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Excel 2008 for Mac: Pivot Tables for Data Analysis
Illustration by Neil Webb

Filtering using report filter fields


From:

Excel 2008 for Mac: Pivot Tables for Data Analysis

with Curt Frye

Video: Filtering using report filter fields

Whenever you add a field to a Pivot Table's column area, or row area, you change the Pivot Table's structure by adding a layer of detail. But suppose you have a great Pivot Table layout and you want to filter the Pivot Table using the values in a field that doesn't appear in the arrangement. For example, you might want to filter monthly sales data by Quarter, but without having the Quarter field change the Pivot Table's layout. How do you filter the Pivot Table using the Quarter field? The answer is that you add the Quarter field to the Page Field area, and create the filters as normal. In this Pivot Table, I have the data arranged by Year, and then by Month.

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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
Subjects:
Business Data Analysis
Software:
Excel Excel for Mac
Author:
Curt Frye

Filtering using report filter fields

Whenever you add a field to a Pivot Table's column area, or row area, you change the Pivot Table's structure by adding a layer of detail. But suppose you have a great Pivot Table layout and you want to filter the Pivot Table using the values in a field that doesn't appear in the arrangement. For example, you might want to filter monthly sales data by Quarter, but without having the Quarter field change the Pivot Table's layout. How do you filter the Pivot Table using the Quarter field? The answer is that you add the Quarter field to the Page Field area, and create the filters as normal. In this Pivot Table, I have the data arranged by Year, and then by Month.

I have the Quarter field available to me, but I am not using it to change the structure the Pivot Table. If I want to filter the Pivot Table using the values in Quarter, I can do so by moving the Quarter field to the Page Fields area. I just added the Quarter field to the Pivot Tables arrangement, but I did not change the organization of the data in the body of the Pivot Table. Instead by adding the Quarter fields to the Page Fields area, I can now create filters using those values. For example, if I were to click the Filter arrow button here. I can select either to show 1, 2, 3, or 4, which is the number of a Quarter, or I can Show All.

I haven't created the filter yet, so Show All is selected. Let's say that I wanted to see the values just for the third quarter. To do that, I click in the number 3 and Excel filters the Pivot Table, so now all I see are month 7, 8, and 9, July, August, and September, which reflects quarter number three. To clear the filter, I click the Filter arrow, and select Show All. It's important to note that you can only select one Page Field at a time. There is no way to create a compound filter using a field in the Page Field area. One terrific aspect of using fields in the Page Field area is that you can create separate worksheets with Pivot Tables based on the values in that field.

For example, if I wanted to create four Pivot Tables, one for each of the four values in quarter: 1, 2, 3 and 4. To do that you go up to the PivotTable toolbar, click the PivotTable button, and click Show Report Filter Pages. In the Show Pages dialog box, you verify that the Quarter field is the one that you want, and that it is selected. And click OK. And Excel creates four new worksheets. Each one is a Pivot Table, and each one has a value from the Quarter field, and has a filter applied to reflect that value.

So for example, here on Sheet 1, we have Quarter 1, on Sheet 2, Quarter 2, Sheet 3, the same, and on Sheet 4, Quarter 4. If there is an existing worksheet with the same name as one of the field values that Excel uses to create the new worksheets, then Excel names the new sheet as the value and follows it with the parenthesis to and a close parenthesis. So you will never have a duplicate worksheet name, and also the operation will not fail. Instead, Excel will just rename the worksheet so that it can work.

Filtering Pivot Tables using the fields in the Page Field area is a powerful capability. Not only can you limit the data that appears in your Pivot Table without changing its structure, you can create separate worksheets for each value in the Report Filter field.

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