New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Start learning with our library of video tutorials taught by experts. Get started

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

Grouping fields


From:

Excel 2008 for Mac: Pivot Tables for Data Analysis

with Curt Frye

Video: Grouping fields

When you summarize your data using a Pivot Table, Excel organizes the data based on the order of the fields and the column area and the row area. As an example, in this Pivot Table, which has a column of data arranged by Company, Year, and Month, you can hide the details for each year or for each company. For example, if I wanted to hide all of the values for 2008 for FirmA and just express it as a subtotal, I can double click that header cell and get rid of the values. They are still there. They are just not displayed. If I double-click the same cell, the values come back. In exactly in the same way, I can double-click the FirmA cell and Excel collapses all of the FirmA values and just gives me a subtotal for FirmA for Year 2008 and 2009.

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
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

Grouping fields

When you summarize your data using a Pivot Table, Excel organizes the data based on the order of the fields and the column area and the row area. As an example, in this Pivot Table, which has a column of data arranged by Company, Year, and Month, you can hide the details for each year or for each company. For example, if I wanted to hide all of the values for 2008 for FirmA and just express it as a subtotal, I can double click that header cell and get rid of the values. They are still there. They are just not displayed. If I double-click the same cell, the values come back. In exactly in the same way, I can double-click the FirmA cell and Excel collapses all of the FirmA values and just gives me a subtotal for FirmA for Year 2008 and 2009.

Double-clicking brings them back. In this Pivot Table, the Months are at the lowest level, so you can't hide them individually. As the Pivot Table stands now, you can only hide the monthly results by hiding every month for the entire year. If you do want to show or hide groups of months, you can do so by creating a group. A group is a user-defined set of rows that you can expand or collapse as desired. To create a group, select one set of Pivot Table rows that contains the values you want to include in the group and then click Data Group and Outline and click Group. So I will select January, February and March, as my example.

Then on the menu bar click Data>Group and Outline>Group. So Excel just created the group that I wanted for January, February, and March. And also note that it did the same thing for every other occurrence of January, February and March. So, for example, I have it here in 2008 for FirmA and I also have it in 2009. And I have the same further down the Pivot Table for FirmB in 2008 and 2009. Also note that Excel added a second Month field to my Pivot Table. I have Month, and I also have a Month2.

Excel uses Month2 to retain the original values in the Month field while creating the groups in the second Month field. If I want to rename my groups, such as First Quarter, I can type a new value in the header cell. Just call it Q1. Return. And Excel changes the name. If I want to expand or collapse the group, I can, as before, double-click the header cell, double-click to bring it back or on PivotTable toolbar I can use the Hide Detail and Show Detail buttons.

If I want to collapse a group, I click Hide Detail. If I want to bring it back, I can click Show Detail. If you are done using the group and you want to get rid of it, you can click a header cell and then, on the Data menu, point to Group and Outline and click Ungroup. Grouping Pivot Table cells enables you to hide or display rows of data that belong together without creating a new field and new data source. Be sure to change the name of the group to something more descriptive than Group1. And when you are done with your analysis consider ungrouping the fields just to make the Pivot Table's layout simpler.

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.
Upgrade now


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 Upgrade now

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

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.