how to sort a pivot table by values

Guri Bee

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19-10-2024

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Sorting Your Pivot Tables: A Guide to Organizing Your Data

Pivot tables are powerful tools for analyzing and summarizing data in Excel. But their usefulness can be enhanced by properly sorting the data they display. One common requirement is sorting a pivot table by its values, allowing you to quickly identify the highest or lowest performing categories.

This article will guide you through the process of sorting your pivot table by values using examples and explanations.

Understanding Pivot Table Sorting

Before we dive into the steps, it's essential to understand how pivot tables handle sorting.

• Sorting by Row/Column Labels: This is the default behavior when you click the arrow next to a row or column label. It sorts based on the alphabetical or numerical order of the labels themselves.
• Sorting by Values: This is where we focus. Here, you sort the rows or columns based on the numerical values they represent, making it easier to identify the highest or lowest performing items.

Sorting by Values: A Step-by-Step Guide

1. Select the Pivot Table: Click anywhere inside your pivot table to activate it.

2. Choose the Field to Sort: Determine which row or column you want to sort by. In our example, let's say we want to sort by "Sales" in the "Region" column.

3. Right-click on the Field: Right-click on the "Sales" value under the "Region" column header.

4. Select "Sort" from the Menu: A menu will appear. Choose "Sort" from the options.

5. Select Sorting Options:

   • "Ascending" will sort the values from the lowest to highest.
   • "Descending" will sort from the highest to lowest.
   • "Show in Descending Order" will sort in descending order, but present the data in ascending order. This can be useful for showing the top performers first while still maintaining the natural order of the categories.

6. Select "Values" from the "Sort By" Dropdown: This ensures you are sorting by the actual values in the pivot table, not the labels.

7. Confirm Your Selection: Click "OK" to apply the sorting changes.

Example: Sorting Sales Data

Imagine you have a pivot table showing sales by region. You want to quickly see which region has the highest sales. Here's how you would sort by values:

1. Identify the Field: Select the "Sales" column.

2. Right-click and Sort: Right-click on the "Sales" value under the "Region" column header and choose "Sort".

3. Select "Descending" and "Values": Choose "Descending" for sorting and "Values" from the "Sort By" dropdown.

4. Apply: Click "OK". The pivot table will now display the regions with the highest sales at the top, allowing you to quickly identify the top performing regions.

Additional Tips & Considerations

• Sorting by Multiple Fields: You can sort by multiple fields, allowing for even more granular control over your data. For example, you can sort by "Sales" (descending) and then by "Region" (ascending) to see the top-performing regions within each sales category.
• Sorting Data with Filters: If your pivot table has filters, you can sort the data within the filtered subset.
• Using the "Sort" Button: You can also use the "Sort" button in the "Analyze" tab of the Ribbon to quickly sort by values.

Conclusion

Sorting by values in a pivot table is a powerful technique that enhances data visualization and analysis. By understanding the process and using the right sorting options, you can efficiently arrange your data to identify trends, outliers, and valuable insights.