Spreadsheet 123 Excel 2007 FAQs: Display the fields

Also learn how to display the fields in the data section in a single column in a pivot table in Excel 2003/XP/2000/97.

Question:  In Excel 2007, I've created a pivot table with two fields in the Values 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 Values 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 Values section) values show up in a single column instead of being listed in two?

Answer:  Excel may format your Values section of your pivot table to populate your values in multiple columns. 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. We want to see these values in a single column.

First, you need to right-click on the pivot table and select "PivotTable Options" from the popup menu.

When PivotTable Options window appears, select the Display tab. Then check the option called "Classic PivotTable layout (enables dragging of fields in the grid)". Click on the OK button.

Highlight the label called "Values". Next, while your mouse cursor is over the Values 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.