While you work on a big pivot table in Excel, you might need to document which fields are in the layout. To make that job easy, use this macro to list all pivot fields and pivot items in any pivot table’s row, column and filter areas. Download the free workbook, and use the macro in your own files.
In a pivot table, subtotals are automatically added to the outer fields, when you add more fields below them. The innermost field doesn’t show subtotals, but you can force them to appear, by creating pivot table custom subtotals. Learn more about pivot table subtotals on my Contextures website.
Instead of manually taking fields out of a pivot table, you can remove pivot fields with a macro. The sample macro below will remove all the row fields, and there are more examples, and a free workbook, on my website.
In a complex Excel file, you might have several lists, and multiple pivot tables based on those lists. To keep things organized, use this macro to make a list of pivot tables in the active workbook. The code is shown below, and there is also a link so you can download a free workbook with the macro.
Why do new pivot items appear at the end of the lists, when you add them to an Excel pivot table? It’s hard to find those new items, if they aren’t sorted alphabetically. Keep reading, to see why that happens, and how you can fix the problem of new pivot items at end of list.
When you create a pivot table to summarize data, Excel automatically creates sums and counts for the fields that you add to the Values area. In addition, you might want to see a distinct count (unique count) for some fields, such as:
- The number of distinct salespeople who made sales in each region
- The count of unique products that were sold in each store
When a pivot table has grand totals, Excel automatically names those totals. I’ll show you some examples, with details on which grand total headings you can change, and which ones you can’t.
Pivot tables are a quick way to summarize your data, and they have another advantage too. After you build the pivot table, it’s easy to change pivot table layout, to get a different type of summary. Watch the video below, and get the free workbook.
If you plan to build a pivot table, check the source data first, to make sure you have it set up correctly. If there is a heading for each month’s sales, instead of just one column where all the amounts are stored, that won’t work well in a pivot table. You need to “unpivot” your data first, and you can use a macro to unpivot Excel data.
When you put value fields into a pivot table, it automatically adds text to the headings, such as “Sum of Quantity”, if the field name is Quantity. You can manually change those headings, to remove the extra text, if there are only a few of them. If there are lots of fields to change, it’s quicker to remove that text with a macro.