When you add a numeric data field to the Values area in a pivot table, the summary function defaults to either Sum or Count. You can change that field to use one of the other summary functions, such as Average.

The Average Function

The Average function in a pivot table works like the AVERAGE function on the worksheet to calculate the average (mean) of the values. It totals all the underlying values in the Values area, and divides by the number of values. 

You can use the Average function to compare amounts, such as order sizes, student grades, and project times, across a large number of instances.

Blanks and Zeros

Just as they are on the worksheet, blank cells are ignored when calculating the pivot table averages, but zero cells are included.

In the data source shown below, cell C7 is blank. That blank cell is not included in either the worksheet average (C12),

or in the pivot table average, shown below.

Hidden Zeros

If you have formatted the worksheet to hide zero values, remember that those zero values will be included in the averages, even if the cells appear blank.

In the two data sources shown below, the overall average is different. Zeros are hidden on the worksheet, and cell F7 contains a zero. Cell C7 is blank.

If you create pivot tables from these two data sources, the pivot table Average function would include the hidden zeros, just as the worksheet Average does.

Format the Results

When you use the Average summary function, the results will probably show a strange mixture of decimal places, as shown in the pivot table at the left, in the screen shot below.

Format the field to have a consistent number of decimal places (as in the pivot table at the right, above), so the numbers are easy to compare.

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When you add a field to the pivot table Data area, it automatically gets a custom name, such as Sum of Units or Count of Units.

Instead of “Sum of Units”, you might want the name to show as “Units”, so it’s easier to read and the column is narrower.

Unfortunately, if you select the cell and type Units, you’ll see an error message: “PivotTable field name already exists.”

When you try to use a custom name that’s identical to a field name in the source data, you’ll see that error message. In this example, one of the fields in the source data is named Units, so you can’t use Units as a custom name in the pivot table.

Use a Slightly Different Custom Name

To avoid this problem, you can add a space character to the end of the custom name, and it will be accepted.

In the screen shot below, I’ve added a space after typing Units. When I press the Enter key, the name will be accepted, without an error message.

Use a Macro To Fix Names

If you have lots of Data field names to change you could use a macro, to make the job easier. For example, the following macro will change all the Data field captions in the first pivot table on the active sheet.

Sub ChangeCaptions()
Dim pf As PivotField
Dim pt As PivotTable
Set pt = ActiveSheet.PivotTables(1)
For Each pf In pt.DataFields
    pf.Caption = pf.SourceName & " "
Next pf
End Sub

There are instructions here for adding code to your workbook, and running it. This code would go onto a regular module.

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For more information on pivot tables, see the Pivot Table Topics on my Contextures web site.

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