XL: How to Custom Sort/Prevent Auto Sort in PivotTable

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

SUMMARY

In Microsoft Excel, data in a PivotTable is automatically sorted. There are no options available to turn this automatic sorting off or to perform a custom sort on your PivotTable data.

To prevent a PivotTable from being sorted, you can create a custom list using the unsorted source data on the worksheet. To custom sort a PivotTable, you can first sort the source data as desired on the worksheet, and then create a custom list using the sorted source data.

The following examples demonstrate how to use a custom list to prevent a PivotTable from sorting and to custom sort the data in your PivotTable.

MORE INFORMATION

Similar to when data is sorted on a worksheet, a PivotTable will first use a custom list to sort if possible. If an appropriate custom list is not available, then the PivotTable uses default sorting.

If there is a custom list that exactly matches the source data, then the PivotTable is sorted using the custom list, which will make the PivotTable appear to be unsorted.

Note that a custom list is only used when the PivotTable is created. If you use a new custom list for sorting, you must recreate the pivot table (you can't just refresh the PivotTable).

Example Using a Custom List

Creating the PivotTable

1. To create a PivotTable in this example, enter the following on a worksheet in a new workbook:

   
         A1: MyNoSortField   B1: MyValues
         A2: NoSort4         B2: 5
         A3: NoSort2         B3: 3
         A4: NoSort1         B4: 5
         A5: NoSort3         B5: 6
         A6: NoSort4         B6: 4
         A7: NoSort3         B7: 3
         A8: NoSort2         B8: 5
         A9: NoSort3         B9: 7
        A10: NoSort1        B10: 4 




2. On the Data menu, click PivotTable. In the PivotTable Wizard - Step 1 of 4 dialog box, click Next. In the PivotTable Wizard - Step 2 of 4 dialog box, in the Range box, type $A$1:$B$10, and click Next.



3. In the PivotTable Wizard - Step 3 of 4 dialog box, drag the MyNoSort field to the Column area on the PivotTable. Drag the MyValues field to the Data area on the PivotTable. Click Next.



4. In the PivotTable Wizard - Step 4 of 4 dialog box, in the PivotTable starting cell box, enter =$E$1, and click Finish.
   
   Note the order of the values in the PivotTable.

Creating the Custom List

1. On the Tools menu, click Options, and click the Custom Lists tab.



2. Click in the Import List From Cells box.



3. On the worksheet, select the range of cells that contain your custom list, (A2:A10 in this example) and click Import. Click OK.



4. Repeat these steps for each custom list. Then, create your PivotTable.

Using the Custom List

Visual Basic Code Example

1. In a new module sheet, enter the following:

   
         Sub NewPivotNoSort()
            ' Create temporary custom list using PivotTable data
            Application.AddCustomList Range("A2:A10")
            ' Create PivotTable
            ActiveSheet.PivotTableWizard
            ActiveSheet.PivotTables(1).AddFields "MyNoSortField"
            ActiveSheet.PivotTables(1).PivotFields("MyValues").Orientation _
              = xlDataField
            ' Delete custom list
            Application.DeleteCustomList Application.CustomListCount
         End Sub 




2. On a worksheet in the same workbook, enter the following:

   
         
         A1: MyNoSortField   B1: MyValues
         A2: NoSort4         B2: 5
         A3: NoSort2         B3: 3
         A4: NoSort1         B4: 5
         A5: NoSort3         B5: 6
         A6: NoSort4         B6: 4
         A7: NoSort3         B7: 3
         A8: NoSort2         B8: 5
         A9: NoSort3         B9: 7
        A10: NoSort1        B10: 4 




3. To run the macro, do the following:
   
   
   
   1. Select any cell in the range A1:B10 on the worksheet that contains the data that you entered above.
   
   
   
   2. On the Tools menu, click Macro.
   
   
   
   3. In the Macro Name/Reference list, click NewPivotNoSort and click Run.
   
   
   

http://www.microsoft.com/support/supportnet/overview/overview.asp

Additional query words: disable stop sorting 5.00c

Keywords : kbcode kbprg kbualink97
Version : MACINTOSH:5.0,5.0a; WINDOWS:5.0,5.0c; Win95:7.0; winnt:5.0
Platform : MACINTOSH Win95 WINDOWS winnt
Issue type : kbinfo