How to change pivot table layout in excel

Answer

To change a pivot table layout in Excel, follow these steps to adjust the arrangement, style, and display of data efficiently.

1. Select the Pivot Table

Click anywhere inside the pivot table. Excel will display the PivotTable Analyze (or Analyze in some versions) and Design tabs on the Ribbon.

2. Change Report Layout

The report layout changes how data fields appear in rows, columns, and subtotals.

1. Go to the Design tab.

2. Click Report Layout.

3. Choose one of the following options:

   • Compact Form: Groups all row fields into a single column. This saves space and is the default layout.

   • Outline Form: Displays each field in its own column. This makes data easier to read for detailed reports.

   • Tabular Form: Shows all data in a table format with each field in separate columns and allows for sorting and filtering easily.

3. Adjust Subtotals and Grand Totals

You can control how totals appear in your pivot table.

1. In the Design tab, click Subtotals.

2. Choose Do Not Show Subtotals or Show All Subtotals at Top/Bottom of Group.

3. For grand totals, click Grand Totals and select On for Rows and Columns, On for Rows Only, On for Columns Only, or Off.

4. Change Column and Row Order

Drag fields between Rows, Columns, Values, and Filters areas in the PivotTable Field List pane to restructure the table layout.

• Drag a field from Rows to Columns to change horizontal vs vertical orientation.

• Drag a field from Columns to Rows for a reverse layout.

5. Apply Pivot Table Styles

Changing styles improves readability.

1. Go to the Design tab.

2. In PivotTable Styles, select a style for your layout.

3. Choose Banded Rows or Banded Columns to add alternating colors.

6. Expand and Collapse Layouts

You can control whether items display in expanded or collapsed form:

1. Right-click a row or column label.

2. Click Expand/Collapse → Expand Entire Field or Collapse Entire Field.

7. Differences Between Windows and Mac

• On Windows, the Design tab has all layout options clearly labeled.

• On Mac, some options may appear under PivotTable Layout in the PivotTable Analyze tab instead of a separate Design tab.

Changing the pivot table layout allows you to present your data in a readable and professional format, improving analysis and reporting efficiency.

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