how to sort pivot table by values

2 min read 21-10-2024

How to Sort a Pivot Table by Values: A Comprehensive Guide

Pivot tables are a powerful tool in Excel for analyzing data and extracting meaningful insights. Often, you'll want to sort the data within your pivot table to quickly identify trends and patterns. One of the most common sorting needs is to sort by the values in your pivot table. Let's explore how to do this effectively.

Understanding Pivot Table Sorting

Before diving into the how-to, let's clarify some key points:

Pivot Table Fields: Recall that pivot tables are built from fields (e.g., "Product", "Region", "Sales").
Sorting vs. Filtering: Sorting rearranges the order of items within a field, while filtering removes specific items from the table.
Value Field Settings: The field displaying values (often "Sum of Sales") has specific options for sorting and formatting.

Methods to Sort Pivot Tables by Values

Here are the primary methods for sorting your pivot table by the values within a field:

1. Sorting Directly from the Pivot Table

Click on the Value Field Header: Locate the header of the field you want to sort (e.g., "Sum of Sales").
Choose "Sort" from the Contextual Menu: Right-click the header and select "Sort" from the menu that appears.
Select Sorting Options: The "Sort" dialog box allows you to specify:
- Sort by: Choose whether to sort by "Ascending" (lowest to highest) or "Descending" (highest to lowest).
- Sort by: Select the field you want to sort by (usually the Value field).
- Show Items With No Data: Determines whether to include rows or columns with zero values.
- Sort Levels: Choose how many levels of the pivot table to include in the sort. This is helpful for sorting by multiple fields.

Example: Imagine you have a pivot table showing sales by region. To sort by the "Sum of Sales" in descending order, you'd select "Sum of Sales" as the Sort by field and choose "Descending" as the order.

2. Using the "PivotTable Analyze" Tab

Locate the "Analyze" Tab: Switch to the "Analyze" tab on the Excel ribbon, which appears when you select your pivot table.
Click "Sort" within the "Fields, Items & Sets" Group: You'll find this group on the ribbon.
Choose "Sort" Options: The options presented here mirror those in the context menu, offering the flexibility to customize your sort.

3. Sorting Multiple Fields Simultaneously

Select the Fields: Click the "Sort" button on the "Analyze" tab.
Choose "Multi-Level Sorting": This option allows you to sort by multiple fields at once.
Define the Sorting Order: Set the fields in the desired order. For example, you might sort first by "Region" and then by "Product" within each region.

Example: Suppose you want to sort your pivot table by region, and within each region, sort by the top-selling products. You'd first sort by "Region" and then by "Sum of Sales" within each region.

Note: The exact steps may vary slightly depending on the version of Excel you are using.

Additional Tips

Refresh the Pivot Table: After making changes to your sort settings, remember to refresh the pivot table to apply the changes.
Sorting in Reports: You can also sort by values directly within the Excel report generated from your pivot table, similar to sorting a regular table.
Use "Report Filter" for Targeted Sorting: Filtering the report before sorting can help focus your sorting efforts on a specific subset of the data.

Conclusion

Sorting by values is a fundamental capability when working with pivot tables. By understanding the various methods and options, you can effectively analyze and present your data in a clear and insightful way. Remember to adapt these methods to your specific data and analysis needs.