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Excel Pivot Table Tutorial -- Grouping Data

Grouping Dates Grouping Dates by Week Grouping Text Items Problems when Grouping Data Count Unique Items Grouping in One Pivot Table Affects Another Excel Pivot Table Tutorial List Download the zipped sample file for this Excel pivot table tutorial View the steps in a short Pivot Table Grouping video

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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
Grouping Text Items The Grouping dialog box isn't available if you try to group items in a text field. Instead, you can manually group the items. Select the items that you want to group On the Ribbon's Options tab, click Group, then click Group Selection To rename the group: Click on the heading cells with the default name, e.g. Group1 Type a new name.

Problems when Grouping Data If you try to group a date or number 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.

Grouping in One Pivot Table Affects Another If you create two pivot tables based on the same Excel Table in Excel 2007, when you change the grouping in one pivot table, the same grouping appears in the other pivot table. Because you created the two pivot tables from the same source data, by default they use the same pivot cache, the grouped items are the same in both tables. To use different grouping in each pivot table, you'll need to create a separate pivot cache for each pivot table. Use the following method, suggested in the Excel newsgroups by Dave Peterson. To create a separate pivot cache for the second pivot table: Cut the second pivot table, and paste it into a new workbook. Change the grouping of the second pivot table. Cut the second pivot table from the new workbook, and paste it back into the original workbook.

Download the zipped sample file for this Excel pivot table tutorial

 

Pivot Table Tutorials Excel Pivot Table -- Introduction  Excel Pivot Table -- Clear Old Items Excel Pivot Table -- Create a Pivot Table in Excel 2007  Excel Pivot Table -- Custom Calculations  Excel Pivot Table -- Data Field Layout Excel Pivot Table -- Dynamic Data Source Excel Pivot Table -- FAQs Excel Pivot Table -- Field Settings Excel Pivot Table -- Filter Source Data   Excel Pivot Table -- Filters, Top 10  Excel Pivot Table -- GetPivotData Excel Pivot Table -- Grand Totals Excel Pivot Table -- Grouping Data Excel Pivot Table -- Layout, Excel 2007 Excel Pivot Table -- Multiple Consolidation Ranges Excel Pivot Table -- Pivot Cache    Excel Pivot Table -- PivotTable Style Excel Pivot Table -- Printing    Excel Pivot Table -- Protection   Excel Pivot Table -- Report Filters Excel Pivot Table -- Running Totals   Excel Pivot Table -- Show and Hide Items  Excel Pivot Table -- Sorting Excel Pivot Table -- Subtotals  Excel Pivot Table -- Summary Functions Excel Pivot Table -- Unique Items

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