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Excel Pivot Table Tutorial -- Grouping Data

Grouping Dates Grouping Dates by Week Problems when Grouping Data  Count Unique Items Excel Pivot Table Tutorial List Download the zipped sample file for this Excel pivot table tutorial

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In an Excel Pivot Table, you can group the items in a Row or Column field. For example, items in a date field can be grouped by month, and items in a number field can be grouped by tens.

Grouping Dates To group the items in a Date field Right-click the Date field button. Choose Group and Show Detail | Group
In the Grouping dialog box, select one or more options from the 'By' list. To limit the dates that are grouped, you can set a Start and End date, by typing the dates in the 'Starting at' and 'Ending at' boxes Click OK to close the dialog box.

Grouping Dates by Week To group the items in a Date field by week Right-click the Date field button. Choose Group and Show Detail | Group In the Grouping dialog box, select Days from the 'By' list. For 'Number of days', select 7 The week range is determined by the date in the 'Starting at' box, so adjust this if necessary. In the example at right, December 29, 2003 (a Monday), was entered as the starting date. Click OK

Problems when Grouping Data If you try to group a date or field, you may see an error message that says, "Cannot group that selection." This problem usually occurs when the field contains records with a blank date/number field, or text in a date/number field. To fix the problem For blank cells, fill in the date/number (use a dummy date/number if necessary). If there is text in the date/number field, remove it. If numbers are being recognized as text, use one of the techniques to change text to real numbers. Then return to this pivot table tutorial, and try the grouping steps. If you don't have blank cells or text in the date column, there may be a grouped field left over from the previous time that you grouped the data. Check the field list, to see if there's a second copy of the date field, e.g. Date2. If there is, add it to the row area, and ungroup it. Then, you should be able to group the date field again.

Count Unique Items In an Excel pivot table, you may want to know how many unique customers placed an order for an item, instead of how many orders were placed. A pivot table won't calculate a unique count. However, you could add a column to the database, then add that field to the pivottable. For example, to count the unique occurences of a Customer/Item order, add a column to your database, with the heading 'CustItem' In the first data row, enter a formula that refers to the customer and item columns. For example:

=IF(SUMPRODUCT(($A$2:$A2=A2)*($C$2:$C2=C2))>1,0,1) Copy the formula down to all rows in the database. Then, add the field to the data area of the Excel pivot table. In this example, you can see that nine unique customers placed an order for binders, and there were 14 orders for binders.  Download the zipped sample file for this Excel pivot table tutorial

Excel Pivot Table Tutorial List

Excel Pivot Tables -- Introduction  Excel Pivot Tables -- Create a Pivot Table in Excel 2007  Excel Pivot Tables -- Data Field Layout Excel Pivot Tables -- Show and Hide Items Excel Pivot Tables -- Clear Old Items Excel Pivot Tables -- Field Settings Excel Pivot Tables -- GetPivotData Excel Pivot Tables -- Grouping Data Excel Pivot Tables -- Multiple Consolidation Ranges Excel Pivot Tables -- Printing    Excel Pivot Tables -- Custom Calculations  Excel Pivot Tables -- Pivot Cache      Excel Pivot Tables -- Protection   Excel Pivot Tables -- Grand Totals Excel Pivot Tables -- Running Totals   Excel Pivot Tables -- Filter Source Data     Excel Pivot Table Blog -- Related Posts Error Message When Grouping Dates

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