Filter Data in Pivot Table in Excel  Step by Step Guide ▷ 2020

While it is true, Microsoft Excel has been cataloged as one of the most important office software throughout history. Which, basically, consists of an arrangement of rows and columns divided by squares, so that, thus makes it easy to edit and manage spreadsheets.

In this way, it is an ideal software for tabulate and organize any type of information, As for insert numeric data in order to manage them in the best possible way. Taking into account that, it provides numerous tools to order said data and optimize their presentation.

So, one of those tools, consist of Excel pivot tables. Well, they are elements that allow summarize and analyze large amounts of information, in a simple way, just by dragging and dropping the different columns that are part of the table. So that, They allow you to filter data and here, we will show you how to do it.

When is it necessary to filter data in an Excel pivot table?

In general terms, pivot tables are useful utilities for summarize a huge stream of data contained in an Excel spreadsheet, with the objective of facilitate their handling and analysis, an effective form. Which is why pivot tables also support the ability to filter information.

In that sense, it is considered that it is necessary to filter data in an Excel pivot table to achieve take large sets of information and from it create truly detailed in-depth summaries. Whereas, given a remarkable amount of information, sometimes users need more flexibility and that is why, the function of filtering and sorting information has been added.

As a consequence, it is possible insert one or more slicers for efficient and practical filtering. Also, there is the possibility to apply filters to any row field in the pivot table by means of an autofilter which generally works in conjunction with information segmentations in order to distill all the content in a higher instance.

Steps to sort and filter information in an Excel pivot table

Before proceeding to filter or sort the information contained within a pivot table, you need to make the same. To do this, you simply have to choose the entire table in question and go to the program’s options bar, to there click on the “Insert” tab.

Then in the Tables group, select the option “Pivot Table” and choose its location (recommended in the same spreadsheet). Done all of the above, you will have created your pivot table and from this moment on, you can start filtering and sorting the available data manually or with data segmentation.

First of all, we explain how to do it manually:

  • To filter data manually, just select the down arrow or column header, specifically, on the column you want to filter.
  • After that, deactivate the “Select all” option and click on the boxes you prefer to display.
  • Done that, click the “OK” button and thus, all the data will be filtered based on the previously established parameters.

Steps to sort and filter information in an Excel pivot table

On the other hand, if you choose to filter data within a pivot table through data segmentation, the steps to follow are different from those just outlined.

Therefore, the following procedure is required to carry it out correctly:

  • First of all, you have to select any cell in the pivot table, so that the corresponding tools are displayed.
  • Then head to the top of Excel and among the options available in “Pivot Table Tools”, click on the tab that says “Analyze”.
  • Followed by this, proceed to find the Filter group and then click the option “Insert data segmentation”.
  • Now, it’s time to choose the fields for which you want to create segmentations and when you do, simply click the OK button.

Steps to sort and filter information in an Excel pivot table

  • After the above, the program will be in charge of presenting a calculation segmentation within the sheet for each selection you made in the previous step. Taking into account that, you can modify its size and place it where you prefer.
  • Finally, within the boxes obtained by data segmentation, you can click on the buttons of each filter to choose the elements to display in the original pivot table.

Steps to sort and filter information in an Excel pivot table

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will surely be of great help to more members of the community. Thank you! 😉

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