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How to Group Pivot Table Data in Excel

We can use a PivotTable to GROUP A SET OF DATA like dates, months, years, quarters, etc. This enables us to analyze, summarize, calculate, and visualize trends, comparisons, and patterns in our data. The steps below will walk through the process of Grouping Pivot Table Data.

Figure 1- How to Group Pivot Table Data

Setting up the Data

  • We will open a New excel sheet
  • We will input dates when sales were made in Column A and the corresponding Sales Amount in Column B

Figure 2- Setting up the Data

  • We will click on anywhere on the table, click on the Insert tab, and click on Table as shown in figure 3

Figure 3- Putting the data in a Table

  • We will click on OK on the dialog box that appears

Figure 4- Create Table Dialog Box

Figure 5- Created Table

  • We will click on the box below Table Name under File in Figure 5 and name the Table as Sales_Data
  • We will press enter after inserting the name
  • Now, we will create a Pivot Table with the Data

Creating the Pivot Table

  • We will click on anywhere on the table
  • We will click on the Insert tab and click on Pivot Table as shown in figure 3

Figure 6- Creating the Pivot Table

  • We will click on existing worksheet and specify the Location where the Pivot table will start from (Sheet1!$D$3)
  • We will click on OK
  • We will select the fields we want to add to the Pivot Table (Dates and Sales Amount)

Figure 7- Selecting Pivot Table Fields

Figure 8- Pivot Table

Grouping the Pivot Table Data by Year

  • We will click on any date within the Pivot Table
  • We will right-click and click on GROUP

 

 

Figure 9- Grouping Dialog box

 

  • We will click OK

 

Figure 10- Pivot Table Grouped by Year

Grouping the Pivot Table Data by Days

In the same way, AS DESCRIBED FOR GROUPING BY YEAR, we can select days as shown in figure 10, specify the number of days, and click OK.

Figure 11- Grouping Dialog box

Figure 12- Pivot Table Grouped by Days

  • The same procedure can be followed to group pivot table data by months and quarters.

Grouping the Pivot Table Data by Days, Months, and Year

 

  • We can group our Pivot Table by clicking on the three options; Days, Months, and Year on the grouping dialog box

 

Figure 13- Grouping the Pivot Table Data by Days, Months, and Year

Figure 14- Grouped Pivot Table Data by Days, Months, and Year

  • We should note that we have clicked on the dash () sign for 2016 to hide the details for us to have a full view of the Pivot table. Also, the arrangement of the Columns and rows is by dragging the Pivot Table Fields to the locations as shown in Figure 15

Figure 15: Pivot Table fields for Grouping by Days, Months, and Year

Note

  • Double-clicking on any of the Row labels will drop-down or hide the details for that year

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