Are you struggling to remove zero values from a PivotTable in Excel? With this blog, you’ll quickly learn how to undertake this task and get the results you need.
How to effectively use PivotTables in Excel
Ever had trouble understanding a huge set of data? Or been stuck in the details while examining your data? Excel’s PivotTables can help! They are a great analysis tool that can sort and summarize a lot of info with just a few clicks.
In this lesson, we’ll talk about PivotTables – what they are and how they work. Then, we’ll go through a guide on how to set up a PivotTable for your data. By the end, you’ll be able to make wise decisions based on the data, like a pro!
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Understanding PivotTables: a powerful data analysis tool
To begin with PivotTables, do these three steps:
- Select your data for analysis.
- Then, go to the Insert tab on Excel’s ribbon and select PivotTable.
- Finally, choose where you want to put the PivotTable – either a new worksheet or an existing one – and start dragging and dropping fields to analyze.
PivotTables offer endless possibilities. You can use it to know what products sell in which regions, which advertising channels bring in leads, and how much time is used on tasks during a project.
For instance, you work for an e-commerce company and need to know which products are popular among different age groups. Using PivotTables, you can group sales data by product category and age range. Then you can check which products are popular with each demographic.
In the next section, we will give a step-by-step guide to create your first PivotTable so that you can analyze data like an expert.
Step-by-step guide to setting up a PivotTable for your data
Setting up a PivotTable in Excel can be tricky – but practice makes perfect! If you need to analyze a large data set quickly, PivotTables are the way to go. Let’s break it down into six easy steps.
- Select your data range, including all column headers.
- Go to the “Insert” tab on the top toolbar.
- Click on “PivotTable” from the options.
- Choose where you want your PivotTable to go (a new worksheet or an existing one).
- Drag and drop field names into the rows, columns, and values areas.
- Start experimenting with row/column combinations and analyzing different subsets.
To optimize readability, exclude any zero values. Do this by navigating to the `Value Filter` dropdown> select `Does not equal`> `0`. Or, manually delete them by going to the column name > hit `Ctrl+F` and look for zeros via the dropdown box, select `Find All` and delete rows with displayed values. Optimize your data to make it more accessible!
How to exclude zero values and optimize your PivotTable data
If you work with data, you know how irritating it is to have zero values in your PivotTable. They spoil the flow of data and make it hard to get insights.
In this section, we’ll show some cool tools Excel provides. We’ll help you:
- Create a calculated field to remove the zeros
- Set a filter
- Use the “show values as” option to modify your view
With these tools, you’ll be able to make clean and useful PivotTables that help you make smart decisions.
Image credits: pixelatedworks.com by Joel Arnold
Create a calculated field to eliminate zero values
Eliminating zero values from PivotTable data can help optimize it and provide more accurate info. Here is a guide to creating a calculated field for this purpose:
- Choose any cell in the PivotTable.
- Go to the “Analyse” or “Options” tab on the ribbon.
- Select “Fields, Items and Sets” then “Calculated Field.”
- Name this new field.
- Enter the formula in the “Formula” section to exclude zero values (e.g., =IF(SUM([Field Name])=0,””,SUM([Field Name]))).
By following these steps, you can easily create a calculated field to eliminate zeroes. This will enable you to better analyze data and come up with more accurate insights. Your new formula will replace zeroes in that column/row with empty cells.
I once had a lot of zeros in my PivotTable, making it difficult to find trends in sales data. Making a calculated field got rid of the zeroes and allowed me to identify some unique insights.
Now that you’ve excluded the zeroes, it’s time to set up filters for unwanted data.
Set up a filter to remove unwanted data
To set up a filter to remove unwanted data in Excel’s PivotTable, follow these 6 steps:
- Select any cell within the PivotTable.
- Go to the Analyze tab in the Ribbon.
- Click on the Filter dropdown in the Sort & Filter group.
- Select Value Filters and then Greater Than or Equal To.
- Enter “0” in the value field and click OK.
- Tick the box for Select Multiple Items and only tick “0” (zero) and click OK.
Using this method, positive and negative numbers that are equal to zero are removed from the PivotTable. Filters are useful for removing unnecessary data, like zeros or unknown values, from large datasets. You can also filter text, dates, or blanks by selecting Value Filters > Text Filters/Dates Filters/ Blanks.
A friend used an Excel sheet for his business accounting needs. Sales targets exceeding specific amounts were important for quarterly assessments. He found that including zeros in sales figures misled him into believing progress had been made before it was earned.
To make sure data is accurate, modify the output of the PivotTable by selecting ‘Show Values As.’ This will help you view related fields in Excel’s pivot Table without losing any key information represented.
Use the “show values as” option to modify your data view
To modify a value, select the corresponding cell. Then, in the ‘Value Field Settings’, open the ‘Values’ drop-down menu. Click the ‘Show values as’ tab and choose an option like “% of Column Total“, “% Difference From“, or “Running Total In“.
With these options, you can present your data in different ways. Such as, displaying percentages instead of numbers or showing differences between periods. This feature can help you better understand your data and make better decisions.
Moreover, you can create custom calculations using formulas and fields in your PivotTable. This gives you unique ways to view your data, that go beyond simple calculations like sum or count.
Be sure to consider if certain options are applicable for your type of data. For instance, “% of Parent Row Total” may not be relevant if your PivotTable only has one row grouping.
Now, let’s move on to advanced techniques to refine your PivotTable analysis.
Advanced techniques to further refine your PivotTable analysis
PivotTables are a great data analyzing tool. But dealing with zeroes can be tricky. Let’s learn advanced techniques to exclude zero values. Plus, the SUMIFS, SUBTOTAL and COUNTIFS functions for more complex calculations. Streamline your data management, and get unparalleled insights from your data.
Image credits: pixelatedworks.com by David Jones
Utilize the SUMIFS function for more complex calculations
To make use of SUMIFS in your analysis, here’s what you do:
- Pick any empty cell where you want the result.
- Go to ‘Formulas’
- Choose ‘Math & Trig’ and then ‘SUMIF’.
- Fill in the inputs such as the range of values, rows or columns containing criteria, etc.
By using this technique, you can make tasks simpler than other complex methods like SUMPRODUCT or array formulas.
Having knowledge of SUMIFS gives you more control over PivotTable. This is especially useful if you need various axes or dimensions of grouping in your analysis.
Don’t forget that SUMIFS can improve productivity and accuracy for those working with data. According to tech writer David Mcminn (via Dummies), it helps “think through specific questions and get answers quickly“.
Now let’s learn how to optimize PivotTable with the SUBTOTAL function.
Optimize your PivotTable with the SUBTOTAL function
The SUBTOTAL function is a powerful tool for optimizing PivotTable analysis in Excel. Here are six ways to use it:
- Different formulas for subtotaling: 11 formulas, e.g. SUM, COUNT, AVERAGE, can be used with SUBTOTAL.
- Excluding some values: Filters + SUBTOTAL = not including certain rows in the calculation.
- Ignoring hidden values: SUBTOTAL won’t include hidden rows or columns in its calculation.
- Multiple levels of subtotals: Nest multiple SUBTOTAL functions to create advanced levels.
- Switch between data view & subtotal view: Excel allows switching quickly between displaying all row of data or just the subtotals.
- Grouping data by dates/fields: Grouping & Subtotal can be used over discontinuous dates, not visible in simple filtering.
Using the SUBTOTAL function is an effective way to analyze data better. It can exclude certain values, ignore hidden rows and columns, and create nested functions for subtotals. It also allows for viewing summaries instead of raw data. This technique is especially useful for large data sets and eliminates manual tinkering which might be time-consuming and inaccurate.
For instance, when preparing sales information reports for management, it can be tedious to manually analyze data with intermediate empty months. Nesting the SUBTOTAL function calculates values without including irrelevant empty rows while still allowing the grand total to remain intact. This is a great way to optimize PivotTable analysis.
Integrate the COUNTIFS function for even more sophisticated analysis
Integrating COUNTIFS can bring your analysis to the next level! Here are five ways it can be used:
- Count unique occurrences that meet multiple criteria.
- Combine COUNTIFS with other analytical functions like SUMIFS or AVERAGEIFS.
- Filter and display data sets based on multiple criteria.
- Analyze time-based data with date ranges or time periods.
- Create conditional statements to analyze data based on rules.
To get the most from your PivotTable analysis, make sure to use COUNTIFS correctly. Filter out blank cells and zeros if needed with an IF statement. Consider adding columns with custom formulas too. Formatting options like column widths, font choices and cell colors can also help make advanced analysis easier to understand.
FAQs about How To Exclude Zero Values From A Pivottable In Excel
How to Exclude Zero Values from a PivotTable in Excel
1. Why should I exclude zero values from my PivotTable?
Zero values can clutter your PivotTable and make it difficult to read. Excluding them can simplify the view and make it easier to analyze your data.
2. How do I exclude zero values when creating a PivotTable?
After dragging your desired fields into the Rows and/or Columns areas, click on the value field and select Field Settings. In the Value Field Settings window, check the box next to “Summarize value field by” and select a calculation method like “Average” or “Count” instead of “Sum.” Then check the box next to “Show values as” and select a non-zero calculation method like “% of row total” or “% of column total.”
3. Can I exclude zero values after creating a PivotTable?
Yes. Right-click on a cell that shows a zero value and select “Value Field Settings.” In the Value Field Settings window, click on the “Advanced” button and then the “Data” tab. Check the box next to “Exclude zeros” and click OK.
4. Can I exclude zero values for multiple fields at once?
Yes. While holding down the Ctrl key, select multiple fields and open the Value Field Settings window as described in questions 2 or 3. The changes you make will apply to all selected fields.
5. Can I undo the exclusion of zero values?
Yes. Repeat the steps in questions 2 or 3 and uncheck the box next to “Exclude zeros.”
6. Will excluding zero values affect my original data in Excel?
No. Excluding zero values only affects the way they are displayed in the PivotTable. Your original data in the Excel worksheet will remain unchanged.
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.