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

Video: Sorting data

When you display your data in a Pivot Table, you might want to display all of the rows in the Pivot Table but change the order in which they are displayed. In this Pivot Table, for example, I have revenue for two companies, FirmA and FirmB, broken out by year and by month. At present, the Pivot Table is sorted by Year and then by Month and in the column areas we have FirmA and FirmB, which is the alphabetical order for those two company names. The data in the body of the Pivot Table occurs in the order mandated by the Year, the Month and the Companies. There is no internal order to it. But let's say that you wanted to display the highest monthly revenue values within the body of the Pivot Table.
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

Sorting data

When you display your data in a Pivot Table, you might want to display all of the rows in the Pivot Table but change the order in which they are displayed. In this Pivot Table, for example, I have revenue for two companies, FirmA and FirmB, broken out by year and by month. At present, the Pivot Table is sorted by Year and then by Month and in the column areas we have FirmA and FirmB, which is the alphabetical order for those two company names. The data in the body of the Pivot Table occurs in the order mandated by the Year, the Month and the Companies. There is no internal order to it. But let's say that you wanted to display the highest monthly revenue values within the body of the Pivot Table.

To do that, you can click any cell in the column by which you want to sort. In this case, I will make it FirmA for 2008, and then on the toolbar click either Sort in ascending order, which puts the lowest values on top and the highest values on the bottom, or in descending order, which puts the highest values on top and the lowest values on the bottom. I want to see the highest values on top, so I will click in descending order and Excel reorganizes the Pivot Table data. Now notice that it only sorted for FirmA.

I have 128, 119, 108 and so on. All the values in this column for 2008 are in descending order. The values for FirmB are not. That's because this column, the column that was clicked when I sorted the data, controls the sorting operation. One other interesting thing to note is that the Month order: March, December, September, and so on, has been carried down to the 2009 group where we have March, December, and September as well. It's just the nature of how Excel 2008 sorts data within a Pivot Table. Let's suppose that I wanted to sort the data in ascending order, which has the lowest values on top of a column.

For this, I can click the top of the FirmB column for 2008 and then on the toolbar, click Sort in ascending order. And Excel sorts the data as I asked. If you want to undo a sorting operation, you can just go up to the toolbar and click Undo. If you wanted to return this Pivot Table to its original order by month, you need to create a custom list. I'll teach you how to do that in the next lesson, which is called Creating a Custom Sort Order. Sorting a Pivot Table moves the data you want to highlight to the top of the Pivot Table enabling you to concentrate on the values you want to focus on and make better decisions.

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.