Then a PivotTable Field List pane appears in the left of the worksheet.

doc-PivotTable-4

4. Now you just need to drag the fields to the filed areas you need. For example, here I just want to sum every category’s amount, I will drag Category field to Row Labels section, and Amount($) field to Values section. See screenshot:

doc-PivotTable-5

Tip: You can select the calculation you want in the Values section.

Now the pivot table is created:

doc-PivotTable-6

If you want the pivot table including date, you can drag the Date field below the Category field in the Row Labels box as below screenshot shown:

doc-PivotTable-7

Note: The fields’ order in Row Labels section determines the relationship between the fields. The below one is the sub row label of the above one.


arrow blue right bubble Filter in pivot table in Excel

If you want to filter the pivot table, you can do as follows:

There are two ways that can help you to filter pivot table data.

Method 1

1. Drag the field you want to filter based on to the Report Filter (or Filter) section. Here, for instance, I want to filter data based on category. Now I drag Category field to the Report Filter section, then a Filter row called Category appears above the pivot table. See screenshot:

doc-PivotTable-8

2. Then go to click the down arrow to show a filter list, then check Select Multiple Items option, and then check the category options you want to show only in the PivotTable. And click OK.

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Now the pivot table only shows data based on the categories you want.

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Note: If you want to show all back, just go to the filter list to check all categories.

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Method 2

This method is much easier and powerful.

1. Just click the down arrow beside Row Labels in the pivot table, then select the field you want to filter based on from the Select field list. See screenshot:

doc-PivotTable-11

2. Then select the filter rule you need in the list. Here I select Date Filters > This Week. Then click OK.

doc-PivotTable-12

Note: You can also check the dates you want to show in the Pivot Table in the drop down list directly. Now the data are filtered by date.

doc-PivotTable-13

Note: If you want to clear all the filter rules, you can click the Filter button and select the field you use filter in the Select filed box, and click Clear Filter From “Field name”. See screenshot:

doc-PivotTable-14


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