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Printing each item on its own page

From: Excel 2010: Pivot Tables in Depth

Video: Printing each item on its own page

When you create a PivotTable, it's likely that you'll have data for many categories grouped together into a single display. If that's the case, it might make sense to print your data on a number of worksheets. There are two ways that you can separate your PivotTable data. The first is by using the fields in the Row Labels area and the second is by using fields in the Report Filter area. If your PivotTable has more than one field in the Row Labels area, you can have Excel print each group on a new page. For example, in this worksheet I have data from 2009 and 2010 and let's say that I want it to print 2009 and 2010 on separate worksheets.

Printing each item on its own page

When you create a PivotTable, it's likely that you'll have data for many categories grouped together into a single display. If that's the case, it might make sense to print your data on a number of worksheets. There are two ways that you can separate your PivotTable data. The first is by using the fields in the Row Labels area and the second is by using fields in the Report Filter area. If your PivotTable has more than one field in the Row Labels area, you can have Excel print each group on a new page. For example, in this worksheet I have data from 2009 and 2010 and let's say that I want it to print 2009 and 2010 on separate worksheets.

To do that, you right-click any cell in the label field by which you want to separate. In other words I want to separate by year so I'll click one of my two year fields, in this case right clicking 2009, and in the shortcut menu that appears click Field Settings. In the Field Settings dialog box the setting that we're interested in is on the Layout & Print page and at the bottom of this page you can check the Insert page break after each item box and then click OK.

You don't see anything on the screen, but if you go to Backstage view by clicking the File tab and then click Print, you can see that 2009 will be printed on one page and then if we scroll to the next page, 2010 will be printed there. Now click any tab on the Ribbon to switch back. Now let's say that you create a filter using the Report Filter area, which I'll do by dragging the Quarter field down to the Report Filter area. So now I have the ability to filter the data that appears in the PivotTable.

In this case, however, what I want to do is to print data from quarter number one on one page, quarter number two on another page, and so on. So the first thing I'll do, and this is just personal preference, but I'm going to remove the print area that's been set, so that I have 2009 and 2010 on the same page. In other words I don't want to have two settings at the same time. So I will right-click a value in the Year field, click Field Settings, go to the Layout & Print page, and clear the Insert page break after each item checkbox and click OK.

Now with any cell in the PivotTable selected, I can go to the Options contextual tab and then in the PivotTable group I click the Options button's down arrow and then click Show Report Filter pages. In the dialog box that appears I verify that the quarter field appears and that is the report filter page that I want and click OK. When I do, Excel creates four different worksheets, one displaying data from quarter one, the second quarter two, three and four, and you can see those new worksheets down here on the tab bar with worksheets one, two, three and four.

Now let's say I want to print all of those worksheets. To do that, I select sheet number one and then holding down the Shift key I click the tab for sheet number four. Then if I go to the Print page of the Backstage view and print my workbook, these four worksheets will all be printed. The built-in Excel PivotTable functionality enables you to separate your data when you print without necessarily separating the data in the workbook. Creating new worksheets for each item in the Report Filter area does add worksheets to your workbook, but setting the Insert page break after each item option enables you to separate those categories of data without affecting your PivotTable's organization.

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Image for Excel 2010: Pivot Tables in Depth
Excel 2010: Pivot Tables in Depth

66 video lessons · 41164 viewers

Curt Frye
Author

 
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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. 58s
    1. Additional resources
      58s

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