Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Creating a custom sort order


From:

Excel 2008 for Mac: Pivot Tables for Data Analysis

with Curt Frye

Video: Creating a custom sort order

Most of the time, when you sort Pivot Table data, you can use the standard methods to sort the values in alphabetical or numerical order. There will be times though when you want to define a custom list of values and sort a Pivot Table using those values. For example, if your company has stores in four regions: North, South, East and West, and you want the regions to show in that order within a Pivot Table instead of an alphabetical order, you can create a custom list and use that list to sort your field's values. As an example, here is the Pivot Table that contains sales broken up by region: North, East, West and South, except that the regions are sorted into alphabetical order starting with East and going on through West.
please wait ...
Watch the Online Video Course Excel 2008 for Mac: Pivot Tables for Data Analysis
1h 6m Intermediate Sep 22, 2009

Viewers: in countries Watching now:

In Excel 2008 for Mac: Pivot Tables for Data Analysis, Microsoft Most Valuable Professional Curt Frye helps dispel the common fear of the Pivot Table feature, demonstrating how to use this powerful tool to discover valuable business intelligence. Curt shows how to create Pivot Table reports from internal Excel data and outside data sources, use filters to focus on the most important data in the sheet, and prepare a Pivot Table report by applying formats and rules. Exercise files accompany this course.

Topics include:
  • Sorting across data sources to show relative importance Adding, removing, and positioning subtotals and grand totals Creating conditional formats to highlight subsets of data Using color scales to emphasize specific information Adding a trendline to a PivotChart report Updating and refreshing PivotTable data sources
Subject:
Business
Software:
Excel Excel for Mac
Author:
Curt Frye

Creating a custom sort order

Most of the time, when you sort Pivot Table data, you can use the standard methods to sort the values in alphabetical or numerical order. There will be times though when you want to define a custom list of values and sort a Pivot Table using those values. For example, if your company has stores in four regions: North, South, East and West, and you want the regions to show in that order within a Pivot Table instead of an alphabetical order, you can create a custom list and use that list to sort your field's values. As an example, here is the Pivot Table that contains sales broken up by region: North, East, West and South, except that the regions are sorted into alphabetical order starting with East and going on through West.

If you want to create a custom list of values and sort using those values, first you go to Excel>Preferences and in the Excel Preferences dialog box, click Custom lists. You can use the Custom lists page of the Excel Preferences dialog box to create your new custom list. To do that you start typing in the List Entries box and I will type North. Hit Return. South. Return. East and West, which is my desired order. If I already had a vertical group of cells somewhere in the worksheet that contained the values in the order that I wanted for my list, I could import the list from those cells.

To do that, I would use this RefEdit control. I would click it. Go out into there worksheet. Select the cells that contain the values. The address of those cells would appear in this box. And then I could click Import and those values would appear here in the List Entries box. But I already have the values I want, so I can just click Add. And my new list appears here in the Custom lists pane. I am done, so I can click OK. To sort the Pivot Table using the custom list I just created, I can click any cell in the regions field and then on the Data menu, click Sort, and then click Options.

In the Sort Options dialog box, I can select my First key sort order. Right now the First key sort order is set to Normal, which is alphabetical because I have text values in my region column. If I click this arrow, I can select one of my custom lists. The list I just created is North, South, East and West. So when I click that, I'll be able to use it. I would also like to point out the other existing custom lists that you can use. You have abbreviations for weekdays, the weekdays spelled out, abbreviations for months and the months spelled out.

If you sort the months using either of these two lists then you'll get the order in which the months occur within the year as opposed to an alphabetical sort. But in this case, I want to use my new list, North, South, East and West. Click that. It appears in the Sort Order box. Click OK and click OK again, to sort using that list. And Excel has now sorted my Pivot Table data in the Region column in by North, South, East, West. Custom lists help you arrange your Pivot Table data to emphasize the elements you feel are most important, making sorting a more powerful and useful tool than ever before.

There are currently no FAQs about Excel 2008 for Mac: Pivot Tables for Data Analysis.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2008 for Mac: Pivot Tables for Data Analysis.

Return to your organization's learning portal to continue training, or close this page.


OK

Upgrade to View Courses Offline

login

With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Start your FREE 10-day trial

Begin learning software, business, and creative skills—anytime,
anywhere—with video instruction from recognized industry experts.
lynda.com provides
Unlimited access to over 4,000 courses—more than 100,000 video tutorials
Expert-led instruction
On-the-go learning. Watch from your computer, tablet, or mobile device. Switch back and forth as you choose.
Start Your FREE Trial Now
 

A trusted source for knowledge.

 

We provide training to more than 4 million people, and our members tell us that lynda.com helps them stay ahead of software updates, pick up brand-new skills, switch careers, land promotions, and explore new hobbies. What can we help you do?

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.