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Excel 2010: Pivot Tables in Depth
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Creating a custom sort order


From:

Excel 2010: Pivot Tables in Depth

with Curt Frye

Video: Creating a custom sort order

Most of the time when you sort PivotTable data you can use the standard methods to sort the values in alphabetical or numeric order. There will be times though when you might want to define a custom list of values and sort a PivotTable using those values. For example, if your company has stores in four regions, north, south, east, and west, and you want the regions to show in that order, instead of alphabetical order, you can create a custom list and use that list to sort your fields' values. So for this example, I have a PivotTable with sales data for four regions, east north, south, and west, but I want to have them sorted into the order north, south, east and west, instead of alphabetical order like they are now.
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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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Excel 2010: Pivot Tables in Depth
3h 42m Intermediate Apr 19, 2011

Viewers: in countries Watching now:

In Excel 2010: Pivot Tables in Depth, author Curt Frye provides comprehensive, hands-on tutorials on Excel PivotTables, including more advanced techniques such as using macros and the new PowerPivot add-in. The course shows how to connect and consolidate data sources to power PivotTables, sort and filter records, display data in a PivotChart, print tables and charts, and also introduces the DAX language for performing advanced summaries in PowerPivot. Exercise files are included with the course.

Topics include:
  • Formatting data for use in a PivotTable
  • Connecting to an external data source
  • Refreshing a data source
  • Adding, removing, and positioning subtotals and grand totals
  • Creating a calculated field
  • Grouping PivotTable fields
  • Clearing and reapplying PivotTable filters
  • Applying field styles
  • Formatting cells
  • Creating a PivotChart
  • Printing PivotTables and PivotCharts
  • Creating relationships between tables in a PowerPivot model
  • Using the DAX language for advanced summaries in PowerPivot
Subjects:
Business Spreadsheets
Software:
Excel Office
Author:
Curt Frye

Creating a custom sort order

Most of the time when you sort PivotTable data you can use the standard methods to sort the values in alphabetical or numeric order. There will be times though when you might want to define a custom list of values and sort a PivotTable using those values. For example, if your company has stores in four regions, north, south, east, and west, and you want the regions to show in that order, instead of alphabetical order, you can create a custom list and use that list to sort your fields' values. So for this example, I have a PivotTable with sales data for four regions, east north, south, and west, but I want to have them sorted into the order north, south, east and west, instead of alphabetical order like they are now.

To do that we can create a custom list. So click the File tab on the Ribbon to display the Backstage view, and then click Options to display the Excel Options dialog box, and then on the Advanced page scroll down, which I'll do using my mouse with scroll wheel, and then under the General heading, click the Edit Custom List button. Doing so displays the Custom Lists dialog box. Now you can create your list and in this case we will do it by typing it in.

So here in the List Entries bo, we can type North, then press Enter. Each item needs to be on its own line, and we have South, Enter, East, Enter, and West. So all the entries look to be correct and spelled correctly so I can click OK. And then click OK again to close the Excel Options dialog box. And now I can sort the field values based on the new list that I have just created.

Now to sort by row labels, in this case, the regions, into north-south-east-west order, just click any cell that contains one of those labels, in this case East is already selected, and then on the Options contextual tab of the Ribbon, click the Sort button to display the Sort dialog box, and then select the ascending A to Z option by, and then make sure that the region field is selected, and then click the More options button. In the More Sort Options dialog box, clear the Sort Automatically checkbox here at the top, and then under First key sort order click the down arrow and select list that you want to use, in this case North, South, East and West, and then click OK.

Then back in the Region dialog box click OK again, and when you do Excel applies the sort using your custom list. Custom lists help you arrange your PivotTable data to emphasize the elements you feel are most important, making sorting a more powerful and useful tool than ever before.

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