How to Take Advantage of Report Filters in Excel Pivot Tables

Starting with Excel 2007, Pivot Tables now include a “drop field” labeled “Report Filters.” The Report Filters area replaces the area labeled the “Pages” drop area in Excel 2003 and earlier. Report Filters is a more descriptive and intuitive name. So , this is a welcome change.

How to Organize Pivot Table

Use Report Filters in Pivot Table

In this lesson, I am responding to an additional request from one of my viewers who wants me to demonstrate how the “Report Filters” drop zone will provide incredible reporting power in a Pivot Table.

Request from a Viewer

In this lesson, my viewer is a “hydrologist” who analyzes average Water Flows by day and by month in a “Water Year.” If you use a “Fiscal Year” reporting structure, you will want to pay attention to this lesson. In this case, the “Water Year” begins on October 1 and ends on September 30. My viewer needs my help in separating out individual Pivot Table Reports organized by Water Year – placed in the Report Filters Drop Zone.The Pivot Tables show the average daily water flow by date. He told me that he is concrned that that Pivot Table Report may not be able to “account for Leap Years.”

Not to worry!

Watch this Excel Video Tutorial, as I demonstrate how to answer my viewer’s query and also give you some “solid tips” to get the results that you need when using Excel!

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Learn how to “Quickly Create Pivot Table Reports!”

Create a Pivot Table for a Water or Hydrological Year

A viewer asked for my help in creating a Pivot Table Report that is based on a Water Year – also known as a Hydrological Year. In North America, a Water Year begins on October 1 and ends on September 30. If you use a Fiscal Year in your reporting, you will want to watch this Excel Training Video Lesson.

Pivot Table for Water Year

Pivot Table for Water Year

Add Two Fields to Source Data

In order for a Pivot Table to summarize non-calendar years and quarters you will need to have two additional fields in your source data:

  1. A Fiscal Year (Water Year) Field – Use the IF(), MONTH() and YEAR() Functions to produce this.
  2. A Fiscal Quarter (Hydrological) Quarter Field – Use the CHOOSE() Function to produce this.

Now you are ready to create your Pivot Table Report.

Group Dates by Month and Year

Begin by grouping the Date Field by Month and Year – not, in this case, by Quarter. Now, remove the new Year field that you just created and add in the Water Year Field and the Hydrological Quarter to the Pivot Table. Continue to arrange the Pivot Table to suit your needs.

Since there is no direct way to change a Calender Year into a Fiscal Year or Water Year, you must prepare your data prior to beginning to create your Pivot Table. Now that you have watched this video lesson, you know how to do this!

Learn how to “Quickly Create Excel Pivot Tables and Charts”

Related Excel Video Lessons

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Summarize Fiscal Year by Month and Quarter with a Pivot Table

Excel Pivot Tables can quickly group dates by Month, Quarter and Year. If your company uses a Fiscal Year,  then be sure that your source data contains columns to identify the Fiscal Year and the Fiscal Quarter before you create the Pivot Table. Watch how this is done.

(Note: This is a re-post so that I can send this video to my Podcast at the iTunes store.)

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Learn how to “Quickly Create Excel Pivot Tables.”