Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Filtering a field by selection or by rule

From: Excel 2008 for Mac: Pivot Tables for Data Analysis

Video: Filtering a field by selection or by rule

You can use Pivot Tables to summarize huge data collections, but many times you will want to limit the data displayed in a given category. For example, if your company's operations are divided into four regions, you might want to display results for just one of the regions. You can limit the data displayed in a Pivot Table by creating a filter. There are two main ways you can filter the contents of a Pivot Table field: by selection, or by rule. Filtering by selection means that you display a list of values in the field and select the values you want to display. So, for example, let's say that I wanted to display only those results for the East and North regions.

Filtering a field by selection or by rule

You can use Pivot Tables to summarize huge data collections, but many times you will want to limit the data displayed in a given category. For example, if your company's operations are divided into four regions, you might want to display results for just one of the regions. You can limit the data displayed in a Pivot Table by creating a filter. There are two main ways you can filter the contents of a Pivot Table field: by selection, or by rule. Filtering by selection means that you display a list of values in the field and select the values you want to display. So, for example, let's say that I wanted to display only those results for the East and North regions.

To display those, I click any cell in the Region column. On thePivotTable toolbar, click the Field Settings button. And then in the Pivot Table Field dialog box, I select the items that I want to hide. In this case, I want to hide South and West. And I selected South and West by clicking South and then Command+Clicking West. Those are the items that I want to hide. Now I can click OK. And Excel reconfigures the workbook showing results only for East and for North. I can remove the filter by clicking Undo.

Filtering by selection in Excel 2008 is a little bit quirky and I'd like to show you some things that can happen. For example, here I am in Region. Go up to the PivotTable toolbar and click the Field Settings button. If I hide East and North, and click OK, they disappear. If I bring back the dialog box, and I Command+Click East first - that's important - and then North, it looks like all of the items should come back into the worksheet. When I click OK, only East comes back.

In other words, the last field that you click will remain hidden. So again, to undo the filter you go up to the toolbar and click the Undo button until all of your fields come back. You can also filter data within a Pivot Table by a rule. In Excel 2008, you can create what are called Top 10 filters to identify the top or bottom values in a field. To use a more meaningful filter as an example, I am going to add Month to my Pivot Table. So you'll get an idea of how effective a Top 10 filter can be. To create a Top 10 filter, click any cell in the field by which you want to filter.

And note that you're clicking the label, January, February, March as opposed to the values. This is the field you're actually filtering by. And then on the PivotTable toolbar, click the Field Settings button. And then click Advanced. In the Advanced button, in the AutoShow options area, you can select an Automatic Filter. You can then determine whether you want to show the Top or Bottom values. I'll show the Top. And rather than the Top 10, I will edit that number to just show the Top 5. The idea is that I want to show the top 5 months based on the value in the Sum of Revenue field, which is here.

I have all those parameters in place. And I'll click OK. And OK again to close the PivotTable Field dialog box. And Excel displays the top values for each region, for each year. So, for example, for the East region in 2008, May, July, August, and September, and December were the highest months. For North in 2008, January, June, July, August and November, and so on down the line. Filtering by selection gives you pinpoint control over the values that appear in your Pivot Table. You should use this type of filter when you want to display or exclude a few values from the display.

Filtering by rule, by contrast, enables you to identify the top or bottom values in the field.

Show transcript

This video is part of

Image for Excel 2008 for Mac: Pivot Tables for Data Analysis
Excel 2008 for Mac: Pivot Tables for Data Analysis

26 video lessons · 5308 viewers

Curt Frye
Author

 

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
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

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
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?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

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:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
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.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

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.