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Changing the PivotTable layout

From: Excel 2010: Pivot Tables in Depth

Video: Changing the PivotTable layout

Excel PivotTables enable you to summarize your data in formats that are easy to read, and very helpfully, easy to modify. You can also change your PivotTable's layout, choosing whether to display blank rows below each item and selecting from three report layouts with subtle but important differences that are useful for you to know about. By default, Excel PivotTables have no blank rows after an item ends. In this PivotTable, there is a subtotal here for yearly sales in 2010, but there is no gap between the Summary of 2010, and the last month, December of 2009.

Changing the PivotTable layout

Excel PivotTables enable you to summarize your data in formats that are easy to read, and very helpfully, easy to modify. You can also change your PivotTable's layout, choosing whether to display blank rows below each item and selecting from three report layouts with subtle but important differences that are useful for you to know about. By default, Excel PivotTables have no blank rows after an item ends. In this PivotTable, there is a subtotal here for yearly sales in 2010, but there is no gap between the Summary of 2010, and the last month, December of 2009.

If you want to add a blank row there, you can click any cell in the PivotTable and then on the Design contextual tab click the Blank Rows button and then click Insert Blank Line after Each Item. When you do, Excel inserts the blank line. If you want to get rid of it, again on the Design tab click Blank Rows, and click the Remove Blank Line after Each Item button. As I mentioned before there are three report layout options that display PivotTable data in slightly different ways.

The first layout I'd like to show you is called Outline view. To display a PivotTable in Outline view, go to the Design contextual tab, click the Report Layout button, and then click Show in Outline Form. Outline Form moves each row label over one column so there is a horizontal gap between them. The first entry under each item, in this case Months as part of Years, starts one row below the header. This view makes it easier to pick out divisions within a PivotTable by scanning down the appropriate column. Finally, notice that Outline Form puts subtotals at the top of each group.

Tabular Form is similar to Outline Form, but Excel aligns the first detail row with the header and displays the subtotals at the bottom of each group. To display a PivotTable in tabular form, on the Design contextual tab click Report Layout, and then click Show in Tabular Form. Finally, you can display your data in compact form. For that, click Report Layout, and click Show in Compact Form. This is the most efficient way to display your PivotTable data, but if you're working at a low zoom level or you have a lot of data to work with, it can be hard to pick out individual values.

Now finally, in Excel 2010 there is a new capability that allows you to repeat a column header. It works in Outline view and Tabular view. So I am going to switch back to Outline Form, clicking Report Layout > Show in Outline Form. My goal is to have the year 2009 appear next to each of the months of the year. so January, February, and so on. And it won't make a big difference here because all of the months fit on one screen, but if you had a category for all of the individual values such as weeks in a year didn't fit on a particular screen, then it might be hard for you to remember which year you're working with at one time.

So to repeat the value 2009, click any cell on the PivotTable, click Report Layout, and then click Repeat All Item Labels. When you do, the labels appear in the body of your PivotTable. If you want to get rid of them, click Report Layout and then click Do Not Repeat Item Labels. Modifying PivotTable layouts enables you to present your data as effectively as possible, both for your personal viewing and as part of a presentation. You should take the time to experiment with these options so you can decide what you like best.

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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 · 37906 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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