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Filtering a Pivot Table

From: Excel 2007: Financial Analysis

Video: Filtering a Pivot Table

You can use pivot tables to summarize huge data sets but the downside of that capability is that you can create pivot tables that are too large to display on your monitor without scrolling. When you are interested in a subset of your data, you can filter the pivot table to limit which data appears within it. The way that I prefer to filter data within a pivot table is to use the headers over here in the Pivot Table Field List. You will notice when you hover your mouse pointer over a field header, a black down triangle appears in the right corner. So if you click that, you will see a list of options.

Filtering a Pivot Table

You can use pivot tables to summarize huge data sets but the downside of that capability is that you can create pivot tables that are too large to display on your monitor without scrolling. When you are interested in a subset of your data, you can filter the pivot table to limit which data appears within it. The way that I prefer to filter data within a pivot table is to use the headers over here in the Pivot Table Field List. You will notice when you hover your mouse pointer over a field header, a black down triangle appears in the right corner. So if you click that, you will see a list of options.

So you have sorting and you have various types of filters available to you. If you want to select which value is up here in your pivot table, you can go down here to the selection area, clear Select All which clears all of the checkboxes and then select the item or items that you want to appear. Just click the one you want, click OK and Excel filters your pivot table. Now notice that the Pivot Table Field List task pane disappeared because the cell that was selected before is no longer in the pivot table because the filtering made the pivot table smaller.

But if you click any cell in the pivot table, the Pivot Table Field List comes right back. If you want to remove a filter, you can click the same field header and notice that the funnel next to the down triangle appears to indicate that there is a filter applied. So just click the triangle and you can either click Clear filter from "Year" or in this case, you can click Select All. Clear filter from "Year" will clear whichever kind of filter you have set. So you can click that and your data comes back. There is another type of filtering that you can do in Excel 2007 and that is called the Report Filter.

You can see the Report Filter field here in the Pivot Table Field List fields area. When you add a field to the Report Filter area, Excel allows you to use that field to filter the pivot table data but it does not change the arrangement of the data within the pivot table. If we were to add, say, quarter to the row labels area between year and month, you can see that the pivot table takes on the new organization. But if I move Quarter to the Report Filter area, the pivot table returns to its previous organization and you can see Quarter up here.

Now, if you want to filter a pivot table using a report field area, you can click the down arrow and select which of the items you want to use as your filter. Now notice that you have a selection area here that is different from the selection area that appears for column labels and row labels. I don't know why they are different, they just are. If you want to select a single value, you can just click any one of those items. If you want to select multiple items, then you have to check the Select Multiple Items checkbox, and you get the familiar interface from the row and column labels areas.

So let's say that you wanted to look at the values just for Quarter 1 and Quarter 3. I already have one selected. Now I'll click 3, click OK and there you have your applied filter. If you want to remove the filter, just click the down arrow, select all and click OK. Filtering a pivot table helps you focus your analysis on the data that's most relevant to the question at hand.

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Excel 2007: Financial Analysis

51 video lessons · 14646 viewers

Curt Frye
Author

 
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  1. 2m 6s
    1. Welcome
      1m 8s
    2. Using the exercise files
      32s
    3. Disclaimer
      26s
  2. 13m 20s
    1. Separating inputs and formulas
      2m 2s
    2. Avoiding common mistakes
      5m 39s
    3. Tracing formula precedents and dependents
      2m 52s
    4. Evaluating Excel formulas step by step
      2m 47s
  3. 18m 40s
    1. Tracking income and expenses using an Excel table
      3m 29s
    2. Creating a Pivot Table from table data
      3m 36s
    3. Pivoting a Pivot Table
      2m 22s
    4. Filtering a Pivot Table
      3m 11s
    5. Adding Pivot Table columns to enhance data analysis
      3m 5s
    6. Tracking cash flow using a Pivot Chart
      2m 57s
  4. 18m 48s
    1. Reading a corporate financial statement
      6m 1s
    2. Introducing common-sizing strategies for analyzing financial statements
      3m 59s
    3. Creating common-sized income statements
      3m 1s
    4. Creating common-sized balance sheets
      2m 53s
    5. Calculating percentage changes in financial statements
      2m 54s
  5. 8m 12s
    1. Calculating earnings per share
      1m 54s
    2. Calculating return on equity and return on assets
      2m 50s
    3. Calculating gross profit margin and net profit margin
      3m 28s
  6. 6m 19s
    1. Calculating the current ratio and quick ratio
      2m 47s
    2. Calculating the average collection period
      1m 56s
    3. Calculating inventory turnover
      1m 36s
  7. 6m 12s
    1. Calculating the equity ratio
      1m 26s
    2. Calculating the debt ratio
      2m 57s
    3. Calculating the times interest earned ratio
      1m 49s
  8. 10m 58s
    1. Calculating simple interest and compound interest
      3m 36s
    2. Applying nominal versus effective interest rates (APR versus APY)
      3m 21s
    3. Calculating the number of days between events
      4m 1s
  9. 13m 32s
    1. Computing the future value of an investment
      3m 30s
    2. Calculating present value
      2m 29s
    3. Calculating net present value
      2m 42s
    4. Calculating internal rate of return
      2m 24s
    5. Calculating NPV and IRR for uneven input periods (XNPV and XIRR)
      2m 27s
  10. 7m 30s
    1. Projecting future results using the Forecast function
      2m 9s
    2. Performing quick forecasts using the Fill handle
      2m 57s
    3. Adding a trendline to a chart
      2m 24s
  11. 22m 28s
    1. Introducing amortization
      2m 20s
    2. Calculating payments on a fully amortized loan
      2m 21s
    3. Calculating payments on a partially amortized loan (balloon payments)
      2m 4s
    4. Calculating interest and principal components of loan repayments
      5m 32s
    5. Introducing depreciation
      2m 1s
    6. Calculating straight line depreciation
      1m 30s
    7. Calculating declining balance depreciation
      3m 24s
    8. Calculating double declining balance depreciation
      3m 16s
  12. 9m 34s
    1. Introducing bonds and bond terminology
      1m 37s
    2. Calculating a bond's yield
      2m 15s
    3. Calculating the value of zero coupon bonds
      3m 18s
    4. Pricing bonds to be offered to investors
      2m 24s
  13. 23s
    1. Goodbye
      23s

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