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Excel 2010: Pivot Tables in Depth
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Filtering a PivotTable field by selection


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Excel 2010: Pivot Tables in Depth

with Curt Frye

Video: Filtering a PivotTable field by selection

You can use PivotTables to summarize huge data collections, but many times you will want to limit the data displayed within a given category. For example, if your company's operations are divided into four regions, you might want to display just those results for one of the regions. You can limit the data displayed in a PivotTable by creating a filter. There are three main ways to filter the contents of the PivotTable field: by selection, by rule, and by search term. Filtering by selection means you display a list of values in the field and select the values you want to display.
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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

Filtering a PivotTable field by selection

You can use PivotTables to summarize huge data collections, but many times you will want to limit the data displayed within a given category. For example, if your company's operations are divided into four regions, you might want to display just those results for one of the regions. You can limit the data displayed in a PivotTable by creating a filter. There are three main ways to filter the contents of the PivotTable field: by selection, by rule, and by search term. Filtering by selection means you display a list of values in the field and select the values you want to display.

So for example, let's say that I have the results here in those PivotTable that displays sales for four different regions, East, North, South, and West, and let's say that I only want to display those values for the North and West regions. To do that I'll click any cell on the PivotTable and then over in the PivotTable Field List I move my mouse pointer over the header of the field that I want to filter, and then click the downward pointing black triangle that appears, and when I do, the Sort and Filter menu appears.

In this case I want to select the values that I want to appear and those are North and West. So I can go into the Filter list, clear the Select All checkbox, and then check North and scroll down, and check West. With those two values selected I can click OK and Excel applies the filter limiting the data to only North and West. If I want to edit the filter, then I can display the Filter menu again, and again that's over in the PivotTable Field List, and then let's say that I want to display East and West. So I'll clear the checkbox next to North and checkbox next to East, click OK, and Excel updates the filter.

If I want to clear the filter, then I can go back into the Filter menu and on the menu a little bit higher up above the select list, I can click Clear Filter From Region and the item in double quotes then will change, based on the fields that you're working with. So in this case it's Clear Filter From Region. Click it and Excel restores the PivotTable to its unfiltered state. You're not limited to creating one filter at a time. So let's say for example that I want to display the values for the North and West regions.

So I will click Region, click the down arrow that appears next to it, clear Select All, and then check the North and West boxes and click OK. And then let's say that I only want to see the values for January and February. So then I will move the mouse pointer over the Month header, click the downward pointing black triangle, clear the Select All checkbox, which removes the checkmarks from all the boxes in the list, and then select January and February.

When I click OK, Excel applies the second filter to the table. Filtering by selection gives you pinpoint control over the values that appear in your PivotTable. You should use this type of filter when you want to display or exclude a few values from the display.

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