Spreadsheet 123 Excel 2003, XP, 2000, 97 FAQs: Display the fields

Also learn how to display the fields in the Values section in a single column in a pivot table in Excel 2007.

Question:  In Excel 2003/XP/2000/97, I've created a pivot table with two fields in the Data Section of the pivot table. These fields are the sum of the Quantity as well as the sum of the Total cost of an order. The pivot table seems to be populating the data section in multiple columns and I want to see the results in a single column.

How can I set up my pivot table so that the Quantity and Total cost (in the data section) values show up in a single column instead of being listed in two?

Answer:  Excel may format your data section of your pivot table to populate your values in multiple columns, as seen below:

In this example, you can see that the "Sum of Quantity" as well as "Sum of Total Cost" fields are being displayed in multiple columns. To change the pivot table so that the fields are populated in a single column, first highlight the label called "Data".

Next, while your mouse cursor is over the Data label, click and hold down the Left Mouse Button. Slowly drag your mouse cursor to the left until you see the mouse cursor change to a picture similar to the above. This is usually when your cursor is next to your Row Section (ie: Order ID field).

Now, let go of the Left Mouse Button.

Now your pivot table should display the "Sum of Quantity" and "Sum of Total Cost" fields in a single column, populating down.