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Changing the PivotTable data field summary operation

From: Excel 2010: Pivot Tables in Depth

Video: Changing the PivotTable data field summary operation

Most of the data that you summarize using PivotTables will have some sort of financial and personal aspect, such as sales or hours worked, which means that you'll usually want to find the sum of the values in the list. You're not limited to adding values together though. You can choose from several summary calculations and also have the ability to change the type of value shown in the data area. For example, you can express individual values as a percentage of the column or row total or compare values to those of the previous year. If you want to change the summary calculation used in a PivotTable, right-click any cell in the PivotTable's data area and that means any cell that contains an individual value.

Changing the PivotTable data field summary operation

Most of the data that you summarize using PivotTables will have some sort of financial and personal aspect, such as sales or hours worked, which means that you'll usually want to find the sum of the values in the list. You're not limited to adding values together though. You can choose from several summary calculations and also have the ability to change the type of value shown in the data area. For example, you can express individual values as a percentage of the column or row total or compare values to those of the previous year. If you want to change the summary calculation used in a PivotTable, right-click any cell in the PivotTable's data area and that means any cell that contains an individual value.

So, for example, not a grand total or a subtotal and not any of the labels either here in the columns or here for the rows. So instead, right-click any cell in the data area, point to Summarize Values By, and then select the operation that you want to use. In this case, I'll change it to Average. Now note that the values in the body of the data area didn't appear to change and that's because each individual value is its own average. There is only one value for 2008 in the month of January so the average will be 67.

However, here in the Grand Total area you'll see that the values have changed. So for example, let's look at March. We have the value of 128 and then add the value of 34, which is 162, and then add the value of 138 in cell D8. That's a total of 300. There are three values, the average of which is 100, which is displayed here in the Grand Total column. In addition to changing the summary operation you can change how the values are displayed within the body of the PivotTable. To do that, first I will switch the aummary operation back to Sum, so I'll right-click a cell point to Summarize Values By and then click Sum.

And now I'm going to change how the values are calculated. To do that right-click any cell in the data area and then point to Show Values As and then select the type of operation that you want to do. In this case, I want to compare the values in 2009 to those of 2008 and the values in 2010 to those in 2009. In other words, I want to compare each year to its previous year. Click % Of. Doing so displays a dialog box that you can use to set your Base field and the Base Item.

So in this case, I want the Base field to be Year, so I am comparing year on year, and I want to compare each year to its previous year and the Base Item is already selected as (previous) so I can click OK, and Excel updates the PivotTable with those calculations. So for example, the value from 2009 was 191% roughly of the same value for January 2008 and in 2010 that value was only 65% of the value from 2009.

Now let's say that I want to compare 2009 and 2010 to 2008. To do that, I can right-click any cell in the data area, point to Show Values As and then again click % Of to display the dialog box. We're still comparing Years but now I can click the Base Item box's down arrow and instead of clicking (previous) I can click 2008. And when I click OK, the PivotTable updates its calculations and now 2009 and 2010 are both compared to the values for the same month from 2008.

There is one other summary operation I'd like to show you and that is creating a running total in each column. To do that right-click any cell in the data area, point to Show Values As, and then click Running Total In. Then in the dialog box you can select your Base field and in this case I do want it to be Month, and you can click OK and the PivotTable now contains the running total for each year by month. So for example, January of 2008 had a value of 67 and then at the end of February we had a total of 136. So the value for February isn't 136 but the sum of all revenue for January and February is 136 and so on.

Now notice that there is not a subtotal at the bottom of this group and the reason is because that subtotal actually appears in December, because of that is the running total of all 12 months in an individual year. You should take some time to experiment with the summary operations and settings available for use in the data area. You'll probably find one or more operations other than addition that provide meaningful information about your data.

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This video is part of

Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 39461 viewers

Curt Frye
Author

 
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  1. 1m 38s
    1. Welcome
      55s
    2. Using the exercise files
      43s
  2. 38m 8s
    1. Introducing PivotTables
      4m 2s
    2. Formatting data for use in a PivotTable
      4m 31s
    3. Creating a PivotTable
      4m 20s
    4. Pivoting a PivotTable
      3m 47s
    5. Configuring a PivotTable
      3m 23s
    6. Connecting to an external data source
      3m 30s
    7. Connecting to an Access database
      2m 11s
    8. Consolidating data from multiple sources
      4m 37s
    9. Updating and refreshing PivotTable data sources
      4m 21s
    10. Managing PivotTables
      3m 26s
  3. 23m 33s
    1. Adding, removing, and positioning subtotals and grand totals
      3m 27s
    2. Changing the PivotTable data field summary operation
      4m 35s
    3. Summarizing more than one data field
      3m 16s
    4. Creating a calculated field
      2m 27s
    5. Grouping PivotTable fields
      3m 17s
    6. Using PivotTable data in a formula
      4m 47s
    7. Drilling down to the underlying data
      1m 44s
  4. 28m 9s
    1. Sorting PivotTable data
      2m 0s
    2. Creating a custom sort order
      2m 48s
    3. Filtering a PivotTable field by selection
      2m 59s
    4. Filtering a PivotTable by rule
      2m 56s
    5. Filtering a PivotTable using a search filter
      3m 10s
    6. Filtering a PivotTable using slicers
      4m 2s
    7. Formatting slicers
      3m 43s
    8. Filtering a PivotTable with report filter fields
      5m 2s
    9. Clearing and reapplying PivotTable filters
      1m 29s
  5. 15m 2s
    1. Applying a PivotTable style
      5m 5s
    2. Creating a PivotTable style
      4m 37s
    3. Changing the PivotTable layout
      3m 20s
    4. Changing the data field number format
      2m 0s
  6. 24m 33s
    1. Highlighting cells by applying a rule
      2m 54s
    2. Highlighting the top or bottom values in a PivotTable
      3m 30s
    3. Formatting PivotTable cells using data bars
      3m 50s
    4. Formatting PivotTable cells using color scales
      3m 40s
    5. Formatting PivotTable cells using icon sets
      2m 45s
    6. Editing conditional formatting rules
      2m 15s
    7. Controlling how multiple rules are applied
      3m 28s
    8. Deleting a conditional formatting rule
      2m 11s
  7. 24m 0s
    1. Creating a PivotChart
      3m 29s
    2. Pivoting a PivotChart
      3m 5s
    3. Filtering a PivotChart
      3m 45s
    4. Formatting a PivotChart
      3m 35s
    5. Changing a PivotChart layout
      3m 14s
    6. Changing a PivotChart chart type
      4m 30s
    7. Adding a trendline to a PivotChart
      2m 22s
  8. 9m 27s
    1. Printing a PivotTable
      4m 2s
    2. Printing each item on its own page
      3m 30s
    3. Printing a PivotChart
      1m 55s
  9. 13m 30s
    1. Recording and reviewing a macro
      4m 10s
    2. Running a macro
      5m 57s
    3. Creating a simple PivotTable presentation kit
      3m 23s
  10. 19m 17s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      2m 36s
    3. Importing PowerPivot data
      3m 14s
    4. Managing table columns
      4m 1s
    5. Adding tables to a PowerPivot model
      2m 27s
    6. Creating relationships between tables
      4m 50s
  11. 24m 30s
    1. Introducing the DAX language
      2m 58s
    2. Using DAX operators
      4m 44s
    3. Surveying DAX functions
      2m 40s
    4. Adding calculated columns and measures
      4m 22s
    5. Using aggregate functions
      4m 24s
    6. Using filters in aggregate functions
      5m 22s
  12. 59s
    1. Additional resources
      59s

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