Expanding PivotTable Rows to Sheets

by Allen Wyatt
(last updated April 7, 2018)

1

Aziz once accidently pressed something while working with a PivotTable, which then expanded every row in the PivotTable to its own sheet. After he got over the surprise, he found that this was very helpful in examining his data. Problem is, he cannot figure out what it was that he accidently pressed so that he can again do this on other PivotTables.

There are actually a couple of ways to expand the data in a PivotTable, but none of them involve keyboard shortcuts. One way to expand the data is to double-click on a value in the PivotTable. Excel creates a new worksheet that provides detail for the value on which you clicked. For example, if you double-click on a value in a row of the PivotTable, then Excel creates a worksheet that contains all the values that make up that original row value. (Remember that PivotTables are used to consolidate information; they provide totals of information, so double-clicking "expands" that total so you can see what makes it up.)

Also, if you double-click on a grand total in a PivotTable, Excel creates worksheets for each row that is included in that grand total. (This sounds the closest to what happened with Aziz.)

There is another way to expand information in a PivotTable, through the use of Report Filter pages. When you create a PivotTable, if you put a field within the Report Filters section of the PivotTable, then you can later expand information to multiple worksheets based on that field. Follow these steps:

  1. Create your PivotTable as you normally would, but make sure there is at least one field in the Filters section of the table.
  2. Display either the Options or Analyze tab of the ribbon, depending on your version of Excel. (These tabs are only visible when you select a cell within your PivotTable.)
  3. In the PivotTable group, at the left of the ribbon, click the Options drop-down list and choose Show Report Filter Pages. (This option is available only if you are filtering your PivotTable; see step 1.) Excel displays the Show Report Filter Pages dialog box. (See Figure 1.)
  4. Figure 1. The Show Report Filter Pages dialog box.

  5. Select the field you want to use for the data expansion.
  6. Click on OK.

At this point, Excel creates separate PivotTable worksheets for each of the discrete values in the field you selected in step 4. (For some data sets, this can be quite a few worksheets.)

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12198) applies to Microsoft Excel 2007, 2010, 2013, and 2016.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Creating Superscript and Subscript Buttons

Want a quick way to apply superscript and subscript to selected text within a cell? This tip shows how the formatting can ...

Discover More

Functioning Check Boxes in a Protected Worksheet

Want to protect a worksheet but maintain the ability to make changes to the check boxes you add to the worksheet? Here is ...

Discover More

Copying Between Instances of Excel

Copying information between two instances of Excel is different than copying information between two worksheets opened in ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

More ExcelTips (ribbon)

Weighted Averages in a PivotTable

PivotTables are used to boil down huge data sets into something you can more easily understand. They are very good simple ...

Discover More

Missing PivotTable Data

Wonder what happened to the data behind a PivotTable? It could be in a number of places, and tracking it down could be a ...

Discover More

Excluding Zero Values from a PivotTable

If you are using a data set that includes a number of zero values, you may not want those values to appear in a ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is three minus 3?

2018-05-01 05:09:21

hillp

Excel 2010
almost to what im looking for, but not quite...i just want to list all raw data inside a separate sheet from the master pivot table.

the method that you share above just create another pivot table in every sheet....

think as pivot table to summarize data... and from that summary i want to generate individual sheet of raw data based on the category i analysed in the pivot table

any other option? VBA maybe?


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.