Microsoft Office Tutorials and References
In Depth Information
Sorting and Filtering PivotTable Data
Click the Drop-Down
Imagine All the Uses!
Need to imagine these concepts in use in
some other kind of database? Imagine a list
of towns and cities, with the name, state,
population, median income, and median
housing value included. You could place
State in the Report Filter area, City in the
Column Labels area, and drop Median
Income into the Values box. The resulting
report would allow you to view just one or a
select group of states and all the cities listed,
and have the median income averaged for
the cities in the displayed state/s.
Pick which simple sort you want to perform
on the records displayed. For example, click
the drop-down arrow to see the options
for display of the LastName field.
Changing Sort Order
For each part of the PivotTable—row or column
fields, the main filter field, even fields added to
the value section—it’s easy to customize how the
data for each field is displayed. As discussed
previously, it’s easy to choose which records to
show, by simply clicking the drop-down triangle
next to the field header (the field name) and
picking which records you want to see. In that
same drop-down menu, shown in Figure 15-16,
you can also choose to sort the records in A to Z
(ascending) or Z to A (descending) order, or to
choose More Sort Options, which displays the
dialog box shown in Figure 15-17.
Need more than a simple sort?
Pick a field to sort by and a sort order
for that field, or drag the records
up or down within the field to
put them in custom order.
If your PivotTable Field list (right side of
the panel) ever disappears, click the Field
List button in the Show section of the
Insert ribbon tab to redisplay it. The Show
section also offers buttons to show or
hide PivotTable Buttons and Field Headers.