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Calculated Fields in Pivot Tables

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See Also: Excel Pivot Tables || Hide/Show Pivot Table Fields || Refresh Pivot Table via Excel Macros || Hide/Show Pivot Table Field Items || Excel Subtotals || Making the SUBTOTAL Function Dynamic || Bold Excel Subtotals Automatically || Sum Every Nth Cell || Count of Each Item in a List || Grouping Pivot Tables Problems

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PivotTables are used to display and extract a variety of information from a table of data that resides within either Microsoft Excel or another compatible database type. PivotTables are frequently used to extract statistical information from raw data. You can drag around the different fields within a PivotTable to view its data from different perspectives.

I thought we would look at a really nifty feature of Pivot Tables – the ability to insert a calculated field. For example, if you had a pivot table set up, with an amount displayed in the Data Items area, you may wish to display the GST (tax) component of the Amount Owing so you can see it at a glance. 

First you need to create the pivot table.  In our list, we have Names in column A and Amount Owing in Column B.  We created a pivot table and moved the Names field to the Row area and the Amount Owing to the Data area.

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With our PivotTable created, it would be nice if we could see at a glance the GST component of each of the amounts owing.  We can do this by inserting what is known as a calculated field.  To do this easily, select PivotTable on the PivotTable toolbar (if this toolbar is not displayed, go to View>Toolbars and select PivotTable, or right click in the toolbar area of your screen and select PivotTable) then select Formulas>Calculated Field.  This will display the Insert Calculated Field dialog box.  The first thing we need to do is give our new field a Name.  We will call ours GST.  Now move to the Formula area and type in the following formula =’Amount Owing’/10, select Add, then Close.  This will insert a column to the right of the Sum of Amount Owing with the GST Amount displayed.  You can of course use any formula you like in a calculated field, however one important thing to remember about using formulas in calculated fields is that you cannot use Excel formulas that REQUIRE a range reference.

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