Microsoft Office Tutorials and References
In Depth Information
Sorting and Filtering PivotTable Data
By default, all the records in your
designated filter field are included in the
PivotTable report—in this example, all
departments were shown in Figure 15-6. Of course, it’s
easy to reduce that to show just one department
or a selected group of departments, instead. You
can also filter which job titles are shown, so that
you see only certain jobs in certain departments.
Figure 15-14 shows the report reduced to show
only the Sales department, with only the sales
reps’ names and salaries totaled.
Filtering PivotTable Fields
To filter a field, simply click the drop-down arrow
next to it, and choose from the displayed list, as
shown in Figure 15-15. The list will include all
entries for that field, so in our case, filtering on
Last Name wouldn’t be the way to go—especially
if there were hundreds of employees. Better to
filter on Job Title, if you want to reduce the
number of employees’ and their salaries included
for one or more departments. You can, of course,
filter by the Report Filter field (Department, in
this example), by making a single selection from
the list. Turn on the Select Multiple Items
checkbox to allow filtering for more than one entry in
the list. To bring back the records that a previous
filter has hidden, just redisplay the drop-down
menu and choose All or Select All (the option
will vary depending on whether it’s a Report
Filter or Column/Row Label field).
Distill the report down to just the one or two filter
fields you’re interested in, and then decide how much
detail you want about each one.
Click the drop-down arrow and choose
your filter criteria.