Basically, my articles are targeted to help people who are working in Excel. In the PivotTable, right-click a value and selectGroup. In the example we're working with, I enter Months. Let's have a look at the steps involved in this process. Within the Data section of the Advanced tab, select the option to disable automatic grouping of date/time columns in Pivot Tables. Within the Change PivotTable Data Source dialog, enter one of the newly-defined names in the Table/Range input field. In this . The Cannot group that selection error and greyed-out grouping buttons are usually caused by the following types of inconsistencies: Both inconsistencies are, therefore, caused by inappropriate source data. Don't worry. Ungroup all Items within the newly-created Field. But you can also use the Ribbon or keyboard shortcuts to achieve the same effect. If you're working with Fields that aren't suitable for automatic grouping (as in this case) the Group Field button (Ribbon > Analyze > Group Selection) is greyed out. To understand the situation, consider the following Pivot Table. Add Multiple Fields to the Page Area. You can, however, use certain variations of these 3 processes to force Excel to separate Pivot Caches when (both) (i) creating a new Pivot Table, or (ii) modifying an existing Pivot Table. It lists the following sales data: You can generally group Items in a Pivot Table in 2 different ways: The grouping option that's more suitable for a situation depends on the type of data you're working with. Click the Close button in the lower right corner of the Name Manager dialog. Consider the following: If you're working with Excel 2016, there's an additional grouping feature you can use: automatic date and time column grouping. In Step 3 of 3 of the Pivot Table Wizard, specify where you want to put the Pivot Table report and click Finish. As a result, you will get the below table in excel main window. This is similar to the data in other Pivot Table Tutorials, such as this one. If your Pivot Tables are based on different source data, you don't have to worry about the Pivot Cache sharing issue I describe above. To ungroup previously grouped data, right-click the cell with the group name (probably Group1 unless you changed it) to again display the shortcut menu and then choose Ungroup. Once you've entered the appropriate defined name as source, click the OK button on the lower right section of the dialog box. You can't use the Convert to Formulas command (within OLAP Tools) with grouped Items. Simply type a new name to replace the default one. Consider the following main rules: If you work with Excel 2016 and take advantage of the time grouping feature that I explain in a previous section, there's an additional consideration: the effects of undoing (Ctrl + Z keyboard shortcut) after time grouping is triggered. The source data must not have empty columns or rows. In the case of the example source data that I use for this Pivot Table Tutorial, this looks as follows: The Pivot Table Wizard isn't in the Ribbon (by default). After you right-click on a Pivot Field Item, Excel displays a contextual menu. Use the Pivot Table Wizard to create the Pivot Table. Go to Ribbon > Analyze > Group Selection or use a keyboard shortcut (Shift + Alt + Right Arrow, Alt, JT, K or (Shift + F10), G). Use the following columns as Group by columns: Country; Sales Channel; Create two new columns by doing the following: Aggregate the Units column by using the Sum operation. Organizes the added columns in such a way that the highest-level date period is displayed first. You can get Excel to create separate Pivot Caches for Pivot Tables that already exist in the following 10 simple steps: Let's go through each of these 10 steps in more detail. Add the date or time Field to the relevant Area of the Pivot Table. Establishing a greener world is one of my mottos. Select any cell in the pivot table. Pivot Table grouping is quite flexible. But, those groupings are limited to Row Labels. Next, drag the following fields to the different areas. This means, as I explain above, that you can reduce the memory required by sharing the Pivot Cache between the Pivot Tables. Generally, the week containing January 1 is week 1 of the year. A Computer Science portal for geeks. I have a spreadsheeet in work that I have inherited. You can also turn on the PivotTable Fields pane by clicking the Field List button on the Analyze tab. The dialog box that appears in step #6 above gives you the following 2 choices: Since you don't want to share the Pivot Cache between the Pivot Tables, select No. We've also gone through several common problems that arise when trying to group Pivot Table Fields. #1) Right-click on any number in the pivot table. Once you go through the steps I explain above, each of the Pivot Tables whose data source you modify will have a separate Pivot Cache. Make sure that you're not repeating names in the process of assigning names. The difference is that, instead of right-clicking on the Field, you select it. Close and load to Excel (Ribbon Home) You will get this list as data source for the pivot table: Here the script generated from the . Right-click on the Pivot Table and select Refresh within the contextual menu displayed by Excel. Click the cell containing the text and Edit it using the formula bar. Use Excel Power Query Editor to Group Columns in Pivot Table. If you create several Pivot Tables based on the same source data, but each working with a separate Pivot Cache, your workbook may be bloated and slow due to the amount of (repeated) data. When creating a pivot table it's usually a good idea to turn your data into an Excel Table. You can easily modify either of these by following the processes that I explain further below. This allows Excel to display a Pivot Table overriding the 1 million records limitation. Re: Grouping Columns in a Pivot Table. Go to Ribbon > Analyze > Active Field. In some cases, automatic grouping isn't the best solution for your challenge. When you click a Group button on the pivot table Slicer: pivot table filter updates, to show the selected group. Click and drag a field to the Rows or Columns area. Note that we have put the data in a table form by doing the following: We clicked on anywhere on the table, click on the Insert tab, and click on Table as shown in figure 3. Group the date Field, to the extent possible, using the automatic grouping process I describe above. The data is automatically arranged so that the highest-level date or time period is displayed first. As I mention in step #1 above, Excel should determine the range automatically. 1. Go to File tab > Close&Load To > Pivot Table Report. In this section, I go through a third method of changing a default Pivot Table Field name. Now click on the Define Name button once more, and create another name for the same data set. To group columns in Excel, perform these steps: Select the columns you want to group, or at least one cell in each column. This implies that, when possible, you should have as few blanks as possible. Therefore, you can generally click on Next button on the lower right side of the dialog box. Right-click the cell and select Group from the drop-down menu. The first dialog box of the Pivot Table Wizard (PivotTable and PivotChart Wizard Step 1 of 3) looks as follows: The Pivot Table Wizard begins by asking you about the (i) the type of source data you work with, and (ii) the report you want to create. One of the main ways to solve this issue is ensuring that all the data within a source column is of the same type. As a person, I am detail-oriented and love doing research. The formula syntax I use looks roughly as follows: Depending on your situation, you may have to manually expand the data source of the Pivot Table you're working with to include the helper column(s). Excel for Office 365 or Excel 2013 and later versions will have timelines for pivot tables. Use the Field List to arrange fields in a PivotTable. I explain how you can modify either of these in a separate section below. In such cases, you can usually refresh the Pivot Table in one of the following 4 ways: If Excel doesn't automatically expand the data source, you can adjust the Pivot Table data source in the following 3 easy steps: Let's see how each of these steps looks in practice: You can make Excel display the Pivot Table Data Source using either of the following methods: Within the Change PivotTable Data Source dialog, check the Table/Range input field. If you automatically group Fields with time grouping, Excel assigns default names and labels to the newly created Fields and groups. In each helper column, add a formula to calculate grouping levels/intervals. Confirm that the scope of the name is Workbook and the range to which the name refers to is correct. This Pivot Table Tutorial explains all the details you need to know to group and ungroup data in a Pivot Table. Notice how the new name (Months) appears in both the Pivot Table and the Pivot Table Fields task pane. There are a few different ways in which you can edit the group name once the cell is selected. Select more sort options from the drop-down list. Create the Pivot Table with Multiple Columns. In such situations, the solutions I explain in the previous sections may not work. Group or ungroup data in a PivotTable. Pivot Tables that share the same Pivot Cache also share the same Field grouping settings. Group all Microsoft Xbox Items under the Xbox category. Notice that, in this case, Excel displays the data at the higher-level date. Expand the selection using any of the following keyboard shortcuts: Click the Name box. Add the newly-added Field(s) to the Rows or Columns Areas. Type the formula: =WEEKNUM (E2) STEP 3: This report contains multiple years. Connect Slicers or Timelines to Multiple Pivot Tables. Despite its flexibility, Pivot Table grouping has some restrictions. Hopefully, these methods and explanations will be enough to solve your problems. In this section, I explain all the details of how you can change a default Field name using the Ribbon or a keyboard shortcut. Change the defined name every time. The newly added Field: Let's go through each of the steps of the processes I explain above to understand how this works in practice. You've also read about the time grouping feature that Microsoft added in Excel 2016. I illustrate the steps in the second process in the following section. As an example, I use the following Pivot Table. Instead of displaying individual days, Excel displays the data at the month level. Notice how the Field holding quarters is labeled Date by default. Add a new Products column by using the All rows operation. Value Groups Macro. To begin this process, select a cell within 1 of the Pivot Tables that needs a separate Pivot Cache. Microsoft Excel - How to Use Pivot Tables to Analyze Excel Data. 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