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Filtering a PivotTable by rule


From:

Excel 2010: Pivot Tables in Depth

with Curt Frye

Video: Filtering a PivotTable by rule

PivotTables help you summarize large amounts of data, but you can always limit the data that appears by creating a filter. If the data you want to display in your PivotTable fits the rule, such as all values greater than 1000, you can define that rule and use it to filter your PivotTable. To filter a PivotTable using the values in the field, you can click any cell in the body of the PivotTable and then go over to the PivotTable Field List task pane and position your mouse pointer over the field that you want to filter by. In this case, I want to filter by month, so I will move the mouse pointer over that field, and then on the right edge click the down arrow that appears and you can select the type of filter that you want to create.
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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. 20m 19s
    1. Introducing PowerPivot
      2m 9s
    2. Downloading and installing PowerPivot
      3m 38s
    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. 58s
    1. Additional resources
      58s

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Watch the Online Video Course Excel 2010: Pivot Tables in Depth
3h 43m 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
Subject:
Business
Software:
Excel Office
Author:
Curt Frye

Filtering a PivotTable by rule

PivotTables help you summarize large amounts of data, but you can always limit the data that appears by creating a filter. If the data you want to display in your PivotTable fits the rule, such as all values greater than 1000, you can define that rule and use it to filter your PivotTable. To filter a PivotTable using the values in the field, you can click any cell in the body of the PivotTable and then go over to the PivotTable Field List task pane and position your mouse pointer over the field that you want to filter by. In this case, I want to filter by month, so I will move the mouse pointer over that field, and then on the right edge click the down arrow that appears and you can select the type of filter that you want to create.

You can create two different types of filters: a label filter or a value filter. As the name imply,s a label filter lets you filter on the values in the label area. So for example, in this PivotTable we have Years, 2009, Quarters, 1 2 3 and 4, and then Month, January, February, March and so on. If we want to filter based on one of those label values, we would create a label filter. However, if we wanted to create a filter based on the values within the data area of the PivotTable, then we can create a value filter.

So for the Month field, I will create a value filter and then I can select the type of filter that I want to create. So in this case I want to display any month that has a total of more than $200. So I will click Greater Than and then in the Value Filter dialog box, I have Sum of Revenue is greater than, and then I can type in my criteria, which is 200. When I click OK, Excel applies the filter to the PivotTable and you can see that it only displays rows where the grand total is more than 200.

To remove the filter, I can go back into the PivotTable Field List, click the Month header, and then click Clear Filter from Month. Now let's say that I want to filter based on label values and for this example I want to display only those values for Quarters 3 and 4, in other words Quarters with a value greater than 2. To do that I will filter based on the Quarter label. So back in the PivotTable Field List, I will position my mouse pointer over the Quarter field, click the down arrow, point to Label Filters and then click Greater Than.

I want to display any Quarter that is greater than 2 so I will type 2 in the second box and click OK. When I do, Excel filters the PivotTable so it only displays results from Quarters 3 and 4. Filtering PivotTable data helps you gain insight into your data by focusing the display on the values you want to examine. You should experiment with the many types of filters available to you, so you will know which to use to answer particular questions about your data.

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