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Grouping by date and time

From: Excel 2013 Essential Training

Video: Grouping by date and time

In this worksheet called DateGrouping, we see a Pivot Table with the date field in the Row Labels area and this is not a very compact Pivot Table. There are no restrictions on how big a Pivot Table might be, but this is not much of a summary hare. We're seeing the breakout day by day over a two-year period on any day where there was any sale. Let's compact this. If we have date entries and all of our date entries are valid, we can simply Right-Click on one of these date entries and choose Group.

Grouping by date and time

In this worksheet called DateGrouping, we see a Pivot Table with the date field in the Row Labels area and this is not a very compact Pivot Table. There are no restrictions on how big a Pivot Table might be, but this is not much of a summary hare. We're seeing the breakout day by day over a two-year period on any day where there was any sale. Let's compact this. If we have date entries and all of our date entries are valid, we can simply Right-Click on one of these date entries and choose Group.

Excel recognizes the data as date typed data. It suggests possible months. Let's go with that and see what happens, click OK. And immediately, we're seeing a summary by months. Now, remember this is a two-year period, so this might not be quite what we're aiming for and yet you can see pretty quickly how this summary is practically instantaneous. We've got totals by month covering a two-year period across the different regions here. Let's Right-Click on one of the months here, chose Group again. Earlier when we saw this list we could have grouped by quarter and years as well.

You simply click on the additional fields you might need. So, we might choose any two of these or all three of them or just one of them. Recognize also that if we were looking at time data, we might want to group it by hours of the day. But let's take a look at Months, Quarters, Years as we click OK. Now, we see a nice breakout here by Year, and Quarters, and Month. Now, the word Date here is a little bit off. These are months so let's change that and you can do this within Pivot Tables. Let's just call that Month, much better.

And you might or might not have noticed that in the Pivot Table field list we see the word month. Now, the source data still does not contain a column with the word month, but we see that here as we work with the Pivot Table. Now, scrolling up and down a little bit, this list is not that large. It's relatively compact. It goes down to row 29 here, but as we look at this list here and click back within the Pivot Table and see our Pivot Table field list, recognize that in the Row Labels area, we've got Years, Quarters and Month.

Now, what might we do here if we want our list to be a bit more compact? Maybe we're going to try looking at this just by Years and Quarters. So, let's take Month and to keep it handy and nearby, let's put it in the Filters area and now look at our Pivot Table. We see totals by Years and Quarters. Now, let's try something that you might not instinctively try. Flip the order of Years and Quarters within the Row Labels area. So, I'm going to drag Years downward, watch the display now.

That's probably not as common as the previous view, but it does allow us to show for example, our two quarter ones next to each other for 2010 and 2011. Here we see our two quarter twos and so on. So, that kind of a grouping not exactly obvious at first also emerges from this capability, let's put it back again. Let's bring in Month, take out Quarters for the moment. Now, we're seeing Years and Month, and here too might we flip the order of Years and Month? It doesn't seem like the most obvious thing to do.

Here we're seeing our two January's next to one another. Now, when you manipulate date at different times, sometimes you will see subtotals, sometimes not. If you don't want to see them, on the Design tab in the Ribbon, Subtotals, Do Not Show Subtotals. If the view that you have here is by way of the Design tab, Report Layout if you choose Outline or Tabular, sometimes the capabilities of these two are a little bit different. Let's go to Tabular form. You might have seen a choice there under Subtotals, Show All Subtotals at Bottom of Group or at Top of Group.

Now, on the example here, I chose top and yet they appear at the bottom. That's because on Report Layout and you wouldn't know this until you tried it. Tabular form doesn't recognize that choice, Outline does. So, I made the choice to put the Subtotals above and they stayed below. How about show in Outline form now? Now, we see our subtotals above. In other words, here are the totals for two Januarys. So, that's a bit of a change that you might not pick up on at first. If we don't want to see them again, let's just jump back to Subtotals, Do Not Show Subtotals.

And now it's a simpler view. Experiment with these two choices too though and see the differences. Tabular will show gridlines as well and show the display this way. Now, there are a lot of possibilities for changing the way we group Month, Years and Quarters and so although we're not counting the number of possibilities here, just by simply moving these fields back and forth and in different ways, we can get a good quick view of what's happening based on time criteria here over Years, Months and Quarters by using this grouping capability as we see it here.

One other option that wouldn't be so obvious either, if we were for example here, to simply Right-Click one of the year entries and choose Group again and this time turn off these three groupings but instead group these by days. Now, that doesn't sound like it's what we want at first, particularly if we see number of days one. But what if we change that to be 14? What we're now going to get is a two-week grouping and maybe it so happens that in your organization, you group your sales or you tabulate your sales on a two-week basis.

Let's see how this date looks grouped every two weeks. Now, a little bit of fine tuning touch here, you might want to go to your calendar and you probably would want this to start on a Monday or possibly a Sunday so you might want to revisit that and start these on a different date, but you could quickly see we're talking about 14-day periods here. If this covers two years we're about to see 50 rows or so here. So, that's another kind of grouping. If the data had been hours, we could group these by hours of the day to see which hours of the day provided the most sales as well. So, the ability to group information by date and time is a powerful tool when using Pivot Tables.

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This video is part of

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Excel 2013 Essential Training

82 video lessons · 87437 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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