In: Categories » » Microsoft office » Rearranging labels in a pivot table using Excel 2007
Pivot tables use the column headings of a spreadsheet to organize data in a table. Ideally, each column in the spreadsheet should identify a different type of data, such as the name of each salesperson, the sales region he or she works in, and the total amount of sales made. After you design a spreadsheet with multiple columns of data, follow these steps to create a pivot table:
1. Select the cells (including column labels) that you want to include in your pivot table.
2. Click the Insert tab.
3. Click the PivotTable icon in the Tables group.
4. (Optional) Select the cells that contain the data you want to use in your pivot table. You only need to follow Step 4 if you didn’t select any cells in Step 1, or if you change your mind and want to select different cells than the ones chosen in Step 1.
5. Select one of the following radio buttons:
• New Worksheet: Puts the pivot table on a new worksheet
• Existing Worksheet: Puts the pivot table on an existing worksheet
6. Click OK. Excel displays a PivotTable Field List pane.
7. Mark (select) one or more check boxes inside the PivotTable Field List pane.
Rearranging labels in a pivot table
A pivot table organizes data according to your spreadsheet’s column headings (which appear in a pivot table as row labels). Each salesperson’s amounts are further divided by sales region, and the names of the products sold. However, you may be more interested in seeing the sales organized by sales region. To do this, you can modify which column heading your pivot table uses to organize your data first. To rearrange column headings in a pivot table, follow these steps:
1. Click the pivot table you want to rearrange. The PivotTable Field List pane appears.
2. Click the downward-pointing arrow of a label that appears under the
Row Labels group.
• Move Up: Moves the label one level closer to the beginning
• Move Down: Moves the label one level down to the end
• Move to Beginning: Makes the label the dominant criteria for sorting data
• Move to End: Makes the label the last criteria for sorting data
Modifying a pivot table
Row labels let you organize data according to different criteria, such as sales per region and then by product. For greater flexibility, you can also turn a row label into a column heading. To turn row labels into column headings in a pivot table (or vice versa), follow these steps:
1. Click the pivot table you want to modify. The PivotTable Field List pane appears.
2. Click a heading. A pop-up menu appears.
3. Choose Move to Column Labels (or Row Labels).
Filtering a pivot table
The more information your pivot table contains, the harder it can be to make sense of any of the data. To help you out, Excel lets you filter your data to view only certain information, such as sales made by each salesperson or total sales within a region. To filter a pivot table, follow these steps:
1. Click the pivot table you want to filter. The PivotTable Field List pane appears.
2. Click a heading in the Row Labels or Column Labels group in the PivotTable Field List pane. A pop-up menu appears.
3. Click Move to Report Filter.
4. Click in the filter list box at the top of the pivot table.
5. Click an item to filter your data. If you mark the Select Multiple Items check box, you can select two or more items to filter your data.
6. Click OK.
Summing a pivot table
A pivot table not only displays information, but it can also count the number of occurrences of information, such as the number of sales per sales region. To display a count of data, you need to move a heading in the Values group inside the PivotTable Field List pane by following these steps:
1. Click the pivot table you want to modify. The PivotTable Field List pane appears.
2. Click a heading that you want to count in the PivotTable Field List pane. A pop-up menu appears.
3. Click Move to Values.
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