XL: How to Use Grouping for Fields in a PivotTable

• Microsoft Excel 97 for Windows
• Microsoft Excel for Windows 95, version 7.0
• Microsoft Excel for Windows, versions 5.0, 5.0c
• Microsoft Excel for Windows NT, version 5.0
• Microsoft Excel for the Macintosh, versions 5.0, 5.0a
• Microsoft Excel 98 Macintosh Edition

SUMMARY

In Microsoft Excel, you can group a field that is a date, a time, or a number. With date and time pivot fields, data in the table can be grouped into specific periods. With numeric pivot fields, data in the table can be grouped into evenly incremented groups, such as by tens or hundreds.

MORE INFORMATION

Grouping with Dates/Times

The steps below demonstrate how you can use grouping for a PivotTable field that is a date. In this example, weekly (seven day) sales totals will be displayed for each employee.

1. In a new worksheet, type the following data:

         A1: Date           B1: Employee     C1: Amount
         A2: 1/2/95         B2: 111          C2: 2
         A3: 1/5/95         B3: 333          C3: 3.89
         A4: 1/6/95         B4: 333          C4: 1.78
         A5: 1/9/95         B5: 444          C5: 7.65
         A6: 1/11/95        B6: 222          C6: 4.6
         A7: 1/13/95        B7: 111          C7: 1.3
         A8: 1/20/95        B8: 444          C8: 3.65
         A9: 1/21/95        B9: 333          C9: 3.98
         A10: 1/30/95       B10: 222         C10: 6.9
   
   

2. Start the PivotTable wizard. To do this in Microsoft Excel 7.0, click PivotTable on the Data menu. In Microsoft Excel 97, click PivotTable Report on the Data menu.

3. In step 1 of the PivotTable Wizard, click Microsoft Excel List or Database, and click Next.

4. In step 2 of the PivotTable Wizard, type "A1:C10" (without the quotation marks), and click Next.

5. In step 3 of the PivotTable Wizard, drag the Date field to the Column area, the Employee field to the Row area, and the Amount field to the Data area, and then click Next.

6. In step 4 of the PivotTable Wizard, select where to place the PivotTable. To do this in Microsoft Excel 7.0, type "E1" (without the quotation marks) in the PivotTable Starting Cell box, and click Finish. In Microsoft Excel 97, click Existing Worksheet, type "E1" (without the quotation marks), and click Finish.

7. Select cell F1. On the Data menu, point to Group And Outline, and then click Group.

8. In the By box, clear the Months item, and select Days. Select 7 for the Number of Days, and click OK.

Grouping with Numbers

The steps below demonstrate how you can use grouping for a PivotTable field that is a number. This example displays a count of the employees for sales between 0 and 100, in groups of 10.

1. In a new worksheet, type the following data:

         A1: Employee     B1: Sales
         A2: Brown        B2: 81.45
         A3: Doe          B3: 99.66
         A4: Smith        B4: 89.88
         A5: Ward         B5: 86.96
         A6: Grady        B6: 78.37
         A7: Turner       B7: 24.16
         A8: Williams     B8: 79.17
         A9: Earnhardt    B9: 44.35
        A10: Ford        B10: 25.40
   
   

2. Start the PivotTable wizard. To do this in Microsoft Excel 97, on the Data menu, click PivotTable Report. In Microsoft Excel 7.0, on the Data menu, click PivotTable.

3. In step 1 of the PivotTable Wizard, select the Microsoft Excel List Or Database option, and then click Next.

4. In step 2 of the PivotTable Wizard, type the "A1:B10" (without the quotation marks), and click Next.

5. In step 3 of the PivotTable Wizard, drag the Sales field to the Column area, and drag the Employee field to the Data area, and then click Next.

6. In step 4 of the PivotTable Wizard, select where to place the PivotTable. To do this in Microsoft Excel 7.0, type "E1"(without the quotation marks) in the PivotTable Starting Cell box, and click Finish. In Microsoft Excel 97, click Existing Worksheet, type "E1" (without the quotation marks), and click Finish.

7. Select cell F1. On the Data menu, point to Group And Outline, and then click Group.

8. In the Starting At box, type "0" (without the quotation marks). In the Ending At box, type "100" (without the quotation marks). In the By box, type "10" (without the quotation marks), and then click OK.

REFERENCES

For more information about Grouping items in a Pivot Table, click Contents and Index in Microsoft Excel 98 Macintosh Edition Help, click the Index tab and type the following text

   Grouping PivotTables

For more information about Grouping items in a Pivot Table, click Contents and Index in Microsoft Excel 97 Help, click the Index tab and type the following text

   Grouping Data, in PivotTables

For more information about Grouping items in a Pivot Table, click the Index tab in Microsoft Excel 7.0 Help, type the following text

   Grouping PivotTable Data

"Microsoft Excel User's Guide," version 5.0, Chapter 25, "Grouping Items in a Pivot Table Field"